Electronic document management Tatneft. DOCFLOW: electronic document management, theory and practice of EDMS (electronic document management system), ECM, document management system, automation, document management, electronic document management program
Introducing electronic document management systems over the past two years, more and more often have to face EDMS "Practice" developed here in Tatarstan. I run into both state structures and commercial ones, which of course is nice, the system is our native Tatar, as they say « Bik Aybat", but given the meager functionality of the system, you are faced with incomprehensibility, why do customers need such a wretched system, which cannot even be called an EDMS ???
But first things first.
Golden rain from the Minister of "Practice"
EDMS "Practice" was developed in 2006 by the Kazan company "Document Management Systems". The system is a cloud service where a fee is charged monthly for each user of the EDMS. The system was actually created under the order of the government of Tatarstan, after which it spread throughout the republic with the help of administrative decisions and pressure.Now the distribution policy has not changed, the EDMS "Practice" is still being distributed with the help of administrative pressure from the Minister of Communications Nikiforov, whose former partners and friends Nikifrov Timur Yakubov and Dmitry Yurtaev according to the Kazan Portal (http://e-kazan.ru/) are the owners of the Document Management Systems company. Also, Nikiforov and Yakubov worked together as programmers at the Research Institute of Mathematics and Mechanics. Chebotarev at Kazan state university sponsored by George Soros.
Our Minister of Communications Nikolai Nikiforov is the best “sales manager” of the SED Practice
On the this moment About 4,000 organizations use the Praktika EDMS: the Ministry of Internal Affairs of the Russian Federation, the Ministry of Culture of the Russian Federation, the Ministry of Natural Resources of the Russian Federation, the Russian Academy of National Economy and Public Administration under the President of the Russian Federation, the government of Moscow, Primorsky Krai, the Republic of Tuva, Tatneft, Kamaz and other organizations.
4000 clients in just 9 years of the company's existence- this is really cool, considering that 90% of them "Document Management Systems" was able to get only in the last 3 years. This is just some kind of phenomenal success, because if we compare the main old-timers of the market, then they have meager indicators - Directum has only 1700 customers in 12 years, and EOS has 6,000 customers in 20 years.
Timur Yakubov - co-owner of "Document Management Systems" and good friend Minister of Communications Nikolai Nikiforov
It turns out that there are connections at the government level, which means you will have both gesheft and profitable business, no connections - go to work and don't cry. Good example nepotism, which probably everyone already knows.
Interestingly, does Vladimir Vladimirovich know at all?
Possibilities of EDMS "Practice"
On the official website of the EDMS "Practice" the following advantages are presented:- Ease of maintenance and implementation
- Intuitive interface
- Ability to work remotely
- Online collaboration with other organizations
- Usage electronic signature
- Flexibility in setting access rights
- 24/7 technical support
- Flexible scalability
- Mobile office of the head
I will not refute the advantages indicated by the developer for a long time, I will simply tell you what I saw and learned from the Practice EDMS, looking at one of the objects in the Republic. You will understand the possibilities of this so-called SED.
So here is the pivot table:
| GENERAL INFORMATION | |
| Technologies used | Developed in PHP programming language |
| DBMS | Oracle/MySQL |
| Work principles | Choice:
|
| Opportunities |
|
| Installation Location | SaaS solution, servers are located in the Republic of Tatarstan, Kazan It is possible to install the solution on the customer's equipment, but at the moment only the mayor's office of Moscow has succeeded in this In fact, the system is a SaaS solution. |
| EDMS FUNCTIONALITY | |
| Registration of correspondence |
Total 4 functions:
There is only 1 incoming group and 1 outgoing group. Those. there is no way to create additional groups: All letters come only either to incoming or outgoing with the same document cards and work rules. There is no register and movement of paper documents, there is no possibility of tracking the location of original documents, i.e. in fact, the system does not support mixed workflow, but only electronic. This functionality is necessary both for further writing off to the case and minimizing the duplication of information, because you will have to take into account their location in some additional system. |
| Coordination |
|
| Orders |
|
| archive | The system does not support storage management, i.e. setting storage periods and actions upon their expiration (for example, store for 5 years, then destroy). Those. it is impossible to guarantee the safety of documents during due date and prevent their deletion, plus there is a storage of documents in excess of the established standards, which may cause legal risks. There is only a reference book "Nomenclature of cases" for marking where the document lies, i.e. some analogue of personal folders where users can move documents. |
| Search |
|
| Reports |
|
| Working with files | In the Praktika system, the document is transformed into a series of separate files - pictures ("document pages" in terms of the Praktika system). You can attach MS Word / Excel, PDF, TIFF files to the document card, but all of them will be converted to JPG format, so all documents in the Praktika system
|
| Directory maintenance | There are only the following types of directories:
|
| Repeatability check |
|
| Stream scanning and work with barcodes | EDMS "Practice" does not support the function of streaming scanning, recognition, bar-coding and automatic attachment of the scanned document to the AC. |
| Simultaneous editing of one file | No, because there are no editable files themselves, but only JPG pictures. |
| Integration with Active Directory | Not |
| Automatic employee replacement system | Yes,
|
| The presence of a process router. Ability to customize the processes of preparation / approval / signing / review / familiarization of documents | No. There is no router or business process editor, recipients are added manually. Those. to set up flexible approval routes, for example, contracts will not work in any way. Well, unless you pay a lot of money to the developer and he implements this functionality for you. |
| Parallel/Serial/Mixed Routes | Yes, it is indicated each time anew in the card to whom the document is sent for approval and signature. |
| Route by roles/positions | Not |
| Versioning of document cards (launching the route again after N number of edits and disagreements) | Not |
| File versioning | Not |
| Ability to use matching route templates | Not |
| Document vital status management | Yes. Work only with created statuses, there is no possibility to create your own and configure processes and access rights for each status. |
| MOBILE APPLICATIONS | |
Availability and capabilities of the iPAD client
|
|
| Data transfer security on iPAD | Protection of information when working from a mobile device, the connection is made via the VipNet channel. BUT only if the following conditions are met:
|
| Using e-signature on iPAD |
|
Availability of a Windows application for executives, opportunities
|
|
| Availability of a solution for tablets on Windows 8.1, features | No. |
| Presence of an Android client | Yes |
| STATE BODIES | |
| MEDO | Yes. All MEDO documents are sent to the "Inbox" without numbers and are available through the "MEDO" filter |
| SMEV | Yes, but integration with a single state portal there are no services. |
| Appeals of citizens | Yes |
| SAFETY | |
| Use of a qualified electronic signature | Not,
|
| Supported crypto providers | Crypto Pro |
| Electronic signing of documents | Yes |
| Electronic signing of instructions | Yes |
| File encryption | Not |
| Differentiation of access rights to documents | Only three (differentiation by rights to access a document, differentiation of users by roles, log of user actions). There is no setting for user groups; when creating a new user, you have to repeatedly perform the same actions. |
| USABILITY | |
| Work principles | Workplace according to the cloud computing model.
|
| Possibility of system branding | Yes.
|
| IMPLEMENTATION | |
| Courses of study | Yes, there are only distance courses for users and systems technologist. |
| Documentation | The presence of only user documentation. There is no documentation on deploying the solution, on its configuration and support. |
| Implementation principles, services provided |
|
| CUSTOMIZATION, FURTHER DEVELOPMENT & SUPPORT | |
| Setting fields in the document card | The set of metadata elements is fixed; it is not possible to add the necessary fields to the document card. There is no way to work with various specific types of documents, for example, administrative or contractual ones. |
| Integration with other IT systems | Not |
| Creating new report templates | Not |
| Support | Customer support and consulting is carried out only through the specialists of the call center in Kazan. |
| LICENSING & COST | |
| Licensing principles |
|
| Price | The cost of working with the EDMS "Practice" is 5 thousand rubles. per month for a license plus 250 rubles. for each user. Those. for example, for 100 users, the cost of a system of licenses alone, without its configuration and support, will be about 360,000 rubles. in year. Not so budget-friendly. |
CONCLUSIONS: | The Praktika system is primarily a custom development. The main functionality of the system is the basic capabilities of registration, approval, execution and control over the execution of documents. This functionality has been developed in accordance with the work procedure adopted by the Government of Moscow and the Republic of Tatarstan. The system only supports electronic document management and does not support the movement of paper originals. The system is poorly suited commercial organizations due to the lack of the ability to customize the system to your requirements, setting up approval routes, setting fields, weak data security, the lack of the ability to create your own groups of documents with the required set of fields. "Practice" does not fit and government agencies, due to the presence of actually only the basic functionality of the EDMS and weak capabilities of working with MEDO and SMEV. In addition, there are complaints about the stability of the system, especially after the technical support service made global changes. The system is constantly being improved, and all innovations are immediately applied to a working Saas server without conducting a preliminary testing procedure. |
The opinion of the "Guild of Documentation Managers" about the EDMS "Practice"
So that you do not think that I am not fair to the EDMS "Practice" I want to give feedback on the system of Sergey Afanasiev executive director Guilds from the CNews website:“The system is largely focused on ensuring work with official correspondence and citizens' appeals, and mainly on the operational aspects of this work. A deep modernization of the system is highly desirable. At the same time, the main concepts, technical and interface solutions can be preserved. The survey was conducted in connection with serious problems that arose during the operation and refinement of this system for the needs of a particular device.. http://www.docflow.ru/forum/forum1/topic13982/ - Opinion on the Tatar EDMS "Practice", document flow from Tatarstan
PJSC TATNEFT organized the rapid exchange of electronic documents between 22 of its own divisions, as well as with 73 external counterparties using "1C: Enterprise 8"
Specialists of the Kazan office "1C-Rarus" have implemented an electronic document management system in PJSC "Tatneft". The new system, created on the basis of the 1C: Document Management 8 CORP solution and the 1C-Taxcom service, covered 2,500 jobs in 22 divisions of the holding. The bulk of the document flow has been transferred to electronic form. Reduced time for the formation, approval and signing of documents. Significantly accelerated the exchange of documents within the company. Organized electronic exchange of legally significant documents with 73 external counterparties. Implemented automatic verification of the correctness of filling in incoming documents. The time for entering primary data into the accounting systems of the enterprise is reduced to a minimum. Targeted delivery provided electronic documents to specific recipients - each document now automatically finds its addressee among hundreds of accountable persons located at hundreds of enterprise facilities. Documents are no longer lost. In the near future, the management of PJSC TATNEFT plans to
PJSC "Tatneft" organized the rapid exchange of electronic documents between 22 of its own divisions,
as well as with 73 external counterparties using "1C:Enterprise 8"
Specialists Kazan office "1C-Rarus" implemented an electronic document management system in PJSC "Tatneft". The new system, created on the basis of the 1C: Document Management 8 CORP solution and the 1C-Taxcom service, covered 2,500 jobs in 22 divisions of the holding. The bulk of the document flow has been transferred to electronic form. Reduced time for the formation, approval and signing of documents.Significantly accelerated the exchange of documents within the company. Organized electronic exchange of legally significant documents with 73 external counterparties. Implemented automatic verification of the correctness of filling in incoming documents. The time for entering primary data into the accounting systems of the enterprise is reduced to a minimum. Addressed delivery of electronic documents to specific recipients is provided - each document now automatically finds its addressee among hundreds of accountable persons located at hundreds of enterprise facilities. Documents are no longer lost. In the near future, the management of PJSC TATNEFT plans to replicate the system to all 160 enterprises of the holding.
PJSC Tatneft is one of the largest Russian oil companies, an internationally recognized vertically integrated holding. As part of the production complex of the company, oil and gas production, oil refining, petrochemistry, tire complex, gas station network and a block of service structures.
Every day, employees of PJSC TATNEFT work with thousands of documents, a significant part of which are documents for the sale of goods - contracts, agreements, waybills, invoices, acts, etc. In order to increase the efficiency of the enterprise, the management of PJSC TATNEFT decided to introduce an electronic document management system (EDM), which would speed up the formation, approval and signing of these documents. It was necessary to standardize and automate document approval chains, ensure the signing of documents with an enhanced qualified electronic signature, and organize the prompt exchange of signed documents both within the company and with third-party counterparties.
For the pilot implementation of the system, the Tatneftesnab Department, which is engaged in the logistics of the subdivisions of PJSC Tatneft, was chosen. 1C-Rarus Kazan was invited as an implementation partner. The basis for the creation of the system was "1C: Document Management 8 CORP" and the service of electronic document exchange "1C-Taxcom".
For 8.5 months new system EDI was deployed at 2,500 workplaces. At the first stage of the project, an exchange of legally significant documents was organized between the Tatneftesnab Administration and one of the main partners of PJSC Tatneft, the TMS-group company, which is part of the TAGRAS-Holding oilfield service holding. At the second stage of the project, all 73 enterprises of TAGRAS-Holding were connected to the electronic document management system with the Administration of Tatneftesnab. On an annualized basis, the document flow of PJSC TATNEFT with this holding is about 44.8% of the total external document flow of the company. At the third stage, the exchange of documents within the company was automated - between the Administration of Tatneftesnab and 22 structural divisions of PJSC Tatneft.
Key results of the implementation of the electronic document management system:
- Prompt exchange of legally significant documents with contractors was organized. The EDI system is integrated with the company's accounting systems. For shipment operations, the EDF user creates a document in his accounting system, uploads it to the electronic document management system, where the approval process predefined for this type of documents is automatically launched. A document signed by an authorized person automatically goes through the EDI operator to the counterparty.
- Significantly reduced the amount of paper workflow within the enterprise. In accordance with the provisions federal law 402-FZ i93st. NKRF the company has developed its own format of an electronic invoice for the release of materials to the side and their movement between its own divisions - the M-15 format using an enhanced qualified electronic signature. The use of this document made it possible to significantly reduce the volume of internal paperwork and reduce the time for preparing and submitting documents to the tax authorities.
- Accelerated approval of documents. More than 400 standard chains are configured in the system to coordinate each type of documents in the context of business processes and company divisions. Approximately 2500 users participate in the coordination, incl. more than 200 employees who have the right to digital signature.
- Addressed delivery of an electronic document to a specific recipient is provided. For this purpose, 15 additional fields have been added to the forms of electronic documents, which contain information about the address of the place of dispatch and the place of delivery. material assets and electronic documents to them. The counterparty (the buyer, if it is a third-party organization) or the recipient (if it is a structural unit) submits an application for the supply of any equipment or materials to the accounting system of the Tatneftesnab Department via a web interface and fills in additional fields. An electronic document processed in the system is automatically sent to the addressee using the details specified in these fields. This eliminated the need to manually determine to which warehouse and to which department the document should be sent. Each document now automatically finds its addressee among hundreds of accountable persons located at hundreds of enterprise facilities - both when sending and when receiving.
- Simplified the formation and control of the correct filling of documents. Today in "Tatneft" entering into the system primary documents under contracts is performed not by accountants, but by the initiators of the contract. The counterparty, in accordance with the terms of the contract, is obliged to use the codes of the Tatneft nomenclature reference book when generating the document. Upon receipt of the document, the system automatically checks the code numbers for compliance with the directory, and also controls the availability of the data necessary to start the document in the chain of approval with responsible persons. This reduced the number of manual operations and errors when entering primary documents into the system. In the future, it is planned to implement the possibility of cross-checking the completed documents in the EDI system and the accounting system, which, according to management's estimates, will reduce labor costs for record keeping by a few percent.
Currently, the EDI system in PJSC TATNEFT continues to develop actively:
- The company plans to switch to EDI with the maximum number of its counterparties, including those with small partner companies which are currently not ready to implement an electronic document management system. They will be able to exchange electronic documents through the web portal: the counterparty on the portal will draw up an electronic document, certify it with a personal electronic signature key and send it to Tatneft subdivisions through the EDI operator.
- Another direction of system development is the implementation of automatic generation of postings. For this, work is currently underway on the seamless integration of EDI with various accounting systems of the company. The EDI system will inform the accounting system about changes in the statuses of certain documents (the document is rejected, signed by the recipient, signed by both parties, etc.), based on these statuses, the necessary entries will be automatically generated in the accounting system. With such a scheme of work, the accounting of the enterprise will reflect operations only on electronic documents signed by both parties, and the accounting department will be relieved of the need for reversal operations in emergency situations. This will reduce labor costs, reduce tax risks and reduce the number of clarifying documents for the tax inspectorate.
- In addition, it is planned to implement the possibility of working with EDI through mobile app, which will give employees the opportunity to coordinate and sign documents at any time, at any facility and from any mobile device connected to the Internet.
- To optimize work with banks servicing Tatneft enterprises, a direct exchange of documents will be organized through the 1C: DirectBank service, which will allow sending payment orders to the bank and receiving current account statements directly from accounting systems, without switching to the Client- bank". This will reduce the time for downloading and uploading electronic files, as well as additional reconciliation of accounting documents with the data of statements.
Akhmetshin Ramil Akhmetovich, Deputy Chief Accountant, project curator at Tatneft PJSC, notes:"We have taken the path based on the following principle: the formation of an electronic document in any information system should be performed only once on the side of the contractor - the counterparty generated a document, signed it and sent it electronically. We should not do anything else with this document except for approvals and signing. Everything should be automated: coordination along a unified chain, signing, automatic sending of the signed document to the counterparty and automatic generation of transactions in the accounting system. At the same time, the costs of entering documents into accounting systems should be zero. This new opportunity, which the EDI system gives us in integration with the accounting system. And this is a significant change in the philosophy of working with documents in the enterprise. Solutions of the "1C:Enterprise 8" system help us to realize these tasks.
Today, 2,500 employees of PJSC TATNEFT are already successfully working in the EDI system based on 1C, an efficient exchange of documents has been organized both within the enterprise and with external counterparties. Our task for the strategic future is to convert all internal document flow into electronic form and make the EDI system a holding level system, to which all subsidiaries of Tatneft (more than 160 organizations) will be connected in stages, as well as to involve maximum amount of our counterparties, of which there are tens of thousands.
PJSC "Tatneft"- one of the largest Russian oil companies, an internationally recognized vertically integrated holding. As part of the Company's production complex, oil and gas production, oil refining, petrochemistry, a tire complex, a network of filling stations and a block of service structures are steadily developing. Tatneft also participates in the capital of companies in the financial (banking and insurance) sector.
Management "Tatneftesnab" is a modern high-tech complex that provides the supply of enterprises of the PJSC TATNEFT group of companies with high-quality products for industrial and technical purposes. The department includes: the administration apparatus (Bugulma), Almetyevsk base, Bugulma base, Leninogorsk base, Nizhnekamsk base.
"TMS group" is a young, dynamically developing company operating in the oilfield services market in the Republic of Tatarstan and Russian Federation generally. Created on the basis of a powerful block of service enterprises of OAO Tatneft in 2005, TMS Group provides an effective comprehensive service oilfield and drilling equipment, carries out its operating lease, production of equipment, technical diagnostics and industrial safety expertise.
The TMS group holding includes the companies Managing Company LLC TMS Group, LLC NPO-MehService, LLC Tatneft-RNO-MechService, LLC TMS-Logistika, LLC NKT-Service, LLC TMS-Burovoy Service", LLC "TMS-TruboprovodServis", LLC "TMS-Technovek". In total, the company employs more than 4,500 thousand people.
"1C-Rarus"- a joint venture of the firms "1C" and "Rarus", established in 1994. Today "1C-Rarus" is a holding, whose branches operate in 14 cities of Russia and Ukraine.
Over 21 years of work on the market, more than 100,000 enterprises in Russia and the CIS countries, as well as divisions of the world's largest companies, have become clients of 1C-Rarus. 1C-Rarus specialists have developed 70 standard solutions for 17 business sectors.
"1C-Rarus" is a leading partner of "1C", Certified partner of Microsoft, Google, Gold partner of Beeline and 1C-Bitrix, member of the association Non-Profit Partnership Suppliers Software Products(NP PPP).
More than 2,500 employees work in the 1C-Rarus group of companies, most of them are certified by 1C. The management system "1C-Rarus" complies with international standard ISO quality 9001:2008.
Website of the group of companies: http://www.rarus.ru/.
Introducing electronic document management systems over the past two years, more and more often have to face EDMS "Practice" developed here in Tatarstan. I run into both state structures and commercial ones, which of course is nice, the system is our native Tatar, as they say « Bik Aybat", but given the meager functionality of the system, you are faced with incomprehensibility, why do customers need such a wretched system, which cannot even be called an EDMS ???
But first things first.
Golden rain from the Minister of "Practice"
EDMS "Practice" was developed in 2006 by the Kazan company "Document Management Systems". The system is a cloud service where a fee is charged monthly for each user of the EDMS. The system was actually created under the order of the government of Tatarstan, after which it spread throughout the republic with the help of administrative decisions and pressure.Now the distribution policy has not changed, the EDMS "Practice" is still being distributed with the help of administrative pressure from the Minister of Communications Nikiforov, whose former partners and friends Nikifrov Timur Yakubov and Dmitry Yurtaev according to the Kazan Portal (http://e-kazan.ru/) are the owners of the Document Management Systems company. Also, Nikiforov and Yakubov worked together as programmers at the Research Institute of Mathematics and Mechanics. Chebotarev at Kazan State University, created with the support of George Soros.
Our Minister of Communications Nikolai Nikiforov is the best “sales manager” of the SED Practice
At the moment, EDMS "Practice" is used by about 4000 organizations: the Ministry of Internal Affairs of the Russian Federation, the Ministry of Culture of the Russian Federation, the Ministry of Natural Resources of the Russian Federation, the Russian Academy of National Economy and Public Administration under the President of the Russian Federation, the government of Moscow, Primorsky Krai, the Republic of Tuva, Tatneft, Kamaz and others organizations.
4000 clients in just 9 years of the company's existence- this is really cool, considering that 90% of them "Document Management Systems" was able to get only in the last 3 years. This is just some kind of phenomenal success, because if we compare the main old-timers of the market, then they have meager indicators - Directum has only 1700 customers in 12 years, and EOS has 6,000 customers in 20 years.
Timur Yakubov is a co-owner of Document Management Systems and a good friend of the Minister of Communications Nikolai Nikiforov
It turns out that there are connections at the government level, which means you will have both a gesheft and a profitable business, if there are no connections, go to work and don’t cry. A good example of nepotism, which probably everyone already knows about.
Interestingly, does Vladimir Vladimirovich know at all?
Possibilities of EDMS "Practice"
On the official website of the EDMS "Practice" the following advantages are presented:- Ease of maintenance and implementation
- Intuitive interface
- Ability to work remotely
- Online collaboration with other organizations
- Using an electronic signature
- Flexibility in setting access rights
- 24/7 technical support
- Flexible scalability
- Mobile office of the head
I will not refute the advantages indicated by the developer for a long time, I will simply tell you what I saw and learned from the Practice EDMS, looking at one of the objects in the Republic. You will understand the possibilities of this so-called SED.
So here is the pivot table:
| GENERAL INFORMATION | |
| Technologies used | Developed in PHP programming language |
| DBMS | Oracle/MySQL |
| Work principles | Choice:
|
| Opportunities |
|
| Installation Location | SaaS solution, servers are located in the Republic of Tatarstan, Kazan It is possible to install the solution on the customer's equipment, but at the moment only the mayor's office of Moscow has succeeded in this In fact, the system is a SaaS solution. |
| EDMS FUNCTIONALITY | |
| Registration of correspondence |
Total 4 functions:
There is only 1 incoming group and 1 outgoing group. Those. there is no way to create additional groups: All letters come only either to incoming or outgoing with the same document cards and work rules. There is no register and movement of paper documents, there is no possibility of tracking the location of original documents, i.e. in fact, the system does not support mixed workflow, but only electronic. This functionality is necessary both for further writing off to the case and minimizing the duplication of information, because you will have to take into account their location in some additional system. |
| Coordination |
|
| Orders |
|
| archive | The system does not support storage management, i.e. setting storage periods and actions upon their expiration (for example, store for 5 years, then destroy). Those. it is impossible to guarantee the safety of documents within the established period and prevent their deletion, plus there is a storage of documents in excess of the established standards, which may lead to legal risks. There is only a reference book "Nomenclature of cases" for marking where the document lies, i.e. some analogue of personal folders where users can move documents. |
| Search |
|
| Reports |
|
| Working with files | In the Praktika system, the document is transformed into a series of separate files - pictures ("document pages" in terms of the Praktika system). You can attach MS Word / Excel, PDF, TIFF files to the document card, but all of them will be converted to JPG format, so all documents in the Praktika system
|
| Directory maintenance | There are only the following types of directories:
|
| Repeatability check |
|
| Stream scanning and work with barcodes | EDMS "Practice" does not support the function of streaming scanning, recognition, bar-coding and automatic attachment of the scanned document to the AC. |
| Simultaneous editing of one file | No, because there are no editable files themselves, but only JPG pictures. |
| Integration with Active Directory | Not |
| Automatic employee replacement system | Yes,
|
| The presence of a process router. Ability to customize the processes of preparation / approval / signing / review / familiarization of documents | No. There is no router or business process editor, recipients are added manually. Those. to set up flexible approval routes, for example, contracts will not work in any way. Well, unless you pay a lot of money to the developer and he implements this functionality for you. |
| Parallel/Serial/Mixed Routes | Yes, it is indicated each time anew in the card to whom the document is sent for approval and signature. |
| Route by roles/positions | Not |
| Versioning of document cards (launching the route again after N number of edits and disagreements) | Not |
| File versioning | Not |
| Ability to use matching route templates | Not |
| Document vital status management | Yes. Work only with created statuses, there is no possibility to create your own and configure processes and access rights for each status. |
| MOBILE APPLICATIONS | |
Availability and capabilities of the iPAD client
|
|
| Data transfer security on iPAD | Protection of information when working from a mobile device, the connection is made via the VipNet channel. BUT only if the following conditions are met:
|
| Using e-signature on iPAD |
|
Availability of a Windows application for executives, opportunities
|
|
| Availability of a solution for tablets on Windows 8.1, features | No. |
| Presence of an Android client | Yes |
| STATE BODIES | |
| MEDO | Yes. All MEDO documents are sent to the "Inbox" without numbers and are available through the "MEDO" filter |
| SMEV | Yes, but there is no integration with the unified state service portal. |
| Appeals of citizens | Yes |
| SAFETY | |
| Use of a qualified electronic signature | Not,
|
| Supported crypto providers | Crypto Pro |
| Electronic signing of documents | Yes |
| Electronic signing of instructions | Yes |
| File encryption | Not |
| Differentiation of access rights to documents | Only three (differentiation by rights to access a document, differentiation of users by roles, log of user actions). There is no setting for user groups; when creating a new user, you have to repeatedly perform the same actions. |
| USABILITY | |
| Work principles | Cloud Computing Workplace.
|
| Possibility of system branding | Yes.
|
| IMPLEMENTATION | |
| Courses of study | Yes, there are only distance courses for users and systems technologist. |
| Documentation | The presence of only user documentation. There is no documentation on deploying the solution, on its configuration and support. |
| Implementation principles, services provided |
|
| CUSTOMIZATION, FURTHER DEVELOPMENT & SUPPORT | |
| Setting fields in the document card | The set of metadata elements is fixed; it is not possible to add the necessary fields to the document card. There is no way to work with various specific types of documents, for example, administrative or contractual ones. |
| Integration with other IT systems | Not |
| Creating new report templates | Not |
| Support | Customer support and consulting is carried out only through the specialists of the call center in Kazan. |
| LICENSING & COST | |
| Licensing principles |
|
| Price | The cost of working with the EDMS "Practice" is 5 thousand rubles. per month for a license plus 250 rubles. for each user. Those. for example, for 100 users, the cost of a system of licenses alone, without its configuration and support, will be about 360,000 rubles. in year. Not so budget-friendly. |
CONCLUSIONS: | The Praktika system is primarily a custom development. The main functionality of the system is the basic capabilities of registration, approval, execution and control over the execution of documents. This functionality has been developed in accordance with the work procedure adopted by the Government of Moscow and the Republic of Tatarstan. The system only supports electronic document management and does not support the movement of paper originals. The system is poorly suited for commercial organizations due to the lack of the ability to customize the system to suit your requirements, set up approval routes, set fields, weak data security, and the lack of the ability to create your own groups of documents with the required set of fields. "Practice" is not suitable for government agencies either, due to the presence of only the basic functionality of the EDMS and poor opportunities for working with MEDO and SMEV. In addition, there are complaints about the stability of the system, especially after the technical support service made global changes. The system is constantly being improved, and all innovations are immediately applied to a working Saas server without conducting a preliminary testing procedure. |
The opinion of the "Guild of Documentation Managers" about the EDMS "Practice"
So that you do not think that I am not fair to the EDMS "Practice", I want to give a review of the system of Sergey Afanasyev, the executive director of the Guild, from the CNews website:“The system is largely focused on ensuring work with official correspondence and citizens' appeals, and mainly on the operational aspects of this work. A deep modernization of the system is highly desirable. At the same time, the main concepts, technical and interface solutions can be preserved. The survey was conducted in connection with serious problems that arose during the operation and refinement of this system for the needs of a particular device.. http://www.docflow.ru/forum/forum1/topic13982/ - Opinion on the Tatar EDMS "Practice", document flow from Tatarstan
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DIRECTUM: Appeals of citizens
Solution. The business solution "DIRECTUM: Appeals of citizens" allows government agencies work effectively with citizens' appeals and increase the transparency of their activities. Solved business tasks: Building work with the nomenclature cases appeals of citizens (creation, maintenance, write-off). Creation and maintenance of the register of applied citizens. Fixation oral communication with applied citizens. Consideration of citizens' appeals and the formation of instructions to performers (both internal and external)....
Way: Main page / Select EDMS / Product catalog EDMS Corporation "Information Technologies" completed the project "Office management" based on the IT-Enterprise ERP system for the largest Ukrainian construction holding "Kyivmiskstroy"
Mobile devices(tablet, phone). Integration with a corporate portal based on Microsoft office SharePoint Server for publishing and working with holding documents, subcontractors and suppliers. Case Management (Management of business cases / tasks / affairs) - the formation of a business portfolio of the project and work with it through integration with the "Project Management" module of the IT-Enterprise system.
Path: Main page / Select EDMS / Catalog of EDMS implementations « CASE» in the Trans-Baikal Territory: a single document management system covers all regional executive authorities
Electronic document management system " CASE”, developed by EOS, according to DSS Consulting analysts, has been the undisputed leader of the Russian EDMS / ECM market for many years. Leadership CASE» demonstrates both by the number of implemented projects and by the number of automated workers...
Path: Main page / Select EDMS / Catalog of EDMS implementations Defile-2013: DOCFLOW as haute couture, Ready-to-wear trends in IT – that's what DOCFLOW is today. And just as the High Fashion Week in Paris has nothing to do with the real sales of the Houses of Chanel and Christian Dior, so the conference-exhibition gathers experts in order to spread: "Mini
Social networks, mobility, usability, intelligent search, analytics - these "mantras" were heard last year, they sounded today. For the first time in six years, AIIM representatives were not present at the conference with a report on the state of the world cases in ECM - probably, the International Association also does not have fresh news. But their appearance next year should be expected only here - on DOCFLOW.
Path: Home / EDMS Forum Electronic Signature Document Storage Practices
After this time. In Russia, there is very little practice of storing electronic documents. This is despite the fact that the Federal Law-1 “On EDS” has been in force since 2002 and it is possible to submit reports in electronic form, that is, it turns out that with electronic archives we have case for over 10 years now. True, reporting is a specific task, within which the retention periods are insignificant. We see that many contradictions persist in practice. What should electronic document management operators do with this? Perhaps they...
Path: Main page / Materials / Analytics of the EDMS and ECM market Deputy Chairman of the Government of the Kamchatka Territory Alexei Voitov: “Electronic document management has made our work more efficient”
Since January 2013, a unified electronic document management system has been operating in the Government of the Kamchatka Territory, created on the basis of the EDMS " CASE» of the Electronic Office Systems (EOS) company, uniting 34 executive body state power and 7 structural divisions Office of the Governor and the Government of the Kamchatka Territory. On the results of the implementation of the system and on the use of electronic ...
Path: Home / Resources / Market Analytics for EDS and ECM EOS for SharePoint Implementation/Operation
We stopped our eyes on EOS for SharePoint... Many people write that they had/have experience with this system. In this regard, I would like to know if you had any global or not very problems during its operation, how did you solve them? What is really deed can be obtained from the EOS technical service? It seems to be declared free service during the year .... I read about other EDMS that many "slippery" moments, including unforeseen expenses, arise when contacting those support. About EOS info...
Path: Home / EDMS Forum Implementing EDMS « CASE» in the administration of the government of Khanty-Mansi Autonomous Okrug-Yugra
To the will of the Governor of the Khanty-Mansiysk Autonomous Okrug - Yugra and the efforts of the Director of the Department information technologies in the region, work with documents is almost completely automated. Currently, in the electronic document management system " CASE» developed by Electronic Office Systems (EOS) employs up to 2200 users. Security and protection of connections were put at the forefront during the implementation of the project, which, along with the availability of full-fledged web access to the system, created ...
Path: Main page / Select EDMS / Catalog of EDMS implementations The Ministry of Telecom and Mass Communications investigated EDMS in ministries and departments
More than one system operates in the Ministry of Culture, the Ministry of Transport, the Federal Tax Service and the Federal Bailiff Service of Russia. EDMS have not been implemented in the FSTEC, FSB, SVR, Rostourism and the Ministry of Internal Affairs (in the latter ministry, a criminal case). 17 EDMS are connected to the systems of interdepartmental electronic interaction (SMEV) and interdepartmental electronic document management (MEDO) federal bodies(23% of the total number of federal executive authorities with EDS, 21% of all departments). Connected at the same time...
Path: Main page / Materials / Analytics of the EDMS and ECM market ASCON solutions at the Docflow conference - for those who want to manage project documentation!
Electronic archive of design and estimate documentation. Distributed work with remote departments, construction sites and contractors via the global Internet. Mobile client for iOS and Android for status monitoring cases on projects and approval of documents. Formation of reports. See you at Docflow-2013!
Way: Main page / Materials / News of the EDMS and ECM market Implementation of a unified electronic document management system based on EMC Documentum 6.7 in OJSC Rostelecom
Newest Version Documentum in Russia and the CIS. The direct participants of the project will tell about the progress of implementation and the first results at the DOCFLOW 2013 conference. We invite you to listen to a joint presentation by Elena Kazachinskaya, Director of the Management Department affairs Rostelecom, and Tatyana Milyaeva, project manager from AT Consulting. During the presentation, you will learn why Rostelecom preferred the EMC Documentum platform, what are the first impressions of the system and future plans for...
Path: Main page / Materials / News of the EDMS and ECM market
Accounting and control of redirection of documents to and from third-party organizations; support for interdepartmental electronic document management (MEDO); the ability to connect to the system of interdepartmental electronic interaction (SMEV); nomenclature management cases institutions, formation cases, transfer closed cases archived, destroyed cases; downloading files from a scanner, including streaming scanning with automatic barcode recognition; barcoding of paper documents, automatic imprinting...
Path: Main page / Materials / News of the EDMS and ECM market Features of archival storage of legally significant electronic documents
Is there a solid legal basis for electronic archiving. Currently, there is an increasing need to convert documents into electronic form, not only for temporary use, but also for a long and even permanent storage period. Case in that electronic document management allows you to work with documents without duplicating them on paper. Therefore, the number of electronic documents is constantly growing. It is especially important to keep the so-called legal significant documents- invoices...
Features of EDMS "Practice" Ease of maintenance and implementation Intuitive interface Possibility of remote work Collaboration with other organizations online Use of electronic signature tools Flexibility of setting access rights Scalability Mobile office of the head
Doc Flow Scheme Scenario EXTERNAL INPUT DOCUMENT External organization CJSC "_________" Office. SecretaryHeadDepartment 1Department 2 1 Incoming letter 6. Signature 4. Approval 5. Outgoing letter 3. Draft outgoing letter 7. Registration 1. Registration On execution 2. Resolution 4. Approval
Stage 1. Document registration in EDMS Auto-numbering of documents; Autocomplete fields from pre-configured directories; Link to related documents; Sending a document to e-mail; Spell check of the entered text of the document; Document execution control; Full work with files; Differentiation of access rights; EP document signature. Functionality:
Stage 2. Resolution. Work with assignments: draft resolutions and resolutions: text graphics and voice; Unlimited number of resolutions; Automatic distribution of resolutions; Automatic tracking by the system of deadlines for the execution of documents; Group printing of resolutions; Group sending documents to recipients. Functionality:
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