Federal competence center in the field of labor productivity (FTsK) (DirectumRX)

2020: DirectumRX implementation

In order that specialists of FTsK could provide a qualitative customer support, without being distracted by paper work and a set of formal tasks, the decision on system implementation of electronic document management was made.

Project deadline: August, 2019 – November, 2019.

Goals and Objectives

At FTsK organization in 2018 the task in enough short time to organize interaction with a set of the enterprises for questions of development, replication and implementation of techniques of performance improvement of work and also to coordinate work with public authorities was set. Activity of FTsK covers all regions of the Russian Federation and is integrated by document flows of large volumes.

In the middle of 2018 the management of FTsK made the decision on optimization of document flow and business processes of the organization due to the translation of documents in an electronic form and automation of their processing based on the DirectumRX system.

Tasks:

• Increase labor productivity;
• Optimize document flow;
• Automate business processes;
• Manage contract activities;
• Control performing discipline.

Project Progress

• The box version of DirectumRX was offered the client. It allowed not to load a system with excessive modifications at early stages of implementation and operation and also to apply critical approach to the initial organization of business processes of the company and to optimize the working model at an analysis stage and design.
• RPA was applied to migration of base of partners. The RPA-application brought records, using standard functionality of DirectumRX; the robot copied a TIN of the organization from base and "Fill on a TIN" clicked. Also use of the robot allowed to migrate the detail "Code of the Partner" which is not provided by the standard utility of import DirectumRX.
• Background process on automatic translation of overdue tasks on approval of documents in the status of accomplishment with result is developed for separate types and roles of employees of documents "Is approved". This mechanism allows to avoid critical delays in approval of documents and, along with it, to fix responsibility of the employee for contents of the document passing to the next stage of approval. According to the customer's wishes, two reports "The sheet of approval" and "The sheet of self-matching" form.
• The mechanism of accounting of cycles of approval allowing to keep account of cases of repeated sending the document for completion and to create the corresponding report was developed for optimization of monitoring of work with documents in DirectumRX. Data of the report allow to analyze traffic manager approach of staff of the company to the solution of assigned tasks and to provide to the management recommendations about process optimization.
• The mechanism of reduction of terms of execution of works on stages at repeated approval of the document is implemented. Adjustment of term of a task for completion of the document within regulations is also regulated.

Project Results

In November, 2019 trial operation on 100 users is started, in January, 2020 the solution is scaled on 350 users.

System indicators:

• More than 50 document types;
• More than 30 configured regulations of work with documents;
• More than 50 records of the reference book "Right to sign";
• Migration more than 1300 partners using RPA + a monthly gain of base on 250-300 records.

In order that specialists of FTsK could provide a qualitative customer support, without being distracted by paper work and a set of formal tasks, the decision on system implementation of electronic document management was made. We could propose to our client a cloud solution of DirectumRX which provided rather fast installation and software configuration and also the minimum costs for maintenance, - Anastasia Vedina, the Manager of projects of TANAiS company noted.