EDM System for Belarusian Railway
Industry
Railway
Customer
Belarusian Railway (BR), an organization of more than 200 legal entities located in different regions of the Republic of Belarus.
Project Background
As a result of a tender carried out by Belarusian Railway (BR), IBA was selected a winner to implement the project “Creation and implementation of distributed system of document management at Belarusian Railway”.
The aim of the project is to create and implement the Chancellor–based corporate electronic document management (EDM) system for the Information and Computing Center of Belarusian Railway and six other distributed BR departments, namely Baranovichi, Brest, Vitebsk, Gomel, Minsk, and Mogilev departments.
The project is aimed at:
- Improving information exchange between remote BR departments
- Raising efficiency through the use of information resources
- Raising operational flexibility of management decisions
Using Chancellor as a basis for the system allows our customer for:
- Automation of workflow management, transformation of paper documents into digital format, and exchange of documents between affiliated companies located remotely
- Raising management effectiveness through automation of performance control, operational efficiency and transparency of documentation management
- Provision of quick and guaranteed document receipt by executor, reduction of performance time and time of preparation for task implementation
- Creation of document databases, safety of all the documents, avoidance of inadvertent losses, quick search and browsing of any document
- Cost saving thanks to:
- Effective management of document workflow and organizing its execution;
- Availability of operation electronic documentation database
- Reduction of paperwork and direct expenses for its maintenance, including paper, copying, and mail expenses
- Automation of archival storage including search, observance of storage rules, using and destruction of archive documents
- Group preparation and processing of documents using “workflow” technology
- Creation of specialized corporate databases with research, economic, and statistic information with highly developed tools of access, update and search
- Automation of electronic workflow management that ensures processing of public appeals in accordance with the BR regulatory documents.
Project Overview
The existing technology of document management is based on three hierarchical levels: Management, Paperwork Office and Execution Control (POEX), and Executors.
Management makes a decision on the further document flow, signs documents, and appoints executors, and assigns terms for execution, as well as defines the execution strategy in the form of resolutions.
The executors in charge (heads of structural subdivisions) assign executors who prepare outgoing materials in coordination with other executors (if needed), submit the documents to management for approval, and subsequently transfer the documents to POEX for further processing. They also receive alerts about the upcoming deadlines and inform POEX about the document statuses.
POEX accepts and registers incoming, outgoing and internal documents, enters information and tasks in the execution control system, provides flow of documents across the company, sends or distributes documents outside the company, controls task execution, provides information about document statuses, analyzes document execution and document flow, as well as archives the documents.
POEX is directly responsible for the workflow methodology and maintains document management.
The document management procedure is stipulated in a unified workflow memorandum valid for all affiliates and divisions of Belarusian Railway. The company uses a special encoding system and file numbering. The organizational structure of Belarusian Railway is three–level, comprising BR management — affiliated organizations and companies — structural subdivisions of affiliated companies.
Launched in 2007, the project was successfully completed in 2010.
Project Results
The Chancellor package for Belarusian Railway includes the following modules:
- Workflow
- Archiving
- Public appeals
- Scan streaming.
Chancellor is implemented in all the BR departments and in the Information and Computing Center using digital signature and territorially distributed patterns. Belarusian Railway has acquired more than 2000 competitive Chancellor Licenses.
In March 2010, IBA received a letter of thanks from Belarusian Railway for successful implementation of the project. In his letter, Valeriy Shubadyorov, Vice President of Belarusian Railway, says: “IBA implemented the project in time and with high quality. IBA experts took into consideration all specific features of document workflow at Belarusian Railway. Implementation of the automated EDM system at Belarusian Railway allowed for improving information exchange between remote BR departments and synchronizing the company’s workflow, reducing time of creation, finalization, and signing of documents, and reducing company’s paperwork.”
