Ministry of Economic Development: From document flow to register management model data

• The project - licenses: 2000
• The project - users: 1500
• The project - end date: it is not ended
• The distributed solution: YES
• Office-work: NO
• Process management: NO
• Administrative office-work: NO
• ServiceDesk: NO
• Development on the DocsVision platform: YES
• The gateway to 1C: Enterprise: NO
• The gateway to Microsoft Office SharePoint Server: NO
• The gateway to Microsoft Dynamics AX: NO
• Other gateways: YES
• Electronic digital signature: YES

Electronic document management system of the Ministry of Economic Development of the Russian Federation

Electronic document management system Ministry of Economic Development Russia the Solution is intended for workflow automation of the ministry. Data transfer from the workflow system used earlier was performed. In a system the entering, internal and outgoing documents are registered. Stream scanning and recognition of paper documents is implemented. There is an imposing and the electronic movement of resolutions, work of contractors with documents, approval of documents, control of the instructions which are on ministerial control, reports generation. The unique schedule system of activity of the Ministry, in plans - to start operation of a subsystem of the EDS is implemented. Subsystems of Web access to a system are in addition created, the mobile option of a client workplace DocsVision for the first heads of the Ministry is created. A system improved control of a document flow status, excluded loss of documents, increased performing discipline, reduced a set-up time of documents and execution of instructions. In a system the most part of employees of the ministry works, about 900 documents daily are registered and 1600 instructions, total document flow – about 250,000 documents a year are written. Number of users: 2000 people, at the same time up to 200 users a minute and to 400 per hour. Four geographically distributed platforms working with one server communication between which it is performed using optical fiber. Solution type: development based on the DocsVision platform, creation of special cards and reports.

• File:Mert2docsvision.pdf

Management system for project documents FTP Electronic Russia

Management system for project documents FTP Electronic Russia the Solution is intended for project management, controlled by the Ministry (for example, the FTP projects Electronic Russia). A system allows all participants of process of management of the project (the chief manager of projects, the project manager, the expert, the contractor) to conduct project information: stages, terms, financing, contractors, requirements, working products, risks, etc. A considerable part (up to 80%) users (experts, contractors) – the staff of the external organizations. In a system planned and reporting project information is conducted, there is an approval and the approval of project documents. Using a system, in particular, works monitoring, elimination of notes and implementation of requirements to working products is conducted. A system also allows to perform registration of issue and execution of tasks, risk management, collecting of metrics of projects, etc. A system is integrated with the portal of the Ministry and performs the publication of project deliverables in the automatic mode. Solution type: development based on the DocsVision platform, 15 special DocsVision cards. As most of users work with a system via the Internet, except the standard client of DocsVision the facilitated web interface of cards is implemented.

2014: Project Development

On July 17, 2014 the Digital Design company announced completion of works on upgrade of an electronic document management system on the Docsvision 4.5 platform for the Ministry of Economic Development of the Russian Federation.

The decision on involvement of Digital Design company to execution of works on upgrade of an electronic document management system of the Ministry of Economic Development of the Russian Federation was made on a competitive basis. Considerable experience and necessary competence of development of business applications for the management of the most different companies and public authorities including on mobile platforms, allowed Digital Design company to complete the project successfully.

Transition of the Ministry of Economic Development of the Russian Federation (Ministry of Economic Development of the Russian Federation) to a new software platform is caused by need of expansion of its functionality. The EDMS developed by Digital Design company on the Docsvision 4.5 platform optimized processes of preparation, registration, transfer and approval of documents and also provided intermediate and final control of execution of documents.

Software implementation of optical recognition and converting of documents became feature of the project. The innovation made possible full-text search according to documents in a system that, in turn, influenced reduction of time for finding of documents and the necessary information for all users of EDMS.

Implementation and setup of the module "The Automated Workplace" of the head for iPad provided in a system automation of functions of the head, in particular processes of approval of documents, formation of instructions and control of their execution. This module is developed by Digital Design company taking into account features of work of the management, it includes the optimized interface and a possibility of smooth operation in EDMS far off and offline.

Within the project, in an electronic document management system the special module — "Instructions of Special Control", working with instructions and instructions of the President of the Russian Federation and also orders of the Government of the Russian Federation was selected. Such solution promoted increase in efficiency in processing, execution and control of instructions of this type. Besides, the module of work with cyclic instructions allowing to monitor execution of a chain of the issued instructions in the Ministry of Economic Development of the Russian Federation was developed and implemented.

Sergey Gaydamakov, the director of the department of automation of government institutions of Digital Design, noted: "The electronic document management system developed by our company based on the Docsvision 4.5 platform allows to increase considerably employee performance due to automation and optimization of a number of processes.

Upgrade of an electronic document management system of the Ministry – a necessary step. Implementation of new modules allowed to expand functionality of a system and to involve a number of universal processes, including process of electronic approval of use of the electronic signature. Within the project specialists of Digital Design provided training of staff of the Ministry thanks to what mastering of new systems capabilities took place in a short space of time. Increase in quantity of the automated jobs and expansion of functionality of a system is in the long term planned, however at the moment the upgraded EDMS completely meets the relevant requirements of department".

For July 17, 2014 a system ensures functioning of 2 thousand users.

2015: Project Development

At the end of 2015 the Digital Design company completed the project on expansion of functionality of an electronic document management system based on the Russian Docsvision platform of the Ministry of Economic Development of the Russian Federation. Increase in efficiency and reliability of functioning of SEDO, ensuring its compliance to statutory requirements to exchange of electronic documents and also achievement of compatibility of work of the software "The automated workplace of the Head" with the new version of the operating system were the purposes of works. Now in SEDO over 2400 users work.

In SEDO Ministry of Economic Development implemented also by Digital Design company the considerable volume of document flow is automated: daily in a system about 4 thousand documents are registered. Within the project of upgrade expansion of functionality of the module SEDO developed by the contractor which allowed to integrate a system with interdepartmental electronic document management (MEDO) was executed. In turn, this integration provided information exchange of the Ministry of Economic Development on MEDO according to a modern regulatory framework regarding exchange of documentation using the electronic signature.

In a work progress the necessary service pack was set, the module "Automated Workplace of the Head" is adapted for the new version of the operating system iOS thanks to what solution compatibility and OS is provided.

To "automated workplace of the Head" it is set on about 40 jobs among which there are heads of different level. The project of upgrade of a system allowed to increase efficiency and reliability of functioning of SEDO Ministry of Economic Development of the Russian Federation.

2017: From document flow to register management model data

Machine learning Autoschedule of replies to the requests

• About 15% of the entering document flow
• Accuracy of distribution by receptions more than 95%
• Autoformation of communications of documents

The autoschedule of the other entering flow

• Formation of a semantic tag cloud of the document
• Distribution by the supervised questions

On presentation materials "From document flow to register management model data" Pushkin Vasily Mikhaylovich on March 6, 2018