Approval of agreements in federal state enterprise "Plant of Ya.M. Sverdlov"

The reconciliation procedure of agreements operating at the enterprise began to affect quality and efficiency of work negatively over time. For review one agreement, for example, it was required from several hours to several days. At the same time adding of the additional official in the table of necessary visas significantly extended reconciliation procedure as its participants vised the agreement consistently in turn. The lack of archive electronic copies often could lead to loss of the agreement, so, to need of initiation of repeated approval.

For the purpose of optimization of the workflow system at the enterprise the decision on system implementation "1C: Document Flow 8 CORP" was made. A priority project task was automation of accounting and approval of agreements. Four divisions of which nearly 50% of agreements of "The plant of Ya.M. Sverdlov" are the share participated in a pilot project of implementation of EDMS.

In the solution "1C: Document Flow 8 CORP" complete lifecycle of agreements and the documents accompanying them, including stages of creation of the draft treaty, internal and external approval and also execution is automated.

The manager creates in a system an electronic copy of the agreement on the basis of a standard template. If the agreement is received from the partner, then it is scanned by legal management and entered into a system.

On the next stage contractual the department initiates process of approval of the agreement in EDMS, at the same time all participants of the procedure at the same time have a task with the attached electronic agreement. Each of participants in the course of approval can enter the comments. Upon completion of approval by all participants the employee of contractual department prints the agreement, the completed "Sheet of approval", prepares the cover letter and reports all set of documents for the signature to the director.

The agreement signed by the director arrives in contractual department which staff sets on it the seal, register in EDMS and send to the partner. The manager at the same time receives a task to check return of the agreement from the partner. At return of the agreement from the partner contractual the department makes its scanning and enters into EDMS.

Thus, at implementation of EDMS the probability of loss of working documents was excluded. An opportunity to trace a stage at which there is agreement, and to check the term of its approval allowed to increase quality of work.

Project Results

As a result of implementation of EDMS in four divisions of the plant reconciliation procedure of agreements is automated. The base for receiving uniform library of agreements of the enterprise is created, procedures of their vising and a statement are regulated, user rights are differentiated during the work with them. The number of users of a system totals 50 people.

The next stage of the project provides automation of work with documents in other divisions of the enterprise, inclusion in EDMS of orders and memos, maintaining technical documentation of the plant.