GAZ. Experience of control automation by documents and business processes

Situation with automation

• Outdated EDMS - Lotus Notes 6.5 and a self-written system based on DBMS Oracle
• A large number of the local automated systems which are effectively solving the problems
• There is no single help system

Functional project scope

The centralized solution for all group – about 15,000 users:

• Office (entering, outgoing, internal, documents CD)
• HORDES
• Mnogopunktny resolutions on documents, different types of control, initiative and periodic instructions
• Office work archive
• Stream scanning with barcoding support
• Contractual document flow
• Archive of primary accounting documentation
• Personnel document flow (approval of orders)
• Integration with more than 10 external CIS

Selection terms

• Sufficient performance (target indicators are recorded in the agreement)
• Mechanisms of design of business processes of the different nature
• Open API for integration with the adjacent systems
• An opportunity to scale the solution on a measure of growth of loading
• Low cost of ownership:
• Domestic software
• There is no dependence on one "implementer"
• Presence of ready personnel in labor market
• low code ideology in development of functionality
• Customizability of a system and possibility of introduction of their ad hoc
• The confirmed big implementations of required functionality

Project strategy

• Formation of Competence Center by the Customer for minimization of attraction of external resources
• Development of the standard sample solution by the Contractor for all legal entities
• Independent replication of the solution on all companies
• Independent completion of the solution on the basis of the functionality implemented by the Contractor
• Optimization of NPV of investments into the project (licenses and equipment)
• Step-by-step implementation:
• Stage 1. Tightly regulated processes. Training of an implementation team from the Customer
• Stage 2. More difficult, not completely formalized at the time of implementation processes
• Stage 3. Replication and independent completions

Project plan

Waterfall+Agile

Features of the solution

• Different types of interfaces:
  • windows the client – specialized automated workplaces (the clerk, the registrar)
  • the Web client – administrative personnel
  • E-mail the client – scenarios of approval

• Tablet – is not reasonable
• Remote work in a system from mobile devices via the Internet
• In a system TOP MANAGEMENT directly works
• Tough separation of access rights to content using a context role model
• Work of several legal entities in one system (reference books, the nomenclature of affairs, etc.)

Indicators for August, 2018.

• 12,500 users
• 407,200 documents
• 1,632,000 instructions
• 48 legal entities
• 26,000 divisions in the reference book

Hardware architecture

Docsvision servers:

• 2 DBMS servers (failover a cluster) (each node - core RAM 97GB, CPU 32)
• 5 application servers and web client (each node CPU 2.6GGTs x 8 RAM 12GB)
• Balancer of loading
• Two Workflow servers (each node CPU 2.6GGTs x 8 RAM 16GB)

The existing resources of infrastructure of the Customer:

• The database on DWH
• The MS Exchange server for the client's e-mail
• The server of terminals for remote users
• The DMZ server for remote users of the web client

Integration

Total more than 10 diverse integration:

• The reference book by employees – gathers from three external automated systems
• Integration with the operator of e-document flow "Diadoc"
• Integration with the system of management accounting based on Oracle
• Integration with the systems of accounting of legal entities based on 1C (Web Services)
• Integration with the system of stream scanning
• Integration with the system of an atributization

Plans of 2019 – and further

• Gain of competence center
• Development of functionality of the solution by own efforts
• Exit to public market of the region
• Implementation of edition Docsvision 5.5 ECM
• Implementation of adjacent business processes on Docsvision