Shtokman Development Directum

The first stage of the project on implementation of the DIRECTUM ECM system in Shtokman Development AG was completed. Work on automation of the entering, outgoing and organizational and administrative documentation and also functions of control over execution of orders of the Chief executive officer was as a result carried out.

Situation

The project on mastering of the Shtokman gas-condensate field is unique on set of such factors as: scale and complexity of works, special climatic conditions around production and transportation of gas and also need of application of essentially new technical technological solutions for development process. Besides, special importance of the project is defined by strengthening of energy security of Russia and creation of base for transfer to Russia of modern technologies of management, design and production of industrial output for mastering of sea fields of hydrocarbons.

The Shtokman Development AG company pays much attention to the organization of management processes for the purpose of ensuring accomplishment of project tasks with proper quality and according to fixed terms. One of key components of all of management processes is documentary ensuring management as quality, terms of preparation, approval and document handling, directly affect success of accomplishment of project tasks in general.

Processes on work with white papers in Shtokman Development AG company are debugged and strictly regulated. A part of works was performed in electronic form: e-mail for mailing of documents for acquaintance was actively used, electronic journals of document registration and registers of orders of the Chief executive officer in the MS Excel were kept, electronic images of documents were stored on network drives. Essential amount of works with documents under approval, vising, control was executed by c use of paper carriers that caused certain inconveniences in tracking of a progress in execution of instructions, documents and to reporting. For example, for control of execution of orders of the Chief executive officer the responsible periodically requested interim statements by e-mail or by phone, and further manually updated the data obtained from different sources in the table Excel. Also, extra time and means were spent for printing and movement of documents on paper carriers between divisions in the company.

For increase in efficiency of work with white papers and orders of the Chief executive officer of Shtokman Development AG, company management it was decided to transfer document flow to an electronic form and to implement the system allowing to automate routine procedures of office-work and to increase the level of internal communications and transparency.

Selection

The choice of the system which is the most full answering to the purposes and tasks of Shtokman Development AG took place within the tender procedure. The customer prepared the detailed technical specifications including the list of all product requirements. Had an impact on the choice of a system not only to a possibility of the current version of a system, but perspective plans of the developer on development, expansion of opportunities and use of the latest technologies.

Based on the tender the right to signing of the contract to delivery of the software, the equipment and carrying out consulting and implementation works was provided to Akelon company on set of such factors as experience of similar large-scale implementations at the enterprises of the oil and gas industry, existence of positive reviews from customers and the fulfilled technology of implementation in strictly limited terms.

Based on the tender the right to signing of the contract to delivery of the software, the equipment and carrying out consulting and implementation works was provided to Akelon company on set of such factors as experience of similar large-scale implementations at the enterprises of the oil and gas industry, existence of positive reviews from customers and the fulfilled technology of implementation in strictly limited terms.

As the platform for creation of an electronic document management system the Russian development — the DIRECTUM system which is the recognized leader in Russia to the number of large successful implementations was selected. Primary features of this system are, first of all, focus on business needs of the client, existence of a large number of ready business solutions, the reasonable cost, scalability and permanent conducting works on improvement of a system by vendor, DIRECTUM company.

Task analysis

According to technical specifications, specialists of Akelon company should perform complex system implementation of DIRECTUM in Shtokman Development AG. Works included supply of equipment and software, a research and the description of business processes, user training, applied development, design of standard routes of the movement of documents, conducting tests and transfer of a system in experienced, and then and in commercial operation.

As the platform for creation of an electronic document management system the Russian development — the DIRECTUM system which is the recognized leader in Russia to the number of large successful implementations was selected. Primary features of this system are, first of all, focus on business needs of the client, existence of a large number of ready business solutions, the reasonable cost, scalability and permanent conducting works on improvement of a system by vendor, DIRECTUM company.

For convenience of collection of information on performing discipline development of the specialized reports containing the comprehensive information about work flow on orders of the Chief executive officer in convenient representation was required.

For implementation of process of approval of documents in electronic form development of standard routes which logic in full would correspond to the approved regulations of the Customer on preschool educational institution was planned. Also it was necessary to perform works on deployment of certificate authority and issue to key users of digital certificates for putting of the EDS.

Except all this a number of additional improvements of standard functionality of DIRECTUM was planned.

Solution

During the project the joint working group developed and implemented a number of the interesting solutions supplementing possibilities of standard functionality of the DIRECTUM system. The manager personal of such solutions the "Manager of Personal Planning of Execution of Instructions" application allowing users of a system to distribute more effectively working time and to control completion dates of orders of the Chief executive officer developed especially for Shtokman Development AG became planirovaniyaodny.

At an input in the Windows application system "The manager of personal planning of execution of instructions" is loaded into the user automatically and displays a current status of execution of instructions in the DIRECTUM system for this employee. If necessary it is possible to pass from an application interface to an order card into DIRECTUM and to the active tasks connected with order.

Standard opportunities of DIRECTUM for localization of the interface were expanded specialists of Akelon. The mechanism allowing to store details of key reference books in the Russian and English interpretation and to display values of details in Russian or English depending on an interface language of the user was developed. A card periodic zadachieto allowed to automate creation of bilingual documents and to increase convenience of work with a system to English-speaking users. Also the original solution — the periodic task allowing to appoint to contractors of a task of orders of the head in the DIRECTUM system automatically on in advance created schedule was used. It in turn allowed to avoid repeated repeated information input and to facilitate work of clerks and controllers.

Results

The Akelon company executed a full range of works on implementation of the DIRECTUM ECM system in Shtokman Development AG, including delivery of the server hardware for system deployment rapidly.

During work on implementation of DIRECTUM by teachers of Akelon company over 20 clerks and assistants to heads of Shtokman Development AG were trained and also seminars for heads of departments and managements are held.

The organizational and administrative documentation (OAD) stored earlier in network folders for last years was transferred to DIRECTUM. Since January, 2011 all entering, outgoing correspondence and OAD is brought and stored only in DIRECTUM and is registered in electronic journals of a system. All orders of the Chief executive officer are issued to contractors in electronic form, and control of execution of instructions is exercised in DIRECTUM using specially developed reports.

Already during trial operation by users of a system essential advantages of use of electronic document management instead of paper were mentioned. Work in DIRECTUM allowed employees to get a convenient information access and also to quickly find documents according to details and the contents.

Use of the DIRECTUM system allows to reduce terms from preparation and approval of documents. It is reached at the expense of the organization of electronic approval of documents using the EDS and application of automatically filled templates of electronic documents. The interested person can quickly get access to the electronic document revision in a system, define a current status of works on the document, browse the list of employees who signed the document EDS.

Prospects

The company management of Shktokman Development AG shows active interest in further development of the DIRECTUM system: accumulation of functionality and automation of new business processes. Now negotiations on a number of the perspective directions of development such as are conducted: further profound localization of the interface and data of the DIRECTUM system, integration with the financial accounting system of 1C and implementation of business solutions "DIRECTUM: Financial archive", "DIRECTUM: Approval of invoices for payment", "DIRECTUM: Contract management".

In the nearest future users of branches in Murmansk, St. Petersburg, Teriberka and also the staff of representative office of Shtokman Development AG in Paris will be connected to the DIRECTUM system. Connection of remote users will be performed on high-speed fiber optic communication channels through the desktop-client of DIRECTUM and also using web access and mobile access.

Impressions

Maxim Bichuk, the project manager of Shktokman Development AG, so comments on the project: "It should be noted that system implementation of DIRECTUM passed in a condition of tight temporary restriction in 2 months. Specialists of Akelon company jointly with specialists of our Response company about implementation of DIRECTUM in Shtokman (preview) implemented the project in the stipulated terms without damage to quality of implementation. All stages of the project from a research before transfer of a system to commercial operation were passed in full and on the scheme which is in advance explicitly stated by the parties. Already during trial operation our employees noted profitable advantages of work in the DIRECTUM system. Such were especially mentioned: convenient online access to information, a possibility of fast variable document retrieval and joint work over documents, decrease in time for preparation and approval of documents, efficiency of delivery of instructions to contractors and convenience of control of execution of instructions. We consider that the goals of this stage of system implementation of electronic document management of DIRECTUM are achieved and in the short term we expect on average 10-15% of increase in efficiency of all automated processes".