The "Baltic Federal University named after I. Kant" introduced a system for managing documents and tasks CompanyMedia

2021: Implementing CompanyMedia

On September 6, 2021, InterTrust announced that the system CompanyMedia introduced at the Baltic Federal University in 2020. The system automates the processing of incoming, outgoing and internal documents, as well as contractual work at the university. The implementation project was implemented by InterTrust partner, Program-T.

BFU named after I. Kant

According to the company, before the introduction of the CompanyMedia, the university used a system of its own development. The "self-described" system provided only the process of recording and registering documents. There were no opportunities for preparing documents, delivering them to executors, coordinating, monitoring the execution of orders in this system. At the time of the start of the project, the customer had the entire infrastructure built on Microsoft products. This state of affairs in working with documents, as well as linking to the platform MicroSoft did not suit the university management, it was decided to introduce a full-fledged SED.

At the system selection stage, a comparison was made between Directum and CompanyMedia, which examined the advantages and disadvantages of both systems. The employees responsible for choosing the system preferred the CompanyMedia system.

Before the start of implementation, the Program-T specialists conducted a survey of the document flow situation at the university. The survey collected and systematized information on the current status of the document processing process. The results of the survey were presented in the form of a report containing a description of the processes and a schematic representation of these processes in the BPMN notation, as well as recommendations on the organization of the document processing process and the implementation of the electronic document management system. For the Program-T company, this stage made it possible to create a complete picture of the business processes taking place at the university, prepare recommendations for optimizing business processes and plan the implementation process.

As part of the implementation project, the following works were carried out:

• System configuration based on data obtained during the survey;
• Installation and configuration of the server part of the system on the customer's servers;
• Perform work to migrate historical data from the previous system.
• Full-time training of subject specialists, management and users in the training class;
• Maintenance of system users during pilot operation;

The embedded CompanyMedia system automates the handling of incoming, outgoing, and internal documents. Contractual work is fully automated. The system monitors the execution of orders. A simple electronic signature is used, which signs internal documents that should not be displayed on paper.

For users of the CompanyMedia system, in addition to the traditional full-featured web interface, the WebDocs 2.0 interface is available, which is based on the idea of ​ ​ ergonomic visualization of incoming tasks. Mobile workplaces are installed and configured for managers.

The project migrated documents from the old system. These documents, as archived data, are stored in the CompanyMedia system.

As of September 2021, 450 users work in the system.

The "Document Management Department" itself was satisfied with the introduction of a fully functional electronic document management system in the organization. Ordinary users perceived the system in different ways, were also dissatisfied, but this can be explained by the discomfort that arises when changing the usual way of work. High-quality training and support of users at the stage of system commissioning made it possible to completely remove all dissatisfaction.

Face-to-face training was provided to subject matter specialists, managers and user trainers. According to the project concept, instructor users are called upon to help document flow participants understand the operation of the system in their departments. To do this, Program-T specialists prepared methodological recommendations that optimize the start of work in the system. In addition, Program-T, at the stage of launching the system, carried out direct user support. After the system was put into industrial operation, the subject administrator, who is an employee of the customer's IT department, became responsible for the maintenance.

Upon completion of the project, comments were collected from all departments of the university. Some of the comments were resolved through additional consultations and additional configuration of the system, as well as the development of additional methodological recommendations. Those comments that were not eliminated by the methods described above were included in the terms of reference for the further development of the system.

Prior to the introduction of the electronic document management system, the University did not keep records of internal correspondence (official and report notes, applications). The implementation of the system actually created a managed and controlled tool, which can now be used by users to exchange information among themselves and communicate information to management.

After the introduction of the electronic document management system, some university staff were released from their unusual duties. Before the implementation of the system, there was a practice in which:

• The expedition of documents to be executed was entrusted to the executors
• The expedition of projects undergoing coordination was entrusted to the approvers.

Given the fact that the university occupies several buildings located in different parts of the city, this procedure led to regular losses of documents, as well as to a large "courier" load on employees who should be primarily engaged in document processing.

Also, thanks to the implemented system, management received a tool for monitoring the execution of orders.

The development of the system is planned in several areas:

• In accordance with the collected comments, a draft contract for the development of system functionality is being prepared.
• The implementation of the system provided management with a tool for monitoring the execution of documents, in this regard, changes are being prepared in the rules of work with documents and requirements for analytical reports on the control of executive discipline.
• The use of the electronic document management system for document coordination has shown that negotiation routes can be further optimized, therefore, changes are being prepared to the rules for agreement of contracts, which will also be supported by automation and the formation of reconciliation templates in the system.
• Integration with 1C University Management is planned. From the CompanyMedia side, an integration solution has been installed and is ready. The 1C system is expected to be ready to start the integration processes.