East Ukrainian National University is a higher education institution in Ukraine with the highest level of accreditation (IV level). Operating since 1920, it comprises 8 faculties and 36 departments, with a total of 77 structural units and approximately 34,000 students.
East Ukrainian National University Boosts Document Processing
East Ukrainian National University Transitioned to Electronic Document Management with Nectain’s assistance.
Get a Demo
Industry
Higher education
Company size
>1000 employees
Jump to section
About the East Ukrainian National University
The Challenge
Due to the start of the full-scale war, relocating from Sievierodonetsk to other cities in Ukraine. The university was spread across three locations: Kamianets-Podilskyi, Dnipro, and Kyiv. In such conditions, employees needed to exchange, approve, and sign documents remotely.
However, control over document processing was, in itself, extremely complicated. It was unclear which documents were being processed, who was handling them, how long they had been in process, and at what stage they were. To add on to the challenge, key documents such as enrollment orders, academic transcripts, and scholarship calculations could only be handled on-site, making remote work impossible.
Therefore, the East Ukrainian National University team decided that implementing electronic document management was the go-to solution.
Nectain’s Task
Implement an internal electronic document management system
Nectain took on the challenge of creating a system to manage and digitize orders, directives, memos, and other important documents.
Speed up document processing
The objective was to expedite the processing of documents to increase efficiency.
Improve control over documentation tasks
Nectain aimed to enhance oversight and management of tasks related to documentation, particularly for remote employees.
Facilitate remote work with documents
Ensuring that employees can effectively work with documents remotely was a key objective.
Unite various units into one system
Nectain envisioned a distributed university, integrating different units of the institution into a single system to ease communication and document exchange, regardless of location.
Solution Details
STEP 01 Unite various units into one system
Nectain envisioned a distributed university, integrating different units of the institution into a single system to ease communication and document exchange, regardless of location.
STEP 02 Digitalization of Directives and Records
We gradually digitized directives and memos, student performance records, internship agreements, and examination board minutes. Users were enabled to use standard document templates or create different types of custom documents.
STEP 03 Roles and Digital Signatures
The system includes roles for the rector, vice-rectors, chief accountant, head of the academic department, deans, department heads, anti-corruption officer, heads of all base and service structural units, and other employees who regularly interact with these document types and sign them with a digital signature.
Why Choose Nectain?
Reduce operational costs, speed up service delivery and ease compliance processes — all through one comprehensive platform.
Get a Demo
STEP 04 Automated Approval Routes
Approval routes for documents were defined and automated in the system. For example, a dean creates a draft order and sends it along a route: first to the head of the academic department, then to the chief accountant, and finally to the vice-rector or rector. Route templates are saved in the system, and submission occurs automatically. The templates also specify who has access to the documents, which can be managed by the administrators as needed.
STEP 05 Task Deadlines and Notifications
The system allows setting task deadlines and notifications for approaching deadlines to ensure no document is missed and it is processed and signed on time. Managers can monitor this and see which documents are being worked on and how many days are left for task completion. This is particularly important for documents such as personnel changes, academic leaves, and scholarship assignments.
STEP 06 Integration with SEV OVV
The system can be integrated with SEV OVV (Electronic Interaction System of Executive Bodies) to exchange documents with government authorities, not just internally.
STEP 07 Consolidation of Institutions
The system also consolidated several institutions since the university has separate structural units with their own EDRPOU, such as the Sievierodonetsk Polytechnic Vocational College. Nectain’s Document Management System allows working conveniently with all integrated institutions in a single information space.
Project Highlights
Remote work enabled
Employees can collaborate and exchange files remotely.
2-month implementation
System implementation and training took place in 8 weeks.
90 active users
Employees can easily approve enrollment, scholarships, and dismissal orders.
Results
Fully trained employees
The Nectain team worked closely with East Ukrainian National University’s staff to ensure they were comfortable and fully versed with the new system. Both the system implementation and training phase took place over the spam of 2 months. Nowadays, 90 active users are taking advantage of this solution, maximizing efficiency through document handling.
Implementation of remote work
Thanks to the Nectain Document Management System, the university was able to function during the full-scale invasion and temporary relocation. The rector, vice-rectors, deans, department heads, and other employees with system access can submit and approve orders, directives, and memos without leaving their homes. They can perform their duties regardless of location and conditions, only requiring internet access. Furthermore, the institution now has an effective tool to ensure organizational interaction with separate structural units and to develop an extensive, geographically dispersed network of branches.
Faster document processing
With Nectain, the university’s staff has drastically improved their document-centered operations. Not only have key records been digitized, but review and approvals have been simplified. Now, the university has more control over their documents and their respective status.
Optimized operations and streamlined management
Employees can now easily control document-related task completion.Users with the "Registrar" role can see which document is being processed by whom at any time. Therefore, no document has been lost or forgotten, and all are submitted on time. Additionally, during the implementation of Nectain’s Document Management System, the document nomenclature was optimized, processes related to document processing and approval were reviewed, unnecessary steps were identified and eliminated. This allowed the administration to streamline the management of the educational institution.
Lower paper-related costs
The university now spends less on paper, printers, maintenance, and mailing documents through postal operators and couriers. Important files can be stored in a securely protected electronic archive within the system.
Step into the future
of intuitive document management
Step into the future You might also like
