RusPetro implemented EDMS

In June, 2016 the Appius company announced an implementation project of electronic document management by means of a universal EDMS system (Electronic Document Management System) on the Appius-PLM Management of the design estimates platform (further to "Appius-PLM of UPSD") in JSC Ruspetro.

Project Tasks

The company planned system implementation of electronic document management using a universal EDMS system (Electronic Document Management System), providing these functionality:

• control of receipt and movement of project technical documentation on projects of development of fields;
• transparent process of approval of documentation between different divisions of the company;
• convenient storage of documentation in electronic form;
• communication with the hard copy of contemporary records.

Screenshot of the software window, (2016)

When choosing the Ruspetro EDMS system considered a set of systems. At a final stage the functionality of two was compared^[1]:

• Appius-PLM Management of the design estimates system (further "Appius-PLM of UPSD") Appius companies.
• EDMS system of the American vendor.

As developers reported, the Appius-PLM of UPSD system at the time of the choice met the imposed requirements of 70%, but had flexible potential of setup for the customer therefore it was represented possible to carry out modification and to bring a system to 95% functionality necessary for the customer.

EDMS system cost was one more factor in the choice of software. In this question the domestic program gained the lead.

Production capacities of Ruspetro, (2014)

As a result for further work and implementation, the company management of "RUSPETRO" selected the Appius-PLM of UPSD system taking into account completion of its functionality according to requirements of the customer.

Project Progress

On the basis of the revealed data on need of completions for the Appius-PLM of UPSD system, the project manager of implementation of an EDMS system from the customer developed detailed technical specifications on completion of functionality. On the basis of this document specialists of the contractor began work on improvement of the program and expansion of its functionality, considering all wishes and requirements of the customer.

Main directions of optimization and completion of the program:

• setup of properties, representation, check of uniqueness and communications of elements of a tree of projects;
• automatic loading of documentation from delivery notes (accompanying sheets) with bug tracking in names of files and structure of documentation;
• setup of business process of consideration of documentation and formation of the sheet of notes for each document after end of BP;
• report generation on the project in the form of the main register of documentation (MDR - master document register) - graphics of release of documents;
• setup of a printed form of the delivery note on transfer of documentation;
• automatic unloading on FTP of document files and the delivery note.

A system was implemented, relying on premises:

• quick entry of a system in trial and commercial operation due to failure substantially from programming for benefit of setup of a system.
• capability organize training, consultations (including through remote connections) and providing the checked techniques.
• possibility of expansion at the level of the platform in functional (end user) and nonfunctional (technical architecture) sense.

Training of employees of the customer in work in a system was provided on the example prepared earlier, on the basis of provided data. Specialists Appius analyzed structure of the project of the customer on the basis of which configured properties and subordination of elements, entered structure of the project.

Part of specialists of the customer was present at training, for territorially remote workers remote demonstration of the screen and the attached device of a public address system was organized. On the example of the demonstration version of the program specialists Appius showed basic functions.

In the course of trial operation amendments on setup of project properties, sets and its sheets are carried out, setup of check of uniqueness of elements is corrected. Communication by work design documentation with the equipment, questionnaires and structure of the project without any program completions is configured.

Project Results

The Appius-PLM of UPSD system helped to automate process of consideration of documentation.

Documentation for consideration is sent according to a participation role: "Curator", Reviewer and Head.

At the beginning of process of active use of the program from users there were questions connected with data entry, work of business processes and a task bar of the user, unloading of document files, work with the cancelled documents, etc. All problem situations are quickly resolved.

According to the technical specifications received from the customer in the course of trial operation of "Appius-PLM of UPSD" plug-ins which expanded functionality of a system are developed.

From the contractor 4 persons participated in project implementation: project manager, departmental engineer of technical support, 2 leading programmers.

From the customer the leading specialist on document flow, responsible for implementation of an EDMS system for control of project technical documentation at all enterprise took part in project implementation.

For September 22, 2016 a system is put in commercial operation and 25 users work with it.

As a result of implementation:

• high-quality job management of specialists of the company.
• business process optimization on consideration and approval of project technical documentation.
• exception of possible errors owing to a human factor at report generation (including the report of GRD);
• economy of temporary and financial resources.
• the effective organization of electronic document management regarding project technical documentation.

Notes