Implementation of DIRECTUM in JSC Ural Turbine Plant

JSC Ural Turbine Plant is the power engineering enterprise performing design, production and service maintenance of steam and gas turbines of different power. Enters into Renova group, it is located in Yekaterinburg.

Main building of JSC Ural Turbine Plant

The project in JSC Ural Turbine Plant started in December, 2015. The management of the enterprise set the following tasks:

• increase efficiency and quality of work with documents;
• lower labor costs and costs for management;
• create conditions for transition from traditional paper to electronic document management;
• optimize business processes and increase control of execution of tasks in the plant.

As the solution the DIRECTUM ESM-system — the flexible tool optimum suitable for accomplishment of assigned tasks was selected.

Processes needed automation:

• registration of incoming documents, pronouncement of resolutions;
• issues of instructions and control of their execution;
• approvals and registration of outgoing, organizational and administrative documents;
• approvals of contractual documents and requests for their creation;
• maintaining electronic archive of documents;
• integration with 1C regarding synchronization of divisions, agreements, partners;
• Active Directory integration.

Project Features

System implementation began at the end of January, 2016. Prior to the beginning of March development and approval of project solutions was conducted. Also the group of key users on the basic modules DIRECTUM and also Office and Administration was trained.

Then, after signing of project solutions, specialists started modification and setup of a system. Special attention at the same time was paid to synchronization of data between DIRECTUM and 1C.

In parallel with development there was a testing, migration of historical data to reference books of EDMS, preparation of user instructions and the administrator was conducted. In the same time the special theoretical user training rate including features of work in a system within the accepted modifications of a system was created.

"Office": new opportunities

Within work with the entering and outgoing documents the module DIRECTUM was slightly modified. In particular, in Office the separate route with automatic registration of memos was created. The solution allowed to meet requirements of internal standards of the plant according to which all documents of the enterprise should be registered. However in a case with memos use of human resources was wasteful. For this reason automatic registration was entered. Approval of administrative documents was selected in a separate standard route. For implementation of features of interaction on registration, printing, transfer for the signature of documents the reference book "Assistant administrators" is used.

Contractual processes

The procedure of work with agreements at the plant was initially separated into two stages:

1. the Contractor starts the request for signing of the contract on approval. Within this process the security service carries out an inspection of the new partner.

1. Daley, after successful result on the first stage, legal department creates contractual the document and sends for approval.

In the course of preparation of project solutions the customer refused the request as the document (as outdated element of paper document flow). The separate reference book – "Requests for the Electronic Document" was as a result created. To facilitate work of the user with it and to lower number of errors, the special master of actions is used. With its help all parameters of future agreement are step by step specified, necessary accompanying documents are attached.

Request card on contractual the document

The customer also set the additional task: depending on agreement parameters, some details in the master of actions and in cards of the request and contractual documents should change dynamically the obligation and/or availability to filling.

For example, the "Automatic Prolongation of Validity Period" field is available and mandatory in all requests in case in the field "Type Contractual Dock." indicated value Agreement, in the field Framework agreement is registered "No" and in the field "The Contractual Document from the Partner" is mentioned "No".

The setup reference book "Availability Control of Details" was developed for the solution of this task. It defines in what components and what data should be available and/or mandatory. Before start of a task of approval of the request check of the partner on relevance of statutory documents is performed. Documents can be attached to record of the reference book of Organization and also to open from the reference book "Requests for the Contractual Document".

At start of a task of approval of the request a system checks availability of the attached files and date of their adding. If files are added more than a 1 years ago, then a system requests new statutory documents from the user.

The contractual document created by legal department goes to approval along a new standard route. Because of a large number of participants of process consecutive step-by-step approval, with parallel routing in a stage was entered.

Setup of the sequence of approval in a card of the contractual document

Work within approval stages for the user takes place in a system almost "seamlessly", i.e. all history - from the request before signing of the contractual document - is stored in one tree of correspondence on a task.

Integration with 1C

Possibilities of the standard connector to 1C did not meet all requirements of the customer therefore the mechanism of synchronization with DIRECTUM was written "from scratch".

At the first stage "historical" data on agreements and an organization structure from 1C were unloaded in reference books of Division, Workers, information on the existing partners - in the reference book of Organization. Further periodic and dynamic synchronization of data was configured.

From 1C with the set frequency information on divisions of the organization and workers arrives. It assimilates with data from the Active Directory for building of a relevant organization structure in DIRECTUM. Also with a certain frequency from EDMS information on the available agreements is transferred to 1C. Within a standard route under approval of the partner there is an unloading of information on the organization from DIRECTUM in 1C. The return synchronization for updating of data and also ensuring their identity is executed with the set frequency.

Main results

Project results in JSC Ural Turbine Plant

All works on implementation are successfully completed in July, 2016. By this time the plant's management estimated the first results of project implementation:

• at all stages of work with documents process became more managed;
• due to transparent control at all stages of lifecycle of the document the performing discipline increased;
• time spent by employees for document retrieval was considerably reduced;
• significant acceleration of business processes of the enterprise is reached;
• dead times on a courier delivery of papers between divisions are excluded that affected both terms of release of documents, and on performance improvement of work of personnel (including among clerks).