Optimization of work of offices of Russkaya Platina Group in different time zones

Situation

"The Russian Platinum" - one of leading manufacturers of platinum group metals having more than 500 tons of the confirmed reserves of platinum group metals that does the company by one of market leaders of platinum as in Russia, and on a global scale.

JSC Artel of Gold Prospectors Amur developing the Konder field in Khabarovsk Krai is a part of Russian Platinum group since 2007. In 2009 the strategy of development of platinum business was selected from group. For the purpose of expansion of mineral resources in April, 2011 OOO "Montenegro GRK" owning the license for investigation, extraction and production of non-ferrous and precious metals on Chernogorsk the field (Krasnoyarsk Krai) was purchased. At that moment Russkaya Platina Group was created and company management reorganization is carried out.

However the effective management activity of the company was disturbed by a wide geographically-distributed structure and a difference in time zones: offices Russkaya Platina LLC and Chernogorskaya GRK LLC are located in Moscow, management of subsidiary of JSC Artel of Gold Prospectors Amur is in the city of Khabarovsk, production sites and transshipment terminals are in the north of Khabarovsk Krai and Yakutia. Time zone of Khabarovsk Krai +7 hours from Moscow. With such difference in working hours between divisions approval of documents and agreements dragged on, there were difficulties with control of execution of instructions and tasks, besides there was a need for the organization of reliable document storage. Thus creation of a common information space between all divisions of Russkaya Platina Group in different time zones was necessary.

In the first half of 2012 the analysis of existing solutions on workflow automation and control of performing discipline was carried out to Russkaya Platina Group. Served as criteria for evaluation of future ECM:

• The flexibility of the platform providing a possibility of completion of the solution taking into account further development of group;
• High fault tolerance and efficiency of system operation with the large volume of data in geographically distributed divisions;
• A possibility of embedding of a system in the infrastructure existing IT (integration about 1C: Manufacturing Enterprise Management);
• Functionality;
• Scalability;
• Work through the WEB CLIENT;
• Implementation project implementation deadlines;
• Implementation cost, maintenances of a system;
• High level of professionalism and service of the company integrator and EDMS developer.

Choice justification

Russkaya Platina Group was selected a document management system and tasks of TEZIS which completely satisfied requests by all criteria.

"The Russian Platinum group at the time of the address to us already had the long-term business development strategy. Therefore selecting ESM they put in criterion of selection that want to see rather flexible platform scaled under business development and under new business processes in its basis. The THESIS system meets these requirements as having ready broad functionality, is constructed on the powerful platform of the enterprise level of CUBA which allows to implement different tasks, both connected, and not connected with document flow and to develop a system to any level. Also at the level of the platform support of work with all types of client devices and Wednesdays — normal a desktop - and web clients, various mobile gadgets with different mobile OS is provided that is important for easy integration of a system both in office, and in mobile devices" - the head of ESM "THESIS"Laskin Ivan notices

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Be convinced of high fault tolerance of a system and estimate efficiency of work with the large volume of data the reference visit of representatives of Russkaya Platina Group in the company with similar geographically distributed structure where the THESIS system was already implemented helped. Facing similar tasks representatives communicated both with supervision manpower, and with people on places. Good reviews about work with the developer finally convinced representatives of Russkaya Platina Group in correctness of the choice of ESM of a system of a system, a user-friendly interface and the high level of interaction.

The CIO of Russian Platinum group Sergey Bychkov notes: "Important characteristic for us was the opportunity for work of ESM through the thin client. It allows to optimize, first, our server capacities, secondly, to get access to the necessary data from any place without binding to the desktop computer, from mobile devices, the tablet – from anything. The full-fledged web client implemented in the THESIS system also allowed us to save essential means on an implementing solution stage as he did not demand works on deployment and setup of a system at workstations. It in general facilitated work to IT service at support of ESM".

Solution

In August, 2012 project works began. The preliminary analysis of business processes and document flow of management company (Moscow) and subsidiary Montenegro GRK (Moscow) was carried out, setup and development of technology schemes of the movement of documents is performed. In October, 2012 the THESIS system was brought into trial operation in Moscow, and in December, 2012 in JSC Artel of Gold Prospectors Amur (Khabarovsk).

All range of works on implementation, and setup of a system and also to user training was performed by specialists of developer company of Haulmont.

Within the project the following problems were solved: the organization of the standardized processes of creation, registration and approval of documents, administrative documentation and agreements, acceleration of process of delivery of documents in structural divisions, reduction of amount of works on replication of documents in offices, creation of uniform storage of documents with differentiation of access rights to documents between users, problem solving of data protection and transition to electronic document management.

Besides, within creation of uniform document flow in subsidiaries, was requirement as constructions of end-to-end processes of document flow (when approval begins at one office, and comes to an end in another), and a possibility of use of the local document flow which is not connected with other systems is considered. Such in the way risks of idle time in work were minimized. I.e. if there is a failure on the Moscow servers, Khabarovsk continues to work in the local system, at the same time they have all data, they can enter and approve, without expecting when in Moscow there comes morning and there will solve a problem.

Control of activity of remote divisions was an important task. The complexity of this task was caused by big temporary difference (till seven o'clock) in working schedules between management company and subsidiaries.

Few what implementation project of document flow does without integration with the accounting system as the workflow system cannot live out of the general information space and exists on the basis of reference books. In this case the problem of the integration about 1C: Manufacturing Enterprise Management which is rather strongly modified by internal forces of the customer was solved. The following task is a need of embedding of a system in the existing infrastructure. At the time of implementation IT infrastructure in Russkaya Platina Group was already created, servers were purchased, standard server OS is selected. Thanks to cross-platform and low requirements to server resources from outside TEZIS, ESM was without serious consequences implemented in the developed infrastructure.

Result

In a project deliverable of implementation of ESM THESIS planned integration of all employees into unified information environment was carried out to Russkaya platina Group. Thus the problem of a big geographically-distributed structure of divisions of group of companies and an essential difference in working time was solved.

"Now the time gap, for example, between Khabarovsk and Moscow is much less felt. People in Khabarovsk do not feel completely torn off, they can resolve the issues under approval of documents, according to the solution of some tasks much more quickly, than earlier did it on paper or e-mail" - Sergey Bychkov notes.

The management company in Moscow received the important instrument of control of activity of staff of remote offices. Significantly control of execution of instructions thanks to an opportunity to trace terms of the movement of documents on processes in the THESIS system amplified.

Divisions, remote from the center, had an opportunity of start of end-to-end processes – when the document card during approval can change the system of an addition many times. So process in Khabarovsk begins, it will be approved several times with heads of the Khabarovsk office, goes to Moscow further, there can be several iterations of approval both in Moscow, and to return back to Khabarovsk. After approval the agreement affirms and remains both in the Khabarovsk system, and in Moscow.

Solving rather major problems of ECM of TEZIS harmoniously became a part of the general IT landscape of the enterprise. Being implemented on the universal CUBA platform for creation of business applications, ESM has ample opportunities on integration with other systems, as was shown by successful integration with the accounting system.

The different business challenges connected with document handling allowed ESM THESIS to solve a combination of classical approaches to automation of tasks of office-work and control of execution to modern requirements to reliability and security and to create the integrating information environment for the company with offices in different time zones.