Multifunction center of rendering public services (MFC) of Irkutsk

Situation

The MFC network began to develop actively in 2014. At the large volume of services and a big flow of documents there was no accurately smoothly running document flow. At the time of opening the enterprise needed to deliver approval process under control, to make the movement of documents transparent and to create a common information space: both in the central division, and in territorially remote. When opening the first office of the multifunction center in Irkutsk the decision to install a system which will allow to systematize all documentation and to build business processes from zero was made.

Tasks:

• organize electronic document management,
• create production schedules,
• automate branches.

From the customer it was important to project manager to organize approval of documents, to write "from scratch" regulations on office-work and using EDMS to adhere to these regulations. In an analysis result the main business challenges were defined. The expansibility of a system, a connectivity of new geographically distributed branches, the organizations of the centralized document flow in all branches was one of the main conditions when choosing EDMS. Complex automation of office-work of all enterprise, including operating subsidiaries was a project objective.

Solution

According to the results of communication with different suppliers of EDMS the offer of RKIT Group company – the key partner integrator Docsvision in the region having long-term experience with a system was accepted. Experts proposed the application solution which functionality completely met expectations of the customer. The Docsvision platform allows to adapt the solution for tasks of the enterprise as much as possible.

Stages:

• examination of business processes of GAU "MFC of IO" by analysts of RKIT Group,
• setup of the application solution under features of work of the enterprise.

On the platform of GAU "MFC of IO" the solution "Office-work and Control of Performing Discipline" was delivered. Terms: March, 2014 - implementation of a pilot project on automation of basic office-work April, 2014 – trial operation. Since July 1, 2014 – all documents are approved in MFC in electronic form. At the moment in GAU "MFC of IO" about 100 active users, including remote jobs in branches work with a system.

Results The solution provides management of the following business processes:

• Work with the entering, outgoing documents
• Work with internal documents (orders, orders, memos)
• Approval of draft documents
• Support of library of standard documents
• Standard jobs of the employee and head
• Work with personal instructions
• Control of accomplishment of tasks by contractors.

Thanks to the solution, work on registration and approval of documents takes place quickly, the time limit is effectively observed. Each employee working in a system can control the tasks, and heads quickly obtain information on execution of the instructions issued by them. Remote work of the separate divisions which are territorial and carried on area is ensured.

Training of employees for users and partially - on administration and development is provided.

In the closest plans of GAU "IO MFC" - automation of other business processes of the enterprise, certification of specialists of the Multifunction center for Docsvision rates.