The project of automation of accounting in 32 divisions of St. Petersburg State University (SPbSU)

SoftBalance Group completed the project on automation of accounting in 32 divisions of St. Petersburg State University (SPbSU). In the system created on the basis of the solutions "1C: Budget Institution Accounting 8" and "1C:Reports 8" 300 users successfully work. All divisions keep account on a uniform sample. Labor costs on collecting of the consolidated statements are considerably reduced.

St. Petersburg State University is founded in 1724. Now the Federal public educational institution of higher professional training "St. Petersburg State University" ‑ is the leading Russian center of education, science and culture which performs educational and research activity, it is considered one of the best Russian universities, taking the leading positions in ratings.

St. Petersburg State University became the first Russian university which was admitted to association of the oldest and prestigious universities of Europe. In addition to SPbSU which is the largest higher educational institution of Russia this prestigious club includes such known universities as Oxford and Cambridge.

Due to restructuring of budgetary institutions in 2010 the SPbSU received the new status of "The main manager of budgetary funds". The new status changed an order of accounting in SPbSU. There were needs for collecting of the consolidated statements, tracking of limits of budgets for articles, with a binding to government contracts. Also it was necessary to eliminate difficulties at information exchange between divisions.

Works on implementation included also a consulting part, namely, regulations, uniform for all divisions, on accounting of precious metals, currencies, target funds for scientific activity were developed. Methods of integration of 1C: Budget Institution Accounting 8 with "An information and analytical system of maintenance of research activity of SPbSU" for the purpose of effective accounting of scientific activity are developed.

In progress in implementation were automated:

• Accounting;
• Tax accounting;
• Accounting in hostels;
• Primary inventory control;
• Accounting of a power supply in dining rooms and cafe of the University;
• Data entry in 1C: Budget Institution Accounting 8 about scientific projects of SPbSU
• Collecting and consolidation of the reporting.

At start of a system in commercial operation the following results were received: Control over accounting in all divisions of the University became simpler. Time of submission of reports to the Ministry was many times reduced.

Limits of budget commitments by public contracts are automatically traced. Accounting of all divisions of SPBSU is saved from manual entry of information on scientific projects. Accounting of structural divisions uses uniform report forms on expenditure of target means taking into account the loaded information from "An information and analytical system of maintenance of research activity of SPbSU"

Automatic formation of documents for payment for students considerably reduced receptive period of a tuition fee and accommodation in the hostel and also to accelerate passing of information on payments on all interested structures.

Automation of accounting of primary inventory control reduced the probability of emergence of doubles of elements and other accounting errors.

Natalya Vyacheslavovna Gavrilyuk, the chief accountant of SPbSU, commented on project deliverables: "The joint accounting, growth of transparency of financial transactions, cutting of costs for support of a single system, timeliness and completeness of the reporting, the central control of works of all divisions in 1C became a result of our joint efforts".