Tomsk State University (TSU) (1C: Document Flow 8)

Complex automation of Federal state autonomous institution of higher education "National research Tomsk state university" is conducted by Informatsionnye sistemy v obrazovanii (ISO LLC) LLC.

With 1C-KPD LLC (1C - Corporate portals and document flow) were attracted on the project of automation of office-work based on the 1C: Document Flow software product.

Purposes and problems of implementation "1C: Document Flow":

• Element marked a spiskapovysheniye of efficiency of methods of work with documents by transfer of the last to an electronic document management system.
• Automation of accounting of white papers of the enterprise.
• Ensuring collective access to files and objects.
• Organization of reduction and support of paper document flow.
• Control automation by business processes of the enterprise.
• Control of execution of instructions and monitoring of performing discipline.
• Accounting and storage of the entering / outgoing / internal documents.
• Accounting and storage of files.
• Quality improvement of documentation.
• Optimization of document flow and office-work.
• Ensuring transparency of schemes of the movement of documents.
• Uniform storage of documents with the distributed regulated access.
• Electronic maintenance of actions.
• Increase in level of integrity of data and reliability of their storage.
• Reduction of terms of approval and document handling.
• Increase in organization of works with partners and agreements.
• Ensuring effective control of execution of instructions.
• Increase in safety of documents due to creation of uniform electronic archive of documents.
• Organization of effective accounting and analysis of working time of employees.
• Systematization of structure of document flow of organization.
• Providing uniform policy in the field of access rights restriction to information.
• Creation of unified information environment of organization due to integration of necessary data with the accounting systems of the Customer.

Effective objectives were achieved by means of the solution of the following tasks:

• Collecting and formalization of requirements to an automation subject.
• Determination of mechanisms of integration with information systems of the customer.
• Preparation and approval of the engineering design.
• Deployment and setup of a configuration.
• Carrying out compliance tests of the solution to required result.
• User training.
• Preparation and input of a system in trial operation.
• Elimination of notes and adaptation of a system based on trial operation.
• Input of a system in commercial operation and support of the implemented solution.

Product Selection

The product "1C: Document Flow" was selected as the closing complex of software products on 1C: Enterprise platform. In staff of organization there are professional products 1C specialists, there are client and server licenses for products 1C: Enterprise, all these factors significantly reduce the cost of ownership of a software package in view of what the question of the choice of product EDMS - did not stand on other platform.

Work progress

During implementation the analysis of the existing documents and processes, interviewing of the key users and responsible for the directions was made. After formation and the approval of technical specifications, design of test model is carried out. At a stage of setup of a system the following works were performed: 1) NSI setup: data on users from a personnel system are loaded, reference books Partners, Contact persons, Bank details from a personnel 1C system are loaded: Salary and personnel management and managerial 1C system: University; 2) Document types are configured: - entering: A citizens' appeal, the Letter, the Letter from the Ministry of Education, the Request; - outgoing: Outgoing letter; - internal orders and orders (The order on OD, the Order on a LAN, the Order on a LAN of students, the Order on educational activity, etc.), different types of agreements: deliveries, about rendering services, about execution of works, other internal documents: Business trip, Office task, Memo, Application for issue of advance payment, Sheet of a time recording; For each document type the corresponding templates are configured; 3) The complex processes created from softwares put in standard delivery, such as are configured: registration, consideration and execution of incoming documents, approval, statement, registration and sending outgoing documents, preparation, approval, statement and registration of internal documents; 4) User rights on groups of access, on document types, on access signature stamps are differentiated; 5) Reports are configured: The reference on performing discipline of the top management, the Research opinion by the generalized results of control, the Report about a status of execution of documents, the List of the heads who did not perform order in time, the Certificate of execution of control documents;

During preparation to experienced operation training of responsibles (more than 50) was provided and instructions of users for work with a system are developed.

As a result of implementation the unified information system of management of documents and processes of organization is received. All documents created or registered both in "1C: Document Flow" and in the systems "1C: Payroll and HR Management", "1C:University", are stored on a centralized basis, in uniform information base that guarantees safety of documents, a possibility of quick search and access to documents. Processing of documents accelerated (approval and others). The transparency of accounting of documents and tasks increased: on any processing stage of the document it is possible to see the status and course of execution of tasks of it. Time for work with documents was reduced, for heads there is a possibility of control of assigned tasks and performing discipline of employees.

The Following Tasks Were Performed:

• Consultations on the choice of the software and options of its maintenance
• Software installation on the customer's computers
• Collecting and requirement analysis of the customer to an automated system
• Planning of stages of works, drawing up job schedule
• Methodical ensuring specific features of accounting and management in the automation system (the requirement to adaptation)
• Creation of interfaces and sets of user rights
• Technical implementation of specific features of accounting and management in the automation system (adaptation)
• Integration with other systems based on "1C: Enterprise"
• Initial settings of standard/industry solution (program) to start accounting
• Individual training at office of the customer
• Training in group at office of the customer
• Installation and setup of servers, workstations and peripheral equipment

The additional information about implementation:

Work option: Client-server (database server: Microsoft SQL Server) Quantity of document types - 24 pieces. The number of the entered documents in day - up to 10 pieces. Median number of lines in one document - 15 lines The volume of information base - 750,000 (MB)