The Altai State University has introduced an electronic personnel document management platform

2024: Implementation of Electronic Human Resources Document Management Platform

On December 19, 2024, BFT-Holding announced that, together with HRlink, it had implemented a project to introduce an electronic personnel document management (KEDO) platform in the IT infrastructure of Altai State University. The decision made it possible to completely translate into electronic form and optimize the personnel processes of the university and work with documents.

According to the company, in the conditions of an extensive structure and a large staff of the organization, it is difficult to conduct classical workflow on paper: the timing of approval and signing of documents increases due to the need to send them between departments, there is a threat of their loss, especially during local storage, high printing costs, consumables, and maintaining a physical archive.

As part of the digitalization strategy of the university, it was decided to switch to electronic personnel document management, which would optimize the budget and resources for printing, storage and logistics, save working time and optimize the productivity of the personnel service, as well as interaction with employees, including those who carry out their professional activities in a remote format in other constituent entities of the Russian Federation.

To implement the project, a working group was organized on the basis of the university, including specialists from departments responsible for organizational and personnel management issues. For implementation, the HRlink electronic personnel document management platform was chosen, based on modern technologies, including artificial intelligence. BFT-Holding is the official supplier of the HRlink system. Its deployment was accompanied by the creation of the AltSU HR portal, the integration of HRlink with the existing personnel management system based on 1C products, the release of electronic signatures of the KEDO, training activities for personnel service personnel and all university employees.

As of December 2024, the project is fully completed at the head university and two branches. The system employs 7 employees of the personnel department of Altai State University. 98% of university employees switched to KEDO - more than 1950 users were registered. 67 types of documents are digitized and available for electronic signature. From September to December 2024, more than 18,000 documents passed through the KEDO system. Two more branches of the university will be transferred to KEDO in January 2025.

Thanks to the introduction of KEDO, the costs of the university were reduced: we completely abandoned the "paper," which led to savings in the maintenance of the fleet of printing equipment, consumables, postal and courier costs, archival storage. The conversion of all personnel management processes to electronic form using EP made them faster, more convenient, controlled, and therefore more reliable. At the same time, we freed one personnel specialist from previously performed work and redirected his efforts to other important areas of the personnel service, and the remaining specialists, thanks to the digitalization of the processes of interaction with employees, can now devote more time to analytical activities and targeted work with personnel. commented Alexander Trushnikov, head of the university personnel department Altai state

Working with educational organizations, we observe that as part of the implementation of their digital strategies, colleagues primarily focus on those internal processes that can be quickly translated into electronic format, avoiding the use of paper. The EDC system helps to automate personnel workflow management, optimize the efficiency of personnel, reduce costs and ensure data security. added Yulia Zakharenko, Director of Marketing and Partnerships Directorate of BFT-Holding