"UEC-gas turbines" automated office-work based on Directum

The Directum company in the middle of July, 2017 announced implementation of the ECM system of the same name in "UEC-gas turbines" (UEC-GT) there are companies of United Engine Corporation.

Project Steps

Prerequisites

As noted, the Directum system is used in United Engine Corporation since 2011 when in one of the enterprises of group — Aircraft engine — started an implementation project. Since 2013 the staff of United Engine Corporation parent organization began to work in a system. Positive experience of colleagues was considered in "UEC-gas turbines" (UEC-GT) when choosing the instrument of process automation of office-work.

Abilities to integrate Directum with information systems of UEC-GT, independent support and development of the solution by forces of IT service proved the choice of a product. The company management estimated also tools for mobile work from the tablet or the smartphone.

Project Objectives

The purpose of implementation of an ECM system was to increase the level of performing discipline and to optimize control of executions according to documents. For this purpose it was required to automate: work with incoming letters at stages of registration, consideration, execution and acceptance of works; document registration, maintaining registers of the nomenclature reference information, report generation for the management; document flow on the entering and outgoing letters.

Implementation Results

On a response of the customer, automation of UEC-GT allowed to reduce costs for processing, registration of incoming documents and control of executions on them. Time and for information search was reduced.

For registration of the document in one of services the employee directs it the letter to the special e-mail address. Then Directum processes the letter, checks a format and the size of the document, loads it into the centralized storage and sends for registration to the clerk. When receiving a task the clerk defines the main document from a set, and a system registers the others as applications.

Automatic capture of documents from a mailbox is executed by service Directum Capture and Transformation Services.

For accounting of the document without registration procedure the clerk specifies his name and the addressee, then Directum fixes receipt and notifies the receiver who needs to take away papers in office and to note receiving in a system.

At registration of a document package the clerk configures access for employees and/or divisions. For example, when sending the order with applications on acquaintance all employees will receive the order, but annexes to it will be visible to a certain group. The mechanism of groups and roles of Directum allows to differentiate access to documents.

For simplification of regular search folders in which documents are included by the set criteria are configured. It is convenient to clerk to work with a set of folders according to the nomenclature of affairs of the service: here after registration each document answering to the set parameters (the name, the file number) gets. Folders by the form of the documents arriving on heads (letters, orders, memos) are also selected. The document considered by the head is included in the necessary folder of his service. So heads automatically receive all plans and reports of their divisions.

Digits and plans

In total in Directum 200 employees of UEC-GT already work - it is clerks, secretaries, heads. More than 1000 people daily receive in e-mail of order with documents from a system. For the first months in an ECM system it is created by one thousand documents, 4.5 thousand tasks are carried out.

The top management controls work out of office using the Directum Jazz application on the mobile devices.

In plans of the company — to transfer memos to an electronic form and to pass to intercorporate exchange of documents in UEC.