To Manhattan Rial Estate Management upgraded EDMS and expect from it transparency

Specialists of Software technologies company completed upgrade of the Docsvision system in "Manhattan Rial Estate Management" company, the press service of integrator reported on June 13, 2013.

Background

The solution on the Docsvision platform is deployed in Manhattan Rial Estate Management LLC in 2008, and at the end of 2012 the company management set the task - to reduce terms of approval of lease agreements, to avoid delays in the course of signing of documents both partners, and employees in regions and at the central office of the company.

It is also necessary to make all process of exchange visual and controlled. For the solution of a task the option of development of the Docsvision system and development of the additional business processes necessary for the Customer is selected.

Job

Since fall of 2012 the working group of the project from the Customer started discussion, upgrade and formalization of process of preparation and approval of lease agreements. Involved the specialists of Software technologies company executing system implementation in 2008 and supporting it in discussion.

During combined actions the optimal process suitable for automation on the Docsvision platform is developed: key roles of process and their function are selected, the step-by-step scheme of work is developed, schemes of approval are approved. Thanks to automation of each stage, the accurate sequence of actions of all participants of process and control of these actions from the Docsvision system are reached. According to the specialists of Software technologies approved by requirements tuning of a system is performed and remote training of users is provided.

Conclusions

By June 13, 2013 trial operation of the solution in all branches of the company and new functionality of the Docsvision system - in the mode of production operation is complete.

"Within the project the flexible mechanism of work with documents allowing all participants of process of approval to make jointly changes is implemented. Together with it there is a possibility of comparison of document revisions to see what changes were made to initial documents", – Elena Aleksandrovich, the software engineer of Software technologies company noted.

Sergey Kashtanov, the IT manager of "Manhattan Rial Estate Management", told: "Our company is geographically distributed. Therefore first of all we conceived this project for the sake of a gain in time just at the expense of an exception of any transfers, printouts and scannings of intermediate options. Besides, the management wanted to have a clear picture – who when and what is the time held the document. Therefore first the task stood simple – to automate the existing business process of approval of lease agreements of trade premises (at us in a month from 100 to 300 passes them). However already in the course of discussion of a task Software technologies offered several improvements actually in the procedure of passing of documents. Now business process earned in the mode of commercial operation. To itself from administrators a system requires attention a little and it pleases. We tried to analyze statistics and received rather unexpected results, a system shows bottlenecks in reconciliation procedure not always where intuitively you wait for them. But, probably, still early to speak about it, it is necessary to save up more data. However the product unambiguously turned out useful to the company. Besides, integration of Docsvision with a directory service of the Active Directory and with Microsoft Office very much is pleasant. We are going to transfer until the end of the current year to this platform all document flow of the company, and also we will work also over the interface".

"From the Docsvision system we waited for transparency in the course of electronic approval of documents. At the moment any employee of the company, first of all the management, can look at a stage of the approval or signing interesting him the document; unload the special report showing a picture in general. As a system completely and in details shows all stages of the created business processes, we have an opportunity to analyze and understand weak points in reconciliation procedures" - Nikita Mordovets, the specialist in projects of "Manhattan Rial Estate Management" emphasized.