St. Petersburg State University improves electronic document management

On September 10, 2018 the company "EOS GROUP" announced that St. Petersburg State University (SPbSU) prepares for the next stage of development electronic document management systems based on EDMS "CASE".

Prerequisites of the Project

The SPbSU conducts educational, scientific, expert, business and financial activities that means large volumes of document flow. For September, 2018 in university 18 document flows are used, on average in a year about 300 thousand documents, including entering/proceeding and office correspondence are registered.

Considering scales of university and a geographically-distributed structure of university buildings both across the territory of St. Petersburg, and beyond its limits, electronic approval of documents is extremely important. Before implementation of EDMS documents in paper form were delivered by couriers, average terms of their consideration and processing made from 3 to 7 days. In pursuance of the Program of development of SPbSU till 2020 in which for development of university the "Managerial Personnel and Technologies" direction is called priority and one of important tasks — "Implementation of regulations, "electronic administration", "databases", made the decision to upgrade electronic document management in university.

Project Tasks

The created EDMS was designed to reflect a full stroke of work with documents from registration before writing of the report, to provide a unified working environment for all participants and hierarchical access and also to give to users such advantages of transfer to a paperless type of internal documents as:

• centralized accounting of documents in a single system;
• reduction of terms of bringing information on documents to officials and completion dates of documents;
• reduction of terms of document retrieval and tracking of a work progress with them;
• stay in the electronic database for documents of permanent storage;
• electronic approval of documents;
• interaction with territorially remote divisions.

The compatibility with other ICs of university, compliance to regulatory requirements and standards, existence of an information security system and the modern interface were important criteria when choosing EDMS.

Project Progress

Based on an open competition the flagship product of EOS Group company — EDMS "DELO" was selected. The Ofis-Dok company became the contractor of the project.

At the end of 2011 inspection and a preparatory stage of the project which included creation of the working group on implementation of EDMS "DELO", installation and setup of the server application software in divisions of SPbSU in St. Petersburg and Peterhof and also preparation, approval and the approval of the enlarged project schedule began.

At the first stage of the project which started in 2012 connection of the top level of structure (the secretariats of vice rectors, ODO) was carried out. At the second stage there took place replication of a system on divisions of the bottom level of structure. The third stage consisted in expansion of structure of processes of automation on all divisions, integration into the IC "Training" and implementation of an automated workplace of the head. At the completing, fourth stage the Regulations of operation of EDMS were developed. In 2014 a system was brought into commercial operation.

Within the project the Ofis-Dok company provided training of administrators, and then — the staff of SPbSU. Further the university began to provide user training by own forces: considering scales of university and inflow of new users, learning process takes place constantly.

Project Results

Results of implementation of EDMS "DELO" in SPbSU became:

• acceleration of management processes due to automation, formalization and control of performing discipline;
• providing up-to-date information for operational decision making;
• an opportunity to control work of employees, to define their load, to create more effective staff list;
• an opportunity to find any document;
• providing up-to-date information and necessary statistical data in a foreground mode;
• electronic approval of documents;
• automation of processing of documentary ensuring educational process;
• saving of time for search of the necessary documents due to systematization in document storage and effective remedies of information search.

"In 2 years after start of EDMS "DELO" we achieved essential results. For September, 2018 in a system about 2500 thousand regular users. Processing speed of documents increased more than twice and is 1-3 days. Developing EDMS, we reached the level of departments, implemented electronic approval, performed registration of decisions of collegial bodies, such as educational and methodical and scientific commissions, academic councils and councils of educational programs. At specialists who are engaged in document registration DELO the Enterprise" is set ". By the main structure of the university it is used "DELO-Web". Mobile jobs are open for upper managers". Yulia Lebedeva, head of department of maintenance of electronic document management

In further plans of SPbSU implementation of the electronic signature, creation of archive of electronic documents, system implementation Archiving and integration of EDMS with SAP, 1C, the Turbo 9.5 and PZK.