The first stage of implementation Directum in ALIDI group is completed

Galaktika of IT Ltd began in January, 2011 an implementation project of an electronic document management system and interaction management of DIRECTUM in ALIDI group. The main task of the first stage – carrying out automation of contract activities. The first stage is completed, a system is transferred to the mode of commercial operation.

Start

The choice of the electronic document management system (EDMS) by specialists of ALIDI began in the middle of 2010. Several ECM solutions on the following criteria were considered:

• Simplicity of work of users in EDMS, existence of intuitive user interfaces;
• Simplicity of setup and adaptation of EDMS under tasks of ALIDI company;
• Possibility of remote work in EDMS (existence of web access);
• Possibility of interaction of EDMS with the corporate portal created on the basis of MS SharePoint;
• Existence in EDMS of tools for creation of a workplace of the head - data visualization in the form of schemes, diagrams and histograms;
• Reliability of EDMS;
• Optimal ratio price/quality.

The management of ALIDI group selected the DIRECTUM system.

The supplier DIRECTUM and the contractor by the project determined Northwest regional department of corporation "Galaktika" (Galaktika of IT Ltd).

For the end of 2011 the project manager from "ALIDI" Vladimir Chivilev commented on the course of the project and told about features of the developed solution: "By this moment within the company the following problems of automation based on DIRECTUM are solved:

• Helpdesk is Management of requests of employees of "ALIDI" for completion of automated systems (including DIRECTUM). This development completely replaced an old system which main lack was a lack of opportunities for development of functionality.
• Management of performance indicators. Financial and legal services "ALIDI" keep the detailed analysis of contract activities. In a system collecting and data analysis on a contracted work of "ALIDI" using KPI (Key Performance Indicators) is performed".

The DIRECTUM system is used by the staff of legal department, department of information technologies and also participants of contractual process. During all project head offices (St. Petersburg and Nizhny Novgorod) and 22 ALIDI branches were also connected to a system.

According to Vladimir Chivilev, in the course of implementation of Helpdesk based on DIRECTUM by the staff of IT department of the company created 15 new reference books and the branched route of processing of requests is developed. Now requests are sent the employees by e-mail or through web access. For automation of input of requests from e-mail in the DIRECTUM system possibilities of the module "Service of Input of Documents" are used. Input of requests through web access is performed using "ALIDI" of the master of actions which is specially developed by specialists. Automation allows in a month in a system to process on average 250 – 300 requests for completion of the different systems installed in the company.

Within the first 1.5 months of work in a system the staff of legal department approved 500 agreements. Now in DIRECTUM about 700 agreements of the company are processed. Also within automation of contract activities more than 50% of documents for 2010 were transferred to Archive of agreements. Development of a special route for 46 agreement types became interesting feature of the project.

The company is going to expand systems capabilities and further. Development of functionality in contract management, within use of the new tool which appeared in DIRECTUM 4.7 – masters of actions is supposed. Process of sending agreements for approval will be made in a dialogue mode. Depending on information entered in the course of dialog a system will calculate an approval route for each specific agreement. Also in plans of the company to apply functionality on management of performance indicators for work of IT service.

Solution

Project implementation is carried out jointly by specialists of ALIDI group and Galaktika of IT Ltd. Feature of the project is the distributed structure of ALIDI: two offices, one of which (head) is in St. Petersburg, and the second - in Nizhny Novgorod; branches in 20 cities of Northwest and Central regions of the Russian Federation. All structural divisions of ALIDI I will work in the single database of the DIRECTUM system (i.e. the solution will be centralized) thanks to steady communication channels between divisions of ALIDI and also thanks to systems capabilities of DIRECTUM on remote access to data.

Objectives

Automation will be carried out step by step. Now works on the first stage of the project are performed – automation of contract activities of ALIDI group is conducted.

Further development of the project in the different directions is planned. In particular, specialists of ALIDI Group have plans for creation of a workplace of the financial top executive using functionality of DIRECTUM – "Management of Performance Indicators". Also in development plans for the project – integration of the DIRECTUM system with the ALIDI corporate portal.