Baltic Bunker Company (BOSS-Referent)

The Aplana company performed the project of workflow automation using a system BOSS-Referent in Baltic Bunker Company LLC. System implementation of electronic document management BOSS-Referent helped to optimize key business processes in the company, increased discipline of work with documents, reduced time of their preparation and approval. Today in a system 21 users work.

Baltic Bunker Company LLC performs supply of bunker fuel in seaport of St. Petersburg. It is joined in by strategic alliance with Petersburg oil terminal – the largest oil storage of the northwest of Russia and the fuel operator of PNT-GSM.

With growth of volumes of sea cargo transportation also rates of development of bunkering business increase in Russia. At the same time in the conditions of fierce competition of ports of the Baltic region there is a global problem which is slowing down work and development of the bunker companies such as bad ensuring timely and uninterrupted document flow. Therefore the management of Baltic Bunker Company LLC had a need of creation of electronic document management for the organization of smoothly running work of the main business processes in the company and also increase in discipline of work with documents.

Were delivered by priority project tasks: reduction of time of receiving and document handling; exception of their loss; increase in controllability and company competitiveness.

The management of Baltic Bunker Company LLC, considering different electronic document management systems, stopped the choice on a system BOSS-Referent as this system is successfully used more than 3 years by their partner PNT-GSM Ltd – the largest supplier of oil products in the Baltic region. The choice for benefit of a system BOSS-Referent was also caused by existence of necessary functions of approval of documents, control of performing discipline and convenience of its interface.

The project on implementation of EDMS BOSS-Referent started at the beginning of July, 2008 and thanks to long-term project experience of specialists of Aplana company was complete ahead of schedule, on September 30. Within the project automation of such business processes as was performed:

• processing of the entering and outgoing correspondence;
• control of performing discipline;
• work with organizational and administrative documents;
• work with agreements;
• work with orders on the personnel, warrants for receipt of material and commodity values;
• work with memos, requests on: bunkering of courts, supply of oil products, stationery and equipment and also design of customs order.

Upon completion of the project means of EDMS BOSS-Referent in Baltic Bunker Company LLC automated 21 workplaces.

The project was implemented together with the partner of Aplana BTLab company which specialists conducted analytical examination of the enterprise, developed the concept of automation and the specification on setup of an electronic document management system, installed and configured the Lotus Domino server and EDMS BOSS-Referent, provided training of administrators and users of a system.