PROJECT

State Committee on Urban Planning and Architecture of the Republic of Azerbaijan

GOVERNMENT SECTOR

About the customer

State Committee on Urban Planning and Architecture was established by the Decree of February 28, 2006 of the President of Azerbaijan Ilham Aliyev based on State Committee on Construction and Architecture issues, which existed since 1993, in order to improve the management structure in the country.

Today, in accordance with the charter and instructions of the country leadership, State Committee on Urban Planning and Architecture makes every effort to achieve sustainable development of our cities, which will compete at the world level in the aspect of urban planning and architecture.

Solution

WSS Docs and SAP B1 systems were chosen as the solutions that solve the tasks set. The project implementation was entrusted to a consortium consisting of 3 companies: Ojag Consulting Services, BMS Global and Do IT. Do IT team was responsible for the application of EDMS and electronic archive. The project was implemented in several stages.
At the first stage, the most priority modules of the system were applied, the processes of incoming and outgoing correspondence, as well internal document flow were automated. At the second stage of the project, electronic archive module was applied. Within the third stage, the integration between WSS Docs and SAP B1 systems was implemented.

Task

The tasks on automating the document management processes were integral part of overall project on creation of internal information systems for urban planning and construction activities. The project included the development of modules for HR management, financial accounting and procurement processes, electronic document management and archive. The following tasks were assigned to the latter:

improving the quality, speed and reliability of working
with documents
minimizing mistakes made by the employees of the office management department
ensuring maximum speed and accuracy of the document search system
ensuring the data security
the possibility of quality control over the progress of the work at any execution stage
organization of internal and external effective document exchange within the Committee

Result

The application of WSS Docs allowed to:

create single documents database
agree the documents transparently and promptly
improve the quality of the work performed by means of applied control mechanisms
optimize existing business processes
create electronic documents archive
free up managers time by eliminating the signing of the paper documents
speed up the documents searching process and strengthen the control when providing the access to the documents
reduce the paper purchasing costs