MTS (EDMS)

• 1.2, Z-I technical support lines Boss Referent
• Lotus \Maintenance of Lotus systems
• Date: 7/28/2016

For the beginning of 2009 in systems more than 25000 users worked.

The system constructed based on a software package BOSS-Referent covers all organization structure of MTS and more than 14.5 thousand employees of MTS in more than 80 cities of Russia and Uzbekistan support work.

EDMS MTS created uniform information and managerial space of MTS and provides in it acceptance of management decisions according to the regulations existing in the company. According to project participants, it is the most large-scale in Russia corporate EDMS.

Need for conditions of expansion of business to save efficiency in management and dynamism in development became a basic reason of a project startup of EDMS MTS. As base for creation of EDMS MTS the solution BOSS-Referent of Aplana company (IT group) implemented on the Lotus Domino/Notes IBM platform was selected. The project started in January, 2004 and was fully completed in December, 2005.

The project is executed by Aplana company which specialists implemented in a system regulations of document flow of MTS taking into account the current and future demands of MTS in optimization of procedures of decision making and control of their execution and also carried out system implementation. Now the Aplana company provides technical support of a system and its development.

The functionality of EDMS MTS available within all structure of MTS cover all key processes of the company in the field of electronic document management: collective preparation, approval, signing and document approval, formation of instructions and control of performing discipline; processing of the entering / outgoing correspondence; work with organizational and administrative documentation (orders, orders and so forth) and the memos supporting the current company performance. A system provides maintaining corporate reference books (an organization structure of the company, employees and so forth) which are structural element of the created EDMS.

During the project integration of EDMS with a corporate internal portal of the company and the system of the technical support of internal users implemented on the OpenView Service Desk HP platform is executed.

System implementation was executed step by step. The pilot project begun in January, 2004 and completed in November of the same year included implementation of EDMS in Moscow – in the Corporate center MTS and two command centers macro-regions (Moscow and Center) and also system implementation in command centers the macro-regions located in the cities of Samara, Krasnodar and St. Petersburg. During 2005 forces of Aplana company with involvement of specialists of regional departments of IT, partners of Aplana company and specialists of the IT block of MTS execute full-scale system implementation at 80 offices MTS which are in Russia and Uzbekistan.

At a stage of full-scale system implementation plans of leveling of the risks connected with possible changes in diagrams of opening of regional branches, supply of equipment, etc. were developed. Training of end users is executed by specialists of Aplana company. For support of internal users in MTS macro-regional offices the specialists of Aplana performing functions of "hot line" work.

The general license for a system purchased by MTS BOSS-Referent gives the chance to increase beyond all bounds number of users of EDMS MTS. According to plans of the company a system will join the staff of again opened offices MTS in Russia and abroad.

Level of fault tolerance of a system was provided by system operation mechanisms in a program cluster of Domino. For increase in efficiency and reliability of data transmission in distributed environment, traditional means of replication are complemented with the new mechanism of direct transmission of functional data which provides transfer on servers of copies only of necessary documents.

The archiving mechanism executing transfer of the document in archive on that server where is implemented, it was created, with simultaneous automatic preserving of its copy on other servers. Integration of EDMS into the LDAP directory of the company is executed. The system of preparation of reports allowing to control process of approval of documents by divisions, employees and time response characteristics of this process is developed for identification of bottlenecks in approval of documents.

Now in a completion stage there are two projects for development of a system:

• Implementation of the new module EDMS "Decision making" with the developed workflow mechanism. Purpose of the module – to provide reduction of a set-up time and acceptance of standard management decisions of MTS company. The module is implemented within the policy of standardization of decision making processes which is carried out by the company, now is filled with real data. The module supports complex circuits of approval of documents of transition under the terms, mechanisms of authority delegation and combination of positions. Processing the specific document, the user has rights corresponding to his role in division (project) which is specified in this document
• Creation of the module of work with the electronic digital signature; it will provide in the long term transition of MTS to legally significant document flow

Also works on integration of EDMS with other information systems of the company, in particular, with systems supporting work of marketing and legal services are conducted.

Effect from Implementation

Klinov Konstantin, the project manager from MTS: the geographically distributed structure of the company is united in uniform information and managerial space, end-to-end procedures of documentary ensuring decision making and control of their accomplishment are implemented. The created EDMS covers all spheres of business of MTS and brings notable benefit to all links of the organization participating in creation and delivery of telecommunication services - from design before sale and consumer service. The main result of system implementation consists in substantial increase of speed of decision making.