JSC East Port starts active operation of an electronic document management system

The Asteros Consulting company adjusted effective document flow in East port and the Management port company. The solution based on "1C: Document Flow" fixed a problem of long approval of documents and processing of incoming correspondence and also facilitated control of execution of instructions.

Task

The huge flow of paper correspondence and dead time, big labor costs, lack of the corresponding program control of document flow became the basis for the solution to automate documentary processes based on "1C: Document Flow".

Solution

Specialists of Asteros Consulting developed two systems adapted for specifics of each organization in East port and the Management port company. Changes in a standard configuration are made so that as much as possible to simplify future updates of products.

Details

Each company works in the electronic document management system (EDMS) independently. The processes of end-to-end document flow configured between them help to make convenient accounting and control of a contracted work and significantly accelerate approval of documents. A system regulates data access and to transactions according to user rights and helps to create a summary picture of execution of instructions for company management. The route of approval of agreements is formed automatically depending on the amount, the partner and other conditions.

Results and expectations

Staff of office of port much quicker and more precisely processes now external correspondence. Consultants complemented the deployed solution with technology of stream input with barcoding. Thanks to it the scanned documents automatically are registered in a system, are classified and attached to an agreement card.

Today in EDMS more than 300 specialists work. It is supposed that in it over 50 thousand documents a year will be processed.

Opinion

"Our new workflow system supports clear and transparent operation algorithms with documents. Now we can check at any time the status of the document and find its current version and also in time trace the arising problems with execution of instructions. By our estimates, the implemented solution will reduce terms of approval of documents approximately by one and a half times. Consultants helped to pick up the optimal platform of automation, and we managed to lower the budget on implementation almost twice. Only costs for licenses decreased more than by 10 times", – Sergey Chukashev, the head of department of information technologies of the Management port company sums up the project results.

"All project works, including data migration from a former system, integration into the accounting platform, user training and trial operation, took only 4.5 months. While we are in Moscow, and the client – in Nakhodka. The territorial remoteness and considerable time difference imposed certain restrictions for communications. But the fulfilled project methodology and active participation of the client in the project helped us to solve rapidly successfully all assigned tasks", – Ilya Fedorinin, the head of management practice by content of Asteros Consulting company comments.