The territorial fund of compulsory health insurance for Altai Krai implements EDMS Case

Situation by the beginning of project implementation

Considerable part of activities of TFCMI for Altai Krai is connected with daily work on creation, registration, processing, the movement, search, storage of big arrays of paper documents. Traditional office-work in such organizations becomes a daily and usual thing, but behind habitualness executed transaction often their inefficiency is not noticeable.

Document flow volume across Altai Krai grows in TFCMI every year and by 2010 it reached point 7000 entering and 7000 outgoing documents. Work with the main flows of documents is carried out by clerks. They conduct document registration, control, set an initial route of the movement of documents and all this by means of magazines of registration and spreadsheets of the MS Excel. The current work of office also includes document retrieval, preparation of reports and formation of registers and all data on documents are carried "in manual" according to different tables.

Specifics of work of any TFCMI such is that the most part of documents which come to fund executions require, accurate control and the obligatory answer to the correspondent. And here not to do without automation. But the modern reality requires not only process automation of office-work, but also document flow.

System implementation purposes

TFCMI formulated requirements which the selected EDMS at the first stage of implementation should provide:

• automation of registration of the entering, outgoing, internal documents;
  
• creation of the database of the registration cards describing documents and their electronic images;
  
• preparation of reports and execution of instructions in an electronic document management system;
  
• accurate control of performing discipline;
  
• the automated formation of reminders on execution of control documents;
  
• formation of mail registers and registers of a registered mail;
  
• write-off in affairs of documents marked in the office-work automation system.
  

Solution

Relying on experience of implementation of EDMS in other territorial funds (Irkutsk, Omsk, Rostov oblsaty, Primorsky Krai, Khabarovsk Krai and others), and also rich experience of the Moscow Public Foundation of Compulsory Health Insurance where in a project deliverable over 600 treatment and prevention facilities were united in the single distributed information system, the management of TFCMI across Altai Krai selected EDMS "DELO".

Project Implementation

At the first stage of start of a system it was decided to automate work of office and also to install a system at key participants of document flow - chiefs of departments. To at the end of 2010 specialists of department of implementation of KS-Consulting LLC conducted examination of office-work and document flow in TFCMI as a result of which the main document groups for registration in a system were defined, user rights are differentiated, rules of work of employees with documents are set, and other not less important points necessary for the EDMS complete setup Case on specifics of document flow of the enterprise are inspected. Works on setup of base and installation of a server and client part of the software of EDMS Case were complete in December, 2010.

Training of users and the technologist in fund began in January, 2011. Specialists of KS-Consulting LLC provided individual training with each user of a system, the basic training course was completed by the technologist of a system. It should be noted interest in successful mastering of the new software product of staff of office and chiefs of departments.

Start in commercial operation of EDMS "DELO", was performed on February 1, 2011. Clerks began registration in the system of the entering, outgoing and internal documents, specialists of legal department - personnel orders and powers of attorney.

Important step to the organizations of document flow is installation of the option "Scanning" in office. Chiefs of departments will receive in the CASE system for execution not only registration cards, but also electronic images of documents that is the first step to the internal paperless movement of documents.

Results and perspectives

After start of a system in commercial operation the technology of interaction of office and chiefs of departments is debugged: the base of documents in TFCMI is replenished, chiefs of departments receive in "offices" in EDMS "DELO" documents, enter performance reports, the office controls execution of different instructions of category. After execution the document is written off in case, when sending outgoing documents the possibility of the automated formation of restr of external sending is used. The question of use of function of work with draft documents is considered.

From the first days of work specialists and the management of fund estimated advantages of work with documents in an automated system. Step-by-step acquisition of the main skills of work with a system will lead to acceleration of process of work with documents of all divisions of fund. Development of highly specialized printed forms and templates for EDMS "DELO" is in the nearest future planned that will allow not only to enter information in the database, but also to take it in the form of the analytical reports admitted to the organizations in different cuts.

Additional acquisition of jobs of EDMS "DELO" for the management of fund and heads of all divisions, further, will create premises of work in the organization only with documents in electronic form.