Kirov Plant, joint stock company (EDMS - DocsVision)

The project on workflow automation was implemented from April to September, 2008 and included: analysis of business processes of the customer, development technical task, automation of tasks of office, and also automation of process of approval of organizational and administrative documentation. During implementation processing of the entering, outgoing and different internal documents, including registration, storage and issue of instructions was automated. Using EDMS processes of control of performing discipline are organized. The DocsVision system was implemented in 9 directorates of JSC Kirov Plant and two subsidiaries.

In 2008 JSC Kirov Plant was required to pay special attention to the level of performing discipline of employees. This need was connected with a number of problems: approval of documentation in many cases happened without use of accurate regulations and rules and required considerable time expenditure. In this situation the management of the enterprise made the decision on implementation of an automated system with accurately set mechanism of the movement of documents according to the developed regulations.

The company considered several leading electronic document management systems from the Russian vendors. For project implementation of JSC Kirov Plant the tender based on which the choice was stopped on Digital Design company with the offer on the basis of a document management system and business processes of DocsVision 4.0 was organized.

The project was executed on the basis of a document management system and business processes of DocsVision 4.0 (Expanded edition) using the built-in applications "Office-work", "Process management" and the module "Detailed reports".

The DocsVision system is installed on Microsoft Windows Server 2003 and Microsoft SQL Server platform 2005.

The project was implemented from April to September, 2008. At the first stage experts of Digital Design analyzed business processes of the customer and the technical specifications are developed. Daley automation of tasks of office (incoming documents) then based on DocsVision process of approval of ORD and outgoing documentation is automated is carried out. At last, at the final stage of the project training more than 70 users was provided, and a system is brought into trial operation. The project on workflow automation covered a number of processes of the corporate center and subsidiaries of JSC Kirov Plant where the DocsVision system was implemented in workplaces of directors and secretaries. During implementation processing of the entering, outgoing and different internal documents, including registration, storage and issue of instructions was automated. Using EDMS processes of control of performing discipline are organized. Approval of organizational and distribution and outgoing documentation was also most deeply automated. For this purpose experts of Digital Design jointly with specialists of the customer set the scheme of passing of documents, the approving persons are defined, document templates, etc. are implemented. Now as a result of process a system generates the sheet and the protocol of approval on the letterhead of JSC Kirov Plant. Approval of contractual documentation was implemented using a standard card of approval. For this purpose IT specialists of Kirov Plant configured special templates with the predetermined parameters.

In a system analytic functions were also used: in particular, the performance report of tasks using the module of detailed reports intended for control of performing discipline is implemented. With the same purpose specialists of Digital Design configured the reports allowing heads to browse the carried-out tasks of each employee with indication of their status.

"The DocsVision system provided flexible tools for the solution of specific business challenges of our enterprise", - Kogtev Vitaly, the director of information technology of JSC Kirov Plant comments. - Due to formation of a common information space communications in the company considerably accelerated, the level of performing discipline and, at last, efficiency of corporate management in general increased".

The DocsVision system was implemented in 9 directorates of JSC Kirov Plant and two subsidiaries. Further it is going to create jobs in 11 companies entering into holding. The total quantity of users of a system makes about 500. The implemented project became one of the most large-scale implementations of DocsVision on industrial enterprises: in a system more than 3 thousand incoming documents a year will be registered.

As a result of implementation in JSC Kirov Plant it was succeeded to reduce terms of processing of organizational and administrative documentation. Documents became more available at the expense of a possibility of quick search in electronic archive. This archive also allowed to create some kind of knowledge base which is constantly filled up at the expense of the new arriving documents. The created EDMS provides support of the uniform mechanism of safety of work with documents.

Further in JSC Kirov Plant implementing solution for automation of work of IT service based on the DocsVision ServiceDesk application is planned.

• The project - licenses: 100
• The project - users: 100
• The distributed solution: NO
• Office-work: YES
• Process management: YES
• Administrative office-work: NO
• ServiceDesk: NO
• Development on the DocsVision platform: NO
• The gateway to 1C: Enterprise: NO
• The gateway to Microsoft Office SharePoint Server: NO
• The gateway to Microsoft Dynamics AX: NO
• Other gateways: NO
• Electronic digital signature: NO

Within the project it is supposed: automate tasks of office, processes of approval of ORD and outgoing documents. Originally a system will be unrolled at the central office of the company, then automation of work of service IT is planned. Number of users: 100 users. Solution type: setup of the Office-work and Process management applications.