Vostokcement accelerated work with memos using Docsvision EDMS

2020: Standardizing the Office Notes Management Process

On May 6, 2020, the company Docsvision announced that industrial the group "" Vostokcement accelerated the work with internal notes 10 times and ensured control over the implementation of tasks by management using the platform installed at the enterprise. Docsvision Vostokcement LLC has been working for several years in, in electronic document management system 2018 it was decided to standardize the process of managing company notes.

As of May 2020, the Docsvision-based electronic document management system is available to 640 users in all departments and companies of the enterprise - it has been automated for several years to manage incoming and outgoing documents, organizational and administrative documentation.

The need to standardize the processes of managing service notes in the EDMS arose due to the large cost of time for their preparation and approval "in manual mode." Vostokcement companies are located in different cities of the Russian Federation, so the issue of prompt coordination and execution of documents was acute. The task of automation was to reduce the time for preparation and processing of documents, optimize the participation of employees in this process, develop its own document form for each legal entity, and ensure control by management.

The partner of the project for the implementation of "memos" in the EDMS was RKIT, which proposed and implemented the optimal solution to the client's current tasks on the existing platform. Vostokcement employees have received training on the functionality of Docsvision designers and the possibility of their use. All legal entities of the industrial group are connected to the system; Each legal entity has its own template, and the project takes into account all internal regulations of the enterprise.

Automation made it possible to standardize the process and reduce its labor intensity. Time for the preparation and approval of memos was reduced by 10 times, control over the stages of work with the note and its timely execution was set. The execution discipline has improved, and the developments used during the project are planned to be used in the automation of other business processes for processing internal documents of the company.

The project was fully completed in 2019.

"Thanks to the platform, the process of managing service notes has been fully automated - this is their creation, coordination, approval and execution. The implementation of the program made it possible to switch to electronic document management, which accelerated the process of exchanging notes, including with factories located in different regions, " noted' Tatyana Polukhina, specialist in document management, support and development of electronic document management systems of Vostokcement LLC "

2019: Document designer - memos in the Vostokcement group of companies

Vostokcement is the largest manufacturer of building materials in the Far East on its own raw material base. Since 2018, Vostokcement and RKIT have been partners. At the moment, the following processes are automated: work with incoming documents, work with defect lists, personnel procedures, work with service notes, organizational and administrative documentation and others.

Vostokcement employees contacted RKIT with the task of independently adding and editing memo templates in the system. Previously, to create a document, the user selected a template in the Docsvision system, filled in the fields in the card and pressed the "Generate File" button. The service was formed automatically according to the template of the organization, it was impossible to edit it in the system.

To solve the problem, the RKIT team developed a template designer for memos. Now IT specialists of the company can independently add an unlimited number of templates and customize them for their needs.

When creating a new template, the administrator adds fields and determines the rules for filling them - field name, data source (if the field will be filled automatically). When the user selects a specific memo template, the system prompts you to fill in additional fields.

When you enter one parameter in the memo card, the associated fields are filled in automatically: for example, when you specify the employee's full name, his position, company name, department, etc. Substituting values ​ ​ from the reference books for the three first letters and other autocomplete mechanisms facilitate the work of employees and eliminate errors.

Each template can have its own negotiation route, which the system administrator can edit. Depending on the template (for example, a service for issuing funds or on the purchase of material assets), the system will send a document along a pre-formed route, it is enough for the employee to click on the "Send for approval" button.

These changes will allow Vostokcement specialists to quickly generate printed versions of documents in the Docsvision program interface and effectively send memos drawn up according to company standards.

Project implementation period: January - September 2019.