MiTek develops personnel management using Directum in Bank of Kazan

2018

Results of automation of personnel processes

On October 11, 2018 the MiTek company reported that for management on work with personnel of Bank of Kazan in a system processes under approval of requests for personnel recruitment and consideration of questionnaires of candidates are automated. According to the company this approach to work allows recruiters of bank to minimize a routine and to increase quality of personnel recruitment.

In 2018 Bank of Kazan approves the next development strategy. Systematic implementation of digital technologies in processes of organization is its cornerstone. Following an IT vector, the department of selection, estimates and personnel developments of bank automates requests for selection and approval of specialists. The project is executed by MiTek company in the DIRECTUM system using business solution "Personnel processes".

MiTek is carried out the maximum adaptation of the solution under requirements of organization. Under logic of bank reference books "Requests for Search of New Employees", "Candidates for Work" and master actions for approval of applicants are finished. Summary templates in a form of bank are developed and the possibility of the invitation of specialists on an interview through Outlook from the candidate's card is provided. Thanks to the worked standard routes connection of line managers in discussion and the choice of specialists for a vacant post is provided. Comprehensive exchange of personnel information between all levels of management is adjusted. The transparency of work with vacancies and the summary is provided due to fixing of history of the appeal to objects and documents of a system.

Process automation allowed to lower load of HR specialists of bank. Routine transactions are repeatedly simplified: collecting and processing of the summary, formation of uniform base of the summary, the current approvals on vacancies and candidates, maintaining history of work on positions and applicants and many other things. Search of candidates under required vacancies due to ranging of questionnaires is optimized. All this allowed to select more time for productive activity – personal interviews and the objective analysis of competences of potential candidates. Thereby it was succeeded to increase even more quality of selection of personnel in bank. Oleg Bachurin, chairman board of KBER Bank Kazani LLC

Automation of personnel processes

On May 28, 2018 the MiTek company announced project implementation on automation in DIRECTUM of processes of department of selection, assessment and personnel development of Bank of Kazan.

Bank of Kazan develops more than 6 years internal processes of electronic document management and interaction in the DIRECTUM ECM system. In 2018 the bank optimizes work of HR specialists – automates requests for search of new employees and processes of approval of candidates. It is planned that "transfer" of processes in DIRECTUM:

1. will reduce the number of routine transactions of recruiters at document creation on applicants;
2. the initiator - the employee on personnel - the candidate" will create the transparent and controlled environment of interaction in a chain ";
3. will accelerate access to necessary personnel information on the candidate.

Also in Bank of Kazan based on DIRECTUM own service for placement of the summary where the applicant for a vacancy will be able independently to propose the candidacy will work. To the applicant there will be well selected workplace on the employer's platform where he, following the instruction or by means of the consultant, will be able to enter the résumé in DIRECTUM and to send it for consideration to the specialist, responsible for a vacancy.

So the candidate will be able "to contact" in absentia the necessary department, and employees on personnel recruitment will receive in DIRECTUM base of the summary in a form of bank. On the basis of it automatic selection and a selection of applicants under the corresponding vacancies will be performed.

For May, 2018 the main unit of works approaches end. Testing of processes is conducted.

2017

Budgeting automation

On February 27, 2017 the company "MiTek" announced automation of budgeting using ECM systems Directum century KBER Bank Kazani LLC.

Project Progress

In 2017 acquired bank 100 more licenses Directum and began setup of new processes. Among them – budgeting.

Automation covered all stages of work with budgets: from the moment of formation of requirement before its complete closing and control of obligation fulfillment.

Work on budgets in Directum saved owners of the budget and bank in general:

• from manual consolidation and control of data on the budget;
• errors of a human factor;
• exceeding of limits of budgets;
• irrational dead times.

And also allowed:

• see a complex picture on all budgets of bank;
• it is transparent to control and to flexibly adjust indicators of budgets;
• save allocated funds;
• perform strategic foresight and planning of budgets.

"Automation of budgeting is aimed at internal improvement of the program of financial management of Bank. ECM system Directum will act as the instrument of control of budget indicators. The main focus will be placed on accurate planning and execution of budgets, on control of a financial component of the contractual block and on budgeting system efficiency evaluation". Gallia Rafayezovna, vice chairman of the board of KBER Bank Kazani LLC

Project Results

On August 24, 2017 Bank of Kazan announced automation of budgeting based on ECM- a system Directum. Based on implementation key project objectives are achieved — processes of approval of requirements are accelerated and control of limits of budgets of divisions is facilitated. The company "became the contractor of the project MiTek".

KBER "Bank of Kazan" uses more than 5 years Directum as the standard of corporate interaction and exchange of documents. In 2017 the bank expanded functionality of a system in several directions.

Regarding production financial planning the bank automated budgeting processes. During the project it was required to simplify collecting of requirements of all divisions of Bank of Kazan, to accelerate their consolidation and the analysis. On a withdrawal of bank, these tasks were successfully solved.

The process of collecting and formation of budgets unrolled based on Directum allowed to make concurrent approval of requirements of divisions of bank, to unify forms on budgets and to provide the transparent environment of control of all changes on indicators of budgets through cards of requirements. In them adjustments on the amounts, owners, initiators and consumers of budgets are reflected. Here agreements are attached and accounts linked to the amounts of budgets automatic check of limits of the budget at approval of costs on accounts and agreements is provided. The possibility of fixing of the amounts of issue and receiving cash, control of a remaining balance on budgets and unplanned expenses is also considered.

The amounts of the planned costs are detailed on months. All changes on requirements are adjusted through reference books and automatically considered in a consolidated budget of organization.

Setup of financial planning in Directum allowed Bank of Kazan:

• reduce routine work of employees at the expense of an exception of manual data of budgets;
• provide the transparent environment of management of requirements of divisions;
• accelerate processes of approval of budgets;
• reduce cash gaps due to flexible management by finance;
• save allocated funds and not exceed limits.

With budgeting automation Bank of Kazan received the effective instrument of forecasting and advance planning of a financial status, resources, income and costs of bank in the short-term and long term — Oleg Bachurin, the vice president of KBER "Bank of Kazan" summed up the project results.

Automation of certification of personnel

On September 28, 2017 Bank of Kazan announced planning of transition to the automated carrying out certifications and employee surveys. These procedures based on a corporate system of Directum will be performed. Executes the project MiTek company.

For the purpose of optimization of the personnel procedures "Bank of Kazan" together with MiTek company implements the solution "Certification" based on Directum. The solution will allow to plan testings and polls in the automated mode, to collect necessary document packages and to quickly analyze results of the conducted researches.

The transparent and convenient procedure of certification and polling actions will be organized for the account:

• The configured channels of interaction: formation, preparation and approval of documents will be performed by the staff of personnel department in Directum that structures work with documents and will provide the automatic notification of all participants of process about the made decisions.
• Saving of time: carrying out certifications in the Directum system will allow to avoid routine work on preparation of materials and manual consolidation of data on its end.
• Structurizations of data: results of researches will be kept in uniform base Directum thanks to what specialists of personnel department will be able quickly to address archives and to process necessary documents in EDMS.
• Organizational clearness: employees will respond to tests and polls within the set time limit. Forms of questionnaires and certification forms will be unified and ranged depending on professional category.
• Geographical availability: workers will be able to pass test from the working computer under the account of Directum from any geopoint.
• Objective assessment: data will be fixed in a system and will not be able to be changed after completion of the procedure. Measure calculation will be executed by a system according to the put data processing algorithm.

All this will allow to exclude possible violations of a test procedure and will increase loyalty of employees to the held personnel events. And also as much as possible optimizes work of specialists of personnel department and will release their time for the solution of strategically important tasks. The project already underwent work in test loading and is ready for delivery in trial operation.

2016: Implementation of EDMS Directum

The program of development of Bank of Kazan provides automation of activity of all bank that defines need of use of an electronic document management system. Implementation of EDMS became one of tasks of bank in 2011. For its solutions presented in the Republic of Tatarstan by EDMS were carefully analyzed. The choice for benefit of DIRECTUM was influenced by system testing which passed in bank for 2 months. Broad functionality of DIRECTUM, existence of the building tool for a possibility of independent adaptation of a system and also flexible price policy became primary characteristics.

The implementation project started in August, 2011 and was performed by the Authorized partner of DIRECTUM – MiTek company (MT Group. The automated processes were among:

• registration of the entering, outgoing, internal documents, control of execution of instructions;
• work with the organizational and administrative documentation (OAD): memos and also orders and orders on primary activity;
• approval of the entering, outgoing agreements and other contractual documents, formation of the register of agreements;
• formation and approval of the agenda and minutes of meetings, control of execution of the decisions made at a meeting.

Assigned tasks were solved using the Basic modules DIRECTUM and add-on modules Office, Contract management, Management of Meetings. Their implementation allowed to transfer to an electronic form and to optimize work with the entering and outgoing correspondence, to have electronic archive, an opportunity of structurization and quick search of documents, to increase transparency of processes and control of performing discipline. Also there was a possibility of real use of the electronic digital signature at all levels of bank what particular importance was attached to. Implementation of EDMS provided reduction of completion dates of instructions, acceleration of process of preparation and approval of agreements, reduction of clerical expenses, increase in employee performance of bank.

On project deliverables which came to the end in November, 2011 in a single system about 150 employees of the bank work. Within head and additional offices work of both non-management employees, and the top management, regarding consideration of documents, pronouncement of resolutions and control over execution of instructions and also approval of contractual documents, orders and orders is automated.

As further development Bank of Kazan plans automation and process optimization according to requests for IT department, approval of invoices for payment and also to perform integration about "1C:Enterprise 8". System implementation of DIRECTUM allows to analyze work and to make more effective management decisions, having concentrated all attention of bank on key activities.

In the summer of 2016 it became known that the commercial bank of economic development Bank of Kazan expands functionality and scales quantity of jobs in EDMS Directum. Since the beginning of June, 2016 the number of at the same time working employees in an ECM system increased up to 300 people.

In bank the commission on development of the Directum system responsible for development of processes in process of expansion of requirements of the enterprise, the analysis of need of changes and the organization of their implementation continuously works. So, for lease time a system IT specialists of bank independently implemented processes of management of requests in IT, risk management, passing of requests for service of ATMs, implemented integration into the core banking system of bank. Thanks to scalability of a system the number of users — in June, 2016 annually grows. Acquired Bank of Kazan 50 more licenses Directum of the version of Enterprise, having increased the number of users of a system up to 300 employees, noted in the company.