Kirov Plant, joint stock company (Diadoc)

At Kirov Plant company, as at the leading enterprise of industrial holding, the main supply rate — internal. All deliveries are followed by sets of documents therefore the most part of document flow is concentrated in holding - it is about 30 thousand documents a year more than by 10 types of different economic transactions. All primary documents plying between affiliated enterprises pass a complex system of approval: initially they get to curators of agreements, there take place several vising on different departments and only after that are delivered in accounting. All accounting documents are processed in paper form.

In accounting clear split of flows of internal and external documents is organized. At Kirov Plant account of accounting documents is kept in the SAP R3 system, and on affiliated enterprises – in the systems "1C: Enterprise".

At such scheme of work need of timely delivery of correctly processed documents in accounting was particularly acute (especially during a closing time of reporting periods) that was not always represented possible in connection with a long route of approvals. The additional confusion was created that the system of internal document flow at the enterprises was not integrated with accounting systems (1C and SAP of R3) therefore the movement of the document on the approving departments was hidden from accounting.

E-document flow - need

In the spring of 2011 Kirov Plant decided to carry out by one of the first in North-West Region the project on transition to electronic document management of accounting primary documents. "Electronic documents are objective and already near future. We as the largest Russian industrial holding aimed at continuous improvement of production and quality improvement of work could not ignore this trend of business optimization — Marina Pashkova, the deputy chief accountant of Kirov Plant tells. — We understood that we all the same will come sooner or later to electronic document management and to be ready to active implementation of electronic documents in Russia, decided to begin with own document flow in holding".

To holding the universal solution providing formation of a set of outgoing electronic documentation on economic transactions including internal approval was required; transfer of electronic documentation between participants of economic transaction in a format and according to the regulations providing the legal importance of electronic document management; obtaining the entering electronic documents; response signing of the electronic document or a motivated refusal of signature and also processing of the entering electronic documents, including registration in magazines, formation of sets, approval, counter signing of electronic documents.

"Based on the tender we stopped the choice on the Diadoc system of SKB Kontur company", – Kulabukhov Sergey, the director of IT department of Kirov Plant tells.

What to begin with?

Key staff of accounting and which IT department were included in the working group decided to begin implementation of electronic document management directly with Kirov Plant and three affiliated enterprises. "The power supply company of Kirov Plant", Kirovtelekom and clinic of Kirov Plant were selected.

From SKB Kontur company the research of business processes and design of processes of paperless interaction was conducted. During the meetings with participants of the working group the type list of documents which were going to be transferred in electronic form was made. It included the invoice, the account, detailing of the account, the act of rendering services (the act of the performed works, acceptance are fixed asset transfers, settlement), agreements of different types (rendering services, accomplishment work, deliveries, etc.) and laid on TORG-12.

For integration of "Diadoc" with the systems of internal approval it was solved, having excluded use of already operating EDMS, to organize work on creation and approval of above-mentioned electronic documents in the accounting systems of 1C: Document Flow in affiliated enterprises and SAP R3 at Kirov Plant, having expanded their functionality at the expense of add-on modules and components. Also it was required to integrate an electronic document management system "Diadoc" with 1C: Document Flow and SAP R3.

Approval of primary documentation on affiliated enterprises was implemented using the module "1C: Document Flow" developed by specialists of SKB Kontur on the basis of the boxed integration solution of the Diadoc system for products of 1C.

In addition to instruments of approval, also the functionality of Archive with secure web access which allowed to organize uniform storage of electronic documents for affiliated enterprises of Kirov Plant was involved. The archive also solved a problem of tracking of the movement of documents on departments of approval in affiliated enterprises: accounting of head enterprise had an opportunity to control movement and a status of electronic documents of affiliated enterprises.

Results

At the moment in holding all components of the systems providing electronic document management between the enterprises of holding with necessary functionality of internal approval are brought into test operation. Exchange of legally significant documents is conducted by means of an electronic document management system "Diadoc". Specially selected person is responsible for acceptance of external documents at each enterprise. The input in "Diadoc" is performed by means of the certificate of the electronic digital signature (EDS). After loading of external documents they get to electronic archive of a system of internal document flow (1C: Document Flow or SAP R3) to which all interested staff of the enterprises has access.

The electronic archive allows to systematize documents, to integrate them in packets and to send for approval to authorized persons. After all approvals the document package gets to accounting where undergoes final processing.

All initially assigned tasks were as a result solved: the efficiency and processing speed of documents is increased and also the automated system providing electronic documentation of economic transactions of Kirov Plant group is created.

In March, 2012 full trial operation of systems began: there is an exchange of documentation on all 10 economic transactions. In the nearest future signing of the act of introduction of the Diadoc system to operation is expected.

"Now we in parallel conduct paper and electronic document flow: during test checks of systems on various errors which will last for three months we duplicate all electronic documents on paper. Also we look forward to setup of recently approved formats of electronic invoices in "Diadoc" to begin to exchange legally significant documents" — Sergey Kulabukhov noted.