NIIIT-RK manufactures radio-electronic equipment for navigation, air control and landing of ground-based and water-based air vehicles. It is a research institute with 50 years of experience in developing radio-engineering facilities. Organizing and managing electronic documents is an important part of its operation.
The goal of implementing the ELMA BPM system was to optimize document management, manage the company’s business processes and set up control of task execution.
During the implementation project, we automated:
• Processes for handling incoming and outgoing mail.
• Routes for organizational-administrative documents.
• Business trip processes.
• Contract approval processes.
• Task control.
Incoming and outgoing mail
There were five processes configured for working with incoming and outgoing documents, receiving faxes and e-mail messages, and automatically reserving numbers for document registration. The processes include all stages of working with the documents, including control of document-related tasks.
To make handling of electronic and fax messages easier, every two hours ELMA checks if there are any unread messages in electronic mailboxes of the company. For every unread message, ELMA creates an electronic document with the same text, adds the attachments, determines the contractor by the sender’s email or fax number and launches the process of processing incoming mail. This way, the employees can react to the messages very fast, and distribution of responsibilities evens out the workload.
Routes for memos and instructions were configured in the system. They are different for different document types. ELMA help users by loading templates for fast creation of a document. In ELMA, it is easy to check on statuses of a document’s creation or approval, and control execution of tasks based on memos.
There is another tool for controlling document-based tasks: special portlets on the system’s main page. With them, supervisors can control how the tasks within their departments are executed. The portlets display the list of all document-based tasks, the employees responsible for executing those tasks, the current task statuses, due dates and actual execution time.
As part of BPMS implementation, the institute also configured processing of business trips. Employees start this process when they need to prepare documents for a business trip for themselves or for another employee, for example, for those who do not have access to the system. The process includes creation of memos, assignment letters, travel authorization forms, and reports.
Making business trip paperwork easier is important for most companies. You can configure this process in the system by yourself or select a ready-to-use solution in ELMA Store.
Approval of outgoing and incoming contracts
Another problem to be solved during the implementation project was automation of contract processing. There were templates created in ELMA, as well as signing and approval routes that depend on the type of the contract. Employees can use the advanced search to find any contract in the system. They can monitor where exactly a contract is at the present moment: which employee has the documents and at what stage the process is.
Today NIIIT-KR has completed the project of implementing ELMA BPM. The solution is going into production, and the document management processes are being actively tested. ELMA provides convenient means of control and monitoring document statuses and routes and performance of employees. With the system, the institute will be able to develop and improve their business processes and scale the solution for automation of new areas of operation.