The OAK transport division integrated the Directum systems

2019

Integration of EDMS Directum into "Il", "VASO" and "Aviastar joint venture"

On August 28, 2019 the Directum company reported that PJSC Il, PJSC VASO, JSC Aviastar-SP configured integration of own independent DIRECTUM systems. Correspondence time available for delivery was reduced, and instructions now with guarantee in time are accepted in work. End-to-end business processes became more transparent and controlled for all parties.

The TANAIS company continues development of the project of digitalization in subsidiaries of PJSC United Aircraft Corporation. The DIRECTUM system is already implemented in a number of the organizations: PJSC Il, PJSC VASO, JSC Aviastar-SP and also JSC Sukhoi Civil Aircraft. Integration of independent electronic document management systems of the companies of a transport division of Corporation which are under control of PJSC Il became the next stage of the project.

The configured interaction of solutions was required for the organization of end-to-end business processes between PJSC Il (Moscow), PJSC VASO (Voronezh), JSC Aviastar-SP (Ulyanovsk):

• exchange of outgoing letters;
• approval of transactions and obtaining powers of attorney from PJSC Il;
• issue of instructions from PJSC Il in managed companies;
• control of execution of the issued instructions.

All DIRECTUM systems were updated to version 5.5, and the implemented dense integration between the DIRECTUM systems of a division gave the chance to exchange documents, records of reference books, correspondence on tasks, the history of work with objects of a system and even information on the EDS.

Synchronization of the normative reference information on divisions, workers and their positions helps to maintain relevance of regular structure. It is necessary for correct execution of business processes. Information is updated automatically, at the same time each organization can edit only own data.

For August, 2019 the companies can already estimate effect:

• time and material costs were reduced by transfer of correspondence. Earlier it was necessary to use services of Russian Post and courier service, but delivery of the letter all the same took away at least 1 day at the cost of transfer of 150-300 rubles for one departure. Now on delivery it is required from 1 to 10 minutes depending on the volume of the enclosed documents without additional expenditure for transfer.
• the protected data exchange is provided. For information transfer secure channels of communication are used that guarantees safety of exchange.
• delivery time and registration of instructions was reduced. Contractors are without delay informed on the made decisions and the issued instructions. The percent of the done works grows in time.
• the transparency of execution of the instructions which are beyond management company is increased. Initiators of instructions can control process as see correspondence, history work with documents and so forth.

The companies of a transport division make more quickly now decisions which require participation of all parties. The management of PJSC Il has broader picture in each direction.

In turn, the management of PJSC OAK is also positive for project deliverables and is going to carry out integration of own DIRECTUM system with the system of PJSC Il.

Completion of automation of office-work in PJSC Il and managed companies

The TANAIS company completed in the summer of 2019 automation of office-work in PJSC Il and managed companies. 3000 employees are connected to work in the DIRECTUM system, they mastered systems capabilities in parallel with implementation – on training courses. Also in PJSC Il own technical support service of a system is organized, specialists of the company execute a role of the first line of processing of addresses from users.

In 2018 in "Ilyushin Aviation Complex" the implementation project of an electronic document management system of DIRECTUM started. At the first stage contractual processes were transferred to a digital form: approval of a set of contractual documents and approval of applications. Already then in a system connected more than 600 employees of Society to work.

The next stage of the project was more large-scale. It was required to automate office-work processes, and in further also to adjust integration between the DIRECTUM systems in subsidiaries of PJSC OAK.

Digital office-work in DIRECTUM

In order that processes were as soon as possible started in work, divided the project into two iterations. The first iteration concerned the instructions entering and outgoing documents, the second – internal documentation.

Among advantages of the solution DIRECTUM for office-work automation the staff of PJSC Il noted:

• ease of registration of the document in a system;
• maintaining magazines of registration and the nomenclature of affairs according to the legislation;
• the convenient mechanism of creation of instructions which provides control of execution of works.

Specialists of TANAIS adapted the solution for requirements of the customer. So, after registration of the incoming letter in the electronic document the stamp with information on registration number and registration date appears.

Printed forms of cards of instructions according to documents are developed for convenience of work with instructions. It is possible to print instructions in A4, A5, A6 format. Moreover, the user can print several instructions in the form of the summary document at once.

Access rights to magazines of registration are strictly differentiated. A part of documents is registered on a centralized basis, and others – is exclusive in own divisions. Each division sees only the magazines of registration.

According to the results of the second iteration work with internal documents, among them orders on AHO and primary activity, personnel orders, orders, instructions and internal reports was transferred to DIRECTUM. In processes of exchange of official reports, office and reports the company completely refused paper.

It became much simpler to staff of PJSC Il to observe the time limit and rules of document creation. Ready templates under each document type are provided in the DIRECTUM system: the user selects the necessary template and it needs only to edit the text. Other data, such as Full Name, position of the addressee are autocompleted. According to the results of approval the document is signed by the EDS, will be transformed to the PDF format and is registered in a system.

User training and additional solutions for convenience of work

The effect of system implementation of electronic document management depends on whether employees use all opportunities in work. Future users begin to master the solution, as a rule, in parallel with an implementation project – within training.

For the staff of PJSC Il training in work in a system in internal and remote formats was organized. More than 200 specialists were trained internally and 1300 – remotely. In addition specialists of an implementation team from PJSC Il provided training for 350 people.

Clerks and heads often address special covers which represent panels with often used functionality. So, for example, for heads different forms of the reporting, creation of instructions and search are brought to a shortcut bar.

Within the project interaction with managed companies is automated. Over 90% of document flow between PJSC Il and JSC EMZ im. V. M. Myasishcheva and also JSC 123 ARZ are transferred to a digital form:

• exchange of outgoing letters;
• requests for approval of transactions with the subsequent obtaining powers of attorney;
• work with instructions and control of their execution;
• sending for acquaintance of administrative documents.

One more essential block of works – data migration from the previous electronic document management system. Specialists of TANAIS executed transfer of the main documents in a new system: letters, internal documents, agreements and annexes to them, powers of attorney, reports.

Own technical support service and maintenances of a system

In PJSC Il the technical support service is created by DIRECTUM. Specialists were trained at courses of development and administration of an electronic document management system. Now they are the first line of processing of addresses of users. Specialists of support independently make changes and adapt solutions if it is required.

Addresses which for any reason were not taken in hand by specialists of the first line come to TANAIS company. All arriving addresses are registered, according to them are appointed responsible. Terms of the solution are established proceeding from criticality and urgency of works. Specialists of PJSC Il can browse the status of works on the address in the system of technical support service, access to which is provided through the special section of the website TANAIS. So, process becomes transparent for the customer.

Project deliverables and plans for development

In the DIRECTUM system over 3000 employees of PJSC Il work. Thanks to automation terms of exchange of correspondence between the organizations were reduced, and expenses on exchange are minimized. Heads note controllability of business processes: initiators of tasks always see stages of works and can control result.

The company is a part of PJSC United Aircraft Corporation (PJSC OAK). And in 2019 works on integration of the DIRECTUM systems of PJSC Il, PJSC VASO, JSC Aviastar-SP started. In the long term such solution will allow:

• reduce costs on delivery of documents;
• provide timely issue and delivery of instructions;
• increase the speed of acceptance of management decisions;
• organize uniform base with the normative reference information.

Also in plans of PJSC Il transfer to a digital form of process on management of business trips and use of the mobile solution for top managers of the enterprise.

2018: The first stage of an implementation project of EDMS

The TANAIS company completed in September, 2018 the first stage of an implementation project of EDMS in PJSC Il. Processes of approval of contractual documents are automated. About 600 employees anyway participating in contract activities conduct work in DIRECTUM now.

Daily in the company large volumes of documentation, at the same time a difficult organization structure are processed, specifics of activity and strict regulations leave the mark on all processes. In spite of the fact that the staff of PJSC Il worked in EDMS long ago, processes of document flow were often dragged out.

When the company management made the decision on development of the project of automation, it became clear that the available EDMS will not be able to adapt to new requirements. The new solution – more flexible and scalable which answers security policy of PJSC Il and which can be configured easily under own tasks was necessary.

Selecting a new system, the working group of PJSC Il paid attention to the projects implemented in the field of aircraft industry. At that time in PJSC OAK, PJSC VASO, in JSC Sukhoi Civil Aircraft and JSC Aviastar-SP the DIRECTUM system which perfectly proved was implemented. So, a choice was made, and the TANAIS company acted as the contractor.

"At a system design all features of business processes of the customer, such as, work with public contracts, the organization and maintaining electronic archive of contractual documents, integration into the 1C: Integrated Automation system, approval of the draft treaty which is a part of procurement documentation were considered. As a result of PJSC Il received the flexible, convenient and effective tool for management of contractual documents", – Anastasia Vedina, the analyst of TANAIS company.

On the first stage of the project before an implementation team there were tasks:

• replace low productive electronic document management system;
• accelerate and simplify process of approval of contractual documents;
• provide transparency of business processes for employees and heads;
• vovlechv work in the system of all participants of the automated business processes.

Two key processes are automated: approval of a set of contractual documents and approval of applications of contractual documents. At the last stages documents affirm heads of divisions and upper managers.

For convenience the DIRECTUM system was integrated with other solutions of the enterprise:

• 1C: Enterprise Complex automation (SBNU) – for data transmission on partners, agreements and details of agreements.
• The directory service of the Active Directory transfers information on users and organizational and regular structure to a system.
• Microsoft Exchange sends to employees of the letter on the entering tasks in an electronic document management system.

About 600 people participate in contractual processes of PJSC Il, and all of them work in the DIRECTUM system. In the long term, when employees will master systems capabilities fully, terms of approval will be reduced by 30-40%.