"585 Gold the Jewelry network" implemented the THESIS system on Agile methodology

On April 16, 2018 the Haulmont company announced system implementation of TEZIS on Agile methodology in 585 Gold of Gold.

Vladimir Arapov, 585 Gold: Implementation of EDMS THESIS - our first project on agile-methodology.
The director of legal department of 585 Gold of Gold Vladimir Arapov in an interview of TAdviser told about the project of transition to a new electronic document management system.

When choosing EDMS 585 Gold Gold was guided by several criteria. First of all, the flexibility of a system, broad functionality "from a box" and the simple interface was important. Secondly, the management of 585 Gold was going to train the IT specialists who will develop EDMS after implementation. Therefore in a priority there were open code systems. Nearly the built-in solution on comparison of documents was the main advantage which defined the choice for benefit of EDMS THESIS.

Network 585 (2018)

Implementation began with preparation of the concept — the description of project objectives and requirements to a system in general. With a support on it "backlog" — the detailed task list and functions which needed to be implemented in EDMS was made. Further development process was separated into sprints 3 weeks long. At the beginning of each sprint its tasks were defined. Then there was a development, and at the end of sprint the test server of the customer was updated and it was held demonstrations. After discussion of results of sprint the cycle was repeated.

From 585 Gold the Scrum-master, Product-owner, Business customers and IT specialists participated in the project. The Scrum-master monitored observance of methodology, motivated participants of process and acted as a link between customers and developers. These functions at implementation of EDMS THESIS were performed by the project manager of 585 Gold. Product-owner — the employee who owns the concept of the project in general and defines priorities for each sprint. Business customers are future users of a system who in parts know how there has to be this or that process. Representatives of accounting, department of budgeting, the staff of office, the system administrator and so on treat them, for example. They were connected to work when queue reached their processes. IT specialists of 585 Gold helped with integration with other products and learned to work with EDMS THESIS. Interaction between participants of a command was organized using the Jira system.

In general implementation of EDMS THESIS in 585 Gold took 4.5 months. During this time it was possible considerably — approximately for 25% — to reduce time of approval of agreements and other processes. First, filling of agreements and determination of routes of their movement is for this purpose automated. Secondly, the special metacard for simultaneous approval of several agreements, identical on contents, in which different legal persons of network 585 Gold act as partners is created. Besides, integration of EDMS with the accounting system of SAP ERP is made, budgeting is automated. As a result of system implementation of TEZIS the controllability and transparency of business processes also increased. In EDMS more than 400 users work.