ProGorod has automated work with documents on the Docsvision platform

2023: Document Automation

LLC ProGorod"" automated work with documents on the platform Docsvision for 3 months. This was Docsvision announced on December 7, 2023.

The key areas of activity of ProGorod LLC are aimed at developing the urban environment and improving the quality of life of people in the regions of Russia. The implementation of projects involves processing a large number of types of documents, therefore, all divisions of the organization and its affiliates participate in the process of preparation, coordination and signing of documents, and these are more than 200 employees and more than 40 legal entities. Due to the fact that ProGorod LLC was created from scratch, initially it lacked formalized processes and information systems supporting them, and the management decided to find and adapt a suitable BPM platform for this.

Within the framework of the tender procedure, a contractor was identified for the implementation of EDMS - system integrator Integral - partner Docsvision, who has many years of successful project management experience. The Docsvision system was chosen as the platform for EDMS, the functionality of which made it possible to solve the tasks set by the Customer as fully as possible.

Integral specialists conducted a large-scale survey of the processes of key divisions, collected information on the current organization of the process of work on the main types of documents in ProGorod LLC, analyzed it and proposed the best option for solving the Customer's problems.

The project team, including representatives of the integrator and representatives of the Customer represented by the Document Management and Information Technologies departments, promptly developed from scratch the processes of document movement in the company and organized work at the first stage with internal, incoming and outgoing documents in just 3 months.

The result of the implementation of EDMS and the results of the project:

• Improved document efficiency by consolidating document execution information into a single card
• Increased efficiency with document storage by optimizing the structure of the storage itself and setting the ability to use the maximum number of search folders
• Reduced risks of unauthorized access to documents, which are now managed through the access security management mechanism in the EDMS

The first stage of the implementation of the electronic document management system made it possible to avoid the need for opaque approvals of documents in common network folders, eliminated the possibility of "skipping" mandatory approvers, ensured the storage of versions of documents and the possibility of their approvals in several cycles.

Top management, heads of divisions, as well as other employees of the company responsible for coordinating documents, received a convenient tool for quick, systematic and "transparent" work with documents. Within the framework of the project, the integrator's experts implemented about 20 notifications on various document events, including the expiration of power of attorney, contracts, registration of documents, etc. In addition, during the implementation of the EDMS, integration was implemented with the Customer's 1C module to obtain data from the Unified State Register of Legal Entities to create counterparties in the EDMS of ProGorod LLC, which made it possible to avoid duplication of counterparties in the directories of both information systems.

The project team continues to actively work on the development of the system and the formation of a plan of improvements that form the basis of the system development backlog. In the coming months, the project team plans to implement several interesting integration tasks within the framework of automation of end-to-end business processes (expanding the integration of EDMS - 1C, integration with the Russian Post portal), complete the development of a roadmap for import substitution of the EDMS database management system, set up automated reporting on the execution and coordination of documents and solve many other problems in terms of automation of document management in the company.

{{quote "We needed to put things in order in internal processes, in those areas where they were not available - to develop them, to establish transparent work with documents, so we turned to market experts to select the optimal solution and implement the functionality we need. With the chosen partner, we formalized processes and customized the IT system to suit our needs. The work was carried out very intensively and productively, using the principles of flexible development. We were faced with an ambitious task - to implement, test the system and put it into commercial operation in less than three months, having carried out a seamless transition of document management processes in the company in the middle of the year.

We set up the initial processes in a couple of months and put the system into operation. The next six months we updated the system weekly, added the functionality that business users asked us about, eliminated bottlenecks in the document approval processes. And we continue to develop the system at this pace thanks to the partner team and the architecture of the Docsvision platform, which allows us to iterate and scale the system gradually, "commented A. Nikitin, Chief information officer of ProGorod LLC.}}