Thanks to IT Enterprise Smart Manager, Kyivvodokanal reduced document processing time by 24%
| scale | 7 thousand+ emploees, more 70 users | kpi | increase the speed of reaction to citizens |
|---|---|---|---|
| Product | Document flow and BPM | Project time | 1 year |
| year of briefcase | 2015 - 2016 | geography | Ukraine, 8 distributed structural units |
| Industry | State and communal organisations | customer | Kyivvodokanal |
Project goals
Kievvodokanal is one of the oldest and largest water enterprises in Ukraine and Europe. In 2012, Kyivvodokanal celebrated its 140th anniversary as one of the largest utilities enterprises in the capital of Ukraine.
The main objective of the company is the filtration of drinking water and its supply to residential buildings and enterprises of the city.
The company's management was looking for ways to improve the efficiency of enterprise management. In particular, the task was to unite all departments of the enterprise in a single information system and pass to electronic document exchange.
Project description
To create a unified information environment of the company, the SmartManager module was introduced, which was part of an integrated IT-Enterprise ERP solution. SmartManager is a single workplace for working with all processes of the enterprise. The module provides access to documents and tasks from mobile devices of any type, has its own viewer and provides work on the Web.
The peculiarity of the enterprise is its territorial distribution. One of the tasks was to unite all divisions of the company in a single environment for the formation and processing of documents. As a result, the main office and 8 remote departments work together in the SmartManager system.
The work of public reception is also carried out in a single system. Due to this, telephone appeals of citizens, requests on the Kyiv City State Administration system and recording for personal reception are centrally recorded and processed electronically in SmartManager. If earlier one appeal could be registered several times in different departments in paper journals (documents could be lost and not reach the addressee), now each appeal is accurately identified in the single electronic document management system. This eliminates the possibility of duplication of requests when submitting them in different ways (by phone, through the Kyiv City State Administration system, with a personal request, etc.) and multiple processing of each of them. As a result, the processing of citizens' appeals has been accelerated many times.
Now any resident of the city, having a mobile phone, can get the necessary background information and submit an appeal on any topic of interest in a few taps. Registration and confirmation are automatically entered into the system and displayed to the employees of the responsible department as tasks. And the head of the department sees the volume of workload of his/her subordinate tasks, optimally distributes tasks among employees, and also keeps track of overdue and not completed tasks.
The automated interaction of service centers with RD in terms of quick and easy conclusion of contracts with subscribers was implemented.
Connected solutions for this task
The solution for electronic document management based on IT-Enterprise.SmartManager.
Key project factors
The processing time of documents decreased by 24%, the speed of response to appeals of citizens increased.
Work results
About 15 thousand documents are registered monthly in the system.
According to the results of the completed project, the work of the main office and all remote subdivisions in a single corporate document management system was centralized. Quality and speed of processing documents was improved. Transparency and detail information were provided.
Thanks to the achieved improvements in the IT system, it was possible to improve the usability of the citizens with the registration system and the speed of response to applications.