Vologdaoblenergo has established work with customers and contractors using the Directum system

2022: Implementation of Directum electronic document management system

On May 5, 2022, the company "Director" announced that it JSC Vologdaoblenergo had implemented. electronic document management system Directum Thanks to the digitalization of processes, it was possible to increase labor productivity by 50% without expanding the staff and accelerate the execution of client requests by 30%.

Source: vologda.energy

JSC Vologdaoblenergo (JSC VOEK) is a supplier of electric and thermal power in the Vologda Oblast. Due to the fact that in 2021 the company increased the number of applications, but due to the pandemic it was not possible to accept all customers in the office, it was decided:

• increase the speed of processing calls without increasing the number of personnel;
• organize remote work with consumers, including individuals.

To achieve the goals, the company introduced electronic document management with individuals and created transparency in the maintenance of documentation. Also, VOEK JSC planned to reduce the burden on the company's personnel and ensure remote interaction between customers, employees and contractors in a pandemic.

Directum, the Russian digital document and process management system, was chosen as the platform. The adaptation of the software product to the processes of the customer was carried out by specialists of Galaxy IT, Directum general partner.

As part of the project, 3 personal rooms were created: for individuals, contractors and suppliers. And for uninterrupted electronic document management, they set up the integration of the Directum c "1C: Energy," IS "OmniUS," 1C: State and municipal procurement and 1C: Accounting.

To ensure that documents are correctly considered in different information systems, implement barcodes. The document is identified and uploaded to the desired folder. As a result, the speed of work increased, order appeared in the documentation and the risk of errors due to the human factor decreased.

Also, a simple electronic signature was connected to work with individuals. Thanks to the innovation, customers can remotely sign documents.

As a result, VOEK JSC managed to avoid a reduction in staff, increase the speed of connecting electric and thermal energy at the request of consumers. At the same time, paper costs decreased, and due to transparency of management, the risk of fines decreased.

2018: Implementation of Synerdocs

On October 10, 2018, Directum announced that the Vologda Regional Energy Company (VOEK) had switched to electronic document management with individuals and legal entities. Thanks to this, customers can apply and conclude a contract for technological connection to power grids online. The main performer of the project was the company "Galaxy IT."

Vologda Regional Energy Company switched to electronic document management with individuals and legal entities

JSC Vologda Regional Energy Company (VOEK) is a single enterprise in the region that combined state and municipal electric heating networks. The main goal of the organization is to ensure reliable, safe, high-quality electric and heat supply to consumers. Today, the company is present in most municipalities of the Vologda Oblast. Since 2016, a single one has been used in VOEK. electronic document management system Directum

First stage

At the beginning of 2017, VOEK provided its customers with an automated self-service information system - a personal account of a subscriber integrated with the company's internal systems (Directum, 1C Accounting, etc.).

At that time, in the personal account it was possible to submit applications for technological connection, promptly receive and send information (readings of metering devices, documentation on mutual settlements, etc.), and file complaints. The function of remote submission of applications for technological connection turned out to be especially popular. For 9 months, the system processed more than 1,500 applications submitted electronically.

The task is a full-fledged UZEDO

The company's management understood that the process, in which only one of several operations (submission of an application) takes place in electronic form, is not a full electronic document flow. After considering the application, the client still had to visit the office - technical conditions, invoices for payment and a contract for technological connection were signed manually on paper.

The management of VOEK decided to develop the functionality of the system and organize an external legally significant exchange of informal documents through the EDO service.

There were no problems selecting the operator and service - Synerdocs is "native" to the Directum system. We also did not have to choose an integrator - our company, Galaxy IT, introduced both the electronic document management system and the client's personal account, and also integrated them with each other, so the implementation of a legally significant electronic document management (UZEDO) was also entrusted to us, "says Artem Glekel, Deputy General Director of Galaxy IT.

With the introduction of Synerdocs, document flow has become easier and more convenient for both parties:

• In the personal account, the client can sign by simple electronic signature (PEP) any documents (requests, appeals, complaints, applications) and send them to the Directum system through Synerdocs. At the same time, the subscriber is automatically registered with the service if it is not already in the directory.
• BOEK can electronically sign all response documents on requests and transfer them from the Directum system to the customer's personal account.
• The client no longer needs to come to the office for documents. In his personal account, all documents (letters, contracts, acts, etc.) signed by VOEK are available to him. There you can also view them (PDF files with the "blue stamp" of verification and validation of Synerdocs), sign a PEP and send it back to the company's SED.

Results and Plans

For 5 months - from May to September 2018 - more than 800 packages of documents were sent through Synerdocs. But this is only the beginning of the project, the company has 3,000 subscribers, and the plans of VOEK are to exchange formalized documents with customers.

The experience of the Vologda Regional Energy Company is an example of how a business can scale successful projects and strengthen the effect of implementing IT solutions, "says Konstantin Alekseev, Synerdocs Key Customer Manager. - Evaluating the capabilities of the Directum system, the company decided to go further - to build an electronic document flow with customers. And definitely this decision has become successful.

2017: Implementation of Directum ECM system

On August 11, 2017, Directum announced the implementation of the Directum ECM system as a link between VOEK divisions in 16 municipalities of the Vologda Oblast. The curator of the project is Galaxy IT.

Project Tasks

In 2009, Federal Law No. 261 "On Energy Saving" entered into force, which created the conditions and prerequisites for the introduction of effective solutions, the implementation of large investment projects, based on modern software. To fulfill the requirements of the law, VOEK created an automated information and measurement system for monitoring and accounting for electricity. The company carried out reengineering, optimization and automation of business processes, implemented Directum electronic document management and interaction management systems.

Project Progress

The project began in May 2016. The following are transferred to ECM:

• Management of inbound and outbound documents
• management of organizational and administrative activities;
• control of executive discipline;
• Contract management;
• harmonization of other documents;
• management of meetings.

Project Outcome

As of August 11, 2017, more than 100 users are operating in the system, end-to-end interaction in the structure of the VOEK is organized.

VOEK JSC is fully satisfied with the quality of the software product, Directum services and system scaling capabilities. Alexey Bazhinov, Technical Director, First Deputy General Director of VOEK JSC