The first AI system for process digitalization in Kazakhstan

Denis Mushakov, Team Lead at Directum 

I am a representative of the Sungero platform vendor, on which QDoc is developed. The new system for digitalizing documents and processes with built-in AI was launched in the Kazakh market in response to previously identified systematic problems in working with corporate information systems for document and process management among local companies:

1. Supporting and simultaneously maintaining multiple systems requires a huge amount of financial, time, and human resources to ensure the correct operation of integration services, support systems with different technology stacks, interact with suppliers, contractors, and vendors, and identify responsible parties for incorrect operation, as vendors and integrators shift responsibility onto each other.

The QDoc system not only includes all classic functions of document management, internal document flow, and contract management, meetings, and collegial bodies, but also solves tasks that go beyond the scope of ECM systems previously available on the market:

— HR document management

— electronic document archive

— business process management

— corporate knowledge base

— intelligent document processing and digitization or OCR

— agile boards and Gantt charts

— ready-made integration with Microsoft Outlook and Microsoft Office.

2. Using systems with a monolithic architecture leads to high costs in customization, slow scaling speed, and losses in performance and fault tolerance. A number of large holding companies and corporations are constrained by the architecture of the system in use, which does not allow scaling to tens of thousands of users while maintaining performance.

The QDoc architecture is based on the principle of horizontal scaling. When the system load increases: growth in the number of users, expansion of business process coverage, increase in data volume, it is sufficient to add computing power and accordingly distribute system services across them. The system has passed confirmed testing simulating the simultaneous operation of 50,000 users. This means that the product is ready for implementation in companies with 80–120 thousand users.

3. Only a few solutions on the market provide a development environment to customers, but with quite limited capabilities, which ultimately forces customers to turn to solution manufacturers on a paid basis. This leads to regularly increasing costs, as business requirements for functionality are constantly growing, and for their implementation, after each customization, it is necessary to contact the vendor. Also, the business receives functionality untimely. Sometimes, clients wait for functionality for more than a year, because the vendor alone cannot keep up with implementing all incoming requests — this leads to losses in employee productivity and falling behind competitors.

QDoc includes capabilities for no-code process configuration without involving programmers. If these means are insufficient, the system can be modified using low-code in the development environment. Necessary changes are made on a separate development layer. At the same time, all system objects, including source code, are available for viewing. When updating standard solution versions, the changes made are preserved on the customer layer, and new functionality will be available immediately without a complex merging process.

4. Customers are limited not only by development tools but also by basic configuration capabilities.

QDoc includes BPM tools for flexible modeling, execution, and control of business processes. Design and adaptation are available with minimal use of code or completely without it — using low-code and no-code tools. Using editors, reference books, and other visual tools, in QDoc you can adjust the company structure, process stages, deadlines, performers, card forms, document templates, and so on.

5. Many companies reflect the presence of problems in ensuring the security of storing their data; some of them have faced information leaks to the network. 

In QDoc, to protect confidential documents, you can encrypt documents and enable strict access. Thanks to this, the content is stored in encrypted form on the server side, and within the system, access and permission settings are restricted. At the same time, administrators and auditors do not see the document in the system, and users do not get access by substitution.

The problematics of using classic ECM systems, in fact, include many more aspects. With QDoc, implemented on the basis of the Sungero platform, we were able to address all of them and offer companies to fully transition any content and related processes to electronic form safely, reliably, and efficiently.

Sungero is a domain-oriented platform for developing enterprise management systems, including both a runtime environment and a development tool for such systems. Its main difference from general-purpose tools is its domain orientation, which consists in providing ready-made solutions that allow building a system within predefined models of the domain, programming, security, data access, and more. 

In addition to high reliability, security, flexibility, and a wide perimeter of solved tasks, QDoc increases the effect of reducing enterprise operational costs and lowering the risk of human errors by transferring labor-intensive and repetitive information processing operations to built-in  AI services, which are part of the basic functionality of QDoc and take on:

— extracting requisites and other significant facts from documents

— classification, registration of documents, filling out cards in the system

— comparing document versions.

In connection with the launch of QDoc in the market, companies can take advantage of a special offer: until August 13, 2023, you can purchase the software with a 30% discount.