Implementation of EDMS continues in Presidential Administration and the Governments of Udmurtia

The DIRECTUM company completed implementation of the Internet and reception in Presidential Administration and the Governments of UR. In a project deliverable the simple and effective mechanism of work of staff of Administration with citizens' appeals, arriving via the web interface was constructed.

The Presidential Administration and the Governments of UR provides activity of the supreme bodies of executive power of the Udmurt Republic and their interaction with different departments and the population of the republic. The most important task of Administration is quality improvement of interaction of the state and society. To provide the necessary access level of citizens to information on activity of state agencies, to increase efficiency of providing state services and to follow uniform standards of service, the Administration since 2007 uses solutions of DIRECTUM.

At the moment in Administration is actively used DIRECTUM 4.6 electronic document management system 180 employees are involved in work with which. In 2007 using a system key processes of office-work, registration of the entering and outgoing documents and also the organization and holding meetings were already automated. Further development of the project affected work with citizens' appeals, in pursuance of the Federal law of 2/9/2009 No. 8-FZ "About ensuring access to information on activity of state bodies and local government authorities", become effective since January 1, 2010. It was necessary to conform to requirements of the law of Administration to solve a new problem – creation of an effective system of electronic interaction of authorities, citizens and business. The functionality of the module "Calls Accounting of Citizens" and the Internet and reception was for this purpose used.

The project started in November, 2010 and was complete by the end of December. The joint working group of specialists of DIRECTUM and Administration carried out installation and setup of the solution and also necessary modifications under needs of key users – implementation of functionality of the Internet and reception to possibilities of the website www.udmurt.ru for processing of citizens' appeals.

Now the adapted solution allows:

• to specialists of Administration – automatically to bring the addresses to an electronic document management system created on the website;
• to all applicants – to trace via the Internet an address status, the course of consideration and the made decisions.

Thus, as a result of implementation the model of work of Administration with the population through the Internet and reception is completely upgraded, and process of interaction accelerated and became simpler.

"We aim to conform completely to all requirements imposed by modern society to work of public authorities. It is extremely important work as the reputation of all government of Udmurtia depends on its results, – Alexander Haydarov, the deputy head of department of analytical providing and information resources of Administration comments on the project. – Therefore we build effective mechanisms of interaction with the population, relying on the best technologies and the advanced practicians – and with it we are helped considerably by experience of specialists of DIRECTUM.

As a result of the completed project, everyone has an opportunity to visit the website of Administration, to submit the address and to browse information on the solution of the address. It substantially simplifies dialog of the power and citizens".

Relying on project deliverables, specialists of Administration planned the main ways of development. In plans – implementation of the module "Management of Performance Indicators" for automation of work with quantitative estimates of processes, installation of the server of web access for remote work with the DIRECTUM system and use of technology of fast identification of the documents DIRECTUM RapID.

2013: Project Continuation

In 2011 the implementation project of "An electronic document management system of state bodies of the Udmurt Republic" (EDMS GO UR) according to the development plan for a system of interdepartmental electronic document management is begun.

Project Progress

In 2013 - the next stage of the project. Within four months works on implementation of the state information system in 21 state bodies of UR and 11 local government authorities are carried out. 843 users are connected to a system, more than 200 wishes on development, a half of which is implemented, are recorded.

In four months of EDMS GO UR on the platform of the DIRECTUM system replicated in 21 ministries of UR. Works on implementation were carried out by Kompyyuter Consult company. Specialists of the contractor planned works on implementation of an ECM system in state bodies. Individual approach and the precise plan on automation of each state body is necessary.

Three implementation teams worked in parallel. Meetings in expanded structure with customer representatives were weekly held: curators and project managers from departments, representatives of the Ministry of informatization and communication of UR. The Kompyyuter Consult company unrolled the back office helping users and implementation teams to resolve the arising issues.

Project Results

Within implementation of EDMS GO UR for the organization of interdepartmental document flow key workflows, such as receiving and registration of incoming documents, registration of internal documents, approval of draft documents, control of execution of instructions on the entering and internal documents are automated. By means of web access the possibility of the appeal to EDMS GO UR for state bodies and their subordinated organizations is implemented.

Using the solution DIRECTUM iDecide Documents for iPad the head quickly manages business processes in real time on the tablet. Already more than 50 heads of state bodies and their deputies approve documents, distribute and monitor execution of instructions where it is convenient to them: at a meeting, in a business trip. All this helps to increase qualitatively efficiency of the head and to accelerate passing of standard processes of state bodies.