The largest port of Russia changes EDMS Documentum for "1C: Document Flow"

The management of the Novorossiysk Commercial Sea Port (NCSP) decided to get rid of the "closed" product Documentum because of difficulties with integration and aspiration to import substitution and to pass to the 1C: Document Flow system. Alexey Vaganov, the head of department of the NMTP financial systems, within the performance at the 7th international conference of 1C in Sochi which passed in June, 2017 told about it.

As of the middle of year a system is in test operation, replacement of Documentum and workflow automation on purchasing activity is made.

Новороссийский морской порт — самый крупный в Russia^[1] and one of the ports for goods turnover, largest in Europe

Documentum is used in NMTP since 2013, with its help there is an electronic approval of documents – agreements, terms of reference, orders. Before the company tried to implement EDMS based on the solution Lotus, but the project, according to Alexey Vaganov, was not crowned with success. In 2016 the management of port decided to expand use of document flow in the company, but faced problems: impossibility of completion of a product by own forces because of its "closeness" and the high cost of transition to the new version of Documentum.

Documentum is the product closed, we cannot finish it. It is heavy to integrate it with other sections of accounting, - Alexey Vaganov reported.

According to him, users were forced to drive in the same information into the different systems several times. Also replacement of a foreign system by the Russian kept within the strategy of port for import substitution.

Methodological study

Alexey Vaganov told that superficial preliminary methodological study of the project was one of the reasons of limited use of Documentum at the enterprise.

The project on implementation of new EDMS was broken into 2 stages. The first included inspection and preparation of the engineering design, its implementation took 9 months. The second stage – implementation, was separated into 2 parts: at first replacement of Documentum and workflow automation on purchasing activity, then – automation of the main document flow.

In the course of inspection audit of documents was booked, 406 unique document types were revealed. They were separated into 3 groups: transferred completely to an electronic form, combining electronic and paper and beyond the project. To the first group 50 documents, are carried to the second – 156. According to Alexey Vaganov, for a framework of the project 200 documents which are written or signed by hand, for example, printout of the delivery note were output. At the same time to store digital images there is no sense as all information already is in the accounting system.

Integration

Within the project the workflow system was built in the available accounting ecosystem consisting of "1C: Enterprise management" and "1S:GMZ". Document flow is a highway which connects blocks of all purchasing process, Alexey Vaganov told.

On integration with systems within the first stage, according to Alexey Vaganov, about 47% of labor costs left. On document flow completion – about 27%. The rest of the time was taken by setup of business processes and creation of templates for EDMS.

Acceptance tests became an important stage of the project.

We take the scheme and we pass from beginning to end, processing control documents with all users. As a result received 300 notes and questions from users. It is minus of 300 notes at a stage of trial operation, - Alexey Vaganov told.

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Documentum implementation project in NMTP

Notes