1C:Enterprise 8 in central office and 78 representative offices of Rossotrudnichestvo

The 1C: Accounting and Trade company (BIT) completed implementation of programs based on 1C:Enterprise 8 in central office and 78 foreign representative offices of the Federal agency on affairs of the Commonwealth of Independent States, the compatriots living abroad and on the international humanitarian cooperation (Rossotrudnichestvo). 100 jobs are automated. Specialists of BIT created a system which allows to control expenditure of the funds allocated for projects on strengthening of cultural, educational and political connections of the Russian Federation abroad. As a result Rossotrudnichestvo obtains objective and operational information about financial activities of the Russian centers of science and culture in the foreign states.

The main objective of Rossotrudnichestvo and its foreign representations is the adoption abroad of objective idea of modern Russia, its material and spiritual potential, of contents inside - and a foreign policy of the country. The agency cooperates in scientific, cultural, information and humanitarian areas with the Russian non-profit non-governmental and religious organizations, with the government and non-governmental institutions of the State Parties of the CIS, other foreign states, with the international and regional organizations.

For successful project implementation, partner communications and image of Russia directed to strengthening, Rossotrudnichestvo needs to know precisely what amounts are required for divisions and as allocated funds are spent.

Long time account of such expenses was kept in spreadsheets and on paper, control was complicated. Also there were difficulties with consolidation of the amounts in different currencies: financing of all foreign representations is performed in rubles whereas divisions use US dollars and national currency of countries of residence for calculations. To the project reports came to central office in US dollars, and the amounts were transferred in rubles "manually". As a result, often there were errors. The information system which would provide control of budget implementation at foreign offices was required for Rossotrudnichestvo, and also provided the tool for preparation of the summary reporting under representations with automatic translation of the amounts of rubles.

Also the staff of foreign representations needed to automate settlement process and charges of money taking into account local specifics. For example, at office of Rossotrudnichestvo in Egypt the greatest number of employees – aboriginals. It means that their work is paid in Egyptian pounds taking into account the local legislation whereas government employees and workers from among citizens of the Russian Federation receive it in US dollars. Forms of the reporting are the main accounting documents, rated pay-sheets and personnel orders. As salaries were calculated manually, employees spent a lot of time for accomplishment of necessary transactions, mistakes were often made. Implementation of a modern accounting system had to solve these problems.

For the choice of an optimal system the open competition which was won by 1C: Accounting and Trade company (BIT) having the status "Competence Center on Budget Accounting" was announced. Specialists of BIT have long-term experience of successful implementation and support of the information systems developed especially for accounting in budgetary institutions. As a result of the carried-out requirement analysis of the customer the 1C: Budget Institution Accounting 8 and 1C: Payroll and budget institution staff 8 software products were selected.

In the project progress automation of 78 divisions of the Agency was performed worldwide. Specialists of 1C: Accounting and Trade company (BIT) based on own training center provided training of accountants of central office and representations from 15 countries. During a rate the staff of foreign divisions could learn on bright examples an accounting technique in programs 1C. In total 100 jobs were automated.

Project deliverables allowed:

• control budget implementation by divisions;
• to automatically transfer from foreign currency to rubles indicators of financial statements of foreign representations;
• to automatically calculate employee benefits of foreign representations taking into account specifics of the local legislation.

Control of budget implementation is exercised by means of the summary regulated reporting. The reporting is prepared in central office of the agency. Automatic unloading of data from representations in the central database is for this purpose organized.

Setup of the "1C: Payroll and personnel for budgetary institutions 8" and "1C: Accounting for budgetary institutions 8" programs allowed to create automatically all necessary documentation for both employee groups, citizens of the Russian Federation and residents of Egypt, in the Egyptian foreign representative office. Two production calendars - by the legislation of the Russian Federation and Egypt are for this purpose created. It gives the chance to use in parallel diagrams for citizens of the Russian Federation and Egypt that provides lack of errors in sheets of a time recording. The payroll is accrued in time and in full, the correct reporting comes to parent organization timely.

The important tool for operational accounting - automatic converting of currencies. The functionality of the implemented system allowed to refuse manual translation of the reporting amounts of rubles completely. The quantity of errors decreased by preparation of the reporting under settlings with partners. The full analysis of reliable indicators allowed to implement more effectively the projects directed to strengthening of partner communications and image of Russia abroad.

Olga Igorevna Golovashchenko, chief accountant of Rossotrudnichestvo: "Transfer of foreign representative offices of Rossotrudnichestvo on conducting budget accounting in the "1C: Payroll and budget institution staff 8" and "1C: Budget Institution Accounting 8" software products became large-scale and rather difficult project. It was required to consider specifics of accounting in legal space of the foreign states, features of application of the currency and labor law of the countries in which our representations work. Joint efforts of BIT and Rossotrudnichestvo we managed to implement the system allowing to obtain objective and operational information about financial activities of the Russian centers of science and culture abroad".