Novosibirsk regional council of deputies, implementation of the EDMS Case

Project Objectives

According to "The concept of information technological support of the activity of the Novosibirsk regional council of deputies" accepted in 2007 by the purposes of creation of an electronic document management system are:

• ensuring more effective management at the expense of the automated control of accomplishment of instructions, transparency of activity of structural divisions of the device and certain contractors;
• reduction of terms of preparation and execution of documents;
• reductions of paper documents in the internal turnover, economy of resources due to cost reduction on management of flows of documents;
• creation and the automated maintenance of bases of regulating and administrative documents;
• quality improvements of preparation of management decisions.

Solution

Detailed studying of functionality of the automation system of document flow "CASE" confirmed a full compliance to the tasks set by Council: increase in management efficiency due to acceleration of processes of creation, editing, approval, signing, reproduction, mailing and acquaintance with documents. In December, 2008 between the Novosibirsk regional council of deputies and KS-Consulting LLC the agreement on acquisition of the licenses of the CASE system and option of "Line scanning" and also the agreement of execution of works preceding start of a system in operation was signed.

Project Implementation

Stage 1.

In February, 2009 specialists of KS-Consulting LLC performed works on inspection of preschool educational institution, the main directions of the movement of documents are studied upon termination of what written recommendations about implementation and development of the CASE system in Council were prepared. It allowed to make the scheme of step-by-step implementation in specific workplaces and in details to plan process of start of a system in operation.

According to the commonly accepted technique of workflow automation in May, 2009 system implementation was begun "PUT" from so-called "points of entry" of documents. Namely the department performing acceptance, registration of the entering, outgoing and internal correspondence - Offices (4 jobs).

Implementation of the first stage of implementation allowed to accompany traditionally accepted document flow, arranging technology of office-work and facilitating routine operations on document handling. At the same time a system provided registration of the entering, outgoing and internal documents and resolutions of "the first level" - orders of the Chairman of the board and his deputies. On an array of all registered documents carrying out search transactions with the purpose of selection of required documents, including, for the purpose of control of execution of documents and resolutions became possible.

Stage 2.

In September, 2009 installation and setup of occasional 28 jobs in receptions of the Chairman of the board, his deputies, at specialists of the Committees and the Commissions responsible for office-work was made. It allowed to perform registration of the movement of documents in the organization, including already not only resolutions, but performance reports (including in the form of the new document) and also to note transfer of paper copies of documents. Thus, a system accompanies all arriving correspondence and internal documents at these stages of document flow, to display the status of the document, its location and a status of execution for any set date. Work with the uniform registration card of such documents as Bill of different Committees and the Commissions at the same time allowed to obtain quickly information on the data preparation course on the offered bill.

About results and perspectives of the project read in the complete report on implementation of EDMS "DELO" in the Novosibirsk regional council of deputies.