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!