"Alpha Stroy" automated work with projects, agreements and documents using EDMS "Thesis"

2020

Results of implementation of EDMS "Thesis"

On July 21, 2020 the Haulmont company announced system implementation of TEZIS in Alfa Stroy LLC and in other companies working under the AconsGroup trademark.

Two years ago at Alf Stroy and other companies of group the need for automation was created. First of all, it was required to increase transparency of work with agreements. Before implementation of EDMS in AconsGroup paper originals of agreements were approved. In the general opinion of the management and the employees when process was organized thus, sometimes documents were lost, it was difficult to understand what agreement is in what status that led to failure to meet time constraints.

"Ease of setup, convenience of using and functionality were the main criteria when choosing EDMS. We prepared a test procedure and described the sequence of operations which were performed in each of the considered systems when testing. According to the results of tests the marks were put down by members of the commission, consisting of company executives, the lawyer, specialists of IT service, financial service, technological department. Also it was considered, what is the time occupied accomplishment of tests in each system. EDMS THESIS showed result at 1 hour 30 minutes whereas in other solutions on the same actions it was required from 1 to 2 hours 30 minutes", 'Pavel Oberyukhtin, the project manager of implementation of EDMS in Alf Stroy noted'

Except fast passing of testing, EDMS THESIS won first place and based on the weighted average assessment of participants of the commission. Thus the decision on implementation of the expanded editorial office EDMS THESIS in Alf Stroy and other companies of group was made.

Forces of a project team of implementation of EDMS in Alf Stroy perform work on transfer in EDMS THESIS about 40,000 documents from the SharePoint system which was used for registration and storage of scans of letters and agreements earlier.

The main part of problems of document flow managed to be solved by means of standard functionality of the system customized under the customer. Thus are automated:

• Approval, statement, registration and storage of letters, removal and performance of resolutions.
• Management of instructions, tracking of stages of work and employee occupation.

To adapt EDMS THESIS to features of work of AconsGroup, it was required to carry out a number of modifications.

For each construction object in EDMS THESIS the separate project is created. All agreements, documents, tasks or meetings shall belong to any of them. In a project card, except other, the line-up of the team of the project according to which setup of a role model of access rights to projects is performed is specified. For example, it is possible to provide access only to the employees added to a project card or to close the separate document for all, except the project director.

In EDMS THESIS different types of agreements are configured. On some of them automatic check of obligatory investments is provided: constituent documents, technical specifications, sheet of the negotiated price, schedules, certificate of SRO, etc. If any of documents is not present, then the user will see the message about it, he will not be able to send the agreement further on process. For agreements the approval routes consisting of three stages are configured. At the first stage the initiator creates the request for preparation of the text of the agreement. At first it is checked by the lawyer and the project manager, then the partner is considered by a security service, and then the text of the agreement prepares legal department. At the second stage the lawyer, responsible for the agreement, will approve the text with the initiator and the project manager then the agreement passes to registration. At the third stage the lawyer starts process of approval of divisions and agreement signature at the partner. For saving of time of users automatic filling of fields of the agreement and substitution of participants of processes are configured.

At implementation in a system different types of the entering, outgoing and internal documents with which Alpha Stroy and other companies of group works are configured. The form of fast document registration is added. A part of fields in it is autocompleted, for example, when choosing the project at once are substituted the organization and the project manager. It is possible to select action which is required to be executed further (for example, "Send to the resolution") from the same form and also to add users to whom for consideration the document will get.

"All project, including pilot testing, preproject inspection, completion, implementation and setup with migration of documents in EDMS THESIS was complete in 6 months. Due to automation work with documents became more convenient and is more transparent, it is always possible to look who and in what status has a document. Performance of accomplishment of the tasks connected with information processing increased. Communications between divisions of group improved. The quality of management decisions as heads timely obtain necessary information improved. After start of a system in operation administrators of Alf Stroy who were trained are engaged in further setup and support. Intuitive system. After implementation and training of support from the developer it was not required to us", 'Pavel Oberyukhtin, the project manager of implementation of EDMS in Alf Stroy noted'

Implementation of EDMS THESIS

In January, 2020 control automation by documents and tasks was carried out to Alf Stroy's companies.