"White rast" using Docsvision optimized work with documents in the project of construction of TLTs

2019: Optimization of work with documents with implementation of Docsvision 5.4

On April 15, 2019 the company DocsVision announced increase in efficiency of work with documents in the project constructions transport-logistic a complex the company White rast"RUSSIAN RAILWAY(JSC).

TLTs Bely Rast LLC is subsidiary of JSC "Russian Railways" which purpose is construction of a transport and logistic complex of the last generation on the land plot of 180 hectares near the village White Rast of Dmitrovsky district of the Moscow region. With Docsvision system implementation work with the large volume of documentation accompanying the project is transferred to an electronic form.

Project implementation of construction assumes including the conclusion and service of agreements with contractors, the large volume of correspondence with partners, planning, setting and further tracking of execution of different tasks of the project. Work with correspondence, approval and agreement signature, preparation of minutes of meetings and formation of instructions on them with the subsequent tracking of execution were carried out manually – it not only required time expenditure of employees, but also did not exclude influence of a human factor. As this activity indirectly influences an adherence to deadlines of accomplishment of construction works, the decision on increase in its efficiency was made.

Different platforms and solutions for automation were considered by a project team of the Customer, a choice was made for benefit of the Russian Docsvision platform based on which specialists Smart-Docs presented an optimal solution and showed possibilities of further development of a system. Experts Smart-Docs booked audit of the existing processing of correspondence, agreements and also planning and tracking of the tasks set during the meeting. In the course of the interview of employees of the Customer the main requirements to implementation of the listed document types are collected and systematized. After preparation and approval of technical specifications, were executed setup of the solution in IT infrastructure of the customer and testing developed based on Docsvision 5.4 functionalities. Training of staff of TLTs Bely Rast LLC in work in a system was provided.

After implementation project completion all correspondence of TLTs Bely Rast LLC both with the external organizations, and in divisions, a contracted work, planning and tracking of works on construction of a transport and logistic complex are completely conducted in the Docsvision system.

Accomplishment of such office work processes as is automated

• accounting and consideration of incoming correspondence,
• preparation and approval of outgoing letters,
• preparation, approval, signing and registration of agreements.
• tracking of execution of conditions of agreements,
• formation of the minutes,
• setting of instructions and tracking of their accomplishment.

Results of implementation of EDMS in "TLTs "White Rast" are confirmed by the following changes:

• the problem of document retrieval consigned to the past since Docsvision contains information on all agreements and the related documents.
• terms of approval of documents were reduced, intermediate versions ceased to be lost.
• terms of pronouncement of the resolution and preparation of answers to the letters coming to the company were considerably reduced,
• formation and acquaintance of employees with the tasks designated during the meetings is automatically executed.
• the status of accomplishment of the delivered tasks can be kept track in the workflow system,
• the performing discipline in the company became better that the role of the controller is undertaken in time by the Docsvision system.

Thanks to participation in an implementation project of experts Smart-Docs, were succeeded not only to automate transactions with documents, but also to find weaknesses in the available business processes and to optimize them. TLTs "White Rast" was succeeded to reduce finance costs in these directions that was one of the main expectations from system implementation of electronic document management on the Docsvision platform.

2018

Staff of Smart-Docs company conducted an interview with representatives of business divisions of the company "TLTs "White Rast" in the course of which data on features a job with main types of documents are got. Basic processes on which accomplishment the greatest number of working time of employees manually left were: work with correspondence, approval and agreement signature, preparation of minutes of meetings and formation of instructions on them with the subsequent tracking of execution. The decision to transfer work with the specified document types to an electronic form first of all was made. Further processes of preparation of the main requirements to implementation of the listed document types, preparation and approval of technical specifications, setup of the solution in the Customer's infrastructure, testing of the developed functionality, training of employees of the Customer in work in a system are started, support at a stage of trial operation was given.

After project completion of implementation in "TLTs "White Rast" the following processes of the company are executed automatically:

• Accounting and consideration of incoming correspondence, preparation and approval of outgoing letters.
• Preparation, approval, signing, registration of agreements. Tracking of execution of conditions of agreements.
• Formation of the minutes, setting of instructions and tracking of their accomplishment.

Implementation project results EDMS Docsvision in "TLTs "White Rast":

• the problem of document retrieval consigned to the past since EDMS contains information on all agreements and the related documents, the arriving or sent correspondence
• thanks to automatic preparation of the final document revision on the basis of intermediate and to determination of routes of approval proceeding from a document type terms of approval of agreements and outgoing letters were reduced, intermediate document revisions ceased to be lost.
• terms of pronouncement of the resolution and preparation of answers to the letters coming to the company were considerably reduced.
• the instructions designated during the meetings form automatically, control of execution of the delivered tasks by e-mail or phone consigned to the past – the status of accomplishment can be kept track in the workflow system.
• The performing discipline in the company became better that the role of the controller of accomplishment of the delivered tasks or instructions undertakes EDMS on the Docsvision platform in time.