In City administration Ulyanovsk the single system of document flow on the basis of import-independent EDMS CompanyMedia is created

On December 11, 2020 the company InterTrust reported that during the period from March to September, 2020 in City administration Ulyanovsk the project of deployment import-independent was implemented EDMS CompanyMedia by forces of InterTrust company with active assistance of specialists of the customer. This solution replaced earlier used product on proprietary DBMS. Within the project unified information environment with Government of the Ulyanovsk region and municipalities is created. In total 200 jobs with perspective of increase in their number to 600 are at the moment unrolled. Feature of the project - in the conditions of epidemic the InterTrust company found and applied a format of work with the customer on training of administrators and to system implementation. Thanks to it, despite hit of the project on peak of the first wave of a pandemic of a coronavirus, EDMS CompanyMedia it was successfully implemented and closed all needs of the customer.

Prerequisites of the Project

In City administration Ulyanovsk for several years EDMS "Motive" on MS SQL DBMS was operated. Because of problems with performance this EDMS was set in limited number of workplaces.

Due to the course towards import substitution in state agencies of the Russian Federation and also transition to legally significant document flow in 2019 the customer began search of an alternative.

Within about a year in City administration of Ulyanovsk functional and technical requirements to a system formed. The following list of the main requirements was as a result created:

• Presence at the Register of domestic software;
• Opportunity for work based on Open Source, both regarding DBMS, and regarding OS;
• Tools which allow to increase by forces of the trained administrators functionality of a system without development at the level of the code, using a palette of tools;
• Possibility of the organization of a common information space with the government of the Ulyanovsk region and municipalities located in the Ulyanovsk region;
• Ensuring electronic document management, including using the EDS;
• Bringing electronic document management to each employee of City administration Ulyanovsk;
• Help in building of processes of the organization;
• High-speed performance of a system.

According to the results of an open competition the InterTrust company with the import-independent CompanyMedia system won.

Advantages of EDMS CompanyMedia to City administration of Ulyanovsk:

• Completely "thin" client of a system who is not demanding additional installations at workstations, and working via the browser including from among domestic;
• Functionality regarding office-work: work with entering/proceeding, ORD, citizens' appeals, completely closing all requirements of the customer;
• Possibility of creation of a common information space for interdepartmental exchange of documents in electronic form based on the specialized gateway with the Government and other municipalities of the Ulyanovsk region, at the same time saving own processes of office-work and document flow in EDMS of the city of Ulyanovsk;
• Required high-speed performance on limited hardware resources;

Project Progress

The project started in March, 2020 and, according to initial plans, had to come to the end in August. However its terms had to be changed because of the restrictions introduced in the spring connected with a coronavirus. The peak of the first wave of a pandemic fell on work time under the contract which specialists in implementation of InterTrust company carry out on the platform of the customer. The work format in the remote mode was not earlier popular and worked out, including, the equipment for remote work was not in advance prepared, however, all these issues managed to be resolved quickly.

At the first stage, through means of distance learning administrators who should have competences for further administration of a system were prepared.

Further forces of InterTrust company, together with administrators, in the remote mode unrolled 200 jobs covering central office of Administration of Ulyanovsk and Territorial Departments. All works on installation and setup were carried out far off, and during remote connections to the customer's servers safety was ensured using ViPNet enciphering.

Test operation of a system took place since the beginning of August till 10/1/2020. Upon end the decision on transfer of EDMS to trial operation was made.

During the project modules were implemented:

• The entering / outgoing documents;
• Internal documents;
• Organizatsiono-rasporyaditelnye documents;
• Instructions;
• Citizens' appeals;
• CM Integrator.
• Besides, tools of creation of reports and services of use of the EDS were implemented.

Project team

The general control of the project from the customer was exercised by the head of department of office-work, citizens' appeals and the organizations of city administration of Ulyanovsk Tatyana Evgenyevna Samsonova. Technical issues on the party of the customer were supervised by the head of department of informatization and data protection of city administration of Ulyanovsk Mingachyov Rinat Minakhmetovich. Two system administrators of Management of informatization and data protection of the customer also participated in the project.

From InterTrust company the project manager, three engineers, two developers and two teachers participated in the project. In an area of responsibility there were providing software and its setup, support and a training of users. After removal of restrictive measures in the city of Ulyanovsk a number of internal joint actions, including a training of users on places was held.

Results of test operation

A system is integrated with EDMS of the Government of the Ulyanovsk region and allows to work with citizens' appeals: in a system registration and storage of primary and repeated citizens' appeals in Administration is conducted, necessary work on these addresses is carried out and also convenient control facilities over execution of instructions are provided. The functionality of the module "Orders" is actively used by all heads and their deputies, using at issue of instructions mobile jobs. Integration from SSTU and EDMS of the Government of the Ulyanovsk region and municipal entities of the Ulyanovsk region is implemented, unloading of results of work with citizens' appeals in SSTU Is automated and simplified that allowed to accelerate and to considerably simplify work of staff of administration on preparation and delivery of reports of SSTU.

In addition a system allowed to resolve an issue of transition to a remote format of work for those employees who wishes to have such opportunity. It is especially relevant in the current reality of periodic quarantine measures and forced work of staff of Administration on a remote basis.

At the current stage the InterTrust company conducts warranty support of a system.

Project perspectives

At the second stage the customer is going to increase by own efforts by the end of 2021 the number of the employees working in a system up to 600 people and by that to cover practically all employees who should have an opportunity to work with document flow in City administration. Ulyanovsk.

Implementation of archive of development InterTrust is planned for 2021-2022. It is possible that at a stage of implementation of archive retroconversion of paper documents will be executed.

Also in the long term - the solution of a number of integration tasks, in particular, integration into the module of citizens' appeals of Ulyanovsk and a number of integration with the departmental systems which list forms. The module "CM Integrator" will allow specialists of the customer to execute integration with a possibility of completion through the provided API by own forces.

Besides, automation of collegiate organs of management is not excluded.