Angarsk Petrochemical Company optimizes EDMS database

2013: Optimization

RKIT Group has optimized the database at Angarsk Petrochemical Company OJSC, the contractor's press service said on July 18, 2013.

Actions

The work was carried out jointly with Docsvision and the specialized IT division of Rosneft, LLC RN-Inform, a branch in Irkutsk. Interaction between the project participants is organized at the site of the RKIT Group Technology Center .

Reduction without loss

Specialists of the Technological Center and RN-Inform set tasks, determined the criteria for the success of the project.

The Angarsk Petrochemical Company has been using the electronic document management system on the Docsvision platform since 2009. During this period, the size of the base reached 450 GB, an increase of up to 1 GB per day. The base was restored for more than 12 hours. It was necessary to reduce the time for creating backups and restoring the system, speed up the work of users and facilitate database management. To achieve the goal, it was decided to divide the database into two parts: operational and archive. In accordance with the task, they developed a new archiving technology.

Share, but Save

According to the scenario laid down in the system, annually part of the information that has lost its relevance is transferred from the operational database to the archive one. By moving unclaimed data, archiving technology reduces the volume of the online base, speeds up its work and facilitates management.

At the same time, the user, working in the operational database with the current document, can go to the archive at any time, for example, view incoming, outgoing correspondence over the past periods.

To save the logic of the online database, the archiving procedure provides for duplication of some documents in both the online and archive databases. When the archive is subsequently replenished, the archive for such documents provides for increasing links from the operational database.

In accordance with information security requirements, users can view archived documents without the possibility of making changes.

Result

A sharp decrease in the volume of the operational database increased the performance of the electronic document management system by a third, the recovery time of the database from the backup was reduced to 3 hours.

2011-2014: Adaptation of business processes and update of LPD

As a result of the integration of ANHK JSC and Rosneft, it became necessary to adapt business processes and update the LPD, which regulate these processes.

Accordingly, there is a need to adapt regulatory documents that describe and enshrine these processes, as well as to regulate processes for which the requirements were not formalized earlier. The activities of ANHK JSC aimed at bringing LND in line with the production and economic activities of the Company integrated into Rosneft lead to a steady increase in the LND fund.

Result

The entire process of developing and approving regulatory documents, managing a fund of about 5000 documents takes place in the Docsvision system. System users - employees of the regulatory support department note that they got rid of routine registration procedures, publication of regulatory documents and familiarization of employees with them.

New and updated documents, as well as administrative documents for cancellation/entry of RD are automatically published on the portal once a day. At the same time, old documents that have become invalid are deleted.

Thus, the goals of documenting business according to ISO standards are achieved, all employees of the company have access to the current regulatory framework. Most of them (about 1000 people) work with the regulatory document base through the internal corporate portal. Employees of the enterprise in real time have access to up-to-date information in accordance with their rights.

2012: Comprehensive audit of the EDMS IT infrastructure

OJSC Angarsk Petrochemical Company conducted a comprehensive audit of the IT infrastructure of the electronic document management system (EDMS). Project term: August-October 2012

Purposes

The work in the project was initiated by RKIT Group, which is introducing an electronic document management system at ANHK OJSC on the Docsvision platform. Automated workflow procedures, application management, claim management. In trial operation - subsystems for management of administrative documentation and agreement of contracts.

Anatoly Bunyak, CEO of RKIT Group: "In relations with our customers, we are guided by the principle of providing any feasible assistance that can provide the customer with competitive advantages, regardless of which products he uses. For example, we took over the development of an enterprise portal based on MS SharePoint and its integration with Docsvision. The work includes the entire cycle of tasks: from developing the concept of the portal, to its creation and preparation of content. By the end of the year, the development of subsystems for supporting regulatory management (BUT) will be completed. We try to see and warn the problem possible at the stage of the EDMS development. Therefore, we initiated an audit of the IT infrastructure of ANHK OJSC. The customer noted the timeliness of this initiative and supported it. Large-scale monitoring revealed hidden reserves to increase the performance of corporate information systems of the enterprise. "

Decision

The comprehensive study required the involvement of several organizations: Docsvision and Digital Design. RKIT Group specialists formulated the concept and plan of the audit, determined the goals. Technical support was provided by the branch of PH-Inform LLC in Irkutsk, which provides services in the field of automation and support of information technologies and communications for ANHK OJSC.

Mikhail Zakharov, head of the DoxVision technical support service: "For Doksvizhn, this is the first experience of working together with the involvement of an organization competent in an area not related to Docsvision. We plan to develop this practice, since the successful operation of the Docsvision system depends not only on the quality of the EDMS itself, but also on the effectiveness of its associated systems and equipment. "

The audit examined data storage servers (DSS), physical servers, virtualization platform, Docsvision virtual servers, Docsvision application and database services, and audited DBMSicrosoft SQL. The final report prepared by Digital Design included: a list of identified problems, optimal configurations of settings for infrastructure elements, about 20 practical recommendations for improving the performance of all examined elements, to ensure fault tolerance of the SQL server in the event of a possible failure. Backup recommendations, possible solutions to the lack of space on storage servers are designed for the long term and are provided with step-by-step implementation instructions. Other methods are applicable without special financial investments and labor costs on the part of the customer. Some of the solutions have already been used to relieve tension in the most "hot spots."

Irina Makarovich, Leading IT Engineer at ANHK OJSC: "The most acute problem was the speed of the system that provides accounting at the enterprise. We applied the methods recommended in the audit: we restructured the virtual disk space, dividing it into optimal elements in size. This ensured the stability of the system. Users noted an increase in data processing speed and more comfortable work. "

2009: Start of the deployment of the Docsvision EDMS

In January 2009, the deployment of the EDMS began. More than 250 users were trained, at that time actively working in the system.

One of the impressive features of the project to create an electronic document management system for the Angarsk Petrochemical Company (ANHK JSC): the system has set up several thousand folders, search queries, views that provide automated support for management processes.

The electronic document management system continues to develop: new subsystems are being developed, replication and support of already implemented application solutions is being carried out.

Results

The implemented solution covers all departments of the enterprise and more than 3000 employees; automated processes of management of claims and claims work, administrative documents of subdivisions. Later implemented: the business regulatory management system and the corporate portal.

2008: Docsvision EDMS implementation pilot

Tasks

The main task set by the management of ANHK JSC before the project: reducing financial and time costs for processing and coordinating documents, increasing the efficiency of management decisions by creating a single information space, monitoring the implementation of management orders.

Project progress

The project for the implementation of electronic document management systems was launched in September 2008. A joint project team was created for the implementation; it includes representatives of RKIT Group, a branch of RN-Inform in Irkutsk and JSC ANHK.

The pilot project was already carried out in December 2008: the processes of processing incoming correspondence addressed to the Director General, the processes of accounting and monitoring the implementation of resolutions, processing of outgoing correspondence in response to incoming, as well as accounting and monitoring the execution of internal applications in the Information Technology Department were automated.

Based on the results of the pilot project, the final decision was made to choose Docsvision as a platform for creating a corporate electronic document management system for ANHK JSC.