JSC OZNA: we develop with DIRECTUM more than 5 years

Andrey Ozerov: Really, today the DIRECTUM system in the company is used much more widely, than it was at the time of completion of the first implementation. The first project started in 2008 at one of manufacturing enterprises of holding. When we received positive results from automation, the decision on replication of a system and its expansion was made.

Now in a system about 100 standard routes and about 60 reference books. And development goes in two directions at once: business process automation of production and the servicing divisions.

In addition to basic clerical and contractual processes in electronic form work with the tender documentation, internal administrative documents, traveling statements is conducted.

TAdviser: What volume of document flow covers DIRECTUM? What number of employees works in EDMS?

Andrey Ozerov: Today in a system 2046 acting users are registered. And document flow volume since the beginning of 2014 grew almost to 43,000 documents, among them there are memos, internal administrative documents, drawings, agreements, accounts, requests and other.

TAdviser: Could you give an assessment to results of development of the DIRECTUM system at your enterprise?

Andrey Ozerov: The main driver of development of an electronic document management system in OZNA company – interest of employees in its permanent improvement, in simplification of their work due to automation of routine transactions. So, using DIRECTUM a number of specific tasks, for example, maintaining the register of unreliable suppliers, the register of claims and claims and so on is solved.

As a result of development the DIRECTUM system became an important part of information environment of the company. She solves a set of diverse problems, allowing employees to interact and communicate effectively.

If to speak more specifically:

• today more than 90% of staff of OZNA work in DIRECTUM;
• processes of approval, consideration of documents accelerated, even procedures of planning and the analysis of audits became simpler;
• the quantity of errors when filling documents was reduced;
• the reasons of delays in these or those processes are easier established;
• the responsibility and discipline of contractors was increased.

TAdviser: Whether the project develops today? What business processes are going to be covered still?

Andrey Ozerov: Just a month ago we by own forces updated DIRECTUM to version 5.0. If to judge development of a system in requests, then now we develop about one new process a month. It is tended to automation small (3-5 participants) business processes. New reference books are created less often, but work in this direction is also conducted. From the last developments "The register of unfair suppliers" and "The register of claims and claims" are the most interesting.

In OZNA there is no uniform division which would be engaged in continuous improvement of business processes. Generally development of a system is conducted at the expense of users who offer the ideas how to make this or that process it is more convenient for itself. In this regard we are going to carry out a complex cut of knowledge of employees and to develop new, profound training programs. In the nearest future purchase of new licenses is planned and also we will configure integration of DIRECTUM with a 1C system.

TAdviser: Not so long ago the DIRECTUM company announced a new solution on the igrofikation "DIRECTUM Voskhozhdeniye". Whether game mechanics in EDMS in OZNA are applied? What results could note?

Andrey Ozerov: For the first time about application of game mechanics in a system heard on Open days of DIRECTUM in 2013. The subject seemed interesting. After a while at the initiative of the head of service of information technologies of JSC OZNA Boris Nikolaev in the company held a competition.

Winners were selected from 4 nominations:

• the most active user of a system;
• most of all created tasks;
• most of all performed tasks;
• most of all created documents.

So we got acquainted with gamification more deeply. What is interesting, upon completion of tender the level of performing discipline considerably grew – tasks began to be performed quicker. The most useful gamification appears when training. On observations, many users with pleasure study a system, state wishes on process automation. Gamification will allow to identify such users, to interest them.