Implementation of EDMS in Promintel Group

System implementation of DIRECTUM in PROMINTEL Group Group (Kazan) – the largest holding in the territory of the Volga Federal District specializing in sale, warranty and post warranty service of the agricultural, construction and road machinery, cargo transport and spare parts is complete.

In process of the organization in its structure new divisions are selected, more and more partners are connected to cooperation with it. At the same time internal document flow and interaction management both between the enterprises of holding, and in them become complicated. With respect thereto the management of group made the decision on workflow automation and started acquaintance with the market of the modern ECM systems.

The working group created from specialists of project department and key business users of PROMINTEL Group stopped the choice on an electronic document management system and interaction managements of DIRECTUM provided by Complex Technologies company. The solution of the management of holding was influenced by rich functionality of a system and presence at the supplier of the worked technology of implementation approved during implementation of a set of projects.

Implementation of DIRECTUM 4.6.1 in PROMINTEL Group was begun in December, 2010 by specialists of Complex Technologies company together with the working group provided by the customer. All process of implementation took 4 months.

At an initial stage of project implementation (December – the middle of January, 2010) forces of consultants of Complex Technologies company conducted examination of the enterprise, project solutions were developed and approved, was trained workgroup members. The working group in turn trained ordinary users (the middle end of February, 2010).

During the period since the end of February until the end of March the basic modules DIRECTUM and also modules Office, Contract management and Management of Meetings were implemented. Automation of the specific objectives mentioning the following sections of business was performed:

• all complex of the tasks and processes connected with a contracted work (precontract work, the statement of templates of standard agreements, creation, approval and execution of contractual documents);
• registration of the entering / outgoing correspondence, execution of instructions by registration and control cards;
• all work on organizational and administrative documentation;
• the organization and holding meetings and also control of execution of the decisions made during the meetings.

In a system 50 people work at the same time, in general automation covers about 100 employees, from them 7 directors.

It is designed improve process management of accounting and data exchange at the enterprise a number of technical innovations. In particular, the management of group switched in the daily practice to computers of the last generation – the IPAD Internet tablets connected to a system using web access. Thanks to it it had an opportunity to control document flow and processes of interaction at the enterprises, being in business trips, abroad. So, in the web access mode the head can approve documents and create tasks for employees. Documents of paper archive are brought to a system using the line scanner now that significantly accelerates process of their registration.

The second stage of expansion of functionality of a system – automation of approval of invoices for payment is planned for summer of 2011. Now there is preparatory work – development of technical specifications.

During the aestivo-autumnal period of the current year transition of the enterprises of holding to the version of DIRECTUM 4.7 is planned.