Belgosproekt Institute (Vitro-CAD)

2024: Success story of Vitro-CAD system introduction in Belgosproekt Institute OJSC

About Customer

JSC "Institute Belgosproekt" is the leading design enterprise of Belarus. The main design objects are housing construction, healthcare, education, cultural buildings and many others. Most of the unique buildings and complexes in the republic and its capital were erected and built according to the design documentation developed by the institute. The company constantly improves the quality, service and speed of production of its products and develops the material and technical base. The number of employees is approximately 250 people.

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Glavtelecom

Starting from 2023, all projects are included in the system and daily work with documentation is carried out in the Vitro-CAD system, employee interaction is carried out through the "Workflows" module, the main stages and their deadlines are registered in the VitroPlanner module, an external environment is created for working with third parties

Implementation objectives

The goals and objectives of the Vitro-CAD system implementation were to provide all project participants with up-to-date and necessary information about the project and technical and organizational requirements, increase the efficiency and transparency of processes, accelerate document flow, reduce the interaction time of process participants and create an electronic archive of project documentation.

Embedded function

With the help of the contractor - ChTUP Glavtelecom - a single automated environment of general Vitro-CAD data was implemented and set up.

The system contains libraries for storing the current design documentation, archive, as well as for tenders, contracts and certificates, lists of initial data (received and expected). Access rights are divided (some lists and document libraries are available to a limited number of users). Document retention structures are created using templates.

The system maintains auxiliary lists, such as "Explication of Buildings and Structures" (records the numbers for the general plan), "Inventory Book of Accounting for the Receipt of Technical Documentation in the Archive" and "Log of Accounting for Documents Issued for Temporary Use" (automation of the activities of the technical archive for receiving and issuing documentation).

Work has been set up to automatically form a project composition that takes into account sections, kits, subsections, stages, queues, stages, parts and books (some of these folders can be created directly by departments and occur as the project is developed, so the project composition at the initial stage may differ from the project composition immediately before being handed over to the customer). With one click, the GUI can get the current composition of the project at the moment.

A separate environment is organized for operational communication with external participants (subcontracting). For each counterparty, a separate space is created, to which an external participant has access, without gaining access to the main space of the enterprise. Enterprise LAN users have access to both internal and external environments.

To monitor the dates of the main stages and the release of the project, the VitroPlanner module (schedules) is used, which allows you to assign planned dates and form tasks directly to the performers. The notification system (when starting a task for an executor and 3 days before the deadline approaches) helps employees in high workload conditions to pay attention to important tasks in time. All employees have access to the schedule through a web browser, the information is updated instantly, so everyone interested in online mode sees the same information.

The VitroWorkflows module is actively used. Business processes have been organized to transfer the assignment between specialists of related divisions, as well as to consider the input data of the customer and the products provided by the subcontractor, internal approval of the design and estimate documentation.

The Vitro-CAD technical support team implemented a separate revision of the printing process, which allows employees to send documentation to the release department in electronic form with the selection of the desired printing parameters and automatically generate a list of printed documentation with calculating paper and toner consumption (taking into account color, formats, number of sheets and copies). Previously, the data were entered by a specialist in the release department into a paper journal and the counting was carried out manually.

Automation of business processes allows you to increase transparency of interaction, reduce the use of paper copies, accept documentation in electronic form.

Positive effect

Introduction of Vitro- automated system of project data management CAD made it possible to form a unified knowledge base on various aspects of the enterprise's project activities (directly design, as well as related registers and lists, for example, contracts and addenda, archive, release of documentation), establish interaction of participants within the enterprise with each other, as well as employees of the institute with external subcontractors, increase the speed of updating project documentation and speed of data transfer, organize access to project documentation in electronic form at any time, form electronic versions of working documentation.

The Vitro-CAD system, implemented at the Belgosproekt Institute OJSC, allows the customer to effectively manage a large amount of design and estimate documentation, minimize the time spent by employees on the exchange and search for information, and coordinate the actions of all design participants.

Prospects

JSC "Belgosproekt Institute" uses the capabilities of the Vitro-CAD system to the maximum, and sees the prospects for development. The implementation of a legally significant archive (using EDS), the possibility of calculating labor costs, as well as the transition to a new multi-platform version are being worked out.