The control Accounts Chamber of Moscow replaced EDMS

12/21/2015 the control Accounts Chamber of the city of Moscow (further – PCB of Moscow, Chamber) implemented EOS for SharePoint 2013 (EOS Group). The project the company carried out Electronic office systems.

Start of Project

Quality improvement of primary activity is inseparably linked with optimization of a management system for the organization and high-quality changes in an internal control system.

Control Accounts Chamber of Moscow (2014)

The applied information system (based on the product IBM Lotus Notes) not fully met the requirements for the organization of control of execution of instructions (tasks) and the general high-speed performance in this connection the decision on development of the complex environment of automation of activity of PCB of Moscow was made.

During the period from September, 2014 to November, 2015 Chamber as the state customer of works, properly performs the public contract on creation of the Information and analytical system of IAS of KSP-M, one of components of which is the subsystem of electronic document management (PSED).

As a basis for deployment of PSED the "boxed" solution EOS for SharePoint of EOS Group company was selected.

On start of the project on deployment of PSED the following "painful points" were designated:

1. Необходимость migrations of documents from legacy system of document flow. At the same time a part of documents had to pass into PSED as the archive available only on reading, and a part of documents (first of all – administrative documents, protocols of collegiate organs and other not performed documents) should be transferred to a working segment with a full range of functionality.
2. Непрозрачная the scheme of work with documents, organizational problems of office-work, strong influence of a "traditional" component (historically developed rules and acceptances) in work with documents.
3. Необходимость compound, multistage integration of PSED with an accounting subsystem on the basis of the uniform list of users and the Work plan of PCB of Moscow the current year (the list of control, expert and analytical and other actions of Chamber approved and updated in the order set by the legislation).

Maintaining project

During the first migratory stage of legacy data more than 90.0 thousand documents were transferred to PSED.

About 5% of documents at the time of transfer were at different stages of execution therefore it was crucial to provide fast further work in the new interface from the first day of operation.

The main attention in the project was focused on processing (setup) of the user interface of jobs of users of EDMS. Issues of unification of structure of the provided information on desktops of users were at the same time resolved and functional independence of specific functions (tasks) of Service of documentary providing Chamber is provided.

The classification model of documents of Chamber with splitting into groups and types was developed for accomplishment of this task, the rekvizitny structure of each document type was worked out.

The main requirements when forming rekvizitny structure of documents were standardization of details for different groups (types) of documents, the general reduction of details in a registration card at a minimum of obligatory data entry fields.

At setup of jobs of users possibilities of functional customization of the product EOS for SharePoint without use of programming were fully used (controlling units of navigation, filtering and sorting; possibility of submission of links to objects of PSED; setup of standard and custom representations).

Special attention is paid to search mechanisms – to quick search according to details of cards and full-text search on contents of the attached document files. As search mechanisms were involved both basic opportunities of the Microsoft SharePoint platform, and specialized product capabilities of EOS for SharePoint that allowed to make setup of use of search pages and forms for the most quick access to documents with a possibility of a clustering of search results.

During setup of processing of draft documents and the approved documents by employees of PCB of Moscow together with group of implementation from EOS Group company schemes of passing and lifecycles of all groups and document types of Chamber were in details worked and formalized that allowed, when preserving features of document flow, traditional and usual for PCB of Moscow, to optimize this component, having excluded delays and the losses of documents inherent to the paper and poorly automated document flow.

Deep processing of a system of organizational support in which course of execution it was succeeded to create in details worked rules of record keeping and document flow, to define the main working methods from PSED and the rule of integration of accounting objects of PSED and IAS KSP-M became a key problem of implementation of PSED.

For the purpose of implementation of a three-level role model the matrix of access for employees of PCB of Moscow to objects of PSED was developed that allowed before the actual start of a system in operation to handle issues of information security regarding access isolation to documents. During trial operation of PSED it was succeeded to formalize considerably questions of the organization of control of performing discipline. Based on the configured access rights, the nomenclature of affairs of Chamber, document classification and restrictions of processes of passing of documents for leadership team of PCB of Moscow specialized interfaces of control of initiative instructions, instructions according to documents and actually the documents which are on special control were in addition configured (for example, appeals of physical persons and legal entities).

Result of implementation

Service of documentary providing PCB of Moscow, heads of structural divisions, the appointed controllers of execution of instructions and other authorized officers of Chamber received the powerful and convenient instrument of control of course of execution of works and documents accountable to them.

In addition to problems of automation of office-work and document flow during an implementation project of PSED transparent double-ended synchronization of data on documents, instructions, the PSED tasks and reference books with a subsystem of planning and accounting of results of control and expert and analytical actions of IAS of KSP-M was provided. the Problem was solved thanks to features of an open architecture of EOS for SharePoint, existence of API of the SharePoint platform and a possibility of data acquisition directly from a DB of EOS for SharePoint.

Encapsulation of accounting objects of PSED in IAS of KSP-M was executed only by forces of the general contractor of the public contract on development of IAS of KSP-M with advisory support of specialists of EOS Group company.

With employee involvement of EOS Group company training of 76 workers of categories heads and specialists is provided that made more than 45% of a payroll of Chamber.

Transition to use EOS for SharePoint in PCB of Moscow was made once, without parallel use of legacy system. As additional options services of stream scanning of documents and remote jobs of leadership team of Chamber based on tablet computers running operating systems were connected Microsoft Windows and Apple iOs.

Practical results of work of PCB of Moscow within six months after input of PSED in operation confirmed justification of the made architectural concepts and compliance of characteristics of the created EOS for SharePoint configuration to requirements of technical specifications for high-speed performance and fault tolerance.