Irkutsk Oil Company carried out digital transformation of meetings

2018: System implementation Management of meetings

On June 19, 2018 the RKIT Group company announced system implementation Management of meetings in Irkutsk Oil Company (IOC).

Project Objective

Implementation initiated the division Administrative department of INK responsible for document flow in the company and also for the organization and holding meetings, preparation of protocols and control of execution of instructions. A main objective of automation of meetings — control of execution of the instructions issued according to the results of meetings and increase in performing discipline of employees.

Project Progress

The Management of Meetings system was developed by RKIT Group company during the period from May to June, 2017. Procedures are as a result automated: formation of the agenda, mailing of invitations to participants of meetings, approval of the draft of solutions, mailing of protocols. Approval of formulations of instructions and also process of preparation of the report on execution control are optimized. The company integrator prepared instructions for users and provided training of employees in the advisory mode.

Project Results

The subsystem Management of meetings is put into commercial operation, seamlessly integrated into the unified information system of e-document flow on the Docsvision platform. The staff of INK company quickly receives the agenda and minutes of meetings. The administrative department creates reports on execution of instructions.

The management analyzes results of meetings in a month, quarter, year, coordinates work on the made decisions. The main reached effect: timely accomplishment by employees of the instructions issued based on working meetings.

2012: Implementation of EDMS DocsVision

At a stage of system implementation of electronic document management the department of information technologies of INK addressed RKIT Group company integrator — the premium partner of DocsVision company. Specialists of RKIT Group installed a system, developed and set up the solutions "Basic Office-work and Control of Performing Discipline" and "Accounting of Agreements".

Automation of office-work of central office which keeps account of documents not only INK, but also five subsidiary companies was one of priorities. Despite a small amount of the automated jobs, already at the first stage full support of document flow of the enterprises was provided. In a system templates of the majority of document types — more than 20 and also printed forms and reports were created. The integrator configured routes of passing of documents. Thanks to it heads gained an evident impression about that which of employees has at present a document what are made to it corrections. Transparent management of documents allowed heads to control performing discipline and to optimum distribute loading between employees.

During the period since 2010 in a system more than 60,000 documents were registered. At the moment the total amount of documents is: internal — 33,000, registered entering — more than 7,000, proceeding — more than 25,000. At the same time in a system about 100 users, a total quantity of staff of the company — more than 2,000 work.

Contracted work is also automated taking into account holding structure: for quick search and accounting of agreements in all divisions of holding support of a double system of numbering of documents is configured. Control of terms of approval, movement of documents, existence of copies, signatures is provided. Thanks to transfer of a contracted work in an electronic format it was succeeded to reduce terms of approval of agreements.

Closely interacting with integrator, IT specialists of INK gained enough knowledge of a system, and conducted further development of solutions independently. At the same time the customer significantly reduced the financial investments in development of electronic document management. There is also more important positive effect of independent development: IT specialists of the company have the finger on the pulse of business processes of the enterprise — quickly enter changes into the system, give her with new features, reacting to needs of heads and non-management employees.

Among the completions which are carried out by the customer:

• approval of all agreements in the Docsvision system;
• formation of registers for sending and tracking of mail;
• setup of remote approval of documents;
• management of powers of attorney;
• creation of information base (operational archive);
• automation of approval of questionnaires of applicants of a security service at a stage of acceptance of employees;
• tendering process process automation;
• automation of the movement of memos;
• setup of data exchange between the information systems Docsvision, 1C. Accounting, 1C. ZUP, 1C. Management of manufacturing plants.

Alexey Dmitrichenko, software engineer of department of program projects of INK company: "At the first stage of implementation specialists of RKIT® Group showed us, how easily and flexibly a system can be customized under business processes of the company. We obtained necessary data independently to upgrade a system, as much as possible using all its opportunities. Now, though we conduct development independently, the integrator remains for us the reliable partner: we participate in RKIT® Group actions together with other customers, we share experience of implementations, we communicate with representatives of vendor to be aware of all changes of the platform".

In the long term Irkutsk Oil Company is going to automate the most part of business processes. One of the immediate tasks — transition to the new version of the Docsvision 5 system. A perspective task — use of QR codes for confirmation of authenticity of paper copies of documents, compliance to their electronic cards. Also further integration with other accounting systems of the enterprise is planned.

• The project - licenses: 100
• The project - users: 100
• The distributed solution: NO
• Office-work: YES
• Process management: YES
• Administrative office-work: NO
• ServiceDesk: NO
• Development on the DocsVision platform: NO
• The gateway to 1C: Enterprise: NO
• The gateway to Microsoft Office SharePoint Server: NO
• The gateway to Microsoft Dynamics AX: NO
• Other gateways: NO
• Electronic digital signature: NO

Within the project will be implemented: "System of basic office-work and control of performing discipline" and "Accounting of agreements". At the first stage office-work of central office which keeps account of documents of INK and 6 subsidiary companies will be automated. It is supposed to cover a large number of document types, to create templates, printed forms, reports. Control on each document type, including behind existence and movement of originals of documents will be provided. A contracted work - also taking into account holding structure. Support of a double system of numbering. Control of terms, movements, existence of copies, signatures, reporting under execution, etc. In plans of the company - automation of potsess of approval of agreements, the organization of distributed system of document flow, increase in number of users. Version: 4.1. Number of users: 10 people. Solution type: setup of the Office-work and Process management applications.