"The Tyumen State Medical University" accelerated internal processes with Docsvision

On December 27, 2016 the ABS-Consult company announced Docsvision system implementation at the Tyumen State Medical University.

FSBEI IN the Tyumen GMU (2016)

As a result of transition to electronic document management with assistance of specialists of ABS-Consult company in the system of university basic processes of office-work, approval of agreements and documentation for carrying out state procurements are regulated and automated. In 2016 through the web client of Docsvision remote departments of TyumGMU – all 60 departments as a part of 6 faculties are connected to EDMS. Especially actively a system is used by heads of divisions regarding control of production tasks and electronic archive of documents.

The university automated basic processes of office-work: registration, approval, signing of orders and orders, registration and creation of resolutions on the entering and outgoing documents, maintaining the nomenclature of affairs, report generation on execution. The second block which was transferred to an electronic form it is processes of approval of agreements and documentation for carrying out state procurements. According to specifics of the university specialists of ABS-Consult developed the qualifier of agreements and routes of approval of documentation for different types of expensive and profitable agreements, necessary reference books (types of purchase, faculties, specialty) are entered, cards and schemes of statuses on each agreement type with templates of the work documentation and specialized fields are developed, numbering rules are changed, the convenient register of agreements is developed, the role model corresponding to approval processes is configured.

During further development of a system in 2016 remote departments of the university – all 60 departments as a part of 6 faculties of university are connected to corporate EDMS through the web client of Docsvision. A system is in commercial operation: in it about 150 users are registered. More than 17,000 cards of documents are stored in the database of corporate EDMS. During operating time employees initiate in a system more than 2,000 approvals, nearly 4,000 resolutions and more than 50,000 tasks are created. Most actively EDMS is used by heads of divisions regarding control of production tasks and electronic archive of documents.

"Use of EDMS based on Docsvision 5 helped the university to lower costs for internal procedures, to accelerate them and to make more controlled. We thank ABS-Consult company for professional project management of implementation of EDMS that allowed a joint project team to select the correct tactics of implementation, to build high-quality communications with users, to react timely to changes of requirements and, eventually, to execute them in optimal terms with high quality". Irina Vasilyevna Medvedev, rector of the Tyumen state medical university, doctor of medical sciences, academician of RAS, professor, honored worker of science of the Russian Federation

"Before work in the Docsvision system on approval of the memo on purchases at us went TO the Tyumen GMU up to 2-3 weeks. Now the main part of such notes is approved within a day. Under approval of agreements terms were significantly reduced too and average 4-5 days, depending on a type of purchase (straight lines or biddings). The smartest — that I can quietly come to look where there is a memo on whom it hung up and to remind of it. It is not necessary to run and look for it on offices: always it is visible who signed who approved, even in case of substitution of the employee. Processes of approval of agreements are automated. By the way, before it it was necessary to formalize, agree these processes with all divisions about uniform rules, to create the corresponding qualifiers. Big and very useful work is carried out. The purpose of acceleration of processes of approval and quick search of necessary documents is reached completely".

"Before system implementation we, jointly with specialists of the University, did a great job on formalization of business logic regarding a contracted work: from creation of the list of all available agreement types and before creation of regulations under approval of agreements of each type. During these works we received accurate requirements to a system and a joint project team with smoothly running interactions and clear roles of participants that allowed to increase quality of an implementation project and to receive the result meeting expectations of the customer at the exit". Sergey Semyonov, CEO of ABS-Consult company