Corporate portal with the built-in system of electronic document management in a building complex of Monarkh Group

The Monarkh group purchased and implemented the electronic document management system of EOS for SharePoint developed by Electronic Office Systems (EOS) company on the Microsoft SharePoint 2010 platform.

Monarkh Group – one of the leading organizations of a capital building complex specializing in individual monolithic housing construction. The group undertakes the most difficult objects and builds them in the shortest possible time, having proved in the market as the reliable partner. For 17-year history she accumulated enormous experience of construction and deserved high reputation of the responsible general contractor.

In work the construction company faces a large number of the documents requiring approval. With respect thereto the management of Monarkh Group made the decision on system implementation of electronic document management. As the automation equipment the EOS for SharePoint system was selected. Works on implementation were carried out by specialists of EOS Group company.

Within the first stage of implementation of EDMS activity of two companies of holding regarding approval of the following document types was automated:

• loan agreements, purchase and sale, services agreements, lease agreements, agreements of a mortgage, delivery, trust management, etc.;
• government contracts;
• credit, bank account;
• orders, memos, etc.

The main feature of the project consisted in difficult routes of approval of the documents depending on a number of conditions what the corresponding setup of document groups and their routes was made for.

During implementation the mechanism of import given from other business systems by import of Excel files was also configured. In particular, data on employees, divisions and partners were loaded into the corresponding reference books.

After completion of implementation of EDMS setup of a corporate portal was carried out. In further plans of the customer scaling of the solution on all child organizations of Monarkh Group.

In Monarkh Group in the spring of 2012 the second stage of system implementation of electronic document management based on the solution EOS for SharePoint – developments of Electronic Office Systems (EOS) company is completed. 4 child organizations are connected to a single system of contract management, and the total quantity of the used jobs reached 350.

The solution EOS for SharePoint is the modern corporate content management system which is built in the Microsoft SharePoint 2010 platform, and ensuring operational work with documents, information, knowledge and interaction management. Cooperation of EOS Group companies and Monarkh Group began in 2011 with start of a pilot project of implementation of EOS for SharePoint during which the corporate portal on the Microsoft SharePoint 2010 platform was unrolled, and process of approval of agreements within two head companies is automated. Besides, works on automation of classical document flow of these companies were carried out.

Within the second stage of implementation of EDMS Monarkh Group activity of four subsidiary companies was automated: Monarkh-Development Ltd, Monarkh i O Ltd, Monarch of TT and SMU 1M regarding approval of agreements and workflow automation of each child organization.

Consolidation of all Group on a single platform for the organization of transparent passing of approval of agreements was the purpose of the second stage of implementation.

Using EOS for SharePoint the main objectives of work with agreements were automated. Special attention was paid to such tasks as approval process tracking, tracking of terms of approval at each stage. During implementation the regulations of approval of agreements on the basis of which business processes of approval of agreements of Monarkh Group in the EOS for SharePoint system were configured were developed.

As a result of implementation work with agreements on divisions and responsible for certain stages was systematized, approval of agreements between different departments using 350 licenses of the EOS for SharePoint system is automated.

At the moment in a system approval of the following agreement types is conducted: bank account; guarantees; mortgages; contract; agreements on project works and approvals; agency service; agreements on implementation of premises in an object, etc.

The head of department of information technologies of Monarkh Group Davtyan Akop estimates project deliverables: "After connection of the child organizations the efficiency of approval of agreements, information search in already signed agreements considerably increased takes seconds, but not days. Thanks to notifications at the expiration of terms of approval approval terms were significantly reduced (employees began to carry out more quickly work on approval of agreements). Many employees note what began to work quicker and more simply.

Huge plus is that the "boxed" solution EOS for SharePoint allows us to automate rather difficult processes of approval, without additional completions that allows us to save considerable means.

At connection of the child organizations the fact that a system allowed to provide access isolation to documents of the child organizations was important, but meanwhile saved a possibility of problem definition to the staff of subsidiary companies. Besides, we have a possibility of control of performing discipline within all companies connected at the moment".