"The Moscow city pedagogical university" completes implementation of EDMS

On January 23, 2014 the Electronic Office Systems company announced project implementation of creation of an electronic document management system on the EOS for SharePoint platform in state-funded educational institution of higher education of the city of Moscow of Moskovsky gorodskoy pedagogichesky universitet (SEI VPO MGPU).

Project Tasks

The solution developed by the company "Electronic Office Systems" on a basis ECM- platforms Microsoft SharePoint, is purchased by university on the stock "Academic License".

System implementation of electronic document management - a component of process of creation of unified information and education environment of university. EOS for SharePoint will become a core of a system of ensuring administrative and managerial activity.

The customer defined key tasks which were required to be solved by means of implementation of an ECM system:

• organize electronic document management within educational institution;
• make the most transparent and fast processes of approval, vising of documents, issues of instructions;
• automate reporting on execution of documents and instructions.

Project Progress

Within a pilot project, within three weeks, specialists of Unicsoft LLC conducted document flow examination, unrolled a system on the server and jobs. Access to EOS for SharePoint was got by specialists of the general department and heads of a part of divisions of university.

Project Results

In a system 18 document types are configured, including:

• orders and orders (the general orders, orders of resident instruction, the general orders, orders of a correspondence course, orders of intramural and extramural activity, orders of the external studies, orders of a postgraduate study, orders on advanced training, orders on DPO and retraining of listeners, orders on new set, orders on the Obrazovaniye center);
• the incoming documents (entering from the Moscow Department of Education, entering from a federal executive authority, entering from other organizations);
• three types of outgoing documents;
• memos.

Setup of printed forms is made, scanning of originals of documents is organized, the electronic phonebook is created, specialists of the general department are trained.

2014: At the Moscow city pedagogical university electronic document management on EOS for SharePoint covers all divisions

In the summer of 2014 of MGPU purchased additional jobs of a system, and the total quantity reached them 180.

115 licenses were obtained by structural divisions:

• management of the organization and information maintenance of acceptance of entrants;
• management of planning and coordination of research works;
• command center the innovation projects of the university;
• the center of development of the child and health of saving activity in education;
• management on the organization of educational work;
• institute of additional education;
• center of development of career, etc.

35 competitive licenses were purchased for use by the staff of the university who works in EDMS incidentally. The second stage was implemented in 10 days. In total in a system 18 document types are configured, including:

• orders and orders (the general orders, orders of resident instruction, the general orders, orders of a correspondence course, orders of intramural and extramural activity, orders of the external studies, orders of a postgraduate study, orders on advanced training, orders on DPO and retraining of listeners, orders on new set, orders on the Obrazovaniye center);
• the incoming documents (entering from the Moscow Department of Education, entering from a federal executive authority, entering from other organizations);
• 3 types of outgoing documents;

memos.