Specialized Installation and Operation Institution of Tomsk Oblast (SMEU)

2022: Implementation of "1C: Document flow of the state institution "

"First Bit" in express mode automated the document flow of the Specialized Assembly and Operation Institution of the Tomsk Region (SMEU), which since 1976 has been responsible for road signs and traffic lights in the region. This "First Bit" reported on April 4, 2024.

The previous 46 years, all SMEU documents were kept on paper. They were stored in the offices of employees, and after the expiration of time, folders with papers were transferred to the archive, the content of which became more and more expensive every year.

Also, the SMEU had problems with the coordination of documents: they could be lost or completely lost their relevance due to the long approval periods.

To transfer paper documents to an electronic archive and make the process of signing new documents transparent and fast, the management decided to automate the document flow within the institution.

With this task, they turned to the Tomsk office of the IT integrator "First Bit," and a joint project began on the express implementation of the solution "1C: Document Flow of public institution" (1S:DGU) - programs from 1C to automate document flow in state and municipal institutions.

An important feature of the project was the limited time frame: the system had to be launched in just three weeks.

We chose the First Bit for two reasons. The first is their previous experience in implementing 1C: Document flow and the first place in the 1C rating. The second is that they were quite flexible, fast and at the same time undoubtedly professional. We are very pleased with the results. Now all employees work in 1C: Document Flow. We see where this or that document is now, what comments there are on it, and we estimate an increase in the speed of work by 30%, - said Alexander, legal adviser to the SMEU of the Tomsk Region.

Specialists of the Tomsk office of the First Bit company have collected the types of documents used in the SMEU, and for each of them they have prescribed a traffic route: who sends, who coordinates, who signs, who just needs to get acquainted. To speed up the work, the stage of modeling the system on the test base was combined with the training of the key user - the person responsible for document management in SMEU. He saw the process of setting up processes, made edits and simultaneously learned how to work in the system.

When the simulation was completed, the specialist of the First Bit transferred the configured system to the client server, then it was tested on work tasks by SMEU employees.

The document manager worked in the program himself and trained the rest of the employees. If employees had questions, they turned to the First Bit team. Upon request, specialists conducted training and showed how to perform the desired action in the client's program.

The 1C: Document Flow of public institution program was launched in the Specialized Installation and Operation Institution of the Tomsk Region by December 27, 2022. Since January, all employees have created, coordinated and signed internal documents in 1C. Electronic documents are processed much faster than paper documents, cannot be "lost" and do not take up space on the shelves.