ECM DocSpace based on Microsoft SharePoint (core solution)
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DOCSPACE - Document and business process management system (ECM) based on Microsoft SharePoint
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ECM DocSpace based on Microsoft SharePoint (core solution)
- 1. ECM - SYSTEM DocSpace Rational. Practical. Personal.
- 2. Who we are? • Established in 2007 • Specializing in Microsoft SharePoint and Project technologies. • The 2015 Microsoft Partner of the Year Award in the nomination Project and Portfolio Management. • Developed platform to automate document-centric business processes – DocSpace – and solutions on it – document management, CRM, project management etc.
- 3. DocSpace platform – what is it and what is it for? ECM- system DocSpace - is advanced document and business process management software integrated in Microsoft SharePoint Flexible tool for creating document management solutions. Adaptation to individual customer needs by clients themselves, minimizing costs of implementation and later use. The areas of implementations: electronic archive, document management, project and project document management, customer relationship management
- 4. DocSpace platform features Rational – low total cost of ownership Practical – the ready-to-use tools included in the DocSpace platform allow for quick setup of document management solutions as well as rapid modifications, allowing time and resources required for projects to be cut in half Personal – DocSpace has simple and convenient user interface that allows customers build the solution on their own and process documents of any complexity.
- 5. Everything - everywhere – any time… Collaboration through web, tablet- and mobile- friendly, supporting cloud technology
- 6. • Follow business processes strictly, be sure all is done according to the process requirements • Control employees’ workload • Access documents anytime and from everywhere – in office, at home, on business trip, on vacation and with strong security Simplify routines – think about important ! Everyday leadership needs ? everything - everywhere – any time… and make a perfect decision!
- 7. • Think less and do more - DocSpace does the rest • As simple tasks as it can be - difficult to make mistakes • The system suggests possible decisions and the employee selects the correct one Everyday employee needs? …simple and convenient
- 8. From the clients’ point of view An implementation of the ECM-system DocSpace allows to create an integrated environment which supports a document throughout its lifecycle. Such environment consolidates all the employees within an organization and allows to: • regulate all documentation processes, • organize prompt workflow management using reliable and convenient MS Office applications (including Office 365), • implement automatic control over executive discipline, • reduce time consumption and efforts for internal decision-making due to minimizing time for document processing, • organize convenient attributive and contextual content search using different scripts, • provide safe, long-term document storage. An implementation of the ECM-system DocSpace is a critical factor of a Client’s management quality.
- 9. Advantages of the ECM-system DocSpace DocSpace includes all Microsoft SharePoint functionality with the possibility of extending functionality : • Includes all necessary functionality for automation of document management workflow • Minimizing costs of implementation. Easy and flexible customization, simple self-installation and set-up, adaptation without programming specialists • Optional configuration of business processes of any complexity. Supports strict procedures and complex approval processes as well as free assignment management, integration with email services and popular messengers • Includes ready to use reports. Provides wide users, processes and documents analysis (records). Supports access control based on user’s role in organization and in business processes, document attributes and lifecycle state • Transparent and reasonable pricing
- 10. Improve business processes • Model business process as a set of connected actions that have to be accomplished by designated person within pre-defined time limits • DocSpace will do the rest
- 11. How does it work…
- 12. Create a document form and fill in document attributes
- 13. Upload documents in any format
- 14. Send a document via a route according to an assigned process of its executing
- 15. System automatically and timely generates tasks to an assigned manager to meet deadlines
- 16. Monitoring document state and tracking history
- 17. Analyze it!
- 18. Electronic archive The systemized and reliable storage of significant documents which have already been completed. Attributive and full-text search within various types of content: - attributive search (registration number,date,contractoretc.): - full-text search (viadocumenttext ).
- 19. • Diadoc is a system for electronic relevant in law documents interchange between companies • DocSpace integrates with Diadoc to provide customers with full scale document management system including inner and outer document routing and processing
- 20. Electronic Digital Signature • DocSpace supports simple Electronic Digital Signature in its nature • Customer may choose to implement qualified electronic digital signature with DocSpace as well – Public Key Infrastructure should be implemented to use this feature
- 21. Featured clients Huge logistic company moved all business processes into DocSpace environment, besides Intranet portal and mobile access Contract and general document management, CRM, intranet portal 2000 users in general document management, procurement management and permits management Procurement management according to federal law. Winner of the “Project of the year” contest Investment group holds and manages more than 30 companies around the world. DocSpace helps to keep order in juridical documents and their conveyance between countries
- 22. DocSpace like most Microsoft applications is available online: • No upfront payments – don’t need any hardware and servicemen to start work • Pay as you go – you pay for active accounts only. You need more – you get more, you can choose pay monthly or annually • Always latest versions, no upgrade headache: everything run smooth
- 23. Be mobile!
- 24. Price and terms of DocSpace implementation for the Russian market Licenses of ECM system DocSpace for 100 users is RUB 400 000 For precise calculations please request the offer Cost of implementation services and training (incl. customization of one business process) is RUB 370000. Project implementation in 1,5 month
Editor's Notes
- Быстро. Персонально. Разумно
- History of the DocSpace began in the 90th years when three graduates of the Saint Petersburg State University (Russia) started their careers in IT area. Now we are, being owners of the DocSpace, also represent the executive board of the company. Underlie the DocSpace - 20 years of hard work, covering experience in document management aria at the platforms from different vendors.
- DocSpace is a platform for creating application systems in the field of document management and business processes based on MS SharePoint 2013 that also addresses the challenges of working with enerpaices content and networking. DocSpace complements the functionality of MS SharePoint, providing a convenient tool for quickly creating customizable document management systems that can be modified to suit customers' individual needs by themselves or Microsoft partners. Unlike many similar BPM products, such as well-known Nintex Workflow for SharePoint & Office 365, and K2 blackpearl for SharePoint, which essentially provide a toolset for the automation of business processes, the DocSpace platform efficiently and completely resolves customers' documentation management issues and has the solutions.
- Practical The ready-to-use tools included in the DocSpace platform allow for quick setup of document management solutions as well as rapid modifications, which can be implemented during operation, allowing the time and resources required for projects to be cut in half. A typical document management automation project lasts 3–4 months on average when using platforms from other vendors, but only 1.5–2 months with the help of DocSpace. Personal DocSpace DMS's simple and convenient user interface allows customers to customize the solution on their own and to process documents of any complexity without MS SharePoint specialists. Additional savings are also achieved through independent implementation and support solutions. Rational Low Total Cost of Ownership Other solutions can also be configured using the DocSpace on MS SharePoint, for example, the DocSpace platform can be pre-configured with the following: 1. Assignment Management 2. ServiceDesk 3. CRM system 4. Electronic documents archive 5. Corporate portal as well as other integrated solutions that are part of a collaborative working environment. DocSpace-based solutions also offer the lowest purchase, implementation, and ownership costs in its class. PS Average labor savings for key operations evidenced from implementing the solutions: /Processing time for a paper document /Processing time for a digital document Registration of a document /3 min. /1 min. Replication of a document /5 min. /1 min. Searching for a document /> 7 min. /2 min. Delivery to recipient /10 min. – 2 days /2 min. Preparing a report /> 30 min. /10 min. Approval of a document /> 4 hours /30 min.
- Using DocSpace based on the Microsoft SharePoint, besides document management systems, you can configure other solutions (Low Total Cost of Ownership): CRM or assignments management as well as other integrated solutions that are integrated with each other being components of a collaborative working environment The concept of a collaborative working environment provides support for both individual and group work, thus causing the emergence of a new class of professionals like e-professional who can work together regardless their geographical location. Document management system can be accessed on the web, can be installed as an application on your computer or on a mobile device , that provides access to working documents, tasks, and assignments anywhere you have an Internet access. There is an option of using a cloud storage and rental applications.
- Challenges for leadership: Improving discipline, transparency, and company management • Monitor the rote stages of document management and document state accurately forecast the approval deadlines. • Logging user actions when working with documents and preserving document flow history in order to control that employees do everything according to the process requirements. • Reduction of labor costs for the preparation of static and analytical reporting.
- User requirements: Simple and convenient A simple and fast mechanism for transmitting complex data between company divisions and user roles is achieved through automatic assignment of typical tasks in accordance with configurated document processing. Its organize document workflow using the principle of the Ford assembly line: • Standardization of operations: think less and do more • Simple tasks: difficult to make mistakes • The system suggests decisions and the employee selects the correct one
- Внедрение СЭД/ECM-системы DocSpace позволяет создать единую среду, поддерживающую весь жизненный цикл электронных документов. Такая среда объединяет всех сотрудников компании в каждом отделении и позволяет: регламентировать все документно-ориентированные процессы, организовать оперативную работу с документами, применяя привычные и удобные клиентские приложения MS Office (в том числе Office 365), внедрить средства автоматизированного контроля исполнительской дисциплины, снизить затраты сил и времени на выработку управленческих решений за счет минимизации времени на обработку документов, организовать удобный атрибутивный и контекстный поиск документов по разнообразным сценариям, обеспечить безопасное, долгосрочное хранение документов. Внедрение СЭД/ECM-системы DocSpace – важный элемент системы менеджмента качества.
- The basic principle of employee’work is streaming task execution according to the documents, thus no employee manages the flow of work, but the system does it and controls the business process. The system allows to set up quickly drafting and co-ordination for each kind of a document and to ensure a task flow of documents for staff within the executable processes.
- The basic principle of employee’s work is streaming task execution according to the documents. An employee being at his/her workplace performs a task flow formed by the system according to the configured processes. Thus no employee manages the flow of work, but the system does it and controls the business process. And at every instant a personal task for a document is appointed to an assigned manager and the document can not be lost or forgotten. Thus from the tracking of performance point of view we can always answer where the documents is and who has it; you can schedule when the document is ready for regulated processes.
- The system includes a number of ready to use annual reports with a possibility of additional BI analytics being incorporated
- Any commercial or governmental organization of 15 and more employees can be a client (user) of the ECM-system DocSpace. Potential customers primarily include those who have selected Microsoft based infrastructure solutions. Great possibilities raise with DocSpace deployment in Azure that makes DocSpace available for companies that have no intent to maintain SharePoint infrastructure on premise, with no regard on the company size. DocSpace is a single document management and ECM solution on SharePoint that is being promoted in Azure (http://www.cnews.ru/news/line/index.shtml?2015/02/04/592357). Couple words about each client
- Great possibilities raise with DocSpace deployment in Azure that makes DocSpace available for companies that have no intent to maintain SharePoint infrastructure on premise, with no regard on the company size. DocSpace is a single document management and ECM solution on SharePoint that is being promoted in Azure You don’t need to acquire and support hardware and licenses for a whole lifespan. Just rent it for required timeframe
- When keeping close track of projects or group activities is important, use your mobile device to stay informed – whatever the time, wherever you are. Subscribe to blog posts, group work areas, even collaborative documents through your intranet portal. Receive email notifications and portal documents as email attachments. Use your email to reply to posts in message boards, community groups and activity streams and see your email become a new post in the relevant area.