"The state university of management" automated processes using DirectumRX

2019: DirectumRX implementation

On October 31, 2019 the Directum company reported that "The state university of management" automates processes using DirectumRX. Since the beginning of academic year of 300 employees of the university work with the entering and outgoing correspondence, memos and organizational and administrative documents in a digital form. Thanks to mobile application of DIRECTUM Solo the administration has an opportunity to quickly solve working problems.

"The state university of management" — a multilevel scientific and educational complex. As of October, 2019 6 educational institutes which integrate more than 40 departments and research divisions are a part of the university. In such scales for review of one document on paper it was necessary to spend not one day. For reduction of paper document flow and simplification of control of execution of instructions in the university the decision on implementation of an ECM system was made.

When choosing a system the management of the university relied on experience of the projects implemented by vendor in the field of education. Besides, the important role was played by positive reviews of staff of the university which already worked in DirectumRX in other companies.

The implementation project started in the middle of 2019. It was strategically important to complete the main works prior to the beginning of academic year when the flow of documents increases several times. The involvement of a command and the thought-over functionality of the box version provided fast transfer of a system to commercial operation. By the beginning of academic year in DirectumRX over 1000 documents were already created and regulations on key processes are configured. During the work with a system users noted:

• time for processing and registration of incoming documents was considerably reduced;
• process of preparation and approval of outgoing letters became more controlled;
• approval and performance of orders and orders became more transparent;
• work with memos is completely transferred to an electronic form, duplication on paper is excluded;
• it is easy to check the fact of acquaintance of employees with organizational and administrative documents.

To system implementation one of the most labor-intensive processes was obtaining admissions. To receive the single or temporary admission on an input, visitors spent several days – it was necessary to print the memo and to pass dozens of floors, collecting signatures of the necessary specialists which not always appeared on site. Considering that the specifics of work of the university mean permanent mass issue of admissions, process optimization considerably facilitated work to many employees. According to the results of the project the memo is created in couple of clicks and goes to approval on the configured regulations. Heads at any time can consider and approve documents with mobile application of DIRECTUM Solo even far from offices. So, the memo covers the distance from the initiator to bureau of admissions within 5-10 minutes.

"Active support of the management allowed to exclude approval and signing of memos in paper form practically from the first day of implementation. Besides, the administration estimated the possibilities of mobile work which considerably accelerated process of approval of documents", 'Timur Shaykhutdinov, the project manager of implementation from DIRECTUM company noted'