The government of the Republic of Buryatia completes the second stage of implementation of EDMS

The Ofis-Dok company completed the second stage of system implementation of electronic document management (EDMS) and rendering public services in electronic form based on the solution EOS for SharePoint in executive bodies of the government of the Republic of Buryatia.

Project milestones

The history of implementation originates in 2003 when the Ofis-Dok company performed works on system implementation of electronic document management in Presidential Administration and the Governments of the Republic of Buryatia. Afterwards all public authorities of the Republic were connected to a system.

In 2010, proceeding from new requirements to a system and plans for development of public services in electronic form, the decision on upgrade of a system was made. As the platform for the updated system just appeared Microsoft SharePoint Server 2010 (SharePoint 2010), and as the application solution implementing functions of electronic document management – a product of Electronic Office Systems company EOS for SharePoint integrated into the SharePoint platform was selected.

Job

Specialists of Ofis-Dok company conducted preproject examination of executive bodies of the government of the Republic of Buryatia, studied needs of the customer and developed technical specifications on upgrade of a system. All necessary components for implementation of these technical specifications were included by Electronic Office Systems company in the solution EOS for SharePoint.

A lot of work was carried out on adaptation of the interface under needs of different categories of users. In total six types of the interface were developed:

• for clerks,
• contractors,
• middle managers,
• upper managers,
• assistants to upper managers,
• controllers.

The great number of others, not less important, functions is implemented or improved: periodic (daily, weekly, monthly) control of execution of documents; control of execution in multi-point documents; full attribute search; line scanning of documents; an opportunity for the user to select the certificate when signing documents the electronic digital signature, etc.

Functions are automated: registration of requests for rendering state services; direction of requests for consideration; actually consideration of requests; creation of requests for obtaining information necessary for consideration of requests; monitoring of the course of consideration of requests; control of execution of requests; answer to the applicant electronically.

April 15, 2011. Results of the first stage

Upon completion of the first stage of upgrade of an electronic document management system and rendering public services in electronic form in the Republic of Buryatia 280 jobs are automated. A system covers three public authorities: Presidential Administration and Governments of the Republic of Buryatia, Ministry of Finance and ministry of the property and land relations. All works on the customer's objects for installation, a software setup and user training were executed by specialists of Ofis-Dok company.

On March 5, 2012 - end of the second stage

The second stage of an implementation project of an electronic document management system and rendering public services in electronic form based on the solution EOS for SharePoint in the executive bodies of the government (EBG) of the Republic of Buryatia is completed. 700 additional jobs of a system are delivered, upgrade of a system is carried out and the subsystem of rendering public services in electronic form is created.

Implementation parts

At the second stage of implementation functions of interdepartmental exchange of documents are finished and automated, the feature to trace routes of the movement of documents taking into account separate document storage in IOGV (at each IOGV a separate card file) and also tracking of external sending including by e-mail is added. Now any movement or change of documents, resolutions or tasks, preparation and approval of outgoing and internal documents is made with compulsory use of the EDS that allowed to organize full legally significant document flow, and further completely to get rid of work with paper documents.

The functionality of substitution of positions, absence of employees in a workplace, attribute search and function of automatic creation of instructions from a template is finished. Users had an opportunity of creation of draft documents directly from tasks. Due to setup of convenient mechanisms of visualization of instructions and tasks, creations of additional magazines in a card the convenience of work of users was increased. Also a number of the specialized report forms allowing to obtain operational information about course of execution of documents and instructions was developed.

Other major task of this project was creation of a subsystem of rendering public services in electronic form, including automation of passing of requests for rendering public services. This subsystem provides a number of unique opportunities for EDMS, including direct integration into "The uniform portal of the public and municipal services".

Within the second stage of upgrade of an electronic document management system and rendering public services in electronic form in the Republic of Buryatia 700 jobs were in addition automated. Thus, the total quantity of the automated jobs makes about 1000, a system covers 80% of IOGV of the Republic of Buryatia.