Interregional Exchange of the Oil And gas complex, MBNK (Directum)

Situation

Despite rather small volume of document flow, one of the main features of NP MBNK is critical importance of each document for business, so members of NP MBNK are such oil and gas giants as JSC Novatek, JSC Rosneft, JSC TNK-BP Holding and others with which effective interaction is possible only by exchange of documents.

Prior to the beginning of the project periodically there were problems with determination of location of important documents, real processes of work practically did not correspond to the approved regulations. Automation almost completely was absent (the problem definition mechanism in MS Outlook was widely used). Also there was no accurate control system over execution of the issued instructions and decisions made at meetings that caused a loss to quality of management in NP MBNK. The specialized archive of electronic documents did not exist, files were stored on computers of users in any type. Certain difficulties faced at control of the fact of sending the document.

Selection

In such situation the management of NP MBNK made the decision on implementation of a modern ECM system. As the main requirements when choosing a product possibilities of effective automation of office, creation of electronic archive, control and the analysis of quality of execution of works acted.

After the analysis of the products which are available in the market the DIRECTUM system as the solution which had to implement all complex of assigned tasks was selected. The choice was caused by broad functionality of the DIRECTUM system, reasonableness of the interface and flexibility of price policy.

Task analysis

Specialists of Akelon company together with the working group of NP MBNK developed the solution for automation of the majority of business processes based on the DIRECTUM system.

The solution included such elements as:

• registration external (entering and proceeding) documents;
• registration of internal documentation as a part of organizational and administrative documents;
• work with resolutions and control of performing discipline;
• processes of approval of all documents, including ORD, tasks for payment regulating documents, office and explanatory notes, etc.;
• sale of the mechanism of strict control of an adherence to deadlines of approval of internal documents.
• creation and maintaining uniform base of electronic images of external and internal documents, electronic archive;
• work with the electronic digital signature;
• accurate differentiation of access rights to documents;
• control system for execution of the decisions made at meetings, and others.

On the basis of the analysis of the current business processes of the company and assigned tasks the main requirements to a system on the basis of which the technical specifications on implementation of DIRECTUM were developed were formulated.

Platform

DIRECTUM is the electronic document management system and interaction managements aimed at increase in efficiency of all staff of the organization in different areas of their joint activity. DIRECTUM is a full-fledged ECM system (Enterprise Content Management) and supports complete lifecycle of management of documents, at the same time traditional "paper" office-work organically fits into electronic document management. DIRECTUM provides the effective organization and control of business processes on the basis of workflow: approval of documents, processing of difficult orders, preparation and holding meetings, support of a sales cycle and other processes of interaction.

Solution

All document flow, including reports on electronic biddings, was transferred to the DIRECTUM system, and any approval of documents is made using the EDS now. For ensuring functions of approval the corresponding standard routes were developed for each process.

Based on the DIRECTUM system the electronic archive of documents, since 2002 was organized that allowed to reduce considerably costs of time for document retrieval and control of their return and to reduce risks of loss and unauthorized use of information. In NP MBNK specialized regulations of purpose of access rights and differentiation of visibility of documents were developed.

Results

Despite project deadlines, all developed solutions proved the efficiency during operation in NP MBNK, and complexity of implementation in combination with high professionalism of staff of Akelon company and individual approach to each user guaranteed high reliability and controllability of a system.

At the time of industrial start all staff of NP MBNK actively works in the DIRECTUM system, including the president and all vice presidents. Already now it is possible to note significantly increase in transparency and controllability of processes and cost reduction of time for document retrieval. Even more substantial increase of efficiency is expected in 2-3 months after start of a system when enough information for acceptance of more serious management decisions on the basis of the data provided by a system is accumulated. The management and the staff of NP MBNK are configured to develop further functionality of a system according to specifics of activity of NP MBNK.

Success of implementation was substantially caused by active participation in implementation of the top officials of the company and their interest in result. The staff of Akelon company designed all processes so that work with a system for the president and vice presidents was convenient and promoted quality improvement of management. Now all issued instructions strictly are documented, and for each order the individual term and figures of merit of execution is established. For the president of NM of "MBNK" a number of individual consultations for the most complete acquaintance with opportunities which the DIRECTUM system gives for acceptance of management decisions was carried out.

Prospects

The solution of Akelon company based on the DIRECTUM system became a basis of an information structure of the company. Abilities to integrate the DIRECTUM system are at the moment discussed with the management system for electronic biddings used in NP MBNK, automation of customer interaction and the organization of "personal accounts" for bidders using the SharePoint portal.

Within integration of the DIRECTUM system with a management system for electronic biddings creation of unified information environment of NP MBNK for joint work simplification is planned.

Serious approach of heads of NP MBNK to work in the DIRECTUM system also allowed to begin development of regulations of quality control of work and schemes of motivation of personnel on the basis of statistic and analytical reports of a system.

Impressions

Victor Nikolaevich Baranov, the president of NP MBNK notes: "The DIRECTUM system allows to make management decisions and to aggregate information on important tasks and instructions. For me an opportunity to gradually collect information and documents on tasks, strategically important for the Exchange, in one place and to give access to them only to those employees who really need it is very valuable. Control over execution of the issued instructions and tasks which excludes an opportunity just now to forget or to sabotage the received task is also important. I think that a system will allow to bring to new qualitative level business processes of the company due to increase in transparency and quality of management. We see already now, work becomes how more effective and as to us further to develop a system. For example, we are going to transfer work with agreements of accreditation to the DIRECTUM platform".