Review of EDMS from Tatarstan - the Praktika system or connections decide everything. DOCFLOW: electronic document management, theory and practice of EDMS (electronic document management system), ECM, document management system, automation, document management, electronic
Features of EDMS "Praktika" Ease of maintenance and implementation Intuitive interface Possibility of remote work Cooperation with other organizations in online mode Use of electronic signature tools Flexibility of setting access rights Scalability Mobile office of the head
Scenario of the document flow scheme EXTERNAL INCOMING DOCUMENT External organization CJSC "_________" Office. Secretary HeadDepartment 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. Registration of a document in the EDMS Automatic numbering of documents; Autocomplete fields from pre-configured directories; Link to related documents; Sending a document by e-mail; Spelling check of the entered text of the document; Document execution control; Full work with files; Differentiation of access rights; Signature of the ES document. Functionality:
Stage 2. Resolution. Work with instructions: draft resolutions and resolutions: text graphic 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 of documents to addressees. Functionality:
Introducing electronic document management systems over the past two years, more and more often we have to deal with EDMS "Practice" developed in our Tatarstan. I work both in government structures and in commercial ones, which is of course nice, the system is our own Tatar, as they say « Bik әybәt ", but given the meager functionality of the system, we are faced with an incomprehensibility, why do customers need such a miserable system, which even the EDMS cannot be called ???
But let's talk about everything in order.
Golden rain from the Minister of Praktika
EDMS "Practice" was developed in 2006 by the Kazan company "Document Management Systems". The system is a cloud service, where the payment is taken monthly for each user of the EDMS. The system was actually created under the order of the government of Tatarstan, after which its spread throughout the republic went with the help of administrative decisions and pressure.Now the distribution policy has not changed, the EDMS "Praktika" is still spreading with the help of administrative pressure from the Minister of Communications Nikiforov, whose former companions and friends of Nikifrov Timur Yakubov and Dmitry Yurtaev according to the Kazan Portal (http://e-kazan.ru/) are the owners of the Document Management System 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 Nikolay Nikiforov is the best "sales manager" of EDMS Practice
Currently, the EDMS "Practice" is used by about 4,000 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 Civil Service under the President of the Russian Federation, the Moscow government, the Primorsky Territory, 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 hold of only in the last 3 years. This is just some phenomenal success, because if we compare the main old-timers of the market, then they have more meager indicators - Directum has only 1,700 clients in 12 years, and EOS has 6,000 clients 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 a gesheft and profitable business, no connections - go to work and do not cry. Good example nepotism, which probably everyone already knows about.
Interestingly, is Vladimir Vladimirovich in the 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
- The ability to work remotely
- Online collaboration with other organizations
- Use of electronic signature
- Flexibility of 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 just tell you what I saw and learned from the Praktika EDMS by looking at one of the objects in the Republic. You will understand the very possibilities of this so-called EDMS.
So here's a pivot table:
| GENERAL INFORMATION | |
| Technologies used | Developed in PHP programming language |
| DBMS | Oracle / MySQL |
| Work principles | To choose from:
|
| Possibilities |
|
| 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 so far only the Moscow mayor's office has succeeded In fact, the system is a SaaS solution. |
| FUNCTIONAL EDMS | |
| Registration of correspondence |
There are 4 functions in total:
There is only 1 group incoming and 1 group outgoing. Those. there is no way to create additional groups: All letters come only either in incoming or outgoing letters with the same document cards and work rules. There is no journal of accounting and movement of paper documents, there is no possibility of tracking the location of the originals of 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 for minimizing duplication of information, tk. you will have to take into account their location in some additional system. |
| Harmonization |
|
| Assignments |
|
| archive | The system does not support storage management, i.e. establishing storage periods and actions upon their expiration (for example, store for 5 years, then destroy). Those. the safety of documents cannot be guaranteed for the deadline and prevent their deletion, plus documents are stored in excess of the established standards, which may cause legal risks. There is only a reference book "Nomenclature of cases" to mark where the document is located, i.e. a kind of analogue to personal folders where users can move documents. |
| Search |
|
| Reports |
|
| Working with files | In the Praktika system, a 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
|
| Maintaining reference books | There are only the following types of directories:
|
| Repeat check |
|
| Inline scanning and barcode handling | EDMS "Praktika" does not support the function of in-line scanning, recognition, bar-coding and automatic attachment of the scanned document to the RK. |
| Editing one file at a time | No, because there are no editable files themselves, only JPG images. |
| Integration with Active Directory | No |
| System of automatic replacement of employees | Yes,
|
| The presence of a process router. The ability to customize the processes of preparation / approval / signing / consideration / familiarization of documents | No. There is no router or business process editor, destinations are added manually. Those. set up flexible approval routes, for example, contracts will not work. Well, if only you pay sooooo much money to the developer and he implements this functionality for you. |
| Parallel / Sequential / Mixed Routes | Yes, it is indicated each time anew in the card to whom the document is sent for approval and signature. |
| Role / Job Route | No |
| Versioning of document cards (starting the route again after N number of edits and disagreements) | No |
| File versioning | No |
| Ability to use templates for route approval | No |
| Document vital statuses management | Yes. Working only with created statuses, there is no possibility of creating your own and setting up processes and access rights for each status. |
| MOBILE APPLICATIONS | |
Availability and capabilities of the iPAD client
|
|
| Data transfer security to iPAD | Information protection when working from a mobile device, the connection is carried out via the VipNet channel. BUT only if the following conditions are met:
|
| Using electronic signature on iPAD |
|
Availability of a Windows application for executives, opportunities
|
|
| Availability of solutions for tablets on Windows 8.1, features | No. |
| Android client | Yes |
| GOVERNMENT ORGANS | |
| MEDO | Yes. All documents on MEDO are sent to the "Inbox" folder without numbers and are available using the "MEDO" filter |
| SMEV | Yes, but integration with a single state portal no services. |
| Citizens' appeals | Yes |
| SAFETY | |
| Using a Qualified Electronic Signature | No,
|
| Supported Crypto Providers | Crypto-pro |
| Signing electronic signature documents | Yes |
| Electronic signature of orders | Yes |
| Encrypting files | No |
| Differentiation of access rights to documents | There are only three (differentiation by rights to access the 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 perform the same actions many times. |
| USABILITY | |
| Work principles | Workplace on the cloud computing model.
|
| System branding | Yes.
|
| IMPLEMENTATION | |
| Training courses | Yes, there are only distance learning courses for users and systems technologist. |
| Documentation | Only user documentation is available. There is no documentation on the deployment of the solution, on its configuration and support. |
| Implementation principles, services provided |
|
| ADJUSTMENT, FURTHER DEVELOPMENT & SUPPORT | |
| Setting up margins in the document card | The set of metadata elements is fixed; it is not possible to enter the required fields into the document card. It is not possible to arrange work with various specific types of documents, for example, administrative or contractual. |
| Integration with other IT systems | No |
| Creating new report templates | No |
| Support | Customer support and consultation is carried out only through the call center specialists in Kazan. |
| LICENSING & PRICES | |
| 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 the system is only licenses, without its configuration and support will be about 360,000 rubles. in year. Not so budgetary. |
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 of execution of documents. This functionality has been developed in accordance with the operating 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 fit your requirements, customize the approval routes, customize the fields, the weak ability to ensure data security, the lack of the ability to create your own groups of documents with the required set of fields. “Practice” is not suitable for state structures either, due to the fact that there is actually only the basic functionality of the EDMS and the weak possibilities 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 preliminary testing. |
Opinion of the "Guild of Managers of Documentation" about the EDMS "Praktika"
Lest you think that I am not fair to the EDMS "Praktika" I want to give a review about the system of Sergey Afanasyev executive director Guilds from 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 basic concepts, technical and interface solutions can be preserved. The survey was carried out in connection with serious problems that arose during the operation and refinement of this system for the needs of a particular apparatus. "... http://www.docflow.ru/forum/forum1/topic13982/ - Opinion about the Tatar EDMS "Practice", document flow from Tatarstan
PJSC TATNEFT organized an operational exchange electronic documents between 22 own divisions, as well as with 73 external contractors using "1C: Enterprise 8"
The specialists of the 1C-Rarus Kazan office have implemented an electronic document management system in PJSC TATNEFT. The new system, created on the basis of the solution "1C: Document flow 8 CORP" and the service "1C-Taxcom", covered 2500 workplaces in 22 divisions of the holding. The bulk of the workflow was transferred to electronic view... The time for the formation, approval and signing of documents has been reduced. The exchange of documents within the company has significantly accelerated. Organized electronic exchange of legally significant documents with 73 external counterparties. An automatic check of the correctness of filling in incoming documents has been implemented. The time for entering primary data into the accounting systems of the enterprise is minimized. Provided targeted delivery 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 operational exchange of electronic documents between 22 of its own subdivisions,
as well as with 73 external contractors 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 solution "1C: Document Management 8 CORP" and the service "1C-Taxcom", covered 2,500 workplaces in 22 divisions of the holding. The bulk of the workflow has been converted to electronic form. The time for the formation, approval and signing of documents has been reduced.The exchange of documents within the company has significantly accelerated. Organized electronic exchange of legally significant documents with 73 external counterparties. An automatic check of the correctness of filling in incoming documents has been implemented. The time for entering primary data into the accounting systems of the enterprise is minimized. Provided targeted delivery of 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 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 company's production complex, oil and gas production, oil refining, petrochemicals, a tire complex, a network of gas stations and a block of service structures are steadily developing.
Every day, PJSC TATNEFT employees work with thousands of documents, most of which are documents for the sale of goods - contracts, agreements, invoices, invoices, acts, etc. 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 the document approval chains, ensure the signing of documents with a strengthened qualified electronic signature, 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 was chosen, which is engaged in the material and technical support of the subdivisions of PJSC TATNEFT. The 1C-Rarus Kazan company 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 EDF was deployed at 2500 workplaces. At the first stage of the project, an exchange of legally significant documents was organized between the Tatneftesnab Department and one of the main partners of PJSC Tatneft - the TMS-group company, which is part of the TAGRAS-Holding oil 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 Tatneftesnab Administration. On an annualized basis, the document circulation of PJSC TATNEFT with this holding is about 44.8% of the total external document circulation of the company. At the third stage, the exchange of documents within the company was automated - between the Tatneftesnab Administration and 22 structural divisions of PJSC Tatneft.
Key results of the implementation of the electronic document management system:
- An operational exchange of legally significant documents with counterparties was organized. The EDI system is integrated with the company's accounting systems. For shipment operations, the EDM 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 is automatically sent through the EDM operator to the counterparty.
- The volume of paperwork within the enterprise has been significantly reduced. In accordance with the provisions Federal law 402-FZ and 93st. The NKRF in the company has developed its own format of an electronic waybill for the release of materials to the side and their movement between its own divisions - the M-15 format with the use of an enhanced qualified electronic signature. The use of this document made it possible to significantly reduce the volume of internal paper workflow and reduce the time for preparing and submitting documents. tax authorities.
- Accelerated approval of documents. More than 400 standard chains have been configured in the system to coordinate each type of document in the context of business processes and company divisions. Approximately 2,500 users are involved in the agreement, incl. more than 200 employees who have the right to digitally sign.
- Provided targeted delivery of an electronic document to a specific recipient. 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 values and electronic documents to them. Counterparty (buyer, if it is a third party) or recipient (if it is structural subdivision) through the web interface, submits an application for the supply of any equipment or materials to the accounting system of the Tatneftesnab Administration and fills in additional fields. An electronic document processed in the system is automatically sent to the addressee according to the details specified in these fields. This eliminated the need to manually define 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 receiving.
- Simplified the formation and control of the correctness of filling out documents. Today in TATNEFT the input into the system primary documents under contracts, it 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 stock list when generating the document. Upon receipt of the document, the system automatically checks the code numbers for compliance with the reference book, and also controls the availability of the data necessary to launch the document through the chain of coordination with the 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 documents carried out in the EDM system and the accounting system, which, according to the management's estimates, will reduce the labor costs for keeping records by a few more percent.
Currently, the EDI system at PJSC TATNEFT continues to actively develop:
- The company plans to switch to EDM with the maximum number of its counterparties, including those with small partner companies that 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 EDM operator.
- Another area of development of the system is the implementation of automatic generation of transactions. For this, work is currently underway to seamlessly integrate EDI with various accounting systems of the company. The EDM system will inform the accounting system about changes in the statuses of certain documents (the document is rejected, signed by the recipient, signed on both sides, etc.), based on these statuses, the necessary entries will be automatically generated in the accounting system. With such a scheme of work, the company's accounting will reflect transactions only on electronic documents signed on both sides, and the accounting department will be relieved of the need for reversal transactions for emergency situations. This will reduce labor costs, reduce tax risks and reduce the number of clarifying documents for the tax office.
- In addition, it is planned to implement the possibility of working with EDM through a mobile application, which will give employees the opportunity to coordinate and sign documents at any time, at any facility and on any mobile device connected to the Internet.
- To optimize work with banks serving 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 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 verification of accounting documents with statement data.
Akhmetshin Ramil Akhmetovich, deputy chief accountant, project curator at PJSC TATNEFT, notes:"We took the path based on the following principle: the formation of an electronic document in any information system must be performed only once on the side of the contractor - the counterparty has formed a document, signed it and sent it in electronic form. We shouldn't do anything else with this document except approvals and signing. Everything should be automated: approval on 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 is new opportunity provided by the EDI system integrated with the accounting system. And this is a significant change in the philosophy of working with documents at the enterprise. The solutions of the 1C: Enterprise 8 system help us to accomplish these tasks.
Today, 2,500 employees of PJSC TATNEFT are already successfully working in the EDM system based on 1C, and an operational exchange of documents has been organized both within the enterprise and with external counterparties. Our strategic goal is to convert the entire internal document flow into electronic form and make the EDM system a holding-level system, to which all subsidiaries of Tatneft (more than 160 organizations) will be connected in stages, as well as attract the maximum number of our counterparties to the electronic exchange of documents, of which there are tens of thousands. "
PJSC TATNEFT is 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, petrochemicals, 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, which ensures the supply of the enterprises of the PJSC TATNEFT group of companies with high-quality products for industrial and technical purposes. The management includes: the administrative apparatus (Bugulma), Almetyevsk base, Bugulma base, Leninogorsk base, Nizhnekamsk base.
"TMS group" is a young, dynamically developing company operating on the oilfield services market in the Republic of Tatarstan and in Russian Federation generally. Created on the basis of a powerful block of service enterprises of OAO TATNEFT in 2005, TMS Group provides effective comprehensive service oilfield and drilling equipment, carries out its operational leasing, equipment production, technical diagnostics and industrial safety expertise.
The holding company "TMS Group" includes the companies of UK LLC "TMS Group", LLC "NPO-MekhServis", LLC "Tatneft-RNO-MekhServis", LLC "TMS-Logistika", LLC "NKT-Service", LLC "TMS-Burovoy Service ", LLC" TMS-TruboprovodServis ", LLC" TMS-Technovek ". In total, the company employs over 4,500 thousand people.
"1C-Rarus" - joint venture firms "1C" and "Rarus", established in 1994. Today "1C-Rarus" is a holding with branches operating in 14 cities of Russia and Ukraine.
For 21 years of work in 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 typical 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, a member of the Association of Non-Profit Partnership of Suppliers Software Products(NP PPP).
The group of companies "1C-Rarus" employs more than 2,500 employees, most of them are certified by the firm "1C". The 1C-Rarus management system complies with international standard quality ISO 9001: 2008.
The site of the group of companies: http://www.rarus.ru/.
Introducing electronic document management systems over the past two years, more and more often we have to deal with EDMS "Practice" developed in our Tatarstan. I work both in government structures and in commercial ones, which is of course nice, the system is our own Tatar, as they say « Bik әybәt ", but given the meager functionality of the system, we are faced with an incomprehensibility, why do customers need such a miserable system, which even the EDMS cannot be called ???
But let's talk about everything in order.
Golden rain from the Minister of Praktika
EDMS "Practice" was developed in 2006 by the Kazan company "Document Management Systems". The system is a cloud service, where the payment is taken monthly for each user of the EDMS. The system was actually created under the order of the government of Tatarstan, after which its spread throughout the republic went with the help of administrative decisions and pressure.Now the distribution policy has not changed, the EDMS "Praktika" is still spreading with the help of administrative pressure from the Minister of Communications Nikiforov, whose former companions and friends of Nikifrov Timur Yakubov and Dmitry Yurtaev according to the Kazan Portal (http://e-kazan.ru/) are the owners of the Document Management System company. Also Nikiforov and Yakubov worked together as programmers at the Research Institute of Mathematics and Mechanics. Chebotarev at the Kazan State University, created with the support of George Soros.
Our Minister of Communications Nikolay Nikiforov is the best "sales manager" of EDMS Practice
Currently, the EDMS "Practice" is used by about 4,000 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 Civil Service under the President of the Russian Federation, the Moscow government, the Primorsky Territory, 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 hold of only in the last 3 years. This is just some phenomenal success, because if we compare the main old-timers of the market, then they have more meager indicators - Directum has only 1,700 clients in 12 years, and EOS has 6,000 clients 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 - it means you will have a gesheft and a profitable business, there are no connections - go to work and not cry. A good example of nepotism, which everyone probably already knows about.
Interestingly, is Vladimir Vladimirovich in the 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
- The ability to work remotely
- Online collaboration with other organizations
- Use of electronic signature
- Flexibility of 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 just tell you what I saw and learned from the Praktika EDMS by looking at one of the objects in the Republic. You will understand the very possibilities of this so-called EDMS.
So here's a pivot table:
| GENERAL INFORMATION | |
| Technologies used | Developed in PHP programming language |
| DBMS | Oracle / MySQL |
| Work principles | To choose from:
|
| Possibilities |
|
| 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 so far only the Moscow mayor's office has succeeded In fact, the system is a SaaS solution. |
| FUNCTIONAL EDMS | |
| Registration of correspondence |
There are 4 functions in total:
There is only 1 group incoming and 1 group outgoing. Those. there is no way to create additional groups: All letters come only either in incoming or outgoing letters with the same document cards and work rules. There is no journal of accounting and movement of paper documents, there is no possibility of tracking the location of the originals of 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 for minimizing duplication of information, tk. you will have to take into account their location in some additional system. |
| Harmonization |
|
| Assignments |
|
| archive | The system does not support storage management, i.e. establishing 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 a specified period and prevent their deletion, plus documents are stored in excess of the established standards, which may cause legal risks. There is only a reference book "Nomenclature of cases" to mark where the document is located, i.e. a kind of analogue to personal folders where users can move documents. |
| Search |
|
| Reports |
|
| Working with files | In the Praktika system, a 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
|
| Maintaining reference books | There are only the following types of directories:
|
| Repeat check |
|
| Inline scanning and barcode handling | EDMS "Praktika" does not support the function of in-line scanning, recognition, bar-coding and automatic attachment of the scanned document to the RK. |
| Editing one file at a time | No, because there are no editable files themselves, only JPG images. |
| Integration with Active Directory | No |
| System of automatic replacement of employees | Yes,
|
| The presence of a process router. The ability to customize the processes of preparation / approval / signing / consideration / familiarization of documents | No. There is no router or business process editor, destinations are added manually. Those. set up flexible approval routes, for example, contracts will not work. Well, if only you pay sooooo much money to the developer and he implements this functionality for you. |
| Parallel / Sequential / Mixed Routes | Yes, it is indicated each time anew in the card to whom the document is sent for approval and signature. |
| Role / Job Route | No |
| Versioning of document cards (starting the route again after N number of edits and disagreements) | No |
| File versioning | No |
| Ability to use templates for route approval | No |
| Document vital statuses management | Yes. Working only with created statuses, there is no possibility of creating your own and setting up processes and access rights for each status. |
| MOBILE APPLICATIONS | |
Availability and capabilities of the iPAD client
|
|
| Data transfer security to iPAD | Information protection when working from a mobile device, the connection is carried out via the VipNet channel. BUT only if the following conditions are met:
|
| Using electronic signature on iPAD |
|
Availability of a Windows application for executives, opportunities
|
|
| Availability of solutions for tablets on Windows 8.1, features | No. |
| Android client | Yes |
| GOVERNMENT ORGANS | |
| MEDO | Yes. All documents on MEDO are sent to the "Inbox" folder without numbers and are available using the "MEDO" filter |
| SMEV | Yes, but there is no integration with the unified state service portal. |
| Citizens' appeals | Yes |
| SAFETY | |
| Using a Qualified Electronic Signature | No,
|
| Supported Crypto Providers | Crypto-pro |
| Electronic signature of documents | Yes |
| Electronic signature of orders | Yes |
| Encrypting files | No |
| Differentiation of access rights to documents | There are only three (differentiation by rights to access the 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 perform the same actions many times. |
| USABILITY | |
| Work principles | Workplace on the cloud computing model.
|
| System branding | Yes.
|
| IMPLEMENTATION | |
| Training courses | Yes, there are only distance learning courses for users and systems technologist. |
| Documentation | Only user documentation is available. There is no documentation on the deployment of the solution, on its configuration and support. |
| Implementation principles, services provided |
|
| ADJUSTMENT, FURTHER DEVELOPMENT & SUPPORT | |
| Setting up margins in the document card | The set of metadata elements is fixed; it is not possible to enter the required fields into the document card. It is not possible to arrange work with various specific types of documents, for example, administrative or contractual. |
| Integration with other IT systems | No |
| Creating new report templates | No |
| Support | Customer support and consultation is carried out only through the call center specialists in Kazan. |
| LICENSING & PRICES | |
| 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 the system is only licenses, without its configuration and support will be about 360,000 rubles. in year. Not so budgetary. |
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 of execution of documents. This functionality has been developed in accordance with the operating 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 to commercial organizations due to the lack of the ability to customize the system to fit your requirements, customize the approval routes, customize the fields, the weak ability to ensure 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 state structures either, due to the fact that there is actually only the basic functionality of the EDMS and the weak possibilities 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 preliminary testing. |
Opinion of the "Guild of Managers of Documentation" about the EDMS "Praktika"
Lest you think that I am not fair to the EDMS "Praktika" I would like to give a review of the system of Sergei Afanasyev, 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 basic concepts, technical and interface solutions can be preserved. The survey was carried out in connection with serious problems that arose during the operation and refinement of this system for the needs of a particular apparatus. "... http://www.docflow.ru/forum/forum1/topic13982/ - Opinion about the Tatar EDMS "Practice", document flow from Tatarstan
The material and technical support of the enterprises of the holding is handled by the Tatneftesnab Department, which interacts with tens of thousands of suppliers, acquires the necessary materials and equipment and transfers them to Tatneft divisions. To formalize these operations, it is necessary to form, agree, sign and reflect in the accounting hundreds of thousands of documents - contracts, agreements, invoices, invoices, acts, etc.
Prompt processing of such a significant amount of documentation is impossible without modern tools that can provide a quick exchange of data between third-party organizations and all divisions of the company.
In 2015, the management of PJSC TATNEFT initiated a project for the implementation of an electronic document management system in order to optimize and accelerate interaction between the Company's divisions, reduce the time for exchanging documents both within the company and with external counterparties.
During the project, it was planned:
- Convert the maximum volume of document flow into electronic form.
- Provide employees with instant access to legally significant information - through the information systems of the enterprise.
- Reduce the time for the formation, approval and signing of documents.
- Organize an electronic exchange of documents - acceptance certificates for work performed (H-A4), invoices (TORG-12), invoices with third-party counterparties, including with our own departments on the basis of our own developed and approved formats of the M-15 invoice and acts N-A7.
- Speed up the exchange of documents within the company.
Transition to EDI
The 1C-Rarus Kazan company has become a partner in the creation of an electronic document management system in PJSC TATNEFT.
According to the requirements of the management of PJSC TATNEFT, the EDM system was supposed to ensure the solution of the following tasks:
- standardization and automation of chains of approval of primary accounting documents;
- signing of documents with an enhanced qualified electronic signature;
- exchange of signed documents with third-party contractors and within the company between structural divisions;
- use in the work approved by the Federal Tax Service of Russia formats of primary accounting documents;
- development and support of proprietary electronic document formats;
- minimization of manual data entry into enterprise information systems;
- integration with accounting SAP systems and 1C companies.
To create such a system, the solution "1C: Document Flow 8 CORP" was chosen as one system electronic document management (EDM) of PJSC TATNEFT, which was supposed to be integrated with the accounting systems of the enterprise.
The Tatneftesnab Administration was selected as a pilot unit for the implementation of EDM. The transfer of Tatneftesnab to EDM was completed within 2.5 months. During this time, a pre-design survey was carried out, calendar plan, the system was tuned and tested, electronic keys and other organizational measures were resolved. Successfully coped with this task project team management "Tatneftesnab" headed by the project manager Turusheva MZ and the company "1C-Rarus Kazan" - the executor of the work.
At the first stage of the project, an exchange of legally significant documents was organized between the Tatneftesnab Department and one of the main partners - the TMS-group company, which is part of the TAGRAS-Holding oilfield services holding.
At the second stage of the project, 73 enterprises of TAGRAS-holding were connected to the electronic document management system with the Tatneftesnab Office within 3 months.
At the third stage, the exchange of documents within the company was automated - between the Tatneftesnab Administration and 21 structural divisions of PJSC Tatneft. Three months were also allocated for the third stage of the project.
It took 8.5 months to implement all three stages of EDF launch at Tatneft. During this time, 22 subdivisions of PJSC TATNEFT and 73 enterprises - strategic partners of the holding were connected to the EDM-Tatneft system. At the time of the completion of the project, the quantitative volume of electronic document circulation amounted to 250,000 documents on an annualized basis.
Key results of the EDF system implementation
«
The decision to switch to EDF has been ripe for a long time. And this decision was correct and well-grounded. We have achieved the goals that we set for ourselves. We have implemented not just an electronic exchange system with third-party organizations, we have implemented two projects in one: we organized document flow with external counterparties through the EDM operator Taxcom using the 1C-Taxcom solution, and at the same time introduced an internal document flow system, in which each financial document is coordinated along the standard chain that is pre-configured for a specific contract. We develop and gradually expand the EDI system in our company. At the moment, another 97 partner enterprises are ready to work with us on the electronic document management system. "
Akhmetshin Ramil Akhmetovich,
An operational exchange of legally significant documents with counterparties was organized.
The EDM system is integrated with the accounting systems of the enterprise. For shipment operations, the EDM user creates a document in his accounting system, uploads the created document to the electronic document management system, where the predefined for of this document(under this contract or agreement) the approval process. A document signed by an authorized person is automatically sent through the EDM operator to the counterparty.
The volume of paperwork with counterparties is constantly decreasing, this is an ongoing process. In particular, the exchange of documents with 73 service enterprises of TAGRAS-Holding, one of the key partners of PJSC TATNEFT, was transferred to EDM. 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.
«
The task is to convert the entire document flow between TAGRAS-Holding and all structural divisions of PJSC TATNEFT into electronic form during 2016. As an expected result, 44.8% of the document circulation of Tatneft with third-party organizations will go into electronic form. This is a very large and serious figure. "TAGRAS-Holding" once supported our initiative, and in parallel with PJSC "TATNEFT" began the implementation of an electronic document management system at all enterprises of the holding. Today already 73 enterprises of "Tagras Holding" exchange electronic documents with us. Total document flow for 2015 in both directions on an annualized basis amounted to more than 250,000 documents. this is a waybill (TORG-12), invoices, acts of acceptance and delivery of work performed (H-A4) "
Turusheva Moulida Zalyayletdinovna,
Chief Accountant management "Tatneftesnab"
The volume of paperwork within the enterprise has been significantly reduced
In order to reduce the volume of paperwork at the enterprise in accordance with the provisions of Federal Law 402-FZ and 93 Art. The Tax Code of the Russian Federation developed its own format of an electronic waybill for the release of material to the side and movement within the company - the M-15 format with the use of a highly qualified electronic signature.
«
Previously, a certified copy was prepared from each paper document for submission during the tax audits... Translation of one paper document into electronic form allows us to abandon its printing and storage and refuse to create a second paper copy (copy), which helped to significantly reduce the paper archive of documents and the time for preparing and submitting documents to tax authorities. In the course of the project, we realized that it is quite possible to transfer all the primary documents that we exchange within the company between structural divisions into electronic form. This became the main argument for the development of its own format of the M-15 consignment note and the internal Act N-A7. Together with IT specialists, we developed and protocol approved the format of the electronic waybill M-15 for the release of materials to the outside and moving them within the company and the format of the Act N-A7. In just an incomplete month of January, we compiled about 2500 electronic documents using these formats. How much will be in total on an annualized basis - it will become clear a little later, since we are not going to stop there and set the task of converting the remaining forms of documents into electronic form. "
Artamonov Boris Nikolaevich,
Accelerated approval of documents
A system of internal approval of documents has been developed and implemented. The system has set up standard chains for the approval of each type of document in the context of business processes and divisions of the company - today there are more than 400 such chains. Approximately 2,500 users participate in the approval of documents, and more than 200 signers.
Provided targeted delivery of an electronic document to a specific recipient
There is not enough information in the document formats approved by the Federal Tax Service to identify the route of the document and deliver it to a specific recipient. Received electronic documents have to be processed and redirected to specific departments to which these documents belong. In order to exclude an intermediate link for manual processing of the incoming flow of electronic documents during the implementation of the EDM system in Tatneft, 15 additional optional fields were developed and successfully used, which contain information about the addressing of the place of dispatch and the place of delivery of material values and electronic documents to them. The counterparty (buyer, if a third-party organization) or recipient (if a structural unit) through the web interface submits an application for the supply of any equipment or materials to the accounting system of the Tatneftesnab Management, fills in these additional fields, including addressing the delivery location. The processed electronic document, after being signed by the Tatneftesnab management, is automatically sent to the addressee according to the specified details. Thus, the need to manually determine to which warehouse, to which department the document should be sent is eliminated. All information in an electronic document. And the document will automatically find its addressee among hundreds of warehouses, bases and accountable persons both when sending and receiving.
«
The resulting level of automation of workflow processes due to the introduction of EDM - will make operational and accounting identical. This fundamentally changes the paradigm of building accounting in the company "
Akhmetshin Ramil Akhmetovich,
Deputy Chief Accountant, Curator of the entire project at PJSC TATNEFT
Reduced labor costs for the formation and control of the correctness of filling out accounting documents
Today, in TATNEFT, the input into the system of primary documents under contracts is carried out not by accountants, but by the initiators of the contract, since it is they who have the most complete information about every contract and every accompanying document. At the same time, the accountant carries out control functions of checking the correctness of the entered data and, on the basis of these data, generates data in the accounting. It takes to check each document certain time the work of an accountant. When the volume of documents is several hundred thousand or millions of documents per year, the labor costs of checking the comparison of data take a lot of time.
Today, in the EDM system of PJSC TATNEFT, a mechanism for automatic incoming control of item codes has been implemented. When drawing up a document under a contract with PJSC TATNEFT, the counterparty undertakes to use the codes of the Tatneft nomenclature reference book. In addition, the data required to launch the document along the chain of approval with the responsible persons is automatically controlled. This functionality reduces the number of manual operations for entering data into the system for incoming documents.
The concept of PJSC TATNEFT assumes that electronic documents containing all the necessary details that have passed the approval procedure and signed by both parties with electronic signatures are automatically considered reliable by the company and should not be subject to further additional verification. At the same time, at the end of the approval chain, after signing the document from both sides, the document is transferred to the relevant accountant, and the accountant will only confirm that the document has been registered and signed. These works are at the stage of setting up and testing the system and will significantly reduce the labor costs for keeping records in the future. In addition, it is planned to implement the possibility of cross-checking the documents carried out in the EDM systems and the accounting system, which, according to the management's estimates, will make it possible to reduce labor costs for keeping records by a few more percent.
«
By eliminating the need for manual entry and verification of each document, we thereby simplify the work of the accounting service and make it more comfortable. Therefore, the primary task for us is to automate the loading and processing of incoming documents as much as possible, and, as a result, to completely get rid of the need to reconcile documents "
Portnov Vitaly Ivanovich,
Project Manager of the Business Service Center (BSC) of PJSC TATNEFT
Plans for the development of the EDI system
Go to the electronic exchange of documents with all partners of PJSC TATNEFT
The EDI system at PJSC TATNEFT continues to actively develop. The company plans to switch to EDM with the maximum number of its counterparties, among which there are also small partner companies that currently do not have and are not ready to implement electronic document management systems. For them, it is planned to implement the possibility of exchanging electronic documents through the web portal, when the counterparty on the portal will draw up an electronic document, certify it with a personal electronic signature key and send it to Tatneft divisions through the EDM operator.
«
The introduction of EDF, surprisingly, entails not only the transition to electronic document management, but also a huge number of related advantages that a company can get. Today we are developing in this direction, not in isolation, but in a comprehensive manner, that is, we are developing all related systems with which EDF is connected. From a strategic perspective, our task is to convert the entire internal document flow into electronic form and make the EDM system a holding-level system, to which all subsidiaries of Tatneft - more than 160 organizations will be gradually connected and to involve the maximum number of our counterparties in the electronic exchange of documents, of which there are dozens thousand "."
Akhmetshin Ramil Akhmetovich,
Deputy Chief Accountant, Curator of the entire project at PJSC TATNEFT
Implement automatic generation of transactions
Currently, work is in full swing on the seamless integration of the EDM system with the company's accounting systems - both 1C and SAP. This integration is based on the technology of web services, when the EDM system informs the accounting system about changes in the statuses of certain documents (the document is rejected, signed, rejected on the other side by the recipient, signed by the recipient, etc.), and based on these statuses in the accounting the system will automatically generate the necessary postings. With such a scheme of work, the accounting system will reflect sales transactions only on electronic documents signed by both parties, and the accounting department will be relieved of the need for reversal operations for emergency situations. This will reduce labor costs, reduce tax risks and reduce the number of clarifying documents for the tax office.
«
We took 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 the document, signed it and sent it in electronic form. We shouldn't do anything else with this document, except for approvals and signing. Everything should be automated: approval on 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 is a new opportunity that the EDM system gives us in integration with the accounting system. And this is a significant change in the philosophy of working with documents at the enterprise "
Akhmetshin Ramil Akhmetovich,
Deputy Chief Accountant, Curator of the entire project at PJSC TATNEFT
Expand the list of internal electronic documents
«
Having formed and approved our own M-15 format, we realized that we were ready to transfer the entire internal document flow of the company into electronic form. Article 9 of Law 402-FZ "On Accounting" opens up great opportunities for us. And now this is one of the promising areas that will allow us to promptly approve the format of each document, develop regulations for each electronic document, and put it into practice "
Artamonov Boris Nikolaevich,
Deputy Chief Accountant for Methodology
Implement the ability to work with EDO-Tatneft through a mobile application
This is especially important for PJSC TATNEFT, as for an enterprise with a complex and branched organizational structure... 2500 employees work with the EDM system, 200 of them have been issued electronic signature certificates, many employees are constantly on the move. Mobile app will allow them to coordinate and sign documents at any time, at any facility and from any mobile device connected to the Internet.
Organize a direct exchange of electronic documents with banks
To optimize work with banks serving Tatneft enterprises, the issue of direct exchange of documents using 1C: DirectBank technology is being worked out, which will allow sending payment orders to the bank and receiving account statements with an electronic signature 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 verification of accounting documents with statement data. "
Tatneft is one of the largest Russian oil companies. The TATNEFT Group includes oil and gas producing, oil and gas processing, petrochemical enterprises, enterprises selling oil, gas and products of their processing, a tire complex, a network of filling stations and a block of service structures.
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