The Federal Migration Service completed replacement of EDMS

Customer

The Federal Migration Service (FMS of Russia) is the federal executive authority implementing state policy in the field of migration and performing law-enforcement functions, functions on control, supervision and rendering public services in the field of migration. Now it is subordinated to the Ministry of Internal Affairs of the Russian Federation.

About the Project

Quite long time in the market of EDMS is observed a trend of "the second wave" when the customers who implemented at themselves EDMS 5-6-7 and more than years ago begin projects on migration on new technology platforms. In the Federal Migration Service (FMS) of Russia several years EDMS based on very known software platform from the international vendor worked. But, if initially EDMS quite satisfied requirements of central office of service where it was implemented, then over time a system began to have vital issues with a performance that (according to terms of reference on tender), "did not allow to use fully all completeness of functionality of electronic document management". Experts Business Logic during new implementation, in particular, found out that accomplishment of some elementary transactions (for example, opening of a card of the document) in some cases at a large number of at the same time working users occupied in an old system about one minute and even more.

The developer of old EDMS suggested FMS to carry out migration on the new version then, in fact, to recreate EDMS as the old and new version of the platform are incompatible. The FMS of Russia could not involve third-party developers to "conservative" resolving the situation because of closeness of the code of the foreign platform. Current situation did not correspond to plans of FMS for replication of EDMS on all territorial subdivisions of service. Therefore the FMS of Russia made rather courageous decision — to carry out further upgrade of EDMS, having saved all its functionality, but not becoming attached to the existing software platform.

The FMS announced competition on development of the existing system which meant the following conditions:

• Transition to modern 64-bit architecture
• Priority to systems with open source codes
• Preserving and development of the available functionality
• Connection of all territorial the Office of the Federal Migration Service of Russia to a single system of document flow

The group of IT (Business Logic parent company) took part in tender, having offered the ECM solution constructed on Alfresco ECM as the platform. Such offer met all necessary conditions — modern architecture, open source codes, readiness to repeat and develop functionality, as ensured a victory in the competitive procedure. For September, 2014 the 1st stage of the contract was handed successfully over, there was a work on the following.

The electronic document management system in central office of FMS will be functionally expanded and transferred from EMC Documentum on the free solution constructed on Alfresco ECM in which implementation the IT company at the moment is engaged.

In September, 2014 details of the project on development by the AIS of management of office work processes which is in FMS of Russia starting in May, 2014 to the level of an interregional single system became known.

The corresponding tender was announced by department on March 18, 2014, and its results were summed up on April 16. 5 requests from companies "Рексофт.ру", "CompuTel", "by INTER RAO Information technologies", IT and also federal state unitary enterprise Scientific Research Institute Voskhod were submitted for consideration of the commission.

The request "INTER RAO Information technologies" was disqualified due to the lack of the current license of FSTEC on activities for technical confidential information protection. Among the remained contestants the IT company was recognized the winner.

It is characteristic that IT suggested to perform works on the highest price among competitors. At the initial (greatest possible) cost of lot at the level of 53.4 million rubles the company reduced the price of all to one million i50.6 while "Рексофт.ру" and send CompuTel to lowering to 38 million rubles everyone.

Nevertheless IT which, from the point of view of the commission, showed in the request of advantage of the solution constructed on Alfresco ECM and also proved the qualification got the contract, having provided 8 public contracts corresponding to scope of tender.

The company will have to complete a full stroke of works till December 1, 2014. Conditions of performance of the contract include transition to modern 64-bit architecture, a priority to systems with open source codes, preserving and development of the available functionality, connection of all territorial the Office of the Federal Migration Service of Russia to a single system of document flow.

Alfresco ECM is an enterprise level content management system, with open standards, for platforms Microsoft Windows, Mac and Unix. It is created by the British company of the same name founded in 2005 the Product exists in two editions: Community and Enterprise. In the first case it extends freely on the terms of LGPL, in the second — under the proprietary license.

Prospects

Replacement of the EDMS platform in FMS of Russia should be fully completed by the end of 2014.

Project Results

On June 1, 2015 the company "Business Logic" announced end in To Federal Migration Service the project on replacement of the platform electronic document management systems implemented in central office of service from the solution on the platform Documеntum, on the solution "Logic of EDMS" on the platform Alfresco and PostgreSQL.

Office FMS, 2014

A new system is expected work of 8  thousand specialists of FMS of Russia. For June 1, 2015 in EDMS about 60 thousand documents a month are processed.

Upgrade EDMS FMS of Russia automates processes of document flow of central office of department: work with administrative, regulating, personnel, contractual, in-house documents and citizens' appeals. Data from storage of the previous version of EDMS FMS of Russia are transferred to the current version EDMS.

A system is designed so that to have an opportunity to support simultaneous operation of all territorial subdivisions of FMS of Russia. Within the project pilot connection of jobs of users of all regions of Russia is executed.

"This first large-scale implementation of Logic of EDMS on Alfresco Open Source — Victor Weinstein, the CEO of Business Logic noted. — Now it is possible to call the solution developed all a year ago completely taken place: a system is stabilized, is in trial operation and is ready to increase in number of users and the processed documents".