The administration of Norilsk implemented the interaction module with the ССТУ.РФ portal

2018: Integration into the ССТУ.РФ portal

In the spring of 2018 in Administration of Norilsk the works on implementation of the module of integration of an electronic document management system "CASE" with the federal ССТУ.РФ portal were completed. On May 29, 2018 the EOS Group company reported about it.

Within 10 years the municipality develops functionality and scopes of the used EDMS "DELO". Many tasks connected with management and execution of documents and instructions were solved.

In recent time 15 additional jobs of a system were purchased by City administration and also the modules expanding systems capabilities such as are implemented: "Monitoring of documents", "Line scanning" and "Barcode printing".

For May, 2018 in EDMS over 140 employees of the organization work. For usage time of EDMS "DELO" in Administration of Norilsk the following results were achieved:

• Reduction of term of approval of documents and bringing documents to contractors due to operational delivery of electronic copies.
• Ensuring the accurate control of execution and the movement of documents allowing to increase performing discipline and to reduce completion dates of documents, instructions and solutions.
• Increase in visualization of process of management of flows of documents due to formation of instructions and reports of contractors in electronic form.
• Implementation of a possibility of exhaustive analytics on base of documents and orders of Administration and all its structural divisions.
• Exchange of documents by e-mail with the external organizations with a possibility of automatic registration of the received documents.
• Reduction of time for search of necessary and related documents.
• Reliability augmentation of storage of confidential information. A system provided multilevel differentiation of access rights to electronic documents and complete recording of work of users.

In 2018 in City administration the module of interaction of EDMS "DELO" with RRO SSTU was implemented that allowed to increase efficiency of information exchange about results of consideration of citizens' appeals with a single platform of ССТУ.РФ. All works on implementation of the module were carried out by specialists of KS-Consulting.

According to the customer, the module considerably facilitated work with citizens' appeals, having simplified import of data to the section "Results of consideration of addresses" of an information resource of ССТУ.РФ in the closed network.

2009: Project of transition to EDMS Case

Situation by the beginning of project implementation

In November, 2006 before the management of Administration there was a question of replacement of the system applied at that time for document registration. The used system became morally outdated and did not provide all office work functions. The lack of a scaling option and upgrade, was one of the reasons of need of transition to newer, dynamically developing automation system of office-work and document flow providing a possibility of transition to electronic document management.

It should be noted that geographical distribution of structural divisions meant existence of the isolated document flow (and means of its automation) at each of them, and maintaining own base of document registration. Owing to separation of bases and impossibility of exchange of documents between them, the movement of documents between the Device (Administrations and its structural divisions) it was performed only in paper form. It practically deprived of a possibility of operational obtaining information on course of execution of instructions of the management of Administration on documents, and also considerably dragged out process of approval of draft documents.

Project Objectives

• Automation of the scheme of office-work which already put in Administration.
• Maintenance of paper document flow by registration in a single system of information on the movement of documents.
• Creation of the interconnected technologies of work with documents with geographically distributed divisions - Managements and Departments of City administration.
• Opportunity responsible (x) for control to persons to monitor accomplishment (execution) of the instructions to Managements (i) and Departments which are taken out by Administration (and)
• Automation of control of performing discipline according to the developed rules of efficiency evaluation of work of employees.
• Improvement of work with citizens' appeals by means of automation of the movement of the arriving addresses and control of execution.
• Registration of draft documents, visas and signatures on them in a single system of document flow
• Creation of premises for the subsequent transition to paperless document flow about a possibility of use of modern means of line scanning, means of the EDS and enciphering.

Project Implementation

The action preceding system implementation "PUT" in City administration of Norilsk, careful inspection of processes of office-work and routes of the movement of documents was. Special attention was paid to the detailed analysis of documentary interaction between divisions and Administration staff. The most effective methods of exchange of documents taking into account opportunities of the implemented system were offered. In the course of inspection "bottlenecks" of office-work were revealed and recommendations about its optimization were made. For example, development of new methods of formation of registration numbers of documents was recommended, reduction to uniformity of technology of document registration in divisions, review corrected document registrations by separate divisions and so forth.

The made report task on setup of a system for process automation of document handling allowed to structure and arrange data retrieveds, and was the basis for execution of works on formation of base for Administration.

First-priority sections of start of a system in operation were defined in compliance with effective objectives of the project of transition to the new system of office-work and workflow automation, namely:

• all key links of document flow of Administration staff
• jobs of so-called "points of entry" of documents in all structural divisions.

It meant mass system implementation in rather large number of workplaces. Therefore, the decision on its separation into several stages was made (within one project):

• group training;
• step-by-step commissioning with individual training of users;
• designer's service of work of users in the course of commissioning.

It allowed to perform one-time start of the CASE system in commercial operation on all designated workflow automation sections in enough short time. Time of training, implementation and start in operation of 65 jobs was about one and a half months.

Implementation stages

• Delivery of software "CASE" - March, 2008.
• Inspection – March-April, 2008
• Setup of a system – May, 2008
• Training and commissioning – June-July, 2008
• Designer's service – August, 2008.
• Expansion of number of jobs - December, 2008, September, 2009.

The project develops and now.