Lapwing system (Kemerovo), electronic document management system of DELO

2008

Project Tasks

At the time of system implementation in the organization there was a journal recording system of documents. Big preparatory work of the customer on acquaintance with the systems presented at the market preceded the contract signed in August, 2007. The basic reasons which induced company management to implementation of EDMS were: increase in volume of document flow of actively developing enterprise, need of reduction of terms of approval and project development of documents, interest in increase in performing discipline and cost reduction of time for document retrieval.

The priority stvitsya workflow automation of the organization at the level of registrars of documents and heads of structural divisions taking into account their territorial and remote arrangement. Processing of internal documents and automation of process of approval of draft agreements and related documents.

Project Steps

During implementation of the first stage of the project works were performed: Inspection of processing of separate document types (draft agreements, office correspondence).

• Drawing up the report task on setup of a system for process automation of document handling on the basis of inspection. The report formed the basis for execution of works on setup of a system.
• Setup of a system, filling of the basic reference books necessary to start work in a system, registration of users and setup of the rights.
• Installation of the server and client software of the CASE system - 25 jobs.
• The software installation of the application for the notification on receipt of documents/instructions ("Monitoring of documents").
• Software installation of the option "Scanning".
• Development of short technology instructions for the specialists of the customer participating in office-work and document flow.
• Training of users of systems "CASES" and "CASE-WEB".
• Training of the Manager of the CASE system (maintenance of a system in current status, maintaining reference books and settings of document flow, development of a system).
• Training of the Administrator of a local network and databases
• Step-by-step commissioning of a system.

Since 2008 the Customer planomarno develops and expands a system. So for 2010 in uniform EDMS 96 users, including users from branches of the company from another town in Siberia work.

Project Effect

System implementation gave the chance to pass to internal paperless approval of documents, to systematize and optimize document flow of the company in general. The transparency of document flow and control of execution of documents and tasks is provided. Now the Customer prepares for implementation of technology of process management.

Customer Feedback on the Project

Kalistratov Pavel. Head of IT projects, manager of the workflow system.

Active participation of staff of department of IT from the first days of the project allowed to implement without serious consequences a system and to perform operation without requests for the help to system provider. According to employees of whom the main shaft of work on approval of documents is the share (lawyers, managers, heads of divisions) work accelerated and became simpler several times. Interest in a system is big and from a security service of the enterprise. Document flow "unexpectedly" became transparent. It is possible to trace passing of the document from the moment of the birth before signing and at all stages to reveal "doubtful", in terms of economic safety, documents and agreements. Support of the workflow system is performed by one specialist. With system implementation "CASE" there was a tool allowing to control performing discipline. The revealed delays on accomplishment of procedural terms forced to develop the new Provision describing, perhaps, all aspects of documentary activity of the enterprise. What is pleasant, with system implementation key processes of document flow did not change and "were not bureaucratized". Further increase in jobs and inclusion in electronic document management of the document types which did not get to an implementation framework at the first stage is planned. For example, works within the project on implementation of the ISO standards in activity of the enterprise require maintaining and approval of a large number of provisions and instructions. Inclusion of these document types in an electronic document management system allows to keep account and version control. In plans there is a maintaining archive of the enterprise using software products of EOS Group company.

Project terms: August, 2007 - August, 2008

2007

The project based on Monitoring of documents

Contractor: KS-Consulting

Project terms: 2007