Russian Railway transferred 100 thousand employees to new EDMS: the reached effect

2007: Start of the project

In 2007 the management of JSC "Russian Railways" made the decision to automate document flow of Management personnel, branches and subsidiaries of JSC "Russian Railways".

The main premises of implementation of the Single Automated System of Document Flow (SASDF) in JSC "Russian Railways" were:

• Lack of the general standards and instruments of work with documents, both at the level of Management personnel, and at the level of branches and subsidiaries of JSC "Russian Railways";
• Lack of the formalized reconciliation procedures of documents within several divisions of JSC "Russian Railways";
• Lack of end-to-end control of execution of instructions.

These factors had negative effect on performing discipline and led to uncontrollable increase in terms of document handling that, in turn, negatively affected efficiency, relevance and quality of management decisions.

With respect thereto, within the project on implementation of EASD in JSC "Russian Railways" the following tasks were set for TEKORA company:

• Formalization and simplification of work with documents;
• Creation of the effective mechanism of control of execution of instructions;
• Ensuring timely and high-quality providing necessary information to the management;
• Acceleration of information flows and reduction of number of errors at acceptance of management decisions;
• Consolidation of Management personnel, branches and subsidiaries of JSC "Russian Railways" in a common information space of electronic exchange of documents and management information.

As a software platform for implementation of EASD software products of SAP AG company were selected from JSC "Russian Railways". The choice of this platform provided the following advantages:

• Possibility of use of the centralized reference books of SAP systems, for example, the reference book of an organization structure of the company;
• Natural integration of EASD with the systems of SAP existing in JSC "Russian Railways" for connection of electronic documents with economic transactions;
• Presence of the prepared personnel for administration, implementations, further development and support of EASD;
• Existence of ready infrastructure for training of employees, groups of implementation and end users of EASD.

Key stages of the project

In August, 2007 EASD was put into commercial operation on a pilot polygon – in three divisions of Management personnel of JSC "Russian Railways" (Department of the administration, Department of informatization and corporate management processes, Department of investment activities) and in two branches of JSC "Russian Railway" (Major computer center, the Transinform). About 1,000 users worked at this stage in EASD.

During the period from August, 2007 to February, 2008 EASD was put into commercial operation in all Departments of Management personnel of JSC "Russian Railways". About 3,500 users worked at this stage in EASD.

From 2008 to 2010 specialists of TEKORA company developed new functionality of EASD. Including were implemented functionality: "Workplace of the Head" (WH), Contracted work, etc. By the end of 2010 in EASD about 8,000 users worked.

Since 2010 implementation of EASD in branches and subsidiaries of JSC "Russian Railways" is performed.

Now in EASD about 10,400 users – employees of Management personnel, branches and subsidiaries of JSC "Russian Railways" work.

Development perspectives

The management of JSC "Russian Railways" is going to optimize processes of electronic document management of the company and to reduce paper document flow by 50%. At the same time it is expected that in EASD about 22,000 users will work.

During the period from 2011 to 2012 the TEKORA company will develop functionality of EASD proceeding from effective objectives.

Main project deliverables

Implementation of EASD in JSC "Russian Railways" provided:

• High level of efficiency of management of documents;
• Optimization of labor costs of staff of JSC "Russian Railways" during the work with all document types;
• Increase in performing discipline of staff of JSC "Russian Railways";
• Increase in efficiency of acceptance of management decisions by heads of all levels of management of JSC "Russian Railways";
• Creation of a common information space of the exchange of documents which integrated Management personnel, branches and subsidiaries of JSC "Russian Railways";
• Timely and high-quality providing necessary information to the management of JSC "Russian Railways".

Within the project a number of tasks of the following functional areas of document management, important for JSC "Russian Railways", in the company was solved:

• Office. The possibility of registration of paper documents according to SSDEM (State System of Documentary Ensuring Management) is provided. Functions of creation and support of necessary quantity of types of registration cards, input and editing details, assignments to documents of registration numbers, printing of registration cards are implemented.
• Contract management. Process of preparation, approval, vising, signing and registration of agreements and related documents and also operational work with them is organized (search, the analysis, editing, etc.).
• Citizens' appeal and organizations. Work with citizens' appeals according to Federal Law No. 59-FZ "About an order of consideration of citizens' appeals of the Russian Federation" in the state organizations and on large enterprises is organized.
• Requests for business trips and holidays. Process of consideration and approval of applications for business trips/holidays and information transfers in HR department for execution of necessary administrative documents is organized.
• Work with electronic files. Functions of work with files, the automated input of documents from paper carriers (stream and individual scanning of paper documents), management of hierarchies of documents, version control and the statuses of documents are implemented; signings of files using the EDS.
• Execution control. The possibility of control on terms of execution of operations over documents (approval and document approval, performance of resolutions, etc.) is provided. The functionality of notifications about receipt of new documents, reminders on instructions and also informing on violation of completion dates of documents, including by e-mail is implemented. The corresponding reporting is developed.
• Routing of documents and business process management of their processing. Routes of passing of documents for each type of registration cards (workflow) are created and configured.
• Off-line client. The automated workplace of the head (WH) allowing to work with a system in a standalone mode (off-line client) is developed for the President of JSC "Russian Railways" and upper managers.

2013: Russian Railway transferred 100 thousand employees to new EDMS: the reached effect

In December, 2013 TEKORA reported that the number of users of EDMS in Russian Railway reached about 100 thousand employees in management personnel, 53 branches and 15 subsidiaries across all Russia. Thus, this project became one of the most large-scale implementation projects of electronic document management systems in the Russian companies, note in the company.

The functionality of a system covers a full stroke of clerical document flow: the entering and outgoing correspondence, organizational and administrative documentation, agreements, instructions, citizens' appeals, requests for business trips and holidays. The mobile jobs allowing to work in a system independently, in turn, were developed for heads of Russian Railway.

By the end of 2013 in Russian Railway counted effects of transition to a new system in percentage indicators. So, according to TEKORA, search time of documents was reduced by employees approximately by 20%, approval of agreements, letters and organizationally administrative documents began to happen 30% quicker, the quantity of the user errors decreased by 30%, and delivery time of documents through the whole country was reduced by 50%.

Besides, time of creation of the reporting under documents for 20%, time of processing of business trips/holidays - was reduced by 30%, and the transparency of passing of the document in general increased efficiency of document flow by 50%.

In Russian Railway give an example that delivery dates of documents and instructions to regions of the Far East were reduced from 2-3 weeks to 2-3 minutes.

Now, according to the order of the management of Russian Railway, users of EDMS pass to paperless document flow in the company at the expense of what considerable resource optimization of the company is expected.

Daily in EDMS "Russian Railway" more than 55 thousand documents are registered, and all for the end of 2013 more than 30 million cards and more than 17 million files are entered into a system, bring data into Russian Railway. Representatives of TEKORA told TAdviser that the control system of execution of documents of AS Document flow which was earlier used in the company did not provide storage of document files.