The IT increased efficiency of work with documents in JSC Kvadra

The IT company completed the first stage of replication of a system BOSS-Referent in JSC Quadra-Generating Company (earlier — JSC Territorial Generating Company No. 4 — TGC-4). In a project deliverable Quadra had an opportunity to increase quality and speed of work with documents in the conditions of the distributed structure.

JSC Kvadra is the large Russian energy company which core activities are: production, transportation of electrical and thermal energy and also provision of services on management of energy business. The company has the wide branch network distributed across all Central Federal District. In connection with change of owners in the company there was restructuring, a part of a managerial personnel was transferred to the Moscow branch and, as a result, sharply there was a question of streamlining of processes of the general document flow. In particular, the comprehensive reference of the nomenclature of affairs and a set of other reference books, more perfect search mechanisms, opportunities to quickly conduct all work on preparation and approval of agreements, to register routes of the movement of documents was required. Besides, it was necessary to organize work of all branches in a common information space.

Before transition to specialized EDMS in Quadra the portal solution for work with documents was already used. However new strict requirements to conducting document flow caused the necessity of use of more modern and powerful tool. At the same time the customer already had an experience with Lotus family products (on their base document flow was implemented) and in the state there were qualified specialists in this software platform.

Initially a system BOSS-Referent was implemented on 300 jobs in central office in Tula and at the Moscow office. Then a system was unrolled in one of branches. The Tula branch was selected not accidentally, his employees, generally from IT management, were already the most directly involved in implementation of EDMS in central office. At this stage 200 more users were added to corporate EDMS. Besides, system implementation in the Tula branch allowed to solve the major problem — to debug remote interaction and communication in the distributed information environment. It, undoubtedly, will be useful within development of the project and further replication of a system.

"The subject of implementation of modern EDMS at us that is called ripened, and the question rose very sharply as, on the one hand, the company develops, new offices are opened, and with another — the management of Kwadra imposes strict requirements to unification and an order of approval of the distributed documents. The implemented system allowed not only to bring the general order in the course of document flow, but also created mechanisms of management of dokumentooriyentirovanny processes that is especially important for the company of the distributed type" — the manager of office of JSC Kwadra Yury Kukushkin notes. — "Results of system operation not only justified, but also exceeded expectations. A system carried out all tasks set for it and already showed such performance indicators as reduction of average time of passing of documents, gain of control of performing discipline. Now documents cannot just be lost" — Tatyana Ignatova, the project manager of implementation of EDMS of Kvadra company notes.

Until the end of 2011 replication of a system BOSS-Referent is planned for three branches located in Smolensk, Bryansk and Belgorod. Then all other filial structures also will be connected to corporate EDMS.