Moscow Department of Information Technology (DIT) (PM Foresight (PPMPlus))

Project Objective:

Creation of a common information space and the analytical mechanism of support of acceptance of management decisions within accomplishment of state programs of the city of Moscow ("The information city", Open government and others) the Moscow Department of Information Technology.

When developing an ACS the PRIZE requirements of the international and Russian standards for project management are considered (PMBOK, GOST P 54869-2011 and others).

The information and analytical system "an ACS the PRIZE", allowing is developed and implemented:

• Organize collecting of requests from the executive authorities (EA) of Moscow for projects on informatization;
• Perform project planning and preparation of the Work plan on informatization;
• Perform planning of contracting and preparation of the Scheduled plan of placement of the state order;
• Control implementation by the Moscow Department of Information Technology of actions of state programs, projects and contracts.

The information and analytical system "an ACS the PRIZE" is used by the following structural units of the Moscow Department of Information Technology participating in processes of management of projects:

• Management of industry projects;
• Management on implementation of GP "Information City";
• Directorate of GP "Information City";
• Department of providing city order;
• Management of technical policy;
• Management of operation and inventory of ISIR;
• Management of communication;
• Management of finance, budget accounting and reporting.

The "Electronic Document Management of the Government of Moscow" project started in December, 2011, for the purpose of transfer of executive authorities of the city of Moscow and their subordinated organizations on electronic document management, for the sake of quality improvement of work with documentation, reduction of terms of consideration of requests and their execution and also reducing costs for work with paper documents.

The project included the following directions:

Implementation of an external system of the reporting for executive authorities of Moscow and the Office of the Mayor and * the Governments of Moscow;

• Connection to electronic document management;
• Development and maintenance of e-document flow;
• Citizens' appeals in e-document flow.

Within these directions it was necessary to carry out tasks:

• automate processes of document flow, control of passing of documents, control of execution of instructions;
• automate processes of collecting and reporting;
• connect executive authorities and organizations subordinated to them to e-document flow;
• provide a possibility of remote work with documents (mobile office for heads);
• improve electronic document management (release of releases, error correction, stabilization, integration).

Project implementation stages:

2011. Implementation of e-document flow in the Office of the Mayor and the Government of Moscow; development of project and methodological documentation on project management.

Result: 33 organizations and about 5 thousand users are connected.

2012. Connection to electronic document management of the Government of Moscow of executive authorities.

Result: more than 1 thousand organizations and about 25 thousand users are connected.

2013. Connection of subordinated organizations of executive authorities; integration into the Our City portal; release of release 6.8 of Citizens appeal.

Result: about 1800 organizations and more than 40 thousand users are connected.

2014. Connection of subordinated organizations of executive authorities; release of release 7.0; release of release 7.1; stabilization of e-document flow.

Result: about 2 thousand organizations and more than 50 thousand users are connected.

Specialists of Proyektnaya PRAKTIKA Group were employed over the project at the end of 2011, for the organization and start of project office.

The project management system developed by our specialists included three components:

1. Methodological and procedural base. Within the project specialists of project office developed the project documentation, including:

• Project charter;
• Provision on project management;
• Set of procedural documentation on planning and monitoring of the project, including templates of the main working documents.

2. Project office. The personnel of project office were responsible for information and analytical support of the project, i.e. for collection of data on project implementation, preparation of the operational and information and analytical reporting for the customer.

3. IT solutions. Within the project technical specialists of Proyektnaya PRAKTIKA Group developed and implemented 2 information solutions:

Project portal:

• The uniform information platform for project participants;
• Maintaining schedules;
• Monitoring of risks, instructions and indicators;
• Formation of the analytical reporting under the project;
• Collecting, processing and reporting on connection of users to e-document flow;
• Maintaining archive of the project documentation.

Promo site of the project (edo.dit.mos.ru):

• Information and presentation project materials;
• Methodical recommendations and explanations about connection to e-document flow;
• The current indicators on the project.

The basic processes executed by project office

• Updating of plans, indicators, registers of problems and risks, instructions;
• Organization of holding operational meetings, working groups on directions and recording;
• Daily consultation on connection to e-document flow;
• Monitoring of instructions of the Office of the Mayor and Government of Moscow and preparation of drafts of answers;
• Monitoring and collecting of actual data about the project progress, reporting;
• The analysis and decision making on changes.

Operating activities of project office within basic processes of project management

• Execution of schedules of the directions and indicators of the project;
• Monitoring and warning of failures to meet time constraints of accomplishment of project tasks and achievement of indicators;
• Formation and maintaining register of problems and project risks;
• Preparation of the analytical reporting under the project sufficient for acceptance of management decisions, in necessary cuts, for all levels of project participants;
• Organization of meetings, their documentation and approval of protocols;
• Control of execution of instructions;
• Ensuring process of collecting, consolidation, information analysis and user support on connection to e-document flow;
• Maintaining the project in an ACS the PRIZE;
• Ensuring functioning of the EDO project portal;
• Ensuring project document flow and approval of project documents.

Specialized activity of project office

• Project development of letters – replies to the requests and instructions and their monitoring under protocols of the Office of the Mayor and the Government of Moscow
• Formation of orders on deliveries of scanners to executive authorities of the city of Moscow and their subordinated organizations
• Connection of users of the Moscow Department of Information Technology, purpose of rates of SDO (accomplishment of a role of the local administrator of department – substitution if necessary)
• Participation in development and organization of approval of subject regulations of interaction for e-document flow and ensuring their observance

Project Results

New e-document flow of the Government of Moscow became a big technology step forward in comparison with the previous solutions: first, city authorities received the uniform tool for interaction with each other and external partners, secondly, the full workflow system including office-work and accounting was developed. Thus, e-document flow became the first experience of completely automated document flow.

As a result terms of exchange of documents between executive authorities of the city of Moscow and organizations subordinated to them approached real time. At the same time heads of departments had an opportunity to work with 24/7 documents thanks to release of the version of e-document flow for mobile devices.

With introduction of e-document flow authorities for the first time had an opportunity to refuse printing of documents and services of courier service. Today 56 bodies of the city authorities, 11 prefectures and 125 justices, more than 2 thousand budget organizations are connected to document flow. In the medium term will pass all city structures to the new workflow system.