In "TEK SPb" expanded the functionality of EDMS

2022

Docsvision Platform Upgrade to 5.5.4

In the spring of 2022, Digital Design specialists completed work on the development of the EDMS functionality at the State Unitary Enterprise Fuel and Energy Complex of St. Petersburg. During the project, the Docsvision platform was updated to the current version 5.5.4, and the current version of the Docsvision 16 web client was set up. This was announced by the Digital Design company on October 26, 2022.

As of October 2022, almost 3,000 employees of the enterprise use CSP-class EDMS on the Docsvision platform to work with contracts, personnel orders, powers of attorney, applications and tender documentation.

Among the works carried out: comprehensive update of the interface and desktop of the web client, as well as the area of ​ ​ displaying cards; Running the file browsing functionality setup of the report designer, implementation of the EF signing mechanism on mobile devices, etc. The system interface supports work with various web browsers, and also has adaptive layout that allows you to use the full, including updated, functionality of the system on any mobile device.

Based on the results of the work performed, information on the number of documents under control is graphically available on the employee's main screen. It has become more convenient to work with document cards: you can mark the status of their reading, perform mass operations with them, and also manage various types of groups, for example, multi-level ones. Also, it became possible to display archived document cards in the view in the corresponding folder. Another tool in the system is the report designer, which is necessary for effective work with documents in various sections and representations. The designer allows you to build reports and search for the data necessary for them based on any parameters associated with documents, save user reports inside the system and upload them to Excel or PDF. As part of the project, it was also created integrated electronic document management system chat boat with a in, Telegram thanks to which employees can quickly receive notifications about new tasks without entering or email Docsvision.

During the development of the system, a pilot project was implemented to implement the functionality of an automatic schedule of resolutions based on machine learning technologies. The technology works as follows: an employee loads a scanned document into an incoming document card created manually. When loading, the text of the loaded document is automatically recognized and a draft resolution card for this document is created based on it. The neural network adds fields to the resolution, namely, selects the performer and the accompanying text. This technology allows you to simplify the process of finding the desired content in the system, reduce the time for the distribution of tasks and increase the speed of response to incoming documents.

When updating the EDMS, the goal was set not only to improve its functionality, but also to increase performance. To do this, Digital Design specialists displaced files from the database, as a result of which the operational and archive databases were reduced by three times. This made it possible to reduce the cost of storing documents, simplify the process of routine maintenance of the system and increase its performance.

Special attention was paid to the convenience of interaction between employees of the enterprise and EDMS. As a result of the completed work, the fuel and energy complex received a CSP (Content Service Platform) class system. At the moment, it is the highest step in the evolution of corporate systems, which allows you to create a wide variety of integrated solutions from classical workflow to the organization of full-fledged digital management and complex business processes for processing structured data. But the company will not stop there - in the foreseeable future it will continue to improve in the field of introducing artificial intelligence technologies, noted the general director of the State Unitary Enterprise "TEK SPb," Ivan Boltenkov.

Transfer of personnel document flow to electronic form by means of Docsvision 5.5

As part digital transformation business processes State Unitary Enterprise "TEK SPb" , initiated a project to transfer the personnel document management of the enterprise in. electronic view This was announced by the company "Digital Design" on September 29, 2022.

It was personnel document management that remained one of the obstacles to the maximum rejection of paper in the work of the organization. However, in the fall of 2021, amendments to the Labor Code came into force, which made it possible to draw up and sign personnel documents in electronic form without the obligation to store paper copies of them.

The digitization of personnel documents is carried out using a comprehensive solution developed by Digital Design, which was selected based on the results of the competition. End-to-end automation of human resources processes based on the Docsvision platform is a single system with a convenient interface, available on a smartphone, tablet or computer.

Thanks to the phased implementation of the EDEC, employees of the personnel department of the fuel and energy complex will no longer need to print a large amount of administrative documents, including orders for hiring, transfer, vacations of various types, notification of employees, for example, about changing the terms of the employment contract, etc. The transition to personnel document management will save hundreds of kilograms of paper per year. For example, only orders for the leave of employees in 2021 were printed 28,598, which is over 142 kilograms of paper. The processes of adapting, assessing personnel and managing their qualifications will also become more effective. The transfer of personnel processes to electronic form will significantly save the labor costs of the personnel service for working with documents and will ensure interaction with employees working remotely or in separate territorial divisions of the enterprise, for example, in boiler houses. Employees of the fuel and energy complex will be able to sign documents remotely, without visiting the company's office, using an electronic signature.

CED will also automate the formation of requests to the personnel service of the organization, the management of vacations, business trips, selection and hiring of personnel. To identify the employee and ensure the validity of signing personnel documents, the system will be integrated with the Public services portal (ESIA), and to exchange personnel documents - with the 1C: Payroll and HR Management program. All employees of the enterprise will be able to use the system, and up to 2000 users can work in it at a time.

State Unitary Enterprise "TEK SPb" continues to work on the digitization and automation of business processes of the enterprise, personnel electronic document management is one of the stages of this work. The result of this project will be an acceleration of the process of processing personnel documents, as well as a reduction in the costs of the personnel service for document management. In general, the transition to electronic document management will increase the productivity of employees of the enterprise, reduce the time for consideration and execution of documents, make it more convenient to search for them and deliver them to counterparties faster. EDO will increase the efficiency of decision-making in the activities of the fuel and energy complex and the transparency of business processes in the company. The result of this work will be more effective interaction with consumers of services, noted the general director of the State Unitary Enterprise "TEK SPb," Ivan Boltenkov.

The introduction of the system was the next stage in the transition of the fuel and energy complex to electronic document management based on the Docsvision 5.5 platform, which is used at the enterprise for workflow management, work with contracts, powers of attorney, applications and tender documentation.

This is a CSP-class system that interacts with other resources of the enterprise and is integrated into the Unified system of electronic document management and workflow of the executive bodies of state power in St. Petersburg.

2017: Implementation of Docsvision 5

Customer

The state unitary enterprise Fuel and Energy Complex of St. Petersburg is one of the leading heat and power companies in the North-West. The share of the enterprise in the St. Petersburg thermal energy market is about 48%.

The company heats and supplies hot water to about 14,200 houses in St. Petersburg, in which about 2.5 million citizens live. Among the company's subscribers are residential buildings, social buildings: hospitals, schools, kindergartens, numerous production facilities.

All property of the enterprise is the state property of St. Petersburg. The company employs more than 9 thousand people.

Situation

In the State Unitary Enterprise "ENERGY INDUSTRY SPb" about 6 years ago, it was introduced, in EDMS Documentum which the processes of work with incoming and outgoing correspondence, organizational and administrative documentation, instructions, personnel orders were automated. More than 100 different document types have been set up in the system.

Over time, the requirements for EDMS changed, the speed and volume of documentation interaction increased, and the existing EDMS ceased to meet the requirements of the organization. The question arose of replacing the EDMS platform with a more modern and compliant State Unitary Enterprise "TEK SPb."

Project objectives

The company needed to implement an EDMS that provided the necessary functionality, had high flexibility and made it easy to modify the implemented solution, including with the help of its own IT specialists. It was also important to be able to carry out a quick and high-quality integration of the new EDMS into the difficult corporate IT landscape of the State Unitary Enterprise "TEK SPb."

In addition, since the introduction of Documentum, the requirements for the speed of the EDMS, the security of data storage and processing, and the availability of mechanisms for ensuring the legal significance of documents have significantly increased. The new EDMS also had to meet safety requirements (support for modern protective equipment, including EP).

Thus, the modernization of the EDMS included the tasks of integration with corporate information systems and expanding functionality.

The functions that needed to be automated are:

• monitoring of execution of orders in EDMS;
• automation of end-to-end business processes of the State Unitary Enterprise "TEK SPb" passing through several corporate systems;
• automation on the basis of EDMS of regulated management processes of various types of applications accepted in the State Unitary Enterprise "TEK SPb";
• flexible system of prompt formation of arbitrary reporting.

Decision

Based on the results of the analysis of the EDMS presented on the market, the Russian Docsvision 5 platform was chosen, which meets all the customer's requirements. As a result of the competition, the IT company Digital Design was chosen as a contractor, which has confirmed competence in the field of document automation in state authorities and commercial enterprises.

Result

In addition to previously automated document management processes, the new Docsvision 5 electronic document management system has new functions:

• Support complex reconciliation processes
• dealing with resolutions;
• work with the nomenclature of cases;
• analytical and statistical reports;
• advanced search mechanisms.

In addition to office tasks, a number of internal business processes of the organization were automated during the project:

• Order and issue passes
• requests of employees for technical assistance, equipment and consumables;
• automation of contract management, including technical assignments for tenders, additional agreements, protocols of disagreements, termination agreements;
• organization and management of meetings;
• monitoring the execution of protocol assignments.

In order to simplify work with the new system, "personal accounts" in the EDMS were implemented for employees of the State Unitary Enterprise "TEK SPb." They provide quick access to the information you need in your daily work.

With the help of specially developed automated migration tools, Docsvision EDMS transferred all data accumulated over 5 years of continuous operation of the previous EDMS - a total of more than 1 million documents, including:

• documents and files;
• assignments;
• reference data.

The infrastructure optimization carried out during the project made it possible to create a single data warehouse that meets all security requirements.

During the project, EDMS Docsvision was integrated into the company's corporate IT infrastructure and currently interacts with corporate application systems:

• "1C. Enterprise 8.2 "in terms of exchange of reference data for employees and counterparties, synchronization of contract card data.
• Electronic archive: transfer of original documents for storage to electronic archive.
• ActiveDirectory - Retrieves employee data and authenticates users to access the system.

Statistics

For 2017, the following work in the EDMS:

• main department and 4 branches;
• 5 Deputy CEOs;
• more than 800 users daily;
• about 250 users at a time.

Increase of documents in EDMS:

• more than 1,000 resolutions per day;
• over 600 documents and 80 applications per day.

Response

With Docsvision, we were able to cover a wide circuit of automation, achieved greater manageability and transparency of many processes in various departments of our enterprise. In addition to the capabilities of the Docsvision EDMS itself, we appreciated the well-coordinated and comfortable work with the Digital Design company, the professionalism and efficiency of the contractor's specialists. " 'Alexander Nikitin, Head of the Workplace Automation Department of the State Unitary Enterprise "Fuel and Energy Complex of St. Petersburg "