UK "Blekvud" left EDMS Euphrates on Directum

Project Objectives:

• Setup of the DIRECTUM system under business processes of the customer.
• Migration of historical data from EDMS EUPHRATES in EDMS DIRECTUM.

The used solutions and services:

• Office;
• Contract management.

Features of implementation:

• Separate IT landscape (Mac, Windows);
• Need of web access;
• Slozhnoraspredelenny organization structure (branch network).

Project Results:

• Element marked spiskaoptimizirovana the following internal processes of the organizations are also automated:

• Registration and approval of incoming documents, pronouncement of resolutions and control of their execution;
• Registration and approval of outgoing and internal documents;
• Approval and registration of agreements and all accompanying contractual documents;
• Approval and invoices for payment.

Project History

Several years the Blekvud company worked in an electronic document management system Euphrates. All these years specialists of IT department of the company constantly worked on a system as business challenges of the company increased and became complicated, and update of EDMS EUPHRATES was released extremely seldom. Gradually a system ceased to meet requirements, and the company integrator could not propose an optimal solution therefore the Chief information officer of UK Blekvud made the decision to replace an electronic document management system.

Based on competitive selection of the project by integrator TANAIS company which proposed the solution on the DIRECTUM platform was selected.

The project manager implementation from company TANAIS, Ivan Seryodkin, notes that this project was rather interesting and contained many difficult tasks at each stage:

"At a stage of inspection by specialists of TANAIS company the research of the working EUPHRATES system and the scheme of the current routes was conducted.

During the analysis of collected data business process optimization was performed, namely it was succeeded to reduce quantity of routes under agreements and accounts from 14 to 2. It managed to be made due to introduction of the concept "category" at agreements and accounts and also thanks to an approval matrix using which it was succeeded to structure approval processes.

Also interestingly the fact that within the project migration of historical data from the current EUPHRATES system was provided in the DIRECTUM system. Due to the large volume and complex structure, data transfer is divided into 3 parts of work:

• transfer of the reference information;
• transfer of documents (bodies and cards);
• transfer of information on business processes (sheets of approval).

Within migration from the EUPHRATES system more than 10,000 different bodies of documents and also a smigrirovana of information on more than 5,000 business processes were transferred to the DIRECTUM system."'

Project Steps

Let's stop in more detail at each stage of an implementation project and we will consider features and effectiveness of each stage.

1 stage: Inspection and design

At this stage specialists of TANAIS company conducted a research of the working EUPHRATES system and the scheme of the current routes.

Project Features:

• difficult process of approval of agreements: it is a lot of conditions which need to be considered; it is a lot of observers who change at each stage of approval of the agreement.
• slozhnoraspredelenny organization structure (branch network).

At this stage business process optimization was performed, in particular, - the quantity of routes is sharply reduced: 2 instead of 14. It managed to be made due to introduction of the concept "category" at the agreement. Depending on category the agreement goes along a certain route. Earlier, when choosing a route independently errors occurred by the user, often, users were confused.

The similar situation on optimization of routes happened also to accounts. Specialists of TANAIS company made a matrix of approval of accounts thanks to which it was succeeded to structure process of approval of accounts.

Results of work on the first an implementation stage:

• users began to be confused less in the choice of a route;
• the number of manual entry was reduced (so, for example, now when choosing "project manager", all other reference information automatically becomes attached to the document).

2 stage: Adaptation of a system and deployment

The stage was interesting by technical solution of integration into the Active Directory program in which Blekvud UK company stores the list of users. The integration module developed by TANAIS company performs the following functions:

• only the following entities are integrated: users, logins of users;
• data transmission comes only in one direction, from the Active Directory in DIRECTUM.

Our completion allowed to synchronize automatically information with the Active Directory and to update with the set frequency.

Unlike other projects, in Blekvud UK company training both the working group and line managers, and ordinary users was provided that allowed to accelerate process of transition to EDMS DIRECTUM considerably. The main part of users works in DIRECTUM through the thick client (work with reference books goes through the thick client), but a number of users – through web access.

3 stage: Data migration

Within the project migration of historical data from the current EUPHRATES system was provided in the DIRECTUM system. Due to the large volume and complex structure, data transfer is divided into 3 parts of work:

• transfer of reference books;
• transfer of documents (body and cards);
• transfer of information on business processes (sheet of approval).

Statistics on the migrated data:

• More than 5000 documents are transferred (taking into account different document revisions – more than 10000 different bodies of documents)
• It is postponed information on more than 5000 business processes

Project Development

Since start of the DIRECTUM system in commercial operation, the TANAIS company undertook complete maintenance of a system.

In plans of Blekvud UK company to actively develop EDMS DIRECTUM in the following directions:

• Replication of the solution on other branches which are not involved within the project namely is about transition from EDMS Euphrates to EDMS DIRECTUM.
• Complication of business processes.