EDM System For Belarusian Energy Concern
Industry
Power engineering
Customer
Belenergo, the Belarusian State Energy Concern, manages the energy system and the power engineering companies of the Republic of Belarus.
Project Background
IBA was selected to develop and implement Electronic Document Management (EDM) system at the largest Belarusian power engineering enterprise. The system is based on Chancellor, the IBA proprietary software product. The project is intended to create a unified system of electronic document management for the Belenergo enterprises, including head office and seven affiliated companies located remotely, namely Brestenergo, Vitebskenergo, Gomelenergo, Grodnoenergo, Minskenergo, Mogilevenergo, and interregional dispatching office of power system management.
The project is aimed at:
- Improving information exchange between territorially distributed companies of the customer
- Raising efficiency 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 thanks to 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 Belenergo regulatory documents.
Project Overview
In 2005–2006, IBA carried out the analysis of the Belenergo information system, as well as design and development of the automated system of workflow and performance control. The project includes deployment of the EDM system in the customer's head office seven affiliated offices. IBA developed the system meeting specific requirements of workflow management at the power engineering enterprises.
During 2007, the IBA–developed automated EDM system underwent pretesting successfully and was delivered to Belenergo and its regional offices for operation testing.
In 2008, following the testing of the system by Belenergo and processing the users' offers for improvement, the Belenergo EDM system was put into commercial operation.
Project Results
The Chancellor package for Belenergo includes the following modules:
- Workflow
- Archiving
- Public appeals
- Official forms.
The Belenergo EDM system allows for management of both electronic and paper document workflow. The system provides certain tools for document traffic control, document printing tools and version control.
Functions of the Belenergo EDM system include:
- Transfer of incoming paper documents to digital format
- Document registration and processing for further consideration
- Document consideration, appointment of executor, and monitoring of execution
- Document execution and report generation
- Control of the document's status when processed in the company's departments
- Control of the execution terms and results, creation of reports on implementation practice
- Preparation of outgoing and internal documents, appointment of a coordinator and sending for approval
- Document approval and sending for signing or declining
- Document signing
- Registration of outgoing and internal documents
- Document printing to send by snail mail
- Creation of files and document filing
- Creation of inventories for permanent and temporary (10 years+) storage and document shredding (based on the file register)
- Document classification and full text search
- Document sending to electronic archive
- Centralized storage of documentation database and simultaneous access to documents for all users with a possibility of online control of the document flow between company divisions. Document classification in the database is carried out according to the document features.
- Organizing electronic document workflow between remote departments of the customer based on a unified approach to the document management automation
- Adaptation (configuration and tuning) of the application to specific requirements for document management in different company's departments.
Development Prospects
Since 2008, Belenergo has been implementing its automated EDM system in Grodnoenergo, Gomelenergo, and Mogilevenergo.
Currently, Belenergo has acquired more than 500 competitive Chancellor licenses for the EDM system Belenergo.
