"VASO" completed the third stage of implementation of EDMS

2019: Integration of EDMS Directum into "Il", "VASO" and "Aviastar joint venture"

On August 28, 2019 the Directum company reported that PJSC Il, PJSC VASO, JSC Aviastar-SP configured integration of own independent DIRECTUM systems. Read more here.

2017: The third stage of implementation of EDMS

On July 11, 2017 the Tanais company announced end of the third stage of an implementation project of Directum.

Tanais updated the operating system to version 5.3. Now possibilities of the web client with whom most of employees work do not concede to functionality a desktop client.

The third project stage covered contract activities of customer company. Each process of approval represents a difficult chain of interaction with a great number of participants. Organizing contractual processes in EDMS, it was required to consider aspects:

• in the course of approval from 3 to 7 divisions depending on an agreement type participate;
• during the work with state defense orders the military representation is connected to approval;
• all agreements, their conditions and partners are carefully checked regarding economic safety.

For July 11, 2017 in the Directum system more than 300 employees work. 90 divisions of the enterprise, among them take part in contractual processes:

• department of economic safety,
• contract and legal department,
• accounting,
• treasury,
• commercial department,
• purchasing department, etc.

Can be connected to approval additional approving if in it there is a need.

The most part of employees works in a system through web access, users a desktop client are only the top management, office and contract and legal department. For more comfortable work in the web client the implementation team of TANAIS updated a system to version 5.3. The functionality of the web client in this version is approximate to desktop.

{{quote|author =
Alexey Pesterev, the project manager of implementation of Tanais company|Basic processes on work with contractual documents VASO without serious consequences are also built correctly in the Directum system. All functional requirements are considered, integration with the accounting system and information security – all designated project objectives are achieved. Development of the project is planned for the near future: additional types of contractual documents which will allow to cover all processes on contract management at the enterprise.} will be entered }

2016: Implementation of EDMS

As of July, 2016, first, there was not always an opportunity to quickly deliver the document to divisions of the plant as delivery in some divisions is performed by machine on average two times a week. Secondly, it was difficult to tell to whom the document was specifically transferred and to trace all history of work with the document – in what time instructions when the document was transferred and processed were written.

At last, there were problems in connection with frequent loss of documents, a lot of time left on their search as search in attributes of documents was complicated. In order that at the request of division to find the document and to look whether there was it rastsekhovan and it is delivered to division, considerable time was required. Therefore increase in performing discipline at the expense of a possibility of comprehensive control of processes in a system, ensuring safety and an exception of loss of documents in the course of approval and execution of instructions became accidental one of the main requirements of the management of VASO.

With respect thereto during 2015 at the enterprise the analysis of a status of office-work was carried out. It allowed to reveal problems and to define the directions of development of document flow.

Considering technical capabilities and the professional training level of workers, the management of the enterprise made the decision on implementation of a single system of electronic document management and interaction between structural divisions.

A choice was made for benefit of the EDMS which is the recognized leader in Russia by the number of successful implementations on large enterprises. Among advantages of this system there is a big base of ready business solutions, scalability and flexibility, a variety of interfaces, the developed abilities to integrate with other information systems.

The organization and operating control of the course of implementation of EDMS at the enterprise were assigned by the solution of the CEO to the director of the department of information technologies R.V. Gertsik. For system implementation of electronic document management at the enterprise the working group where the staff of department of IT, office, directorate on personnel entered was created. Training in work in an electronic document management system was provided based on a computer class of the Center of corporate training of VASO.

In the project progress on implementation of EDMS at the enterprise within the first stage the main business processes on increase in efficiency and improvement of office-work were implemented and automated. The main attention was paid to standardization and automation of the common information space in a system providing routing and storage of electronic documents and also development and implementation of the solutions allowing further without essential costs and completions to increase the power of a system and to connect other structural divisions of the enterprise. Processes of work with incoming letters were automated.

Implementation of the module Office allowed to automate work of office with incoming correspondence. Due to large volume of received documents of one from the main job requirements of clerks in a system was to simplify and accelerate as much as possible process of document registration and finishing them to the management and contractors.

The scenario allowing to scan automatically incoming letters, to connect them with the corresponding registration and control cards was developed for work with incoming letters and at once to send for execution. Filling was also simplified at the expense of a possibility of the choice on divisions and in advance created lists of workers. As a result time of processing and registration of incoming correspondence was considerably reduced.

Average time decreased by processing of one document by 2.5-3 times; probability of loss of documents decreased and also the evident instrument of tracking of location of each specific document appeared.

In EDMS over 9 thousand incoming documents are registered.

Within the second stage of the project installation of 128 client jobs of heads of divisions and workshops is carried out that allowed to integrate an electronic document management system structural divisions of the enterprise. Thus, the electronic system of office-work considerably will simplify receiving, replication and execution of documents, containing instructions or actions of contractors