Veropharm completed Directum implementation

The main attention during the project was paid to automation of key business processes of document flow, creation of the common information space within the DIRECTUM system providing routing and storage of electronic documents and also development and implementation of the solutions allowing without essential costs and completions to increase the power of a system and to connect other enterprises of group.

Situation

If to look at a situation at the time of the beginning of the project in general, then it is possible to note the following features:

• there were problems in connection with loss of documents, a lot of time was required on search of the necessary document;
• there were difficulties with movement of documents between branches: frequent losses of documents, increase in terms of approval;
• approval of documents dragged on because of opacity and not controllability of processes;
• for access to the normative reference information it was necessary to address several accounting systems, as a result: double work was often performed, records were duplicated;
• because of unstructured information storage there were difficulties with interchangeability of employees;
• the lack of regulations on approval of contractual documents led to tightening of terms of approval;
• in the company it was active on the organization and tendering process, however, these processes were always very enduring that is caused by a large number of participants of approval, and also lack of fixed terms under approval of the tender documentation, and also terms on waiting of commercial offers from suppliers.

Considering the factors stated above, the company management made the decision on need of implementation of a single system of electronic document management and interaction.

Selection

The VEROPHARM company selected the DIRECTUM system among all corporate content management systems presented at the Russian market and interaction. The DIRECTUM system for several years is the recognized leader in Russia by the number of successful implementations on large enterprises. Among advantages of this system there are an orientation to needs of the client, base of ready business solutions, scalability and flexibility, a variety of interfaces, the developed abilities to integrate with other ICs and acceptable cost. As integrator the Akelon company, the general partner of DIRECTUM company having a solid portfolio of large and successful implementations was attracted.

Task analysis

Globally in the project the following tasks were selected:

• carry out qualitative analysis of the business processes covered within the project and offer options on their optimization;
• adapt DIRECTUM for requirements of business;
• implement integration of a System with the financial accounting systems 1C and Galaktika;
• train users in work with DIRECTUM and also train administrators and developers of the Customer for ensuring internal maintenance and development of a system;
• perform start of DIRECTUM in experienced, and later in commercial operation;
• together with the Customer to develop the development plan for a System.

Solution

During the project the following Business solutions were implemented:

• Classical office-work;
• Contract management;
• Management of business trips;
• Management of tenders.

At design of solutions were selected with the main tasks on the one hand - flexibility of the solution, with another – regulation of terms for execution of works within the automated process.

Classical office-work

Business solution "Classical office-work" managed to be implemented without significant modifications of the standard solution. Processes on work are automated:

• Consideration of the incoming document;
• Approval of the outgoing letter;
• Approval of the order (order) on OD;
• Approval of the memo.

Contract management

To management of contractual documents is one of key processes of the Customer. During the research several important points were revealed:

• long time of approval of contractual documents due to the lack of the regulations defining approval deadlines, structure of necessary accompanying documents, etc.;
• existence of two accounting systems (1C and Galaktika), one of which (Galaktika) has three bases owing to what there was a problem of duplication of information on partners.

During the project process on work with contractual documents in which it is possible to select the next main stages, and also features of their implementation was designed and developed:

1. Entering of information on the partner

The main requirement from the Customer within this stage was obligatory existence of documents of title of the partner when sending the draft treaty for approval.

Card of the contractual document. Partner tab For implementation of this requirement was made the decision to add to a card of the organization the button Documents, using which the initiator adds the documents requested from the partner. At the time of start of a task on approval of the contractual document check is executed whether statutory documents are connected with the selected partner.

2. Preparation of the draft treaty

The possibility of sending a task for approval without text of the agreement, only with indication of a request for development of the agreement was provided. In this case a System will automatically send a task to the employee of Directorate according to legal issues for project development of the contractual document.

In a System were created and are supported in current status templates of agreements, using which, the initiator can independently prepare the text of the draft treaty without involvement of the employee of Directorate according to legal issues.

Changes of rather standard solution affected also a card of the contractual document for the purpose of implementation of the following wishes of the Customer:

• possibility of creation of multi-lateral agreements;
• the indication of justification of signing of the contract (held the tender / memo / other) with a possibility of fast transition to the corresponding tender or the memo.

Card of the contractual document. Tender tab 3. Validation of filling of a card of the partner

During design the decision was made that any employee of the company with respect thereto it was necessary to exclude a possibility of duplication and input of incorrect information in the reference book of the Organization of the DIRECTUM system since this information will be transferred afterwards to one of the accounting systems can create information on the new partner.

For implementation of this requirement the following operations were performed:

• the sign which shows whether this record was checked by the responsible is added to a card of the organization;
• if the draft treaty consists with the new partner, then after start it on approval the responsible receives a task for validation of filling of a card of the partner.

4. Approval of the draft treaty

For reduction of terms of approval of agreements the following actions were taken:

• fixed terms on accomplishment of each task;
• approval of the standard agreements (created on "tough" templates), takes place in parallel that allows to reduce the general time of approval of the document.

5. Transfer of the agreement in the accounting system

After agreement signature there is automatic information transfer on it and the partner in the corresponding accounting system.

Also, considering specifics of a company performance, for a possibility of manual transfer of this information in the accounting system before agreement signature, for example, at a stage of approval of the agreement by the chief accountant, the Unload button in uch was added to a registration card of the agreement. system.

Tender card. Basic tab Management of tenders On analysis results of requirements of the Customer the decision to refuse standard functionality of business solution Management of tenders and to develop own solution which significantly differed from the box version was made.

According to the results of work three standard routes were designed, each of which automates the corresponding business process:

• Preparation and carrying out the tender for the choice of the supplier of technology equipment – automation of the most difficult from the point of view of the number of participants and economically important process of the company since this process is connected with purchase of the expensive equipment;
• Preparation and carrying out the universal tender – carrying out the tender for signing of the contract of any kind except for the agreement on acquisition of technology equipment;
• Approval of the memo – this process is used in the company of the Customer if justification of lack of the tender for the signed agreement is necessary.

Tender card. Criteria tab Preparation and carrying out tender for the choice of the supplier of technology equipment The special attention is deserved by process at the choice of the supplier of technology equipment who includes the next stages:

1. Preparation and approval of technical specifications on carrying out the tender

Within this stage the initiator prepares technical specifications and sends it for approval, thereby starting all process on the organization and carrying out the tender.

From features of this stage it is possible to select automatic creation of a card of the tender, and also filling of a part of its fields that allows to reduce the initiator's time at a preparation stage.

Tender card tabs, work with which takes place at this stage, are given below:

• the Basic tab is intended for display of the main information on the held tender;
• the tab Criteria is intended for display of the list of criteria by which the received commercial offers from suppliers will be estimated.

The separate task at design of this solution selected determination of rules by which criteria since it was necessary to provide the following features will be filled:

Tender card. Mailing list tab existence of obligatory criteria (obligatory criteria and criteria of calculation of cost) which players should not be changed, regardless of a type of the tender and the subject of the agreement; an opportunity to add additional criteria which characterize the specific tender. 2. Sending technical specifications to potential suppliers

Being guided by the Customer's wish, formation of the list of potential suppliers is provided in the separate document, and the separate stage of approval of the prepared document is also implemented.

For convenient sending technical specifications to the approved potential suppliers the Mailing list tab was added to a card of the tender.

Let's select the following features of this tab:

Card lump. offers. Basic tab

• potential suppliers are specified in a table part the Mailing list, at the same time the possibility of the choice of the supplier from the reference book of the organizations, or manually was implemented;
• for fast sending technical specifications to the specified suppliers on a tab the Send button when which using the technical specifications go to the specified addresses is added, at the same time Brief field contents are automatically added to the text of the e-mail;
• since the Customer pays special attention to an adherence to deadlines of accomplishment of stages of this process, date of sending letters to potential suppliers is fixed in a table part the Mailing list.

Card lump. offers. Criteria tab 3. Waiting of commercial offers

Information on the commercial offers received from potential suppliers the initiator specifies Commercial offers in the reference book. For convenient transition from from a tender card the button of KOhm is added to this reference book to a card of the tender. offers.

The designed card of the commercial offer includes the following tabs:

• the Basic tab is intended for display of the main information on the received commercial offer. From features it is possible to select the following:
• Include sign in the competitive list specifying that this commercial offer meets the stated criteria;
• sign the Offered supplier specifying that this commercial offer is the most suitable.
• the tab Criteria is intended for the indication of values by obligatory and additional criteria which were defined for this tender;
• the Calculation of Cost tab is intended for the indication of criteria of calculation of cost for the received commercial offer. On the basis of collected requirements from the Customer, this tab was designed taking into account the following features:
• commercial offers can be received in different currencies: rubles, dollars, euro;
• display of the prices according to the commercial offer, both in currency, and in rubles is necessary.
• Card lump. offers. Basic tab

4. Formation of the competitive list

Special attention at design of this solution was paid to formation of the competitive list which form was provided by the Customer.

The solution allows to create automatically the competitive list with information on all selected commercial offers from a tender card.

If at least one of the selected commercial offers is received in currency, then the rate of the corresponding currency will be requested.

One of mandatory requirements to the competitive list was presence in it not less than five potential suppliers, otherwise justification is necessary. For implementation of the given requirement when forming the competitive list check of number of the selected commercial offers is executed and if their less than five it is necessary to specify the reason on the corresponding tab in a tender card:

5. Approval of the competitive list

Tender card. Justification tab Approval of the created competitive list takes place participants of the tender commission. Depending on the held tender one of the suitable commissions specified in the reference book the Tender commissions can be selected.

6. Approval of the competitive list

After approval of the competitive list information on the selected supplier automatically is displayed in a tender card on the Winner tab:

Preparation and carrying out universal tender Tender card. Winner tab Process steps of carrying out the universal tender are similar to stages of the tender for the choice of the supplier of technology equipment. These processes differ only in the list of the approving persons.

Approval of the memo This process represents preparation of the memo in which it is specified justification of lack of the tender for the signed agreement and sending this document for approval.

From features of this process it is possible to select different structure approving, depending on the amount of the signed agreement.

Management of business trips Business solution Management of business trips which functionality was considerably expanded and adapted for the Customer was taken as a basis.

The purpose of automation of this process was not only acceleration of approval of business trips, but also increases in the general control over process including a possibility of control and efficiency analysis of the held business trips in the organization.

Main card of the reference book. Business trips tab At an investigation phase, in the course of customer interaction problems of the existing work process were revealed:

• slow process of approval;
• loss of documents on business trips;
• lack of control over business trips of employees (efficiency, the spent means, canceling of business trips and, as a result, loss of money).

Under the practice of registration of group business trips existing in the organization the Master of actions allowing to issue one business trip on several employees is designed.

For implementation of the revealed wishes in a standard card of the module "Management of Business Trips" it was decided to carry out modifications.

The main tab of a card of record of the reference book "Business trips" took the following form:

From features of this tab it is possible to select:

Reference book card. Armoring tab

• Part of a group business trip – automatically set sign indicating that this business trip is group.
• Reporting documents are handed over – automatically determined sign fixing the fact of transfer of reporting documents in accounting.
• The possibility of canceling of a business trip or sending for repeated approval of the help of the corresponding buttons (Canceling, Repeated approval) which are taken out on a card is implemented. At the same time, in order to avoid uncontrollable cancellings of business trips, obligatory departure of the memo with justification of the reason of canceling is provided.

For convenience of a design and approval of a business trip the Armoring tab designed in the forms of requests provided by the Customer is added to a card of the reference book of the Business trip. On a tab the following information is displayed:

From features of this tab it is possible to select:

• personal data of the sent employee, including the passport data (both Russian, and international passports) added for convenience of implementation of armoring;
• fields the Total sum in which the amounts spent for a business trip, which afterwards are included in the report on the spent funds for business trips of employees are specified are added.

Reference book card. Purposes tab Also the tab on which information on problems of a business trip which were defined for sent, including the fact of their accomplishment is displayed is added to a card of the reference book of the Business trip:

According to the data specified on the Purpose tab (a vypolneniyenevypolneniye of the task set for the employee) the report using which there is an opportunity to analyze efficiency of complete business trips forms.

In compliance with specifics of a company performance, one of the main demands made within automation of this process formation of the uniform order on the direction in a business trip on several employees was. The scenario which is started with the set frequency is developed for the embodiment of an assigned task and in the course of work "The personnel order" creates the document of a type. The order contains information on business trips on which the order was not made earlier.

Also, for implementation of the main wishes of the Customer on traveling process, the following reports for collecting and the analysis of statistical data on complete business trips are designed:

• Zadolzhniki according to reporting documents. The report is intended for formation of the list of the employees who did not hand over reporting documents in accounting in the allotted time.
• The pivot table on costs. The report is intended for formation of aggregated data on the spent amounts of the organization on business trips of employees, with a possibility of sorting and the analysis by the organization, department, division and the employee.
• Efficiency of business trips. The report is intended for display of summary information on results of the carried-out business trip tasks, with a possibility of efficiency analysis generally on the organization, department, division and for the individual employee.

Integration Integration with 1C systems and Galaktika allowed to transfer changes in an organization structure in DIRECTUM in the automatic mode. Communication of systems is made by generation and reading files of the widespread XML format. When importing workers from the accounting systems in DIRECTUM automatic search of users in the Active Directory is performed and on the basis of these data Users with Windows authentications are created and automatic import certificates is made for users.

Results

On project deliverables in the company the following business solutions were implemented:

• Classical office-work;
• Contract management;
• Management of tenders;
• Management of business trips.

The analysis of the existing business processes is carried out and the option on their optimization taking into account the revealed features of work of this enterprise is offered. Special attention is paid to process optimization on work with contractual documents that in an effect allowed to reduce time of approval of documents and to make process more transparent and controlled.

Existence of the developed reports will provide to the top management control over timely accomplishment of assigned tasks.

During the project teachers of Akelon company trained in skills of work in a system about 100 employees of JSC Veropharm, Ying Vero LLC, LENS-pharm LLC a part of which received the status of the certified users, administrators and developers.

At the time of writing of a case of the project in a system about 700 users are registered, actively works in the system of 100-150 users.

Since 9/9/2013, completely undergoes processes on work with the entering, outgoing, internal, contractual and traveling documents in the DIRECTUM system, paper documents for approval are not accepted by the staff of the company.