Russian Peoples` Friendship University (RUDN) (1C: Document Flow of public institution)

In October 2018, a project was implemented to introduce 1C: Document Flow of public institution at RUDN University.

The purpose of implementing the electronic document management system is to make processes more transparent, provide the ability to track the status of documents at any time, as well as organize the convenience of storing and searching for information of various types.

As the basis for the construction of the information system, the software product "1C: Document Flow of public institution 8" was chosen, which meets all the tasks set.

1C-Rarus was chosen as the executor of the project to create an information system.

During the project 1C-Rarus specialists performed the following works:

• Customer requirements for the automated system are collected and analyzed;
• Work milestones planning, work scheduling;
• User interfaces and user rights sets have been created;
• Technical implementation of specific features of accounting and control in the automation system:
  • The "Orders" unit was put into industrial operation.
  • "Service notes" unit was put into industrial operation.
  • "Protocols" unit was put into industrial operation.
  • Units "Request for repair" and "Request for reservation of the hall of the rectory and scientific council" were put into industrial operation

• Regulatory documents have been issued regulating the activities of the units put into operation.
• Specialized equipment is connected;
• Completed integration with other systems based on "":1C: Enterprises
  • "1C: Holding Management 8" implemented a mechanism for exchanging service notes for purchase. Approval of service notes is carried out on the side "1C: Document Flow of public institution 8," in "1C: Management of the holding 8" documents are submitted for execution.
  • "1C: Salary and personnel of the state institution 8" implemented a mechanism for exchanging data on the organizational structure of the organization and employees, exchanging data on personnel orders.
  • "1C: Budget Institution Accounting 8" implemented a mechanism of data exchange on financial indicators of projects, which are conducted in "1C: Document Flow of public institution 8."

• Integrated with third-party automation systems: a mobile rector application for iPad has been developed, which allows you to consider service notes, impose resolutions using a graphic editor
• Initial program settings have been made to start accounting;
• On-line and off-line group and individual training was conducted, in which about 1000 people took part. User instructions have been prepared. 8/5 Hotline Technical Support has been launched.

The implementation of the software product has solved such problems as:

• Office work;
• Accounting and storage of documents;
• Maintenance of the item of cases;
• Accounting and control of execution of orders;
• Contract accounting;
• Recording of working hours;
• Business Process and IT Process Management
  • Automation of business processes

• Project and Portfolio Management
  • Analysis of project activities
  • Project planning

An automated accounting system allows you to prepare draft documents (orders, protocols, service notes) on the basis of unified forms, it is possible to start processes based on a template. Problems of coordination, statement, signing, consideration and registration are carried out an electronic look. A mobile application has been developed for the rector to consider service notes on the tablet and apply resolutions with text or stylus.

As a result of using the software product "1C: Document Flow of public institution 8," a single database of document storage is provided. The terms of approval of documents were reduced by 2.5 times as a result of the configured rules for escalating tasks and limiting the number of repeated approvals. The reliability of forecasts of the timing of the publication of documents has improved, the introduction of standardization of forms has improved the quality of the preparation of documents.