Interview with the deputy chief of management of information technical support of IT department of NPF LUKOIL-GARANT Kirill Ryzher

Kirill Ryzher: "We estimated systems capabilities during the project more fully, than at a choice stage".

TAdviser: Kirill, tell, please, in this connection the decision on replacement of EDMS what purposes were set before the project was made?

Kirill Ryzher: Within the general IT strategy of failure from the Lotus Domino IBM platform the management of our Fund formulated a task – to pick up the new EDMS suitable for implementation of document flow of the company. The problem was not in a system BOSS-Referent as such, we needed more perspective solution. The main requirement and a project objective was to achieve the interface, most similar to the previous system, for our users, without having lost at the same time in functionality.

TAdviser: What influenced the choice of the platform for transition?

Kirill Ryzher: We had no experience of similar transition, it is the first such project therefore when choosing a system we handled an issue from scratch: studied the market, watched the provided options, relying on responses of customers, quantity of system implementations in the medium-sized and large companies, functionality, etc. We understood that, most likely, many systems will meet our requirements, but the choice fell on Docsvision. Now, after a year, I can tell that it was correct: we estimated its opportunities during the project more fully, than at a choice stage.

As the partner for implementation of implementation of Docsvision 5.3 we selected BTLab company in view of the best price relation, quality and professionalism. The company has a wide experience in work with both systems (Docsvision and BOSS-Referent) that provided competent approach to a question of migration. Especially it would be desirable to mark out Pyotr Arbuzov – the project manager – for skillful coordinating of actions and the shown patience. The last, to be fair, distinguished all staff of BTLab who was taking part in implementation.

TAdviser: How work on the project was based?

Kirill Ryzher: On transition process we put a year and a half, directly active work went 8 months. The works were completed in a year. At the beginning the colleague from BTLab which "BOSS-reviewer" described all opportunities worked at our territory: what is implemented that we as to the customer would like that at that time was not enough, etc. to formalize all requirements to a new system. We made a start from what we already have, and from what is convenient to users. Met representatives of business who most densely work with EDMS. It was as a result made and approved by terms of reference (process was long), and then on it the Docsvision setup under our specific requirements began.

TAdviser: What would not you as industry specifics of document flow in your company?

Kirill Ryzher: A big flow of the entering / outgoing correspondence. It was important to facilitate as much as possible life to workers of "the scanner and the copier".

TAdviser: What else employee categories use in work of EDMS?

Kirill Ryzher: Will not be exaggeration to tell that practically all employees are anyway involved in work with a system. I conditionally would separate our users into 3 categories: the "registrars" approving and those who initiate approval processes (contractors of documents).

We always tried to cover as much as possible a question and to learn that is wanted by all categories of users. The most active users are, of course, a staff of department of management of documentary providing: those who work with the entering and outgoing correspondence register documents and store originals. It is small percent of users, but they work with all categories of documents at different stages. From the point of view of departments – no such which would not be involved in general.

TAdviser: Whether EDMS by the management for the solution of managerial tasks is used?

Kirill Ryzher: Yes, it is unconditional. Function of the analytical reporting was implemented in the previous EDMS, and its preserving was one of the main requirements to new. We use creation of reports on terms of approval of documents: as internal, and with partners. In connection with the accurate regulations under approval of documents (in days), the management needs to understand as far as they are executed.

Personally the leadership of Fund in Docsvision does not work, but assistants from their person take part.

TAdviser: It is possible to tell that today you have completely paperless document flow?

Kirill Ryzher: Yes, it is possible. There is a category of documents which passes by EDMS, but it is paperless document flow too, just it takes place in other systems.

Since the beginning of use of a system (on December 1, 2014) in Docsvision about 7-8 thousand entering / outgoing documents are registered. Contractual and administrative it is less: about 600 and 400 respectively.

TAdviser: Whether there were new blocks of automation when changing a system? How the solution is implemented?

Kirill Ryzher: Initially upon transition to Docsvision main what we wanted, – to save functionality of a former system. In the course of work (and we use a system nearly a year) Docsvision acquired new functional modules. From the last – at our request specialists of BTLab configured integration of c of 1C that simplified approval of accounts and maintaining accounting records. Now there is no need to watch data in two different systems and when the user has a need to approve the account – it in 1C sees the complete information about the partner which is tightened from Docsvision. The principle of a single window – it is convenient.

In general the solution is implemented on the Management of Documents built-in application and the designer of approvals of Docsvision. Sheets of approvals were rewritten, the possibility of an output in MS Word is implemented. Data migration in Docsvision is performed, the functionality of import of data from the tables MS Excel with support of loading of applications and version control of files is implemented.

TAdviser: What was most the difficult/most important at implementation?

Kirill Ryzher: As they say, doing repair in the apartment, the main thing – not to divorce. The most important at implementation was to save belief in final success. In terms of technical implementation – all issues were resolved by the partner in implementation – BTLab company, and on all of us it was succeeded to reach agreement.

Besides, it was important to convince users that new EDMS is not worse usual previous, of course.

TAdviser: And how to you it worked well?

Kirill Ryzher: At the beginning it was difficult since new people are inclined to accept all with a certain share of scepticism. Certainly, we did everything possible in respect of preserving of analogy of work, but all the same it is other system (the interface, buttons, labels).

A last system almost did not develop, work in it was smoothly running. In the course of implementation of new EDMS, kind of we tried, to avoid all reefs of implementation it did not turn out, and users periodically suffered it. For today the situation, in my opinion, is much better: employees got used and understood that a system gives new opportunities for fast completions, scalabilities, – and gradually changed opinion. At least, appeals to technical support became much less.

TAdviser: Whether you are going to develop a system further in what direction?

Kirill Ryzher: Plans are very serious. The main vector of development – continuation of integration with other information systems of Fund, is one of key conveniences to us of what is provided by the platform.