In the compulsory health insurance Territorial fund of Primorsky Krai the project on scaling of EDMS Case is complete

2020: Transfer of document flow to a paperless type based on EDMS Case

In the compulsory health insurance Territorial fund of Primorsky Krai the KS-Consulting company, by the partner of EOS Group in the territory of Western and Eastern Siberia, completes the project on scaling of EDMS. 100% of the staff of TFCMI participating in document flow got access to a system Case, the additional options increasing efficiency of use of EDMS are implemented, training of all users is provided. As a result the organization completely refused copying of documents, transferred work with resolutions to an electronic format and passed to approval of outgoing and organizational and administrative documents using the electronic signature, reported on September 7, 2020 in "Electronic Office Systems (Software)" company.

Situation prior to the beginning of the project

At the time of the appeal to KS-Consulting to TFCMI of Primorsky Krai EDMS Case was already partially implemented. However a system was used only as electronic archive, for document registration and storage of copies.

Registration of incoming documents was made on a centralized basis in department of office-work. It was in addition recorded confidential documents in the paper magazine where employees undersigned for obtaining originals. In a system Case 30 people worked.

Citizens' appeals by phone and e-mail were registered through Contact center. It is uniform base which is created according to order No. 271 of FCMIF of 12/24/2015 and it is used in all regional departments of fund of health insurance.

Project Objective

Before KS-Consulting there was an effective objective as much as possible to transfer document flow in a paperless type. Project implementation was simplified considerably that at the time of implementation practically all staff of TFCMI already used the strengthened qualified signatures (UKEP). It accelerated process of transition from the signature of documents on paper to electronic vising and approval.

Project Implementation

All process, from the address of the client with a request before transfer of EDMS to commercial operation took about 3 months and was broken into 5 stages:

• 1. Inspection.
• 2. Setup of the database.
• 3. Installation of the database and additional options.
• 4. User training and system technologists.
• 5. Designer's service.

The corrections to the working schedule were made by a coronavirus pandemic because of which business trips of employees to other regions became impossible. But here the vast experience of KS-Consulting in remote implementation of EDMS thanks to which the first 3 stages — inspection and work with base — were carried successfully out far off came to the rescue.

The companies more than 100 users specialists in the remote mode could also provide training, however it could increase project deadlines considerably. Fortunately, to the middle of June, 2020 when all preparatory work was completed, flights between regions were resumed, and the command of KS-Consulting could continue work already directly in the territory of the customer.

Project Results

Access to a system was got by 100% of employees who participate in document flow. In total 112 jobs between which are distributed are automated:

• 3 licenses of "thick client" of EDMS Case;
• The 70th the license of the guaranteed service (LGS) "Delo-Web";
• 10 competitive licenses "Delo-WEB";
• 100 licenses for EDS enciphering the options "EOS DesktopService" and "i".

In addition for users of LGO and the "fat" client 73 licenses for the Monitoring of Documents application are purchased. It is own development of KS-Consulting which helps the user to be aware of new events, without coming directly into EDMS. For work with documents 2 options "Scanning" and 1 option "Scanning with Recognition" are set.

Among other project deliverables:

• Work with resolutions is completely transferred to an electronic format: they are made only in Case, without use of paper copies.
• Electronic approval of outgoing and organizational and administrative documents using the electronic signature at a stage of vising and signing is started. Thanks to the option EOS Desktop Service documents can be edited in EDMS at once.
• The electronic signature is used for vising of documents of permanent storage life and also for vising and signing of documents of time storage life.
• Total failure from copying of documents on which a lot of time and resources left earlier. Originals of documents are transferred to executives in charge.
• Drafts of some documents automatically are registered right after on them the signature is put down. It allowed to refuse "manual" registration through clerks, to reduce a motion cycle of the document and costs of time for document flow.
• Memos are transferred to an electronic form — before them wrote on paper, and then registered at the clerk. Now the employee creates the memo in Case and at once sends it to the head.
• Acceptance of citizens' appeals, as before, is made through Contact center as it is uniform base for all TFCMI and it is impossible to refuse its use. But answers to citizens are registered in Case about the indication of number of the address on which the answer is given.
• Outgoing letters in treatment and prevention facilities and insurance companies are prepared on forms for visualization of a stamp of the EDS now and sent by e-mail. The form of the form was developed especially for this project by specialists of KS-Consulting.

Project perspectives

In the long term TFCMI of Primorsky Krai is going to increase quantity of jobs in the organization and also to purchase on one workplace for health facilities and insurance companies with which they most often exchange documents.

Also in plans acquisition of additional options for EDMS Case:

• Lot-based mail;
• Process management;
• The module for work in the system of interdepartmental electronic document management (MEDO) which will allow to exchange documents with others EDMS and to refuse use of one workplace of Practice.

Transition to signing using the EDS of documents of permanent storage and additional purchase of jobs of a subsystem Archiving is also in the long term possible.