"The Altai state pedagogical academy" completed an EDMS implementation project

In "The Altai state pedagogical academy" the implementation project of an electronic document management system Case is complete. The project is implemented by Corporate Systems — Consulting company. The expediency of transition to electronic document management is caused in the large volume of the stored information which, including, contains data on students, the issued diplomas, scientific works, correspondence, internal documentation. The similar volume of the stored information in mainly paper a type requires the accurate organization of management of the document: from its creation before write-off in case. For the solution of all these tasks the university uses an electronic document management system.

Project Objectives

The purpose for the Customer and the Contractor was obvious – to move to a new level of the organization of document flow and management of documents in organization, but first of all, to solve the first, most important problems:

• arrange technology of document handling and review rules of document registration in connection with the future application of an automated system;
• automate accounting of documents and avoid "journal accounting";
• adjust operational receiving up-to-date information about execution of documents in the on-line mode;
• differentiate functional duties of specialists of the general department in an automated system;
• automate work on formation of registers of document transfer, registers of external sending documents, analytical and report forms.

Solution

A system in which it is possible to configure completely rules of work with documents taking into account specifics of office-work of higher education institution, requirements of GOST and regulations of preschool educational institution will allow implement effective objectives and tasks. But, it is only the first stage of transition of higher education institution to use of modern technologies in the field of management of documents. The selected system should provide easy scaling, a possibility of partial transition to electronic document management and a full range of functions on management of documents and tasks/instructions which will provide mass involvement of personnel of higher education institution in work in a system. It is known that a lot of things depend on service quality of system implementation of automation: start terms in commercial operation, level of training of users of a system, efficiency of the solution the system of assigned tasks.

Considering these and other important factors, the Customer made a choice for benefit of EDMS "DELO". A system meets the above requirements that is confirmed by long-term practice of successful application of a system in the organizations of a different type of activity. As system provider and the contractor of the project the Korporativnye sistemy-Consulting LLC company (KS-Consulting), having more than ten-year work experience in the industry and the EDMS which positively proved in the market of implementation was selected.

Project Implementation

Transition to use of the automation system of office-work and electronic document management requires thorough training and participation not only from the Contractor, but also from the Project orderer. Specialists of the general department of the Altai state pedagogical academy of active assisted in project implementation and showed interest in the fastest achievement of the planned purpose. Having conducted examination of document flow of the Customer, specialists of KS-Consulting LLC not only customized a system on specifics of educational institution, but also developed recommendations about optimization of office-work and document flow, in connection with application of an automated system.

Results and perspectives of the project

When entering EDMS "DELO" in commercial operation specialists of the general department felt clear advantages of the automated office-work before "traditional": First, in the course of setup of a system well-defined rules of processing and movement of documents taking into account differentiation of functional duties of employees were created. Secondly, journal registration gave way to the automated registration of the entering, outgoing, internal documents. Thirdly, in the general department the chief had an opportunity to quickly obtain information about execution of documents, and employees use the registers of transfer, registers of sending documents, and report forms which are automatically forming in a system in work now. In receptions of the rector and vice rector for scientific work, already at this stage employees conduct work with the documents and instructions in "offices" of the CASE system. The next step on the ways of higher education institution to electronic document management, the management of academy involvement in work in the CASE system of personnel of dean's offices considers.