Yury Degtyarev: Docsvision lifted quality of management decisions to new level

Yury Degtyarev: PIK group is not just builders, it is the big modern public company, being one of the largest builders of Russia and implementing very large-scale developer projects. Therefore we should work constantly in the direction of decrease in management, legal and reputational risks. One of tools for their significant decrease is also the system of execution and control of management decisions with the EDMS functions. Understanding all these tasks, the president of our company initiated this project.

TAdviser: Returning to start of the project three years ago: why then you selected the Docsvision platform?

Yury Degtyarev: At that time at us solutions on the Documentum platform functioned, however for various reasons they did not suit us. And in the choice of new solutions for me the question stood more likely in the subject plane, i.e. to me not the platform was more important, and what on it will be made. We considered a set of options, however most of all we were attracted by the solution which was proposed by iDoc company. Her main expert and the head Alexander Sidorenkov could show such opportunities of the solutions which anybody of the suppliers considered by us did not have. He offered us many the new methodological ideas in the field of control and execution of management decisions of which we then still did not even think, but they were further very useful and applicable in a company performance.

The filter for platforms was set by our Chief information officer. It gave a positive assessment to the Docsvision platform – it is implemented completely on solutions of Microsoft company that well laid down in our IT landscape. Also we attached great value to history and the authority of the platform, Docsvision is one of market leaders, they had a large number of successfully implemented projects in the companies of the scale, comparable with us.

TAdviser: Whether the Docsvision platform met your expectations?

Yury Degtyarev: Start of a system in work was very successful, the performing discipline and quality of implementation of management decisions grew. The company management can not only see, for example, the list of all the instructions and administrative documents now, but also to completely trace all chain of execution, to see bottlenecks, to understand the slipping reasons if it happens. We could simplify and improve significantly horizontal communications of employees using such tool as Requests. It, on the one hand, something more official, than e-mail, but at the same time more operational, than the memo (the editor's note – in more detail about Requests can be read here). Indicators of work of employees in a system join in their KPI that serves as the additional stimulating factor.

TAdviser: Who at the moment is key users of a system? How many employees in it work? Whether some special training was required to them?

Yury Degtyarev: Our project was initially supported by the top management of the company and, first of all, in their interests was implemented. Before start of a system in operation we planned gradual distribution of a system for users, however the contractor convinced us of efficiency of start by a method of "group volley" when a system is started on all users at once. Of course, before it we held a big complex of preparatory activities. In particular, we understood that just there will be not enough training in a product for employees, it is necessary to bring a new paradigm of life of the company after system implementation to them, it is necessary to teach to work and think of them "in a new way". And it was necessary to begin with the top management which in every possible way in it supported us.

Now 1100 users, from them 750 – the staff of central office and 350 users – the staff of affiliated enterprises and our regional offices which are far off connected to the uniform central server of a system are connected to a system.

TAdviser: If we correctly understood, the main implemented functionality is a control system of instructions and automation of meetings. Let's dwell upon the first point how this functionality and what advantages is implemented gives?

Yury Degtyarev: Having experience of implementation of EDMS, we understood that attendees in many solutions of function on work with instructions "are ground" on execution of documents and are insufficient for creation of a full-fledged system of execution and control of management decisions. That problem which we solved is beyond traditional EDMS. The tasks connected with traditional understanding of the Russian office-work at us are solved in a broader sense. For example, we are not limited to functions of control over the important documents which arrived from higher instances or orders of the president of the company, we build in a complete control system of management decisions on all hierarchy levels.

TAdviser: Whether PIK Group has plans for further development of functionality of EDMS, implementation, for example, of means of mobile work or other additional functions?

Yury Degtyarev: When implementing this project we put requirements to mobile work of users at once, the contractor provided us their implementation. However I perceive it just as a necessary technical component – it is necessary to ensure functioning of users at office and those who are out of office. Importance focus when implementing any project at us not on technical components, the purpose of any IT project in PIK Group is, first of all, providing the tool for increase in qualitative indexes of core business digging. And in this project we move in the applied plane more, i.e. towards implementation of methodological practices and best practices which to us are offered by experts from iDoc company. We assign to technical development of the project an important part, but, besides, in the context of ensuring business needs. We do not try to follow blindly fashion trends in the IT industry – if this function has an internal consumer if it allows the staff of our company to work more effectively, then we will invest in it.

Now we consider proposals of the contractor on expansion of functionality of the implemented solutions for providing a problem of management by objectives. Implementation of this task will already allow to draw at early stages the following conclusions – we hit the mark or employees perform many volleys "on sparrows", how actively employees work for achievement of effective objectives whether correctly expose priorities – all this will allow to implement more fully the strategy approved by shareholders of the company.