Intertrast modified the ESED of the Government of the Ulyanovsk Region to an import-independent version of the CompanyMedia using the ACT

2020: Modification of ECED to import-independent version of CompanyMedia using ACT

On November 16, 2020, it became known that the Government of the Ulyanovsk Region modernized the unified electronic document management system (ESED) at the end of 2018. As of November 2020, the Government is operating in an import-independent ESED based on the CompanyMedia system. During the transition, more than a million documents were also transferred from the previously existing system repository to another, more modern one. The Government of the Ulyanovsk Region, 20 executive bodies of state power, 167 municipalities, including 3 urban districts, work in a single space of electronic document management.

Administration of the Ulyanovsk region. Photo: uldelo.ru.

As explained, in 2006, the Government of the Ulyanovsk Region introduced SED CompanyMedia on the IBM Lotus Domino platform . Since the actualization of the issue of import substitution of IT in state authorities, the Government of the Ulyanovsk Region has become interested in the transition to a fully import-independent electronic document management system. For such customers, InterTrust has developed a program for a smooth transition to a version of the CompanyMedia running on ACT components. The program consists of two stages. The task of the first stage is to transfer users to work in the web client of the system, while maintaining the possibility of parallel work in the usual desktop interface, this allows you to train users in the updated web interface gradually, department by department. Also, as part of the first stage, server equipment is being prepared for upgrade. At the second stage, an import-independent system is introduced and modifications made in earlier versions of the CompanyMedia are transferred. Since November 2020, work with documents has been carried out only in the web client.

The Government of the Ulyanovsk Region decided to modernize the SED according to the plan developed by InterTrust. This decision was due to a number of factors, including the following:

• Availability of CompanyMedia system in the Register of Domestic Software;
• Ability to upgrade SED without downtime during the transition to import-independent SED;
• Ability to transfer old data to another version of the SED;
• Cross-platform, support for open standards and software;
• Full-featured web client (including system administrator workstation);
• Mobile Device Support - Access your business and information from anywhere at any time (tablets);
• There is a tool palette in the SED CompanyMedia that provides extensive castomization capabilities, remaining within the typical version of the system. These include customizable details and business rules for saving documents and changing relationships, rules for selecting a reconciliation route depending on the value of the document fields, automatic signing at a certain negotiation process, setting up an interface for the user or for the group;
• The document and task management system is CompanyMedia entirely Russian development and is included under number 871 in the Unified Register of Russian Programs for Electronic Computers and Databases. CompanyMedia is deployed on the basis of free software (ACT) and does not require the use of licensed software solutions of foreign production.

ActiveFrame 5 is a document-oriented data storage and processing platform created by InterTrust specialists based on Java. The platform provides all the necessary tools for developing application solutions. On the basis of ActiveFrame5, an import-independent configuration of SED CompanyMedia was developed.

The ECED modification project aimed to achieve the following objectives:

• Compliance with legislative and regulatory requirements of the State. More than 14 laws and regulations in the field of ACT and import substitution have been issued.
• Lower cost of ownership because Western developers do not require royalties to operate.
• Transition of users to use a full-featured "thin" client and thus reduce the cost of maintaining the ECED.
• Reduction of costs for functional development of ECED. The system should provide flexibility, adaptability and the ability to independently develop the ECED due to the openness of the source code. The system should also provide the opportunity to quickly develop the systems necessary for the Government by its own developers.
• Transition to UCEP for document exchange.
• Automation of interaction with the portal ССТУ.рф
• Enhancement of ECED functionality (automation of meetings, etc.)
• Integration with Russian office product P7-Office.
• Cross-platform of ECED.

Process of modification of the unified electronic document management system of the Government of the Ulyanovsk region Work on the project was carried out according to the developed transition plan. As part of 2017, SED users in the Government of the Ulyanovsk Region were trained to work in the web interface and transferred to work in German. The equipment necessary for the deployment of an imported non-volatile system was also prepared server.

During 2018, an import-independent system was deployed, where part of the improvements implemented in the system before modernization were transferred. During this phase, data was also migrated from the old version of the system, in total more than 1 million documents were transferred to the upgraded system. At the same time, automation of the processing of non-consistent data was implemented - a special mechanism was developed for transferring documents that were executed by employees who were no longer working in the organization at the time of modernization and, accordingly, not in the current directories of the system. The system carries out a full cycle of work on incoming and outgoing documents, internal and organizational and administrative documents and appeals of citizens, automated work with contractual documents, as well as the process of holding meetings.

Within the framework of the project, a single space of electronic document management was implemented, in which interaction is carried out between the Government of the Ulyanovsk region, executive bodies of state power and municipalities.

Unified electronic document management system of the Government of the Ulyanovsk region and executive bodies of state power of the Ulyanovsk region for November 2020:

• More than 4000 users
• Single electronic workflow space:
  • Government of the Ulyanovsk region

• 20 Executive Bodies
  • 167 municipalities
  • 3 urban districts

• IEDC version 2.7
• Full-fledged work with simple electronic signature and qualified electronic signature
• Integration with the Portal of the Government of the Ulyanovsk region in terms of working with citizens' appeals
• Integration with CCTS

The project results can be summarized as follows:

• Thanks to the unified electronic document management system, business correspondence between the executive bodies of state power and local governments of the Ulyanovsk region is conducted completely electronically. Electronic delivery of orders and reminder of due dates, familiarization with correspondence and regulatory acts, sending reports on execution of orders and other document flow. Thus, 100% faster delivery of documents, their availability, execution control, transparency of correspondence are ensured.
• Full exchange of electronic documents with federal authorities and other constituent entities of the Russian Federation is ensured thanks to EDM 2.7
• The performance of the ECED has improved, taking into account the unchanged equipment on the PM.
• Corporate interaction between the Government of the Ulyanovsk Region, executive bodies of state power and municipalities is ensured.
• Using the functionality of the upgraded version of the system, operational and guaranteed documentary management support is established.
• The ESED of the Government of the Ulyanovsk Region fully complies with the legislative and regulatory requirements of the state.
• The development of the UES functionality can be carried out without programming based on the "tool palette" of the updated version of the UES.
• A reliable basis has been created for improving the quality of work of employees of the Government of the Ulyanovsk Region due to the use of modern IT technologies and methodologies of managers in the ESED.

Due to the proper level of organization of document management processes and the comprehensive support of the project by the head of the office management department and work with appeals of citizens and organizations of the administration of the Governor of the Ulyanovsk Region Shchipanova Olga Petrovna, all the goals of the project were fully achieved on time. It is also necessary to note the quick solution of all technical issues on the side of the customer, which was provided by OGKU "Corporation for the Development of Internet Technologies - a multifunctional center for the provision of state and municipal services in the Ulyanovsk Region" ("Government for Citizens") represented by Director Openysheva Svetlana Vladimirovna and head of the application software department department Pogodin Valentin Valentin Valentinovich.

2011: Implementation of CompanyMedia

CompanyMedia developed by the Moscow company InterTrust has been introduced and successfully works in the Penza, Ulyanovsk, Samara, Novosibirsk, Omsk regions, Yamal-Nenets Autonomous Okrug, the administration of the city of Krasnoyarsk, many large organizations and enterprises.