"The fund of an overhaul of apartment houses" using EDMS Case automated document flow to the level of divisions

2019

On March 27, 2019 the company EOS GROUP reported that in non-profit organization "Regional operator of Altai Krai "Fund of an overhaul of apartment houses" in March, 2019 the first stage of system implementation of electronic document management is completed. For automation of document processes the customer selected EDMS "CASE". The project is implemented by the company "KS – Consulting".

According to the company, before implementation of EDMS document flow of Fund was conducted without use of specialized solutions. Registration of correspondence was performed in the MS Excel program. On citizens' appeals alphabetic cards were got.

Having made the decision on implementation of EDMS, the customer formulated first-priority project objectives:

• creation of base of electronic documents with a possibility of quick search;
• implementation by means of EDMS of mechanisms of control of completion dates of instructions and considerations of citizens' appeals;
• transition to electronic approval of agreements and supplementary agreements.

The customer purchased 15 licenses (from them 10 jobs of a subsystem "DELO-Web") and also 1 license for an option " Scanning". 3 jobs of "thick client" were set in service of preschool educational institution (at the chief of the general department, the clerk-registrar and the secretary to management). The option "Scanning" is set in a workplace of the receptionist. 2 full-function automated workplaces were received by heads of managements of Fund. In the web interface the CEO, chiefs of departments and their deputies work. For operational tracking of receipt of documents in EDMS and also completion dates of instructions at each user it is set application "Monitoring of documents".

Within this stage of the project all tasks available at such quantity of jobs in EDMS are solved:

• Document registration is automated. Two specialists are responsible for these transactions: clerk and secretary to management. The clerk registers incoming correspondence – brings on each document a card to EDMS. Registration from the Outlook program of the incoming documents arriving on corporate mail is configured.
• The base of documents, their electronic images and resolutions to them is created. After consideration by the head of incoming correspondence the secretary scans paper copies, brings in cards of the resolution and (if necessary) puts on control. Outgoing documents and answers are registered in a sheaf and are scanned.
• Execution control is automated. Resolutions on incoming documents are traced by the secretary to management. Citizens' appeals it is also controlled by the secretary, except those which are delivered on "Special control". This category is kept track by the chief of the general department (in EDMS "DELO" it has the controller's rights according to such addresses).
• In EDMS "DELO" processes of document transfer in divisions and course of execution are fixed and monitored. After introduction of resolutions documents come to EDMS in offices of contractors (these are chiefs of departments and deputies). In department the resolution on the final contractor which is put on control is taken out if it is necessary. After accomplishment of instructions reports are entered into the system.
• In EDMS electronic approval of draft agreements and supplementary agreements is implemented. Exchange of memos between departments is transferred to an electronic form.

Thus, using EDMS "DELO" it was succeeded to automate document flow in NO "Regional Altai Krai operator "Fund of an Overhaul of Apartment Houses" to the level of structural divisions. For March, 2019 put "CASE" works in industrial the mode. In plans of Fund – the organization of exchange of documents with higher department – the Ministry constructions and housing and communal services Altai Krai. It is possible to implement it, using the specialized solution – COMECON (The server of electronic interaction). The option allows to exchange documents, sent to Fund on execution and also to obtain data on acceptance and registration in a terminal point of the documents sent to the addressee.