Southern Federal University (EDMS - DocsVision)

• The project - licenses: 50
• The project - users: 50
• The distributed solution: YES
• Office-work: YES
• Process management: YES
• Administrative office-work: NO
• ServiceDesk: NO
• Development on the DocsVision platform: NO
• The gateway to 1C: Enterprise: NO
• The gateway to Microsoft Office SharePoint Server: YES
• The gateway to Microsoft Dynamics AX: NO
• Other gateways: NO
• Electronic digital signature: NO

The solution is intended for automation of work with correspondence, organizational and administrative documentation, intra high school regulating documents, documents of the conclusion of public contracts, etc. Within the project integration into Microsoft SharePoint Portal Server using the gateway DocsVision will be performed. In the long term the university plans as it is qualitative, and to quantitatively increase DocsVision use scales: approval of agreements, implementation of a guidance loop public contracts and also formation of electronic archive. Number of users: 50 people. During the project it is going to organize work of remote workers — they will have an opportunity to address a system via the web access server. Solution type: setup of the Office-work and Process management applications.

The university is located in Rostov-on-Don and Taganrog and has eight branches in the Southern and North Caucasian federal districts. The geographically distributed structure and a broad spectrum of the tasks set for university set the management thinking on search of methods of increase in efficiency of internal processes using advanced technologies. At the end of 2008 the decision on implementation at the EDMS Docsvision university was made.

The project was entrusted by Intellectika companies. At first work of office of the university administration was automated, the electronic archive of documents is organized. Further step by step organized work in electronic form with correspondence, organizational and administrative documentation, regulations, documents of the conclusion of public contracts. Training of employees was at the same time provided.

Flows of processes and people who perform these processes are behind each document. Implementation of EDMS in the organization allows office to accelerate office-work process, and to top managers — to control the processes connected with the movement of documents and to configure privacy policy on a hierarchy level.

EDMS does involved in document flow in the organization of each employee performing a task, including making the decision on the document. Heads of divisions are interwoven into the general online chain of passing of documents on instances: append the electronic signature and send "paper" further. The word "paper" really should be zakavychit because EDMS saves from need to print excess copies. And, above all — nothing is lost!

And there is a little more statistics. In the standard organization before implementation of EDMS of 20% of instructions are not executed on an absence reason of control and a human factor in time, and every fifth of this quantity is not executed at all. 30% of paper documents are not at the right time, and 5% from them – disappear irrevocably.

After implementation of EDMS the routine transactions of employees connected with search, storage and movement of documents are reduced by 50%. Speed of passing of documents increases four times. Use of paper carriers decreases at least twice.

Through Docsvision the problem of losses and failures at document transfer connected with a large number of divisions and their wide geography was solved. Eventually university as it is qualitative, and quantitatively increased scales of use of a system, upgraded to new versions of Docsvision.

In the project issues of control of performing discipline are resolved and transition to Docsvision most current release prepares.