First phase of Docsvision implementation at Lengiproneftekhim completed

2021: Completion of the first phase of Docsvision implementation

On September 29, 2021, Docsvision announced the completion of the first stage of the Docsvision implementation project in Lengiproneftekhim.

Every day, the Lengiproneftekhim enterprise receives about 250 documents in electronic form and more than 200 paper documents. Such a voluminous document flow is justified by the design of oil refineries. This type of activity is strictly regulated by the regulatory authorities and requires constant official communication with customers, partners and contractors.

Instead of a single IT solution that serves the entire workflow, the organization used several disparate IT systems to automate narrow processes. There were situations where the same documents were first registered in the common office and then re-registered in each department. The absence of an end-to-end process made the work with documents opaque, entailed serious time costs.

The management of Lengiproneftekhim decided to optimize business processes and increase the efficiency of employees by automating office processes within the framework of one IT solution. Also, such a system was to become the basis for creating an archive of technical and design documentation. But the main thing is to rid the institute of a critically large number of paper documents.

It was expected that the functionality of the IT system for office automation would increase and develop during operation. The project team of Lengiproneftekhim chose a solution designed to work with a large amount of data and with the ability to scale during operation. It required such an option that the institute's IT team could further develop on its own.

As a result BPMECM of the comparison/-systems presented the Russian by the developers, the choice was made in favor of the Docsvision platform, which fully satisfied the stated requirements. On the one hand, the platform already contains pre-built basic standard solutions that are ready to work, on the other hand, the platform can be customized and developed using many visual (Low-Code) editors and with minimal attachments to. programming

At the first stage of the implementation of the Docsvision platform, the institute's staff digitized the internal document flow. There are plans to translate internal processes, for example, agreement of contracts, an archive of technical and design documentation, into a digit. Already after the first stage of the project implementation, Lengiproneftekhim management and personnel note a significant reduction in time for working with documents.

{{quote 'In fact, we chose the platform "for growth." At first, we needed to automate internal workflow and structure processes. Colleagues from DoxVision helped set up the platform to meet our requirements. The first positive results - we see how the time for working with documents has decreased. The next steps are clear - to transfer more internal processes to the system, for example, the coordination of contracts, meetings, as well as to organize an archive of design and technical documentation, "said Dmitry Pavlenko, head of the OAP and IT" Lengiproneftekhim. " }}

As a result of the digitization of the internal document flow, all operations with incoming/outgoing, organizational and administrative documents and service notes were transferred to a single digital space. As a result, the number of document transactions has been significantly reduced. Departmental staff do not need to re-register documents and route work. Data received by e-mail is automatically recorded in the Docsvision system.

All Lengiproneftekhim employees, including management, work daily in the Docsvision system. The system supports legal document flow within the organization. Documents are signed by specialists within the system. In the future, they can be forwarded or printed with the appropriate electronic signature stamp. At least 700 orders are created in the system every day.

Results:

1. Reduce the time it takes to work with documents.
2. Create a single, end-to-end document process, from registration to signing, with the ability to save the change history.
3. Work with documents remotely.
4. All documents created and signed in the system have legal significance.

The peculiarity of this project is that we jointly decided to apply the methodology "from the prototype," that is, our colleagues from Lengiproneftekhim first tested the standard solution, and then already formed the requirements for setting up processes. Testing allowed you to get closer to the Docsvision platform, learn its functionality and capabilities. As a result, our cooperation was as fruitful as possible. On the one hand, we were able to realize the client's wishes, configure the required processes on the basis of the Docsvision platform. On the other hand, we received important feedback for the development of the platform, "said Lina Lyskova, head of the DoksVision implementation department.