About implementation of Directum in Scientific Research Institute Giproniiaviaprom

Situation

GIPRONIIAVIAPROM – design and research institute of the aviation industry. The institute develops the complex project documentation on construction, reconstruction and modernization of industrial enterprises owing to what it has annually increasing archive of design documentation and also the need for maintenance of relevance of its status.

Selection

The organization already used earlier the DIRECTUM system. Key advantages from use of the DIRECTUM system are ensuring transparency of business processes, increase in efficiency of an information access, an exception of loss of information and cost reduction of time of heads and employees for accomplishment of routine transactions with documents. As primary activity GIPRONIIAVIAPROM is connected with implementation of large projects, on each of projects there is a need to work constantly with specific documentation.

Works on design and implementation of the solution were entrusted Akelon company.

Task analysis

To the solution on archive of design documentation in GIPRONIIAVIAPROM the following demands were made:

• automatic formation of a task on printing of the project documentation;
• the automated purpose of the rights to a document package;
• possibility of the automated withdrawal of the rights to a document package;
• the automated export of documents;
• integration of process on work with archive as design documentation in the processes which are already automated business;
• the organization of complex work with archive of design documentation (an easy and convenient information access on the albums which are stored in uniform base).

Solution

For automation of work with archive of design documentation, within the project the solution considering requirements and specifics of work of the customer and implementing the opportunities described below was designed.

Work with albums

For work with archive the reference book Albums was designed.

Card of the reference book "Albums"

On a card the group of fields displaying data on existence of the electronic documents of a certain type connected with a card is located. So, for example, the employee working with this album can quickly define the fact of existence/absence, the electronic documents of certain types connected with an album and if necessary to browse them or to add.

For automation of process of sending for document package printing, the Printing of a Tracing-paper and Circulation/scanning buttons were provided in a card of an album. On clicking of one button the task of a free route for the head of news department forms, at the same time links to the relevant electronic documents automatically invest in a task.

Optimum selected list of fields of a card of the reference book allowed to work more effectively with data regarding search of necessary information. Using standard systems capabilities on filtering and grouping, employees can quickly find the albums relating to a certain agreement and/or the customer.

Work with design documents In a work progress with documentation often there is a need of change of access rights to documents of an album. The scenarios allowing to change access rights for all document package of an album were developed for convenience.

In addition, often there is a need of work with documentation connected with a certain agreement or an album out of a system. Considering that the number of documents under the agreement is high, the scenario of export of electronic documents allowing to unload a document package on a local disk was developed.

Results

Development and deployment of this solution allowed to automate process of work with archive of design documentation in GIPRONIIAVIAPROM. For all employees the solution provides a common information space for the centralized access to design documentation. There is no need now to look for the necessary document on a public network drive, it is not necessary to learn every time from someone whether this document is relevant, it is not required to update data on a document package constantly.

During the project the solution which is closely integrated with the solution on management of contractual documents which allows to pass to documentation created within the agreement with the specific customer quickly was developed.

The GIPRONIIAVIAPROM company received convenient tools for effective and productive work with archive of design documentation.

Prospects

The management GIPRONIIAVIAPROM shows high interest in development of the DIRECTUM system that is confirmed by constantly growing number of the processes automated business and number of the employees working in a system.

During further development of the solution the option of implementation of the module of project management is considered.

Impressions

Yefimov Igor, the Chief of PDO GIPRONIIAVIAPROM, so comments on the project: "It is meanwhile difficult to give an assessment to implementing solution results, for the reason, that from the moment of the end of implementation there passed few time and our employees only accustom and learn to work with it. However it is possible to tell that the first impressions of use of the solution very favorable. Personally an opportunity to quickly find information on design documentation interesting me is very important for me, and a system gives me such opportunity. At the same time information is very evident, and the system interface is simple and convenient in use".