Eurasian Bank upgraded EDMS

"Eurasian Bank"implemented in workplaces of the main participants of document flow EDMS CompanyMedia. With its help it was succeeded to increase quality and speed of implementation of business processes due to document handling automation and also to provide the automated control of performing discipline.

Background

Actively developing business, Eurasian Bank in 2011-2012 was faced the need of upgrade of information space of the organization, and creation of conditions for fast and convenient work with documents within implementation of business processes, ensuring control of terms and workmanship of instructions on them.

For the solution of these tasks the management of bank selected development of InterTrust company - CompanyMedia electronic document management system.

Solution

Works on delivery and system implementation, user training and administrators to work with it were executed by specialists of developer company of a system.

Automation affected the main departments and divisions of bank. Using the module "CompanyMedia-Deloproizvodstvo" the centralized document registration, control of execution of instructions on them is adjusted. Business specialists were provided with an opportunity to create, approve and distribute documents in electronic form. Using the implemented module "Center of Reports" heads can automatically obtain statistical and analytical data according to documents, projects, tasks, personnel today.

Result

According to heads "Eurasian Bank, EDMS CompanyMedia allowed the organization to reduce time, material and labor costs by accomplishment of dokumentooriyentirovanny business challenges, to move to the new organizational level and finally to create conditions for further development of bank.

Project Development

On August 20, 2015 the InterTrust company announced development of the project and replacement of EDMS CompanyMedia 4^[1].

In 2003 in the system of bank less than 100 employees, for the beginning of 2014 — more than 4 thousand worked. The volume of the documents processed in bank within a year exceeded 1 million.

Eurasian Bank, 2014

In 2014 the management of JSC Eurasian Bank made the decision on transition to use of the version of the CompanyMedia 4 system. In new conditions more productive software solution corresponding to requirements of financial institution was required.

Among the reasons of transition to CompanyMedia 4:

• Need to transfer corporate content management to the modern, productive solution. Taking into account the number of users, the increased volume of the processed documents which grew up much, version 2.5 ceased to cope with loading.

• Possibility of transfer of completions in the standard version of a system. Functionality of a system allowed to implement the completions which are saved up for years of operation of the previous version of EDMS using the standard CompanyMedia 4 tools.

• Need of automation of partially regulated processes. In CompanyMedia 4 tools adaptive a case management are used to management of similar processes (ACM, adaptive case management). One of the first in bank was supposed to automate process of providing the bank guarantee. Several divisions of bank which harmonious work is necessary are, as a rule, involved in process of issue of a guarantee not only to submit a guarantee within a short time, but also to minimize own risks of financial institution.

Project Progress

During preparation for implementation the total amount of works was distributed on stages in a binding to the solution of the main objectives of the project. The sequence of tasks and key results is recorded, possible project risks and also methods of their minimization are defined, the project team with separation of areas of responsibility between specialists of the customer and the contractor is created.

Stages and terms of the project:

• Information inspection (August, 2014)
• Configuring of a system (September, 2014)
• Installation, setup of a system at the test stand, tests (October, 2014)
• Trial operation (November, 2014)
• Preparation of regulatory documents, instructions of users, other instructions (December, 2014)
• Migration on CompanyMedia 4 (on December 31, 2014 – on January 4, 2015)
• Commercial operation of a system (since January 5, 2015).

Project Results

Specialists InterTrust carried out interviewing of users of a system — managers of different levels, document flow specialists, heads and the staff of the divisions of bank specializing on risk management and compliance-control. The recommendations of specialists InterTrust helped to optimize several important business processes, to make work with documents simpler and more effective. Many routine daily transactions which were processed within "paper" office-work earlier managed to be automated the means of CompanyMedia which were more suitable for this purpose.

Evgeny Grebnov, head of department of support of applications of department of information technologies of JSC Eurasian Bank: "Users of a system are nearly all employees of the bank today — from cashiers to the top management. It not exaggeration. If cashiers of one of our departments need a tape for cash registers, then the request is made out in EDMS. To the management of bank, first of all the chairman of the board, it is necessary to work with the large volume of documents. Their considerable share is the documents sent to the address of National bank of Kazakhstan which, according to the legislation, should be signed by the first person of financial institution. It is also possible to carry to active users of a system department risk management. Our riskoviki are responsible not only for safety of business processes, but also for reliability of crucial information systems of bank. It returns us to a conversation on regulations — they make a considerable share in document flow. In work of IT service of bank a system is also used quite actively, and here it is simpler to me to give an example from own practice. To me on execution about hundred documents daily — questions from external suppliers, requests from regulators, requests about providing access or about making changes in systems, etc. arrive. As outgoing documents on purchase of the necessary equipment or IT services are created. Therefore for me EDMS is a working tool which I use daily".

Notes