ChTPZ Group completed a pilot project of system implementation of Directum

On July 4, 2018 the Directum company announced project completion of implementation on Chelyabinsk Tube Rolling Plant and Pervouralsky Novotrubny Works of the DIRECTUM system. In 8 months the implementation team carried out data migration from Documentum, automated 10 key processes of document flow and also configured integration with several ERP systems. The project covers 3,000 employees in 15 cities.

PJSC Chelyabinsk Tube Rolling Plant

Prerequisites

In 2016 the company management thought of creation of a single platform of electronic document management for all enterprises of group. At that time in a pipe division of ChTPZ Group used the Documentum system, and IT specialists considered the possibility of its replication. However the solution was difficult for development and did not allow to integrate all divisions. Search of the flexible, scalable, integrated and safe system began. As a result stopped on the DIRECTUM system.

Project Tasks

The pilot project of implementation of DIRECTUM started in May, 2017 and covered a pipe division of ChTPZ Group: Chelyabinsk Tube Rolling Plant and Pervouralsky Novotrubny Works. The web client who gives to users the chance to work via any browser became the main method of access to a system. It was going to organize interaction of employees on key tasks:

• classical office-work and organizational and administrative document flow;
• work with regulating documents;
• work with documents of the integrated system of management;
• management of meetings.

Large-scale migration of the valuable historical data which is saved up in 10 years of use of Documentum became a separate problem of implementation. At the same time to a project team it was necessary not only to transfer data to DIRECTUM, but also to develop options of the optimal organization of business processes is and became the first stage of implementation.

Project Progress

For formation of requirements to a system the initial express research of the organization was conducted. Consultants of Directum prepared project solutions with the plan of implementation of the tasks.

Special attention was paid to integration design: it was important to build in EDMS the developed IT infrastructure of the enterprise. In the company it is implemented several copies of 1C and also an end-to-end information system of ChTPZ — the ERP platform of own development. IT specialists implemented interaction of DIRECTUM with these solutions regarding partners and personnel structure.

In addition, for the module "DIRECTUM: Management of meetings" integration mechanisms with mail were finished server Microsoft Exchange. The meeting is initiated in already usual for users Microsoft Outlook, and then information goes to DIRECTUM for creation of necessary documents. To avoid double work, all solutions on meetings are fixed in the DIRECTUM card from which both the protocol, and tasks on execution automatically forms.

The first participants of the working group of a pipe division of ChTPZ Group got acquainted with solutions based on DIRECTUM: heads of IT departments, departments of documentary providing, contracted work and other services. Such structure helped to create a pool of additional wishes to a system from different representatives of business.

System learning by ordinary users became the next step. 1,500 employees underwent distance learning.

Project Results

Since December, 2017 3,000 people got to work in DIRECTUM: from non-management employees to upper managers. In addition to web access users have an opportunity to work in a system through mobile applications of Solo and Jazz, being out of the main workplace and offline. The stage of trial operation took 4 weeks and came to the end by the end of 2017.

On project deliverables employees note that loading on document handling significantly decreased. The working group got experience of implementation and use of DIRECTUM in a pipe division. And it is going to replicate the solution on oilfield service and scrap processing divisions in the first half of 2018 already by forces of specialists of group.

The next stage in a system will implement work with documents of a trade secret. The separate project of automation of confidential office-work which started in April, 2018 will give the chance to consider special requirements to storage and exchange of documents with a signature stamp in electronic form. It is going to complete development in the summer of 2018.