designing and implementation of the electronic document management system (edms) in perm krai

Designing and Implementation of the Electronic Document Management System (EDMS) in Perm Krai

Makar GermanPerm Krai Government Chief of Staff

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Geographical positionArea - 160,600 km² (62,008.0 sq mi)

Population – 2,819,421 inhabitants

Distance from Perm to Moscow – 1522 km

Distance from Perm to Lisbon –

5 298 km

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Historical routes

Today Permian system and Perm period are the only periods with Russian names in geological calendar

Serge Diaghilev, entrepreneur (31 March 1872 – 19 August 1929)

Doctor Zhivago, a famous novel by Boris Pasternak, first published in 1957

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State power structure

- The Russian Federation

- 83 federal subjects, like Perm Krai, Republic of Tatarstan, etc.

- 12 215 municipalities

Perm Krai Government:33 governing bodies (Ministry of Natural Resources, Ministry for Urban Construction and Infrastructure Development , Ministry of Safety, etc.) – 2 000 employees

47 municipalities (Permsky district, Chusovoy district, Gornozavodsky district)

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Documents cirulation standard situation

- governor

- managers

- governing bodies

- clerical offices

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Disadvantages

• The responsibility belongs to office clerks• Drawing up reports by office clerks• Misunderstanding of the document route• Inside work• A standard documentation process takes 30

calendar days• 9-10% of all the staff are office clerks• 30% of all documents are processed with delays

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Our system requirements

•Process transparency•Process automation•Shifting responsibility on bureaucracy•Symultaneous work of concurrent users•Simplicity of implementation•Document relevance in law•Staff reduction

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EMC Documentum is our choice!

The company which provides us with the opportunity of the objectives achievement

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Three-phased implementation of the system

2.Operational testing

- Testing of work processes

Process development - Staff training

2007 1 body 5 bodies 33bodies 2008

2006 2009

1. Elaboration 3. Commercial operation

- Process observation - System modernization

- Process standardization - System scaling

- Identification of implementation spheres

2010 2011

Regional level (2500 users)

Municipal level (3000 users) Federal level (100 users)

System structure

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User adaptation

Managers Subordinates

ForTransparencyManageability

MobilityEfficiencySimplicity

AgainstMobility

EfficiencyTransparencyManageability

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What’s the way out?

Oleg Chirkunov, the Perm Krai governor

«I don’t work with paper-based documents any longer!»

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Results

Before After

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We have

•reduced the clerical office staff by 30%•increased the volume of documents processed by our office

clerks by 50%•reduced the average document processing times by

65%•reduced the number of documents processed with delays to

2%

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Future perspectives

• The system is recommended for distributing in all the regions of the Russian Federation

• There is a basis for the development of electronic citizen services in Perm Krai

• The system is open for cooperation between the government and society

• The development of an EDMS and other IT innovations makes it possible for Perm Krai to take the 2nd place in the Russian Federation, as a region with a high rate of socio-economic growth

Thank you

This presentation will also be available online via www.momentumeurope.com

after the conference!