Gorno-Altaysk airport (Case (EOS Group))

Corporate Systems — Consulting company, the partner of EOS Group company in Western and Eastern Siberia.

To system implementation of electronic document management in JSC Gorno-Altaysk Airport all documents were recorded in paper magazines. Execution control was also not automated – it was conducted in the "manual" mode (documents which needed to be performed to specific date, formed in the separate working folder).

If the document concerned several divisions, then it was x-copied in necessary number of copies. Considering dispersion of the body of the organization for the territory, documents came to divisions not always quickly. For the same reason considerable time occupied approval of draft agreements, orders, etc.

Project Tasks

To fix the problems stated above and to establish documentary cooperation between divisions up to standard, the management of JSC Gorno-Altaysk Airport made the decision on system implementation of electronic document management. The CASE system selected for implementation had to solve the following problems:

• provide a technological capability for maintaining electronic base of the entering, outgoing and internal documents and their search in details;
• organize the movement of electronic copies of documents, including their operational transfer to contractors in a single system;
• reduce costs for copying of documents and the number of the sent copies;
• make process of execution of documents transparent at all its stages. It was required to reflect in a registration card of data on contractors and also to attach to RK or to connect with it files and documents which were created in the course of execution (the draft of the answer, the final answer, other documents connected with performed);
• accelerate approval of draft documents (at the same time most of all processes of approval of agreements needed acceleration).

Project Implementation

For the solution of the above-stated tasks were purchased by the Customer:

• the server license on EDMS "DELO";
• 17 user licenses EDMS (3 jobs of the CASE system and 14 jobs of the subsystem "DELO-Web");
• 2 licenses for the option "Electronic Signature and Enciphering";
• the option "Scanning" (for the translation of paper documents in an electronic form with their subsequent attachment to registration cards);
• 17 licenses for the Monitoring of Documents application for all users of EDMS. This application is own development of KS-Consulting and performs function of an informer, and allows users to learn about events in EDMS, without starting "CASE".

A system is installed by forces of group of implementation of KS-Consulting company on the server and jobs, basic processes of document flow are configured, control procedures of execution of documents are formalized. After installation and a software setup specialists of KS-Consulting trained in the main transactions of work in EDMS of all users and also trained the system technologist from among employees of JSC Gorno-Altaysk Airport.

Implementation term

October – December, 2015.

Results and perspectives of the project

Now in JSC Gorno-Altaysk Airport the following processes of document flow are automated:

• it is recorded in EDMS of incoming letters, telegrams, outgoing documents, memos, organizational and administrative documents (orders on primary activity, orders), agreements;
• for outgoing documents and agreements the possibility of creation of their projects in electronic form with the subsequent approval is provided in a circuit of EDMS "DELO" (in paperless option);
• means of EDMS "DELO" adjust execution control. At the same time the head of the organization personally works in EDMS – enters resolutions into registration cards of documents, and on the most important performs functions of the controller;
• the Monitoring of Documents application allowed to adjust informing users on the come and coming events in the CASE system: receipt of new documents and instructions, approach of control terms, etc.;
• all incoming documents are transferred to an electronic form by their scanning with attachment of an electronic image of the document to RK.

Thus, now in JSC Gorno-Altaysk Airport all basic processes of document flow are automated, and all divisions of the organization are connected to EDMS "DELO". Further document flow will develop through increase in number of users of EDMS, acquisition (in need of) additional options (including "the EDS and enciphering" for all divisions) and more complete mastering of functionality of the CASE system. In particular, the possibility of the organization of exchange of documents and RK on channels of e-mail with the authorities of Altai Republic which are also using the CASE system is considered.