"Pioneer" created a common information space using EOS for SharePoint

2019: Implementation of EOS for SharePoint

On September 16, 2019 the EOS Group company reported that in Pioner Group implementation of EDMS is complete. For creation of a common information space and process automation of documentary providing the solution EOS for SharePoint is selected. As of September, 2019 in it 500 employees work. The project is implemented by Ofis-Dok company.

Before implementation of EOS for SharePoint in Pioner Group the situation typical for many large dynamically developing structures was observed: the separate systems of work with documents created on different versions of the SharePoint platform (the investigation – problems with high-speed performance and information exchange) plus a large number of other specialized software products (the investigation – difficulties with export/import and duplication of data).

Creation of uniform space for information exchange ̆ between participants of business processes of the company and different corporate systems became a main goal of implementation of EOS for SharePoint in Pioner Group. It was required to the customer:

• replace the separate systems for work with documents with uniform, resolve high-speed performance issues;
• optimize business processes of documentary providing, approval of partners, to adjust control of completion dates of instructions, to provide flexibility and speed of document retrieval;
• create uniform infrastructure of exchange of documents due to integration of EDMS with a wide pool of other programs (for accounting needs, for project management, legal services, HR department and some other divisions).

A large number of integration of different products among themselves via the data bus became the main feature of the project. In general for works on implementation about half a year was required.

On a preparatory stage specialists of Ofis-Dok company investigated IT infrastructure and defined an order of embedding in it of EDMS, analyzed the business processes which are subject to automation, developed rules of setup, prepared historical data for migration and also the existing reference books for integration. Then key tasks which were required to be solved using EOS for SharePoint were finally defined:

• formation of uniform storage of the electronic documents created and processed in EDMS;
• determination and setup of routes of the movement and lifecycles of the documents processed in an EDMS circuit;
• process automation of creation, statement, registration, control of execution, mailing, document retrieval;
• development of functions and processes of approval;
• work with key reference books;
• management of access rights;
• development of the user interface (including forms of input-output and the menu).

During implementation document processes from available EDMS are transferred to EOS for SharePoint and adapted taking into account relevant changes in activity of the company. A system migrated on the Microsoft SharePoint 2016 platform. As a result in EDMS the major business processes are automated: general document flow; works on agreements with buyers; under employment contracts and agreements of the CFD; work with requests (powers of attorney, development of agreements); approval of partners and some other. The possibility of secure access for external users is implemented.

Also within the project services of integration with CRM, with the data bus and the module of migration of historical data in EDMS are developed. Ergonomics of an automated workplace and style of the user interface are finished. A design of a system is executed in corporate flowers according to brendbuky the customer. For key users specialists of Ofis-Dok company provide training.

Works on setup and testing were completed in December, 2018. All tasks set at the time of start of the project are solved in the expected time. Since January, 2019 trial operation began, and since February EOS for SharePoint is started in completely industrial mode.

Experience of use of EOS for SharePoint in 2019 gives the chance to estimate the first results of implementation of EDMS. Specialists of Pioner Group note that approval became more "transparent" – clear, who and as long has a document. Approval of partners for a security service became more convenient. Besides, EDMS allowed to begin business process optimization of approval of documents.

The customer continues to improve the created IT infrastructure. In cooperation with Ofis-Dok company the highly specialized functionality is improved, are configured additional integration, new users study. There are also perspective tasks, on the future: automation of work with archive and archive document storage; development of reports on terms of approval of documents (for the purpose of influence on increase in performing discipline); expansion of rekvizitny structure, adding of processes of exchange with other systems via the data bus and some other.