Sportmaster refused Lotus Notes for benefit of Oracle BPM Suite

In the summer of 2016 the FORS announced start in commercial operation in Sportmaster company of the electronic document management system (EDMS) on the basis of the Oracle BPM Suite platform. On scale of implementation and completeness of a scope of a technology stack of products of Oracle, in Russia there were no similar projects of class EDMS yet.

The functionality and potential of development of former EDMS on the Lotus Notes platform appeared the insufficient for solving of tasks dynamically developing company therefore the decision on transition to Oracle BPM Suite the platform with a set of technology tools for business process management was made.

It is necessary to consider that on a decision instant about the choice of the platform for new EDMS in Sportmaster the back office systems based on other products of Oracle were already implemented. Use of solutions of one vendor would allow to reduce costs for integration, personnel training, development of a system, considerably having reduced, thereby, total cost of ownership.

"The choice of the solution and integrator made by us completely was repaid, - the director of information technology of Sportmaster Alekseev Herman notes. – In a project deliverable the level of information support of processing of unstructured documents significantly increased. Implementation of modern EDMS gave us the chance to give business processes in all points of presence of the company to the uniform BPM standard. In what part of the world our offices were, we can be sure of correctness of actions of users of a system. It is important that the integrator provided soft junction from one system to another, besides made it very qualitatively. Transfer of functionality from an old system in new was performed not just - business processes were considerably changed. Normally it difficult, but together with integrator we coped".

In the course of transfer in new EDMS business processes of the customer were not only are expanded functionally, but also received "new quality": based on the experience accumulated in use by former EDMS the unified structure was developed for the description and creation of all business processes, agreement bases, partners, powers of attorney and orders, presence of Sportmaster, uniform for all countries, are created.

The project proceeded 2 years, and in its framework upgrade and transfer in new EDMS of these two subsystems of former EDMS – the IC "Orders" and the IC "Agreements" was performed.

Within preproject inspection specialists of FORS made the description and made recommendations about business process optimization in comparison with that format in which they existed in former EDMS based on Lotus Notes. At the same time past practices of work and processes were transferred most carefully. In combination with expanded functionality of a system it provided loyalty of users in the course of transition to the new version of EDMS.

Special attention was paid to special requirements of the customer to EDMS: to maintaining and work with historical data, personalisation and multilingualism. Now work of users is personalized regarding the choice of an interface language, setup of a type of screen forms and a sorting order of data in these forms. At the subsequent stages personal setup and other attributes of the user interface will be provided: search filters, "chosen" documents, etc.

Support of multilingualism is provided both when filling attributes of documents, and at setup of screen interfaces of users.

Besides, new EDMS is integrated with some other the information systems functioning in Sportmaster. Work on the project will be continued both deep into, and in breadth – the number of the automated business processes covered by EDMS will grow, and the functionality to develop further.