The administration of the city of Murmansk switched to an import-independent SED CompanyMedia

2021: Implementation of SED CompanyMedia

On February 17, 2021, it became known that in 2020, the administration of the city of Murmansk introduced an imported independent SED CompanyMedia in 141 subordinate organizations. In total, as of February 2021, 155 system organizations work in the city administration in the CompanyMedia system: an administration with various committees and institutions subordinate to the education and housing policy committees. The administration of the city of Murmansk plans a complete transition to an import-independent version of the CompanyMedia.

According to the company, the project for the implementation of SED CompanyMedia began in 2012. Prior to this, the administration of the city of Murmansk and its divisions used separate systems for registering incoming, outgoing, internal correspondence and citizens' appeals: MS Access, SED Dela and others. In fact, these systems provided only the registration of documents, while execution was monitored by clerks, and all information was transmitted on paper.

SED CompanyMedia was selected because it corresponded to all the main tasks set during the implementation at that time:

• ensuring the registration of documents in subdivisions of the city administration that are separate legal entities,
• ensuring electronic exchange of documents between participants in document management,
• the possibility of distinguishing access to documents, depending on the job responsibilities of users,
• control over execution of orders.

An important role was played by the fact that the vendor, InterTrust, could offer services for the implementation of the system by employees of a partner in the city of Murmansk - Crossjoyne. All implementation work was carried out by certified Crossjoyne specialists.

The presence of a partner in the city of Murmansk made it possible to ensure high-quality and timely work on the project, while ensuring close interaction between the administration staff and the partner's specialists.

In the implemented system, a full cycle of work is carried out on incoming, outgoing documents, internal and organizational and administrative documents, as well as citizens' appeals. Monitoring of execution of orders is provided. CEP usage has been implemented. In the administration of the city of Murmansk, leaders use mobile jobs. During the implementation of the system, data was migrated from previous versions of various software (MS Access, Delo and others).

User training was carried out in person at the customer's workplaces with the direct participation of InterTrust training center specialists. These consultations and training resulted in the development of brief guidelines for SED users at different levels. As of February 2021, user consulting is carried out by the technical support service. If necessary, the InterTrust Training Center conducts webinars in an online format.

In 2020, the administration of Murmansk needed to replicate the SED to subordinate organizations. It was decided to implement in the organization the relevant import-independent CompanyMedia system that further all organizations, including administration, could be transferred to the uniform import-independent environment of electronic document flow CompanyMedia. As a result of the replication project, 141 organizations were connected.

As of February 2021, the document and task management system CompanyMedia introduced in 155 system organizations - directly in the administration and 13 committees, as well as in 141 institutions subordinate to the education committee of the administration and the housing policy committee of the city of Murmansk. The system employs more than 700 users. The administration of the city of Murmansk plans a complete transition to the import-independent SED of all organizations.

The areas of responsibility in the project between administration specialists and Crossjoyne specialists are distributed as follows: the customer's IT specialists are responsible and ensure the operation of servers, user registration, system administration with the involvement of vendor specialists for consultation. The tasks of implementation, configuration, revision of SED modules, as well as technical support of SED, are solved by the partner with the help of vendor specialists, if necessary.

It is difficult to compare almost completely the paper document flow that took place before the implementation and the system, which has been developing for more than 8 years. Undoubtedly, thanks to the implemented automation project, the administration increased the speed of processing documents, control over their execution appeared, including an accelerated reaction to citizens' appeals. In 2020, it turned out to be very important to ensure the ability to work remotely with documents, especially for senior managers, and this was implemented with the help of a thin client CompanyMedia and mobile jobs on tablets that allowed you to work from home. said Ekaterina Gavrilkevich, head of the SED department of Crossjoyne

Further development of the SED is planned in several directions:

• launch of interaction of subordinate institutions with the government of the Murmansk region using EDM 2.7.
• transfer of all organizations to import-independent SED CompanyMedia,
• increased number of SED users in organizations,
• connection of subordinate organizations and institutions,
• integration to ensure the exchange of documents between the Pension Fund of the Russian Federation in the Murmansk region and subordinate institutions of the education committee.