Gazprom Transgaz Saratov conducts contractual work at Directum RX

2022: Translation of work with contractual documents in Directum RX

Gazprom Transgaz Saratov introduced Directum RX instead of several outdated local EDMS. Work with documents has accelerated due to the complete digitalization of the life cycle of contracts: execution, approval, signing, control, fulfillment of obligations. In total, 2000 users of the company work in the system. This was announced on July 5, 2022 by Directum.

Previously, the entire document flow Gazprom to Transgaz Saratov was conducted in several local EDMS, which ceased to meet the needs of users and managers. The next generation Directum RX system combined all branches of the company into a single base and provided them import-independent with information space - with support,. DBMS PostgreSQL OS Linux

At the first stage of implementation, Directum RX set up workflow processes, and then digitalized work with contracts.

The company's contractual documents are consistent according to the regulations - the circle of reviewers is defined for each type of document. The system is configured: contract, supplementary agreement, appendix, protocol of disagreements, protocol of settlement of disagreements.

Directum RX is integrated with the company's local information and management systems to transfer information about the organizational structure, employees and counterparties. One-way exchange data via intermediate ("gateway") is used. database

2021: Directum RX Implementation Results

21 branches of LLC Gazprom transgaz Saratov"" conduct workflow in. Directum RX The company Directum announced this on April 14, 2021.

The historical EDMS in Gazprom Transgaz Saratov LLC is morally outdated and has ceased to meet the requirements of a large enterprise. The company needed a modern fault-tolerant system that would ensure uninterrupted operation of the enterprise and end-to-end processes between the administration and remote departments. When choosing an IT product, they also took into account the requirement of the parent organization to import substitution of foreign software. As a result, the Directum RX system was selected as the most fully meeting the specified criteria.

The implementation project covered the main workflow processes:

• Management of incoming and outgoing correspondence, memos
• work with organizational and administrative documents;
• approval of protocols, plans, instructions, applications for candidates and other documents.

Within the framework of the project, the processes were pre-optimized to improve their efficiency.

Administration and affiliates exchange memos. Previously, internal correspondence was carried out in the format of incoming/outgoing correspondence. Translation into memos provides a completely paperless document flow and optimizes the labor costs of clerks for processing documents: automatic assignment of a number eliminates double registration.

Outgoing letters are signed by an electronic signature. So far, as part of the experiment, but subsequently most of the outgoing correspondence will be translated into digital form.

When routing documents, the "hierarchy" of users is taken into account. Depending on which organization the initiator and signer belong to, the system automatically calculates the document path and the required process participants.

Documents are registered on the ground: in the documentation support department of the administration and in branches. Online registration increases the control of processes.

Integration with Local Information Management Systems (ICS) enables Directum RX to upload organizational structure, employees, and counterparties. One-way data exchange is used through an intermediate ("gateway") database (BDB).

As a result of the project:

• The transparency of document flow within the enterprise has increased. Branch employees joined the processing of documents.
• By switching to electronic interaction, communication between employees has been simplified. Previously, documents were created on paper and sent to the previous EDMS through the clerk. The initiators of the documents themselves work with the new system.
• Print work was minimized. Documents are agreed electronically, and printing is required only at certain stages and for certain types of documents.
• Sending for approval has become easier. The rules for processing documents are built according to a single principle: a universal set of roles is involved in the coordination of all types of documents, which facilitates the choice of approvers.

In the future, GTS plans to transfer work with contractual documents to Directum RX and increase the number of system users.

2020

Project dates: March-June 2020