ZOTA automated key processes of document flow using DirectumRX

2018: DirectumRX implementation results

On April 24, 2018 the ZOTA company reported results of the implementing solution DirectumRX. The company independently implemented an implementation project: automation covered 4 territorially deleted divisions and 6 key processes.

First of all, the ZOTA company transferred memos to an electronic form. In DirectumRX the CEO considers them and sends to the clerk who executes compliance assessment, registers it, sets a task responsible and controls execution. As a result it was succeeded to refuse completely accounting of memos in paper form and to increase percent of their accomplishment.

The second process which was transferred to DirectumRX, – approval of accounts of divisions. It is implemented as a standard route with the predetermined circle of participants. The initiator of a task controls payment, and in case of a delay can hasten approving. As a result of payment are carried out quicker and risks of loss of accounts are excluded.

The procedure of work with defective products is optimized: the act of the revealed defects is loaded into a system and goes to approval then the decision on its elimination is made. The same way processing of requests for construction works is based: the document is created from a template and goes to approval along the corresponding route.

Planning processes of working time and efficiency evaluation of employees are automated. Instead of weekly meetings the staff of information analysis department sends to the director reports on the done work. In them accomplishment of the current key tasks is reflected: designing of the new server, preparation and a complete set of new jobs for employees, etc.

In an ECM system also approval of agreements is conducted. For each department the routes of approval are configured and participants are accurately defined. The quantity of approving decreased therefore also terms of consideration of documents were reduced.

The reference helps to understand all variety of scenarios of work in the DirectumRX system. The project team independently developed instructions with the step-by-step description of actions of the user.

For April, 2018 150 employees of ZOTA, including 30 top managers work with DirectumRX. Key processes of document flow on all 4 organizations are automated.

Further the company is going to expand functionality of an ECM system: automate the entering document flow and project management, to configure integration with 1C. Also the management needs to control over performance indicators of employees in electronic form. The possibility of use of mobile solutions for top managers is considered.

2017: Project Goals and Objectives

Due to the geographical separation of divisions of the enterprise and extensive structure of holding the main assigned task was to reduce costs of time for processes of approval and signings of internal paper documents, to exclude loss of documents. The maximum reduction of a flow of the paper documents participating in the basic internal processes of the company such as memos, orders, orders, internal acts, etc.

Objectives:

• Automation and simplification of the workflow system in the company
• Acceleration of process of exchange of documents
• Uniform electronic archive
• Control of executive discipline
• Creation of a uniform working space in the company
• Document retrieval simplification

2016: Choosing a Solution

For accomplishment of assigned tasks the list of the necessary criteria and functionality demanded from an electronic document management system was made. The large software products presented at the market by the time of selection of the solution were tested. Based on indicators of functionality, the interface, opportunities of further development and speed of implementation, the choice stopped on the EDMS DIRECTUM RX system.