VNIPIET leading research institute (1C: Document Flow 8)

The 1C: Accounting and Trade company (BIT) completed the project on workflow automation at largest Russian research "VNIPIET leading research institute". System implementation of 1C: Document Flow 8 helped to reduce several times time of approval of documents, to exclude a possibility of their loss and also to strengthen control over completion dates of agreements.

"VNIPIET leading research institute" is the multidisciplinary organization executing considerable volume unique project, research and development in the field of creation of the latest nuclear technologies, objects of the nuclear industry, power and a nuclear and weapon complex. "VNIPIET leading research institute" totals about 1500 workers, 5 production divisions and administrative and managerial services.

Till this year at the enterprise all document flow was conducted in traditions of paper office-work. Only for 2010 thus 68764 documents were processed. According to forecasts, in 2011 document flow should reach volume in 80 thousand documents. Such big flow of external and internal documentation required reliable and safe storage, approval process optimization and also strict control of completion dates of agreements.

VNIPIET decided to settle flows of documents the top management of institute due to the electronic document management created based on 1C: Document Flow 8. Reliability, multifunctionality and compatibility with the production management system ("1C: Manufacturing Enterprise Management 8") which is already operating at the enterprise - here the main criteria of VNIPIET when choosing the software product. The project team of 1C: Accounting and Trade (BIT) behind which shoulders of specialists impressive experience of successful implementation of similar projects became the partner in automation.

A system on 160 users was created less than in three months. Today about 500 people have access to uniform information base already. Specialists of BIT company provided training in work in the software package "1C: Document Flow 8" at the rate which is specially developed under specifics by VNIPIET. Besides, especially for the staff of VNIPIET video tutorials for work in a system, with emphasis on business processes of the enterprise were created.

The management of "VNIPIET leading research institute" notes the following project deliverables:

• Several times approval of documents accelerated. It managed to be reached due to optimization of a route of approval while the number of the approving persons did not change. For example, if the document needs to be approved in one day, then the document is transmitted through a system to all key staff at the same time. If terms longer – the document is approved in turn, within the approval order set at the enterprise. In a system the countdown of time allowed for this procedure is conducted. On average, now on registration and approval of one document leaves up to 5 days whereas earlier this procedure took about 2 months.
• It was succeeded to liquidate risk of loss and to facilitate search of necessary documents. In a day at institute VNIPIET about 70 incoming letters, 80 outgoing and 70 internal documents are on average processed. Quickly folder structure and a possibility of full-text search helps to orient with current documents. Besides, a system provides reliable storage of large volume of data. At the same time access to archive of documents in the course of work is open.
• Labor productivity increased, the workmanship of collective tasks improved. In a system 500 users can work at the same time that allows employees to resolve disputable and current issues quickly.
• The management of VNIPIET received the convenient tool for control of performing discipline and, in particular, completion dates of documents and agreements. So in case of the shift of terms of accomplishment, for example, of the internal order, the employee makes necessary changes by dates in the document. The head sees changes and the comment of the contractor, and acts already depending on a situation further.

Svetlana Protasova, the general director assistant of JSC VNIPIET Leading Research Institute comments: "A system based on 1C: Document Flow completely closed all difficulties which were inherent in manual work and "paper" document flow. Employees began to cope quicker with the current tasks, spending for them less than forces. And we had an opportunity to control timeliness of accomplishment of instructions and to optimize interaction of employees among themselves".