Diamond fall of NPF (EDMS - DocsVision)

The main objectives of EDMS on the Docsvision platform within the project: the organization of a uniform order of office-work of fund, optimization and increase in speed of approval of documents, the organization of control of performing discipline, the organization of archive document storage, control of execution of the cost estimate, formation of the document list for the set criteria, security of access and document storage, increase in efficiency of work with documents. Cumulative number of users of Docsvision about 100 people.

This project solved problems of the organization and regulation of a uniform order of office-work in fund, to accounting and movement of documents along the set routes, optimization and increase in speed of approval of documents, the organization of control for execution of documents, automatic filling of standard corporate prototypes of documents, creation of archive of documents.

In Fund there was a need of operational creation of new documents with uniform data, quick access to the database for refining of client history, operational passing of papers through company management. There was a task to integrate document flow of Fund in uniform space and to create an electronic data archive.

The fund considered several versions of software products for workflow automation — Case of WEB, BOSS-Referent, special software from Canon, etc. After positive reviews the decision on implementing solution on the DocsVision platform was made on system operation in several enterprises of JSC ALROSA, including from research and Yakutniproalmaz design institute.

Other criteria which influenced the choice for benefit of DocsVision became:

• Existence of available tools for setup of a System;
• Broad functionality of a System;
• Integration into other software products (Microsoft);
• Reliability and security.

Implementation was entrusted the Utilex IT company which was engaged in projects in JSC ALROSA and accumulated considerable experience according to the solution of assigned tasks.

System implementation in NPF Almaznaya Osen took 11 months and consisted of several stages:

• Examination during which business processes of the Pension Fund were analyzed and is developed the concept of the solution;
• Design of the solution on management of documents and business processes. Functional requirements to the implemented system became a result of this stage;
• Setup of a system: creation of additional components, testing, improvement of operational documentation;
• Training of staff of Fund in work in a System;
• Input in commercial operation.

Specialists of Utilex IT executed all range of works.

In NPF Almaznaya Osen standard applications of the Office-work and Process management DocsVision 4.0 system were installed. For contractual process the special unified accompanying documents facilitating search of this or that agreement in the general database are created.

During the project the mechanism of confirmation of authenticity of documents at all stages of work with them by means of technology of the electronic digital signature — RuToken hardware and software solution was implemented (an analog of the smart card which is not requiring the additional hardware from Aktiv company, the Russian standard of enciphering of information of GOST 28147-89).

"The main effect from document flow system implementation — Bouyco Constantine is sure, the head of department of the software and hardware of NPF Almaznaya osen is a minimum of papers on a table. We also try to obtain it. The most important that now paper documents in Fund began to be delayed much less on tables of heads because they are already considered in electronic form and approved and when bring the original, it is necessary only to append the visa or the signature. Besides, based on the general history of similar projects, the cost of archive storage of electronic documents after implementation of DocsVision becomes 80% less in comparison with storage of paper. And labor productivity of managers increases by 5 — 15%. Besides due to release of the areas occupied under storage of paper documents the rent decreases".

Now 50 jobs are connected to the workflow system DocsVision in NPF Almaznaya osen at the central office and five remote branches.

After implementation of DocsVision in NPF Almaznaya osen acceleration and streamlining of a contract work (registration, approval, search, archiving), a joint work possibility over the document are mentioned during approval, the organization "from scratch" of a uniform order of document flow for all fund (the central office and branches), building of a system of purpose of instructions and control of terms and stages of their execution. Besides, time for obtaining necessary information from the uniform data warehouse considerably decreased, work of office and archive was reviewed and optimized.