EOS for SharePoint in the international holding RD Group

October 15, 2015. At the end of July of the current year^[1] at the Moscow office of the international holding RD Group the corporate content management system integrated into the general IT infrastructure the companies was brought into commercial operation. A system is implemented based on EDMS EOS for SharePoint, developed EOS GROUP, and a contractor of the project is the partner of EOS Group Unicsoft LLC. The project includes works on automation of office document flow and archive, business processes of approval of different document groups, managements of meetings, development and deployment of the module of integration with 1C and also some other the modules considering specific needs of the customer.

RD Group, 2015

The project of workflow automation in RD Group is complex – it covers not only processing of correspondence and organizational and administrative documentation, but also other business processes. As main goals of the project, thus, the customer designated the following:

• creation of a common information space for the companies entering into holding;

• business process optimization;

• ensuring control and analysis of statistics of business processes;

• workflow automation;

• providing technological capabilities for quick search and information storage.

The concept of the project provides consideration of the workflow system as the single interface for access to different groups of corporate documents – from the entering, outgoing correspondence and ORD to agreements, requests and registers on payment. Implementation of EDMS EOS for SharePoint in RD Group solves at the same time several problems:

• creation of the complete information infrastructure covering all divisions, and the organization of interaction between them at the new level of managerial communications;

• complex automation of work with documents, including processes of creation, transfer, joint work, approval, the publication, storage and destruction of documents and also the organizations of control of execution;

• implementation of uniform technology accounting principles and document handling;

• formation based on EDMS of a common information space in which processes of joint work with documents at qualitatively new level are provided.

Business process automation of work with documents

Except server and user licenses on the EOS for SharePoint system, the customer purchases additional options and subsystems: Management of meetings, Scanning, "the EDS and enciphering" and also software set for work of leadership team of the company on mobile devices – 7 licenses for mobile application of iEOS (for iPAD) and as much licenses for the option "The EDS for iEOS".

In total at this stage work with 6 document groups is automated: incoming correspondence, outgoing correspondence, organizational and administrative documentation, internal documentation, agreement, requests for payment. For the last 5 groups business processes of approval of draft documents in electronic form are configured. The feature caused by complex structure of holding are branched routes of approval of many documents. So, business process under approval of agreements includes 14 stages!

Within the project accounting of the documents which are stored in archive is also automated. In a system the database for accounting of placement of physical units of storage (archivings) with indication of the location of matter in archive – numbers of storage, a rack, the shelf, the folder, etc. is created.

Add-on modules and individual completions

In parallel with the main implementation project of EDMS the project on development of the module of integration of 1C and EOS for SharePoint was complete. This module allows to transfer information on change and creation of objects from SharePoint to 1C and from 1C in SharePoint. The set of parts of the module solves the following problems:

• creation of the request for payment from EOS for SharePoint in 1C;

• updating of the status of request on payment in EOS for SharePoint from 1C;

• creation of the register on payment in 1C;

• updating of fields of the request for payment by data from 1C;

• creation of the agreement from EOS for SharePoint in 1C.

Also at the request of the customer a number of add-on modules are developed and implemented:

1. The module on barcoding. It allows to assign unique number (barcode) to each document registered in a system, thereby expanding functionality of standard numbering of documents in EOS for SharePoint.

2. Autocompletion of a field from the reference book. The module allows to automate filling of fields of substitution with certain values from the reference book.

3. Register of requests for payment. The module gives an opportunity of formation and approval of registers of requests in a tabular form. The employee who is responsible for formation of registers creates the register and fills the List of Requests field, selecting the requests suitable by certain criteria. Then the register goes to approval.

4. Removal of duplicates of problems of approval. The module allows to avoid double approval of draft documents in workflow Joint work in EOS for SharePoint. The event handler deletes or performs a problem of joint work if the problem of preparation or approval of the draft document was already earlier performed by the user within the current iteration of process.

Except development of add-on modules, within the project the interface of a uniform workplace of the user in which additional search fields are added is changed; the autofilled templates are configured (for example, for the outgoing letter); the additional report form is developed (the report on instructions). Also within the project specialists of Unicsoft company provided personnel training of the customer.

Now a system operates normally. Works regarding development of the module of integration are conducted with 1C for the purpose of full automation of the register of payments of the company. Also works on further improvement of section of automation of archive of documents are coordinated.

Thus, as a result of implementation of EOS for SharePoint in RD Group holding unified information environment for joint work of users which functioning is provided with basic systems capabilities, additional subsystems, modules and its integration with third-party products is created. In a system documentary focused business processes are automated and also the concept of uniform access point to any corporate information resources and third-party applications through the user workplace in EDMS is implemented.

Notes