The implementation of the electronic document management system has begun at the Ivan Franko National University of Lviv

A new digital transformation is underway at the Ivan Franko National University of Lviv, designed to simplify and automate all processes related to the management of the University. It is about the implementation of the electronic document management system. The currently configured system is ready for use by all participants in creating, validating and signing University documents.

On May 15, 2023, on the MS Teams platform, specialized training for University employees involved in work with electronic document management has already started. University Rector Volodymyr Melnyk and vice-rectors were the first to undergo training. Further, practical skills in working with the electronic document management system are acquired by the heads of the support service, heads of structural units, deans, heads of departments, secretaries of deanships and departments. regardless, on May 23 there will be a university-wide meeting dedicated to the presentation of electronic document circulation at the University.

Rector of the University, a corresponding member of the National Academy of Sciences of Ukraine, Professor Volodymyr Melnyk notes that the implementation of the electronic document management system is a requirement of time and speed for more efficient and productive work of the University.

Vitaly Kuharskyi, Vice-Rector for Scientific and Pedagogical Work and Informatization, notes that the maximum electronic document flow requires order in the University’s administration, and for a prepared environment for the implementation of all the functions of this information system, there is still a lot of work to be done by the working group on the implementation of systems. After all, all documents are entered into the system, for each of which thousands of options for visa and signing routes are prescribed. Templates, and user instructions for downloading additional documents have been developed for each document.

“In the course of the work, a detailed work procedure was developed in the electronic document management system, which has already been approved by the Academic Council of the University. I would like to express my gratitude to the head of the General Office, Iryna Savchuk, the head of the Human Resources Department, Maria Dzikovska, the director of the Center for Network Technologies and IT Support, Vasyl Petryshyn, and the project coordinator, an employee of this centre, Oleksandr Yevsikov, the head of the Student Services Support Center, Olga Tybor, the head of the Postgraduate and Doctoral Studies Department, Natalia Lytvynovych, Director of Archives Vasyl Gerun and assistant of the department of history of the state, law and political and legal student Yury Oliynyk for an incredibly large contribution to the formation and development of this project. Only thanks to the care and enthusiasm of all these people, the system is ready for implementation and use. “Electronic document flow will be a harmonious addition to the already deployed management system of personnel and financial accounting. Complex budget systems,” Vitaliy Kuharskyi notes.

It should be noted that electronic document management is one of the newest trends in the field of digitalization, which has many advantages. In the future, the implementation of this system will not only significantly reduce the time for preparation and processing of documents, but also paves the way for optimizing the speed of management decision-making and increasing their efficiency. the choice of the system allows for an increase in the transparency of the processes of development and processing of documents with the possibility of monitoring their execution at any stage, as well as to create the possibility and integration with other solutions that form a unified information environment of the University.

More images