Administration of the Pskov region (BOSS-Referent 4J)

The project began in September, 2010. For its implementation by IT company a system BOSS-Referent 4J developed on JBoss Open Source platform and adapted for specifics of activity of the Russian public authorities was used.

At the beginning of 2011 in administration of the Pskov region the first stage of works on workflow automation project implementation which became the largest system implementation of electronic document management with the open code in bodies of the regional power was completed. Implementation was executed in short terms (from September, 2010 to January, 2011), and since February 1 the administration staff completely passed to paperless internal document flow. The BOSS-Referent 4J system developed based on JBoss Open Source platform is the basis for the solution. The project was executed by efforts of the combined team where representatives of IT companies and YuLMI — the Pskov partner of BOSS-Referent company and also IT specialists of administration entered.^[1]

Alternative to the commercial software

As the head of department of information technologies of administration of the Pskov region Kolesnikov Yury told, the project of workflow automation in it executive authorities of the region has an interesting story. So, the draft of technical specifications on implementation of EDMS was developed by management in 2008 then it underwent long assessment procedure by several independent examinations. As a result in August, 2009 management in pilot option implemented one of known to EDMS, the system with limited functionality which is allowing to perform registration of all mail and control of instructions, but not supporting electronic passing of documents as a result was received. Initially this pilot system was calculated for few months, but in practice she worked the whole year.

Eventually in the summer of 2010 the open competition in which several serious players participated was announced. The solution of a tender committee to remove all participants on the basis of the different violations allowed by drawing up bids became a big surprise, according to Yury Kolesnikov. In that case within the current legislation the state customer has the right to sign the public contract with any supplier at accomplishment of conditions of an open competition.

"The choice was not simple — Yury Kolesnikov remembers. — We considered possible options from the different parties and at the different levels". As a result the final was reached by two systems, relatives on the main characteristics. Presence at one of them of delivery option under the free license became the important factor which influenced the choice of EDMS. "The matter is that the open source took deep root in the field of application of IT in authorities of the region. This process, probably, as well as at many — began with need to solve problems in short terms and in the absence of financial resources. Now Open Source for us is the reliable and checked by time tool. Practically all crucial elements of IT infrastructure of administration are constructed on Open Source therefore before us there was no problem of training of system administrators" — Yury Kolesnikov told.

At the same time he explained that initially at the declaration of tender the task of the choice of EDMS with the open code was not set. However, in management of information technologies systems based on Open Source developed in the West were studied. In particular, Alfresco is the enterprise level content management system based on open standards. But, as showed a research, Alfresco requires deep processing for the Russian document flow, and IT specialists of management were not ready to it.

The implemented solution

By this moment in administration of the Pskov region such functions as registration of all document types (entering internal, outgoing), control of execution of instructions according to documents at all levels (from the governor to chiefs of departments), approval of drafts of letters, legal acts, agreements according to the accepted approval routes and also turnover of internal documents are completely performed in electronic form. For implementation of functions of stream scanning and recognition of documents integration of EDMS into the solution ABBYY Recognition Server was performed.

A system is implemented in 250 workplaces, having covered all key users among whom clerks, heads of departments and also those employees who most often participate in document flow (for example, lawyers of all executive authorities). Thus, according to Yury Kolesnikov, the logistics of documents to the level of departments where still in most cases there is a work with paper was provided. Today use of electronic documents happens only in an initiative order there (initiative, certainly, management of information technologies is among).

Practice of departure of external documents in electronic form also so far has limited character. In particular, the administration has an agreement on cooperation in the law-making sphere with prosecutor's office of area. And today, when the administration develops the draft of any act, it sends it to prosecutor's office in electronic form. There expertize, including anti-corruption is carried out, but the answer comes to administration on paper.

A system is constructed based on web technologies therefore in workplaces of end users the minimum settings are necessary — only to create a label and to transfer the authorization data necessary for login. During the work with files of investments users use depending on specifics of work either OpenOffice.org, or Microsoft Office. Viewing graphic copies of the incoming documents which underwent stream scanning is performed using available browsers of the PDF files.

What paperless work gave

As Yury Kolesnikov notes, it is normal at any new undertaking the first reaction of people - it is an unacceptance. Quite so those employees who already had experience with the previous pilot system reacted. The positive effect was imperceptible for them — they asked to return them the usual interface.

And here for other users emergence of an opportunity to log into the system and to see the complete list of the documents which are at them on execution became very pleasant moment. "Now all written instructions are available to all interested persons — from the author to the final contractor of all chain. An opportunity to trace as the sent letter is considered is also remarkable. Whether it is transparency? — Yury Kolesnikov told. — Folders with documents become thinner, and along corridors it is less bustle. Sometimes for the whole day for consideration any paper document does not arrive and this with the fact that implementation still is up to the end not complete".

Among other important effects it should be noted impossibility "lose" the document and existence of the tools allowing to trace all history of work with the document. Besides, a system creates the reports on instructions allowing to record accurately result if order is not connected with preparation of other documents. Thanks to it employees do not need to call, specify, keep additional charging of such instructions now.

Personally for himself Yury Kolesnikov opened a useful possibility of remote work with documents at any time, using the notebook or iPad. He does not need to be delayed at work in the evenings any more to consider mail if day was issued intense.

In general speaking about the received results, Yury Kolesnikov emphasized that at first sight reduction of individual time during the work with electronic documents does not happen. If during the work with paper it is required to the head on average 30 — 40 with on studying it and to write the resolution, in a new system the same transaction takes slightly more time. Time is imperceptibly saved on another — that everything is in a complete order, Yury Kolesnikov considers. Today all process of document flow is absolutely transparent and is under control thanks to what the employee does not need to hold anything in the head.

Ahead — lots of plans

Among plans for the future on the first place Yury Kolesnikov puts 100 percent implementation of the functions described in technical specifications. And first-priority of them the specialized interface of consideration of documents (the so-called "automated workplace of the Head") and use of the EDS for confirmation of commission of legally significant actions are the most relevant.

Initially technical specifications provide ample opportunities of integration of a system on the basis of web services. When commissioning the module on work with citizens' appeals it is going to integrate it from the operating Internet and reception of priemnaya.pskov.ru. There are also ideas on the organization of communications between document flow and the system of execution of administrative regulations.