The Tula pedagogical university completes workflow automation

The Tula state pedagogical university to them L N Tolstoy completed the project of workflow automation based on the system Case developed companies "Electronic Office Systems". The project was executed by SoftExpert company (Tula).

The university is the only professional pedagogical educational institution of higher education of the Tula region. TGPU of L.N. Tolstoy has 54 departments and 12 faculties, the Center of pre-university preparation and professional orientation, regional lyceum at TGPU of L.N. Tolstoy. At the university training in 44 specialties and the directions of higher education, 22 specialties of postgraduate professional education, 12 programs of additional education is provided.

The first phase of the project of automation was completed on section of the entering and outgoing correspondence. At the first stage it was required to check functionality of a system and a possibility of its adaptation under specifics of the university.

On June 1, 2010 EDMS with a total quantity of jobs 47 was brought into commercial operation (including line scanning, scanning, search in a barcode).

As a result of work on two stages of implementation the following modules were automated: the entering documentation; outgoing documentation; organizational and administrative documents of the university (orders on primary activity, orders on staff of students); personnel documents; internal documents of divisions; agreements of structural divisions.

For increase in efficiency of work planning of the university and its management and also for gain of control of performance of Resolutions of the Academic council and Council at the rector the scheme of work with these documents in EDMS was offered to consideration.

Now are configured and there undergo approbation modules of work with documents of the Academic council and Council at the rector.

In a project deliverable there was an opportunity more effectively to organize collective work on documents; productivity of work with draft documents regarding approval and a statement its in electronic form increased; control of execution of orders of the rector and vice rectors amplified.

Use of technology of line scanning and scaling of a system allowed to unsubscribe paper copies of the document that considerably lowered fixed costs of the university on supplies for the multiple copying equipment, on paper, on release of the physical place for information storage in paper form. Besides, costs of time for information processing were significantly reduced; the efficiency of obtaining necessary information increased – there was an opportunity at any moment to learn at whom where and at what stage of work there is a document.

Further connection to EDMS of departments of faculties, automation of archive of the university, use of technology of legally significant document flow is planned.