In Tamak Ltd the electronic document management system is implemented

The NaviCon Group company completed the project of creation of an electronic document management system in TAMAK company. The project is implemented based on Microsoft SharePoint Server 2010.

Background

Project objective - increase in level of automation of the enterprise by transition to paperless document flow for basic processes:

• provide effective management of documents of the movement at the enterprise;
• adjust the centralized document storage;
• increase control of execution of works on documents;
• increase productivity of work of employees;
• facilitate an information access for acceptance of management decisions;
• ensure information security of the enterprise.

Solution

The choice of a system and the company implementer was rather long and difficult. For determination of an optimal solution by the head of department of information science of the enterprise all were studied platforms known today. As a result selected Microsoft SharePoint, thanks to its broad functionality which allows to solve not only classical problems of document flow, but also a number of problems, not less important for the enterprise, in particular, a possibility of web access, etc.

Process factor

The project can be separated into two interconnected components: automation of the main production process of the enterprise and administrative processes.

Within the main production process the following works are automated:

• processing of requests from clients;
• approval of the agreement of the client;
• cycle of passing of the customer order from agreement signature before shipment of products from a warehouse or installation of the house on site;
• quality management: control acts of product quality, claims activities.

Implementation

The administrative processes traditional for document flow are completely automated:

• registration and processing of the entering and outgoing correspondence;
• approval and release of Orders and orders, procedures of acquaintance with them;
• management system for instructions;
• approval of requests for payment, including integration with the existing ERP system.

Results

The TAMAK enterprise received a common information space in which it is possible to communicate, approve documents and to perform other types of team works, irrespective of location of employees. In a project deliverable the majority of processes of the enterprise are executed by an electronic method now. Among the got advantages the following is most important:

• Duration of business processes was noticeably reduced, employee performance increased.
• The mechanism of control which allows to monitor the changes made to the document is created: i.e. at any time it is possible to set whom when and what changes were made to the document.
• The management of the enterprise had an opportunity to optimize time of employees for implementation of specific business processes, thanks to the mechanism of obtaining the reporting under time expenditure of each specialist on a certain transaction, for example, approval of agreements.
• The implemented solution gives an opportunity of tracking of the status of documents when passing a chain of approval that considerably saves time of employees.
• One more advantage of use of Microsoft SharePoint is increase in degree of safety of document storage, thanks to placement them on the server.

More than 100 jobs are automated.

Opinions

Summing up the project results, Dmitry Bychkov, the Chief financial officer of the enterprise noted: "Our purpose – the modern competitive enterprise. We invest considerable means in production development. We also consider an investment in IT as an opportunity to increase employee performance. SharePoint implementation as platforms of automation of internal processes – a big step forward on this way".

"The project at the enterprise TAMAK profitable differs from many projects on implementation SharePoint which purposes are defined indistinctly, return is not clear. From the very beginning the Customer put emphasis on the complex nature of business process automation, efficiency of use of a system. The successful project deliverable became possible thanks to a complex of factors: to accurate goal setting of the project, a flexible implementation methodology and harmonious work of the general project team" - Andrey Zamyslov the Head of Department Microsoft CRM and MOSS (Microsoft Office Solution Software) of the company NaviCon Group.