Directum in VBH Holding AG (Faubekh)

System implementation of DIRECTUM in the Russian branch of the German company VBH – one of world leaders in the field of trade in component parts for windows and doors is complete. Full automation of work with contractual documents and sevenfold acceleration of processing of the entering accounts became the main outcome of implementation.

The management of the enterprise always monitors new trends in market development of IT solutions and addresses the most successful developments for the purpose of quality improvement of the rendered services and level of efficiency of divisions. So, according to a course of continual improvement of business processes, the decision on implementation of an ECM system as means of formalization and interaction management between the Russian divisions of the company was made. First of all, there was a problem of optimization of document flow between them as scanning and sending documents by mail took too much time and did not provide a possibility of effective control behind accomplishment of the current tasks.

During the competitive selection organized by company management as the platform for implementation of electronic document management the DIRECTUM ECM system, and as service provider – Avis Expert was selected. The management reasoned the choice with the fact that in this system possibilities of adaptation to already created and regulated business processes of the company are most fully implemented.

The project started at the end of 2009 and was performed in two stages. At the first stage office-work and management of administrative documentation was automated. Were developed and entered 22 standard routes among which: approval of financial orders and requests for financing, investment, approval of regulations, provisions, powers of attorney, claims from clients and claims between warehouses.

Besides, a number of difficult end-to-end business processes was configured: the direction of employees in a business trip, a design of holidays, dismissal of employees, processing of claims from suppliers, introduction of new articles, work with receivables, awarding of employees, payment of mobile communication. For storage of all documentation of the enterprise the specialized electronic archive was created.

As much as possible to facilitate and accelerate perception by employees of new technologies, at the earliest stages of implementation of the project, in parallel with business process automation training of employees in the form of seminars and also in the form of individual rates was provided. Regulations on electronic document management and Regulations on the EDS were entered.

At the second stage which began in February, 2010 the modules "Interaction Management with Clients" and "Contract management" were implemented and also processing of the entering accounts based on the products DIRECTUM and ABBYY using the combined solution "InDocs-the automated input and recognition of documents" is automated. Automation of work with accounts allowed users to execute transactions:

• capture of accounts from the scanner and e-mail;
• automatic recognition and extraction of account details, check of their correctness;
• import of documents to electronic archive with automatic filling of a card of the account;
• sendings documents to responsibles for further work.

Besides, on a case of a recognition error of account details, sending the document to the responsible for manual entry of data was provided. In general processing using InDocs increased the input speed of accounts by 7 times and also considerably reduced percent of errors of input. For last year thus more than 5,000 accounts more than from 500 suppliers are processed.

Interaction of staff of Avis Expert with programmers of the customer within whom integration of an ECM system with MS Dynamics AX without use of the special connector DIRECTUM was performed became distinctive feature of project implementation.

Free exchange between systems of data on partners, contact persons and positions became result. The Dynamics AX system acts as the leader in this interaction. Now the end-to-end system of electronic document management covers all structural divisions of the company. Actually all document flow is completely transferred to an electronic form.

The number of users of a system reached 170 people. After transfer to commercial operation the VBH company passed to technical and service support by Avis Expert company for the purpose of further development of a system. Success of system implementation of DIRECTUM and solutions developed on its basis is explained first of all by the fact that they most met expectations of the management and non-management employees of VBH company as the successful and dynamically developing organization.

And also a possibility of adaptation of DIRECTUM to organizational and structural features of the organization customer without cardinal change of the business processes adjusted in it that certainly is advantage which attracts attention when choosing an ECM system.