EOS for SharePoint Implementation Project at Pioneer Group
Pioneer Group, one of the largest developers in Moscow and St. Petersburg, completed the implementation of an electronic document management system (EDMS). To create a single information space and automate the documentation procedures, EOS for SharePoint (developed by EOS) was chosen. The system was put into full-scale operation in February 2019, and at present it is used by 500 employees. The project was implemented by Office-Doc (St. Petersburg), a “golden partner” of EOS.
Before the introduction of EOS for SharePoint, a situation typical of many large dynamically developing structures was observed in Pioneer Group: disparate document management systems based on different versions of the SharePoint platform (resulting in operating speed and information exchange issues), plus a large number of other specialized software products (resulting in difficulties with export/import and data duplication).
The key challenge of the project was to integrate a large number of different products using a data bus. In general, the implementation took about six months.
During the implementation stage, document-related processes were transferred from the existing EDMS to EOS for SharePoint and adapted to reflect current changes in the company’s activities. The system migrated to the Microsoft SharePoint 2016 platform. As a result, the new EDMS ensures automation of the most important business processes, such as: general document flow; work under contracts with customers; work under employment contracts and cost center contracts; handling of applications (powers of attorney, development of contracts); approval of contractors, etc. Secure access for external users is supported.
The experience of using EOS for SharePoint this year already makes it possible to evaluate the first results of the introduction of the new EDMS. Specialists of Pioneer Group note that the approval process has become more “transparent” - it is clear who has the document and for how long. Approval of counterparties has become more convenient for the security service. In addition, the EDMS made it possible to begin the optimization of document approval processes.
Business Processes Optimization at VTB (Azerbaijan) Using EOS for SharePoint
In challenging times that demand maximum efficiency of business processes, banks implement only proven solutions. VTB (Azerbaijan) chose the electronic document management system developed by Electronic Office Systems, which will prove to be worth the implementation costs as early as the current year.
VTB Bank (Azerbaijan) completed the first stage of implementing an electronic document management system based EOS for SharePoint, a solution offered by Electronic Office Systems. Office-Dock, a partner of EOS based in St. Petersburg, was engaged to carry out the implementation and integration with related services.
VTB Bank (Azerbaijan) OJSC is a subsidiary of VTB Bank PJSC and is a member of VTB International Financial Group. The key tasks of the bank include support of the real sector of the Azerbaijani economy, promotion Azerbaijani-Russian cooperation and financing of joint projects.
Direct and indirect benefits from the use of EDMS justify the costs of its implementation in the first year of its operation
The bank made the decision to introduce an electronic document management system in challenging settings. In the current economic situation, optimization of internal processes has become one of the key factors in increasing competitiveness and efficiency. At the same time, a strong argument in favor of workflow automation was the forecast for a quick return on investment in the system. According to preliminary estimates made by the customer, direct and indirect benefits from the use of EDMS justify the costs of its implementation in the first year of its operation.
The system was selected based on a set of criteria that included availability of the required functionality, low total cost of ownership, real examples of implementations of the proposed solution in similar structures and potential for system expansion in the future. Against these criteria, EOS for SharePoint was most fully suited to address the tasks. The very first results of using EDMS showed the choice was correct: the system has saved staff time and significantly reduced direct printing costs.
VTB Bank was the first to integrate digital signature legally recognized in Azerbaijan into its internal electronic document management system
Deployment of EOS for SharePoint was a project that not only streamlined workflow business processes, but also provided the foundation for the automation of other internal processes. Some additional tasks arose after the project implementation had begun, in particular, local digital signature with legal effect in Azerbaijan was required to be integrated into EDMS. Asan İmza, mobile electronic identity card, was chosen as a digital signature provider. Thus, VTB Bank was the first to integrate digital signature legally recognized in Azerbaijan into its internal electronic document management system.
In the future, it is planned to integrate EDMS with other information systems of the bank
To make it easier for the staff to switch to the new system, brief video instructions were prepared for users describing each type of processes. The more they used EOS for SharePoint, the more often employees started to propose that additional processes be automated. As a result, the bank’s IT Department began to formulate a set of requirements for the second phase of the project. In particular, interaction between EOS for SharePoint and the bank’s technical support service, HelpDesk, has already been established. This was made possible due to the availability of API SharePoint functional libraries, which greatly simplify integration with third-party IT solutions. In the future, it is planned to integrate EDMS with other information systems of the bank. The possibility of using mobile workplaces is also considered.
Corporate Portal Based on EOS for SharePoint for SEVERIN DEVELOPMENT Engineering Company
This autumn, Electronic Office Systems completed the implementation of a corporate portal based on SharePoint platform for SEV. R. DEVELOPMENT, which provided a shared working environment for all employees of the customer.
Several factors determined the choice of SharePoint technology platform for the web portal. In addition to the requirements for deployment environment, reliability, fault tolerance, availability of ready-made functionality and reasonable terms of implementation, the customer needed an individual design based on the corporate identity of the company. The EOS for SharePoint Corporate Portal module turned out to be most suitable in all respects.
Packaged EOS for SharePoint Solution Was Chosen as the Framework for Deployment of Electronic Document Management Subsystem at the Audit and Accounts Chamber of Moscow
The Audit and Accounts Chamber of Moscow (hereafter, the AAC of Moscow, the Chamber) is a body of external public financial control established by the Moscow City Duma and accountable to it in accordance with federal laws and laws of the City of Moscow. To control the planning and implementation of the budget of Moscow and the budget of the territorial state extra-budgetary fund of Moscow, the ACC of Moscow also has the authority to control the lawfulness and efficiency of Moscow city property management.
In the context of the country's budget system development with a focus on ensuring its smooth functioning and increasing the efficiency of budget expenditures, the Audit and Accounts Chamber of Moscow sees its mission in the implementation of independent control (audit) of the quality of public resources management in Moscow in accordance with internal, national and international standards.
Better quality of core activities is inextricably linked to the optimization of the organization’s management system and qualitative changes in the internal control system.
The information system used by the Chamber (based on IBM Lotus Notes) did not fully meet the requirements related to the arrangement of control over the execution of instructions (tasks) and to overall system speed, and therefore it was decided to develop an integrated environment for the automation of activities of the ACC of Moscow.
From September 2014 to November 2015, the Chamber, as the public contracting authority, duly executed the public contract for the development of the Information and Analytical System IAS KSP-M, one of the components of which is an electronic document management subsystem (EDM subsystem).
A packaged EOS for SharePoint solution offered by EOS was chosen as the framework for deployment of EDM subsystem.
At the start of the EDM subsystem deployment project, the following “sore points” were identified:
During the first stage of migration of the inherited data, more than 90.0 thousand documents were transferred to the EDM subsystem.
About 5.0 percent of those documents were at various stages of execution at the time of transfer, so it was critically important to ensure the possibility of smooth continuation of work in the new interface from the first day of operation.
The main emphasis during the implementation was made on redesign (customization) of the user interface at the workplaces of EDMS users. At the same time, the composition of information presented on user desktops was unified and operational independence of specific functions (tasks) of the Documentation Support Service of the Chamber was ensured.
To this end, a classification model of the Chamber’s documents was developed with a breakdown into groups and types, and the composition of attributes for each type of documents was established.
For the composition of document attributes, the principal requirements included unification of attributes for various groups (types) of documents, general reduction of attributes in a registration card with minimization of required input fields.
To set up user workstations, the full potential for functional customization of EOS for SharePoint without programming was used (control elements for navigation, filtering and sorting; possibility to provide links to objects within EDM subsystem; setting of typical and customized views).
Particular attention was paid to search engines: quick search by card attributes and full-text search by the contents of attached document files. As search engines, basic features of Microsoft SharePoint platform along with specialized features of EOS for SharePoint were used, which made it possible to configure user-friendly search pages and forms to ensure the quickest access to the required documents the possibility of clustering search results.
When configuring the processes related to handling of draft documents and approved documents, employees of the AAC of Moscow, together with the implementation team of EOS, thoroughly studied and formalized the flow diagrams and life cycles of all groups and types of documents of the Chamber, which made it possible, while maintaining traditional and familiar features of document flow in the AAC of Moscow, to optimize this component by eliminating delays and loss of documents inherent in poorly automated workflow on paper.
The key challenge in the implementation of EDM subsystem was drastic revision of the organizational support system, during which detailed rules for paperwork and document management were formulated, and basic methods of work with EDM subsystem as well as rules for integration of record items in EDM subsystem and IAS KSP-M information system were developed.
In order to implement a three-tiered role model, a matrix of access to the EDM subsystem facilities for employees of the ACC of Moscow was developed, resulting in differentiation of document access rights to ensure information security before the system was actually put into operation.
Pilot operation of EDM subsystem significantly contributed to the formalization of implementation standards control. Based on the configured access rights, file register of the Chamber, classification of documents and document flow restrictions, specialized interfaces were additionally developed for the senior executives of the AAC of Moscow to ensure monitoring of tasks given on the executive's initiative, document-related tasks and documents under special monitoring (for example, applications from individuals and corporate entities).
Thus, the Documentation Support Service of the AAC of Moscow, heads of structural units, persons in charge of monitoring the execution of tasks and other authorized officials of the Chamber received a powerful and convenient tool to monitor the progress of work and documents in their area of responsibility.
In addition to the automation of paperwork and document management, the EDM subsystem implementation project ensured a transparent two-way synchronization of information about documents, assignments, tasks, and directories in EDM subsystem with the IAS KSP-M subsystem intended for planning of monitoring and analytical activities and keeping record of their outcomes. This has been largely achieved due to specific features of EOS for SharePoint open architecture, availability of the SharePoint API platform and the possibility to retrieve data directly from the EOS for SharePoint database.
The encapsulation of EDM subsystem record items in the IAS KSP-M was performed exclusively by the general contractor under the public contract for the development of IAS KSP-M with advisory support from EOS specialists.
In the preparatory period, EOS employees conducted training for 76 managers and specialists of the Chamber, which covered more than 45.0 percent of the Chamber staff.
Transition to EOS for SharePoint at the AAC of Moscow did not involve any period of parallel use of the inherited system. Batch document scanning service and remote workstations of the senior executives of the Chamber based on tablet PCs running Microsoft Windows and Apple iOs operating systems were provided as additional options.
Practical results of work of the AAC of Moscow during six months after the EDM subsystem was put into operation confirmed the relevance of architectural decisions and the conformity of implemented features of the EOS for SharePoint configuration to the speed and fault tolerance requirements set forth in the functional specification.
EOS for SharePoint Implementation at OJSC Kaluzsky Dvigatel
OJSC Kaluzsky Dvigatel (Kaluga Engine), a machine-building company, continues the implementation of the EOS for SharePoint solution provided by EOS. EOS for SharePoint, an enterprise content management system, was selected to create a corporate portal and automate external and internal document flows of the company.
Kaluzsky Dvigatel (KADVI) is a large engineering company operating on the Russian market for more than forty-five years. The company specializes in manufacturing gas turbine engines and sophisticated equipment for subsistence farming (single-axle tractors, motor tillers, rotary mowers, mounted equipment, etc.). In addition to its core products, the company carries out orders from companies in various industries.
The system was selected by KADVI through a tender. Deployment of the EOS for SharePoint system at the company began with Quick Start option. This option included 20 temporary member licenses for the customer and deployment of the standard configuration.
EOS for SharePoint is currently run at selected sites in pilot operation mode. Subsequently, it is planned to determine the prospects for further development and integration with the systems already operating in the company.
About the customer: The company was established in 1966. At present, OJSC Kaluzsky Dvigatel is a diversified company with about 3 thousand employees. The company specializes in manufacturing complex and high-tech products. These include low-power gas turbine engines for ground-based power units, gas turbine power plants, mini-thermal power plants and autonomous gas turbine power supply facilities. The company also produces consumer goods: mini-engines of its own design and various household devices based on them such as motor-powered pumps, single-axle tractors and mounted implements for them, etc. KADVI has its own engineering center and production facilities that provide the complete technological cycle for the production of complex high-tech products: foundry, forging and stamping, heat treatment, electroplating, tool, and mechanical assembly shops. Equipment under the KADVI brand is well known both in Russia and abroad for its high reliability and excellent performance.
The client: "Troika RED" - investment and development company
The problem: Modernizing business processes and improving efficiency
The client: VTB Bank (Azerbaijan) OJSC offers a wide range of internationally accepted banking practice services. VTB Bank (Azerbaijan) is a member of VTB group. VTB Group is a dynamic international financial group, represented in 21 countries in Western Europe, Asia and Africa.
The problem: Increasing the efficiency of internal applications processing (for HR and IT Services), approvement for payment orders
The client: Joint-Stock Company "Globalstroy-Engineering" is one of the largest companies in Russia, providing Engineering, Procurement and Construction (EPC) services to the Oil and Gas industry in Russia and CIS
The problem: Replacing obsolete DMS based on Lotus Notes. Organization of transparent interaction between structural units.
The result: "After analyzing solutions on the market, we chose EOS for SharePoint ... (with EOS for SharePoint) management can easily track the deadlines and fulfillment of tasks"
The client NCG (Northern Capital Gateway) - management company for Pulkovo airport. Airport Pulkovo Saint Petersburg is the third busiest airport in Russia.
The problem: Automation of workflow processes
The result: Document management system have been implemented with coverage of all major departments of the company
The client: Thermex Corporation is a major international trade and industrial holding company, a leader on the market of water heating equipment in Russia and one of the world's leading manufacturers of heating, water heating equipment.
The problem: To Implement a large number of interrelated tasks for portal and DMS.
The result: "We needed a portal solution and DMS. The big plus of EOS for SharePoint was that everything was delivered "all in one"... The possibilities of using EOS for SharePoint turned out to be much wider"