"The integrated Systems of Collecting of the Payment" automated document flow using Docsvision

2020: Results of implementation

On April 6, 2020 the Digital Design company reported that the staff of operator of toll roads in Russia of Objedinennye Sistemy Sbora Platy» (OSSP) LLC uses Docsvision electronic document management system for remote work.

Before implementation of electronic document management the most part of work with documentation was performed in paper form, and in the company with geographically distributed objects it can influence approval terms.

At the first stage of cooperation a system was used as electronic storage of documents with a possibility of sending to employees of tasks on the selected document. Further the registration cards, structure of storage and routes of document handling including their preparation, approval, signing and scanning were configured.

For April 6, 2020 about 2000 employees of "OSSP" work in a system with the contractual documents, requests for business trips entering, outgoing and internal organizational and administrative documents.

The feature of the project can be considered difficult process of codification of documents which to the employees was rather difficult to be performed in the conditions of paper office-work. In EDMS full automation of assignment of the code to documents was applied that accelerated process of their registration and approval.

Users can work in the Russian and English version of a system, and access is possible through the full-function web client with support of adaptive imposition for convenient use on mobile and tablet devices – it is necessary in the conditions of remote work. The system interface was finished taking into account wishes of users, also for convenience automatic filling of documents is performed. Within standard functionality the system administrator of "OSSP" can configure the interface according to wishes of users.

As a result of implementation of electronic document management in "OSSP" it was succeeded to reduce time and labor costs for preparation, approval and search of necessary data, to provide to employees the convenient instrument of work and as result, – to accelerate process of work with documentation.

In the conditions of forced transition to a remote format of work automation allowed to organize quickly and effectively work of employees. Further development of a system by automation of other business processes and integration with 1C is planned.

For us creation of the special utility for import of historical data on documents to EDMS was the most interesting challenge. Earlier due to the lack of a system the customer used a complex system of codification of files (in the name of each document 8 attributes are ciphered). We automated this process by means of the utility which by this code creates the corresponding card, fills the majority of attributes and puts files, told Igor Grakov, the project manager from outside Digital Design

Thanks to system implementation of electronic document management we not only reduced amount of paper carriers, but also had an opportunity to trace stages of approval of documents that led to acceleration of many business processes in the company. The staff of our company had an idle time for understanding and the transparent instrument of work which became especially irreplaceable in the conditions of a remote format of interaction noted Alexander Dmitriyev, the head of information technology of Objedinennye Sistemy Sbora Platy LLC company

2019: The second stage of the project on creation of uniform digital space

On July 1, 2019 the Digital Design company announced end of the second stage of the project on creation of uniform digital space based on the Docsvision platform in Objedinennye Sistemy Sbora Platy (OSSP LLC) LLC.

In September, 2018 in the company the project on system implementation of electronic document management (EDMS) started. Need to transfer corporate data from file storage to uniform digital space and to automate basic processes of document flow — creation, approval, registration and consideration of documents and also control of execution of the related instructions became the basis.

After the analysis of the main software products presented at Russian and the foreign markets which is carried out within the competitive procedures EDMS/ECM, the OSSP company as the platform selected the Russian electronic document management system Docsvision. The Digital Design company became the contractor of the project.

"OSSP" imposed the uncommon requirements to codification of documents, logic of work of cards of documents and loading of the data array which is available in electronic form with difficulty implemented in other provided systems. The Docsvision platform is constructed according to the concept of low-code that allows quickly and with the minimum initial costs to implement and then to increase functionality of a system practically without programming. Within the requirements prepared by the customer the offer Digital Design to use Docsvision it was optimal on a ratio between the price and quality.

The system interface is expected as Russian-speaking, and English-speaking users. For ensuring quick access to documents from any point, for example, from remote platforms on routes, in "OSSP" the decision to implement the full-function web client with support of adaptive imposition for convenient use on mobile and tablet devices was made.

As of July, 2019 the second stage of the project during which specialists Digital Design developed the program for transfer of the historical data which are saved up for all the time of activity of the company and stored on a file server in a system is completed, developed architecture of cards of documents and the system of electronic archive of documentation. On the module BPM which is built in Docsvision processes of workflow automation for the created document types are configured. After end of this stage work with these document types will be completely transferred to an electronic form.