Conteq and Navigator automate Lenmetrogiprotrans

Conteq and Navigator there began with summer of 2017 the project on implementation of systems DocSpace, Vitro-CAD and a corporate portal based on Microsoft Sharepoint in Lenmetrogiprotrans JSC Research Design and Survey Institute (St. Petersburg). This project is aimed at the automation of complete lifecycle of electronic documentation covering clerical document flow, technical and technology documents. Conteq and Navigator will be made by specialists integration between the workflow system of technical documentation of Vitro-CAD and EDMS/ ECM the DocSpace system and also data integration of systems with CAD and the accounting systems based on 1C.

The annual conclusion of public contracts and agreements on accomplishment of design and survey and research works, use of extremely diverse documents and also involvement of a large number of employees in process of work with documents demanded from institute creation of the effective environment for passing of documents from the creation moment before departure in archive having the maximum transparency and potential of control of the made interactions of any employee with any document. Partners in implementation of Conteq and Navigator steel having long-term experience of projects implementation in the large corporate sector in all a range of IT services.

As the platform for creation of a common information space for collecting and storage of documentation it was selected by Microsoft SharePoint, the most meeting the requirements Lenmetrogiprotrans, having the potential for a possibility of further development and also having possibilities of support.

The project of automation of complex structure of electronic document management will be separated into three stages. The first stage will include implementation of a corporate portal, the second stage - system implementation of Vitro-CAD and the third stage - DocSpace system implementation.

The electronic archive Vitro-CAD will allow to conduct automatically two levels of versions (draft copies and the approved versions), to manage document revisions (to control relevance, to manage removal) and to configure automatically calculated ciphers and identifiers for documents and elements of the project. Also, the possibility of creation of structure of the project documentation on a template taking into account settings of parameters and access rights will be implemented, the possibility of formation of any number of alternative structures of the project documentation without duplication of files will appear and visualization of communications between documents, i.e. viewing a tree of external references will become possible. Besides, Vitro-CAD will include the built-in client components (plug-ins) in interfaces of the CAD programs.

The DocSpace system acted not only as the instrument of automation of tasks in classical office-work, but also solves such problems as: management of documents of organizational and administrative character, maintaining office, management of meetings, the organization of joint work over documents, management of documents which concern internal functioning of the company (personnel documents, the reference, project and regulating documentation, agreements, etc.), purpose of instructions and the organization of standard processes (automation of flows of works based on Work Flow). Besides, tasks of creation of requests for acquisition of furniture, the equipment, ADP equipment, purchase or software development, carrying out training, the solution of technical issues (HelpDesk) and to rendering other services by the accompanying divisions will be solved.

The portal on the Microsoft Sharepoint platform will include: structure of the organization and the reference book on employees, a news feed and a bulletin board, the calendar of events (birthdays, exhibitions, conferences, training, etc.), polls, forums, media library, the directory section for employees. The portal will serve as uniform access point to ORD and to project document flow. Besides, integration with AD and 1S: ZUP will be made.

"Today the EDMS/ECM system is one of the most demanded products of IT market. We are glad that using the work with the organizations which is saved up in years from different fields of activity of examination, the institute will receive the highly effective tool for the solution of own tasks thanks to which thousands of hours in a year of employees will be saved, financial losses are minimized and to appear an opportunity for creation of even more high-quality and transparent process on work with clients of institute" — the commercial director of Conteq Ostrenko Alexander comments.

"Growth of quantity and types of the performed works, reduction of terms of design resulted in need of change and automation of a number of the business processes connected with design management and lifecycle of technical documentation. A main objective of the forthcoming implementation – decrease in labor costs when developing the project and work documentation by increase in availability of information, transparency of planning processes and process control of design, mutual integration of technical, clerical and organizational and administrative document flow. Already the first stage (audit) allowed to reveal the processes requiring optimization and validated the selected way. We hope that on behalf of Conteq companies and the Navigator, we purchased reliable partners, and results of joint work will help with further development of institute" – the head of department of design automation of JSC NIPII Lenmetrogiprotrans comments Ivan Sivakov.