Kirov State Medical University completed the project of introducing the BPM-system ELMA

2018: Completion of the implementation of the BPM ELMA system

February 6, 2018 Kirov State Medical University announced the completion of the automation project based on BPM the system. ELMA

Здание учебного корпуса Kirovski GMU

Project progress

In 2015, the university began a document flow automation project in the ELMA business process management system. For three years, the employees of the Kirov State Medical University, together with the specialists of the development company, set up all the main processes for processing documents (registration, consideration, approval, etc.) in BPMS, implemented an electronic repository, a register of regulatory acts and an internal communication portal of the University. Before the introduction of the system, the document flow of the university was conducted manually.

When choosing software, the University administration was guided by the following criteria:

• Easy configuration and use of the solution for the administrator and users;
• Access to the system via the Internet;
• Possibility of tool maintenance by two or three specialists;
• Flexibility and breadth of functions.

At the first stage of the automation project, specialists from the Kirov State Medical University created document cards, a list of cases, a register of regulatory acts and an electronic repository. The database includes both registered documents and various templates, instructions, reference books. At the second stage, an internal portal was organized for University employees, which included a message feed, task lists, general and individual calendars.

Project results

The system automates standard document management processes. At the beginning of 2018, all documentation of the university below the "rector-projector" level is created and routed electronically. For the period from mid-2016 to the end of 2017, the system processed more than 9 thousand incoming and outgoing documents, about 5 thousand orders for the main activity and organization of the educational process.

The most popular document management processes were "Registration" and "Familiarization." Thanks to their implementation, each division was able to independently register memos and requests, timely receipt of up-to-date information.

An important stage in automation was the adjustment of the tools "Selection of documents on control" and "Formation of reports on the performing discipline." They made it possible to generate reporting documents for the University's leadership and control the performing discipline without serious labor costs.

The main results of the project for the implementation of the ELMA BPM system in the Kirov State Medical University were:

• Automation of the administrative apparatus of the university;
• Centralization of document registration;
• Creation of an internal portal for communication of University employees;
• Improvement of executive discipline and control over the execution of assignments.

Due to the implementation of the system, the paper document flow was significantly reduced, the number of overdue and lost documents decreased, the responsibility of employees and the efficiency of solving management tasks increased.

In 2018, the university administration plans to increase the number of system users, integrate software with other IT tools, and expand the BPMS application field.