Russian Post increases efficiency and customer focus using the solution "1C: Document Flow"

The electronic document management system of Russian Post is intended for process automation of documentary enterprise management, including document registration, their approval, a statement and signing (including signing by the electronic signature), for formation of instructions according to the document (paragraphs of the document), reports on results of activity of users of EDMS.

2018

Start of ESED in commercial operation

On June 13, 2019 "1C Company announced start in commercial operation of ESED based on "1C: Document Flow" in FGUP Russian Post. 36,000 users more than in 1,000 divisions of FGUP Russian Post through the whole country are already connected to a system. For the enterprise it became the next step of the strategy implementation providing increase in efficiency, competitiveness and customer focus.

For increase in efficiency it was important to Russian Post to provide operational exchange of documents between management personnel and regional representative offices, to overcome "scrappy" business process automation and to transfer a considerable part of document flow and the reporting to an electronic form. For this purpose the productive electronic document management system (EDMS) with broad functionality was required.

According to the results of an open competition on upgrade of an electronic document management system of Russian Post the 1C: Document Flow program on the scalable high-performance platform "1C:Enterprise 8" was selected.

Project implementation took place from August, 2016 to December, 2018. Works included preliminary survey and the analysis of document types of FGUP Russian Post, processing of documents, their optimization. Thanks to active participation in the draft of the guide and specialists of Russian Post it was succeeded not only to complete implementation of ESED, but also already on pilot starts to gain effects, significant for business. So, the first documents were processed in December, 2016 in Rostov and Voronezh.

Key feature of EDMS of Russian Post - a combination of scale and stable performance. As of June, 2019 ESED covered management personnel the enterprise, 86 branches, more than 1,000 isolated structural divisions in the country and abroad. Daily in a system register 5,000 new documents, work with the entering and outgoing correspondence, organizational and administrative documents, citizens' appeals and the organizations, by contractual documents, commercial conditions, documents on purchasing activity, the archive documentation and other document types is automated.

For storages and the organizations data it is applied freely extended PostgreSQL DBMS, working under management OS Linux.

Feature of ESED of Russian Post it is possible to call the highly effective mechanism of data exchange. It not only supports operational regular exchange of documents between management personnel of the enterprise and regions, but also provides a repeated stock of performance on a case, for example, of unplanned bulk mailings of documents.

In a system the advanced functionality designed to exclude the wrong and inexact actions for work with documents, to simplify interaction of employees is also applied. For example, parallel editing documents gives the chance to several employees at the same time to make corrections and to browse notes of colleagues in real time. The protocol of disagreements allows to escalate controversial notes according to documents on the responsible for decision-making. Rules of communication allow to observe automatically at the organization of interaction hierarchy of managerial levels of employees and divisions. In addition to listed, also other technology developments are used.

ESED of Russian Post is integrated with internal information systems: Central database of personnel information, Information system of processing of citizens' appeals, Management system for legal cases, Automated information system of management of the order, etc.

Thanks to ample opportunities of flexible configuration of business processes throughout use of a system it will be possible to solve new relevant problems of the organization of documentary ensuring enterprise management, of optimization of interaction of employees and divisions with its help, claim in 1C.

"The single system of electronic document management allowed us to accelerate internal business processes considerably. We integrated more than 1000 offices in our company, implemented standard templates of business processes and considerably accelerated decision making process. In the market it is extremely important - to make fast decisions and to quickly implement these solutions in life", noted Sergey Emelchenkov, the deputy CEO for information technologies and development of digital services of FGUP Russian Post

High-performance, large-scale ESED based on the solution "1C: Document Flow" helped Russian Post to integrate numerous branches and post offices in one end-to-end managerial structure, thus - to increase effective management of the enterprise and to reduce operating costs. As a result of implementation of ESED at all levels of an organization structure it was succeeded to reduce paper document flow by 35%, to lower labor costs on document handling by 10%, time of execution of requests on selection of documents for 50%, to considerably reduce terms of approval of documents, to increase the level of control of execution of documents and instructions.

Further expansion of functionality of ESED of Russian Post, closer integration with the key systems of the enterprise is planned thanks to what it can be considered as one of platforms around which large-scale digital transformation of state company will develop.

Intermediate results of the project

A system integrates 16,900 users. At the moment in the ESED system of Russian Post there are 2,400,000 documents. And daily their number increases by 4,300 pieces of 25% of all documents is transferred completely to an electronic form. Access to a system is possible both from desktop working computers, and from mobile devices.

"System implementation of electronic turnover allowed to reduce number of "manual" transactions by preparation of the draft document. Document handling terms due to preset tuning of a route of approval and leaving from need of selection approving and the subsequent control of process by his initiator are reduced. Also the mechanism of parallel editing the document was implemented that gives the chance at the same time to make corrections and to see comments of colleagues in real time", - the deputy CEO of Russian Post for information technologies and development of new products Sergey Emelchenkov told.

ESED increases performing discipline due to establishment of completion dates of instructions, control of their observance and also collecting of analytics and the reporting upon execution. A system stimulates timeliness of document handling thanks to regular notifications with different methods (mail, pop-up windows, the SMS) of employees about receipt of tasks by it, approach of terms of accomplishment of a task and delay of execution.

Besides, due to use of ESED load of employees of archive service due to automation of functions of archive is reduced.

2017

Implementation of EDMS in Russian Post

• 86 branches through the whole country
• 40,000 jobs
• 5+ one million documents a year (Entering, proceeding, citizens' appeals, ORD, SZ, protocols, instructions, agreements, purchases and so forth)
• Integration with 16 other systems

The methodology is developed
Development of the program comes to an end

• 800+ of requirements
• From simple (new report on execution of documents)
• Dotsely subsystems (complete accounting of archive of documents of the enterprise)

3000 pages of the project documentation
Development is conducted by 1C and 1C-Softrayz
Many unique solutions are developed, for example

• Document handling matrix
• Approval without entering of changes into the document
• Multiple resolutions
• Execution on points
• CAP on mobile
• High-speed data exchange between nodes
• And a lot of things still

By results we will release "1C: Document Flow of Holding"

2016

Contractor Selection

The winner of the tender^[1] was selected in June, 2016.

Applications for participation in the tender of Mail were submitted:

• Digital Design (the "related" company of the producer of the current EDMS "Mails" - DocsVision),
• Croc (in consortium with EOS Group),
• AMT Group (the vendor is unknown),
• Technoserv (together with Haulmont and Technoserv Consulting)
• NCI (together with Lanit and 1C-KSU).

The smallest price - 175 million rubles - offered Technoserv and Digital Design in the requests. The most expensive requests with the prices equal to maximum - 194,324,200.67 - at AMT Group and NCI. The Croc estimated the services at 189.4 million rubles.

The maximum number of points was gained by consortium of "The national center of informatization", Lanita and 1C-KSU. First of all, advantages were got thanks to criteria about the amount of contracts for accomplishment of similar services. As a result of NCI it was recognized by the winner of competition.

Declaration of plans of replacement of EDMS

In May, 2016 Russian Post announced competition at the choice of the contractor for upgrade of an electronic document management system.

As it appears from technical specifications of the enterprise, in fact it is about the replacement with the operating EDMS DocsVision 4.5 implemented in 2011 and upgraded in 2013 by the new platform.

Need of replacement of EDMS for Mail is explained with serious instability of its work that is expressed in decline in production, daily incidents on violation of operability of system processes and processes of approval.

The instability reason at the enterprise see that the operating EDMS was not expected the connected volume of users. The architecture of an information system was projected and developed by the principle of centralized accounting of documents of management personnel at the rate of 500-800 users, and as of 2016 the volume of the users working in EDMS increased by 1.6 times to 1300 people.

Besides, need of process automation of approval of internal documents of Russian Post between all structural divisions, including branches, post offices and the planned macroregions was revealed.

For the purpose of the solution of the revealed problems and requirements considerable upgrade of an electronic document management system is necessary that requires review of architecture of EDMS FGUP Russian Post in general and the choice of the new platform in particular, said in terms of reference

Russian Post is ready to invest nearly 200 million rubles in updating of an electronic document management system

According to terms of reference, the number of users of a new system can reach 40 thousand.

The starting price of the contract was determined in the amount of 194.3 million rubles from which 117.6 million are supposed to be paid for works on upgrade, 76.7 million - for software licenses.

For determination of the starting price Mail sent inquiries to the companies "IT", "I-Teco" Directum, "1C" and EOS GROUP, and then calculated an arithmetic average between their offers.

Project deadline - 455 days from the date of signing of the contract.

Among requirements to EDMS in the technical project it is noted that it should be implemented on the software included in the register of the Russian software. As of May, 2016 it contains a number of products of this class, in particular, "1C. Document flow", Case, Directum, DocsVision, "E1 Euphrates", "M1:ECM the Platform" (based on EMC Documentum), etc.

New EDMS of Russian Post should be integrated with an electronic document management system of the Ministry of Telecom and Mass Communications which uses the product "Practice" developed by the Tatarstan company "Workflow systems". As of May 10, 2016 Practice in the register of the Russian software was absent.

The president of DocsVision Vladimir Andreyev said TAdviser that the solution working in Russian Post is deployed on a system which was developed 6 years ago. Docsvision 4.5 is the last release of a system which was projected at the beginning of two-thousand years and does not conform to today's requirements for scalability (after it 4 updates were released, including major transition to the version of Docsvision 5).

As of May, 2016 the version of Docsvision 5.4 is relevant, Andreyev added. It is significantly processed in terms of both architecture, and functionality based on the experience accumulated as a result of implementation of large projects.

The project of migration in itself of the implemented specific solution on the new version, taking into account significantly the changed requirements for scaling and new functional requirements, is the big and serious project. Desire of the customer to consider different options of its implementation is quite reasonable, the president of DocsVision said

Notes