Atlas Soft implemented EDMS in the Magadan MFC

2014: Implementation of EDMS

Choosing a Solution

In MFC the information system using which the automated processing of the received documents from the population when providing public services was made was used. As this system was not directed to conducting internal document flow, the leaders of the multifunction center made the decision about carrying out tender on delivery and implementations of internal electronic document management.

Goals and Objectives

Implementation of EDMS in MFC was directed to solving of tasks of automation of internal electronic document management of the center and had to increase quality and efficiency of providing the public and municipal services by information consolidation within EDMS MFC of participants of MFC. After carrying out a number of consultations of specialists of the center with specialists of Atlas Soft of the party came to a conclusion that the Etla platform completely is suitable for the solution of assigned tasks. Therefore the Atlas Soft company was included in the list of the considered contestants.

Project Progress

After carrying out tender on creation of an electronic document management system of MFC (EDMS MFC) specialists of Atlas Soft company started a system implementation project.

The project consisted of four stages: inspection and creation of private technical specifications; setup and installation of a system at the customer; training of employees of the customer; carrying out experienced and transfer of a system to commercial operation.

At the first stage of inspection and creation of private technical specifications the joint working group was created, the detail schedule of all works of the project was developed and approved. Also both remote inspection, and inspection in the territory of the customer for the purpose of collecting and information analysis about the existing internal document flow of MFC was carried out. On the basis of all necessary data obtained from the customer: descriptions of business processes, types and subtypes of documents, the list of users, user groups, reference books, etc., the private technical specifications were created and approved with the customer. As a result of inspection it was found out that for automation of internal document flow of MFC it is necessary to implement registration of 62 document types, to configure the rules of the automatic name and numbering and also rules of automatic structuring and placement corresponding to them. Besides, it was required to configure 41 business processes.

At the second stage was it is made adaptations of EDMS MFC in compliance by the approved private technical specifications.

Result

After end of a stage of setup and installation of a system training of staff of MFC was provided, and a system was put into trial operation.

A month of trial operation and carrying out thin setup of a system later on wishes of employees, EDMS was put into commercial operation.