"AGROKY GROUP" - implementation of Docsvision paid for itself!

TAdviser: Tell, please, how the company approached need of system implementation of electronic document management? As far as I know, "AGROKY GROUP" is a geographically distributed company, with remote production sites. Probably, it played a key role? How you understood that without EDMS business becomes less effective?

Olga Kovalyova: You are right, territorial features played one of key roles at adoption by the management of the decision on implementation of EDMS. It began with a leader of group – "The Don tobacco". It matched transfer of tobacco production to the industrial zone and as a part of divisions remained in the downtown, the question of the movement of documents and acceptance of management decisions rose very sharply. Approval of agreements was the most significant for us. As the employees participating in process of their approval and signing were territorially separated, a lot of time left on redirection of documents. As a result, something was lost, process of signing was dragged out that for business inadmissibly and could entail material losses.

TAdviser: Electronic document management systems in the Russian market great variety. Why you selected Docsvision?

Olga Kovalyova: Before use of Docsvision we already had an experience of system implementation of electronic document management and the choice of integrator, but he did not suit the company for many reasons. Therefore to new EDMS we approached with accurately formulated tasks and requirements - as the selected system, and, naturally, the company integrator. We studied work practically of all platforms presented at the market by EDMS carried out the analysis under our requirements. High-speed performance of a system, irrespective of the number of the working business processes and the number of documents, a possibility of replication of the solution on other divisions of holding and fault tolerance of business processes was one of the most important requirements for us.

It - if not to speak about specific and standard requirements. A system had to raise, develop and correspond to the market not only at the time of implementation, but also later. Business does not stand still: every day there are new requirements, and the systems of such level should correspond and help business to develop, influence management decisions, to be mobile regarding settings under new requests.

Vladimir Shulga: Regarding administrative support of the program from IT service demands for openness of a system - to use of the standardized and widespread protocols, development language, etc. were also made. All that will simplify and will make the most standard and clear further maintenance of a system.

Olga Kovalyova: As for the company integrator, for accomplishment of all works we selected Intellectika company, and it completely met our expectations. I think, we did not make the wrong choice, and the ratio "the price – quality" in this case is very counterbalanced. Even now, developing a system, we continue to be convinced of it.

TAdviser: Implementation of EDMS in holding went from division to division, then the head office was automated. Often happens on the contrary: at first automate "headquarters", and then already production workers. What did such experience give you?

Olga Kovalyova: Actually, a lot of things, the majority of business processes are based on production sites, the generalized data and analytics on businesses come to management company. It, of course, apart from business processes of "AGROKY GROUP" as separate legal entity. Respectively, at implementation of Docsvision on "The Don tobacco" (a tobacco business complex) we understood that we want to receive as a result. At implementation we had to change some processes, but as a result the project was successful. On "TAURI" (a meat business complex) we already approached implementation with new requirements and completions. Despite replicability of the solution and preserving of the general architecture, the program adapted for meat business and exactly thanks to the fact that Docsvision develops and does not stand still, we received very good result. And at deployment of a system already in the most management company we together with Intellectika faced an uncommon task, but successfully solved it.

Consolidation of these all projects in the distributed solution allowed not only to integrate cycles of office-work of businesses and head office in a single system of management of documents and tasks, but also to configure processes of document transfer and instructions in vertical direction between the management of holding and businesses. For example, routes of the movement of documents, tasks and instructions from the CEO to heads of business complexes and also approval of contractual documents by the management of management company were configured. We integrated all our practices and improved a system under management company, and now we have an opportunity to analyze everything that occurs in businesses, - everything is rather transparent. For management company it is one of the main requirements.

TAdviser: What your EDMS according to the results of implementations "is able to do"? For what employee categories - it is the daily working tool? Whether you use such modern tools as means of joint work, cloud, mobile elements within EDMS?

Olga Kovalyova: Now already and not to count all functionality, is implemented much. In "AGROKY GROUP", for example, the main tool of heads and office-work - work with instructions. In businesses, except the management and clerks, lawyers, security, marketing, sales use every day EDMS. Already practically all employees work in a system.

Vladimir Shulga: Use of mobile solutions within Docsvision now at us is on the agenda, and in the nearest future, I think, we will begin to use also this technology.

TAdviser: It was easy or difficult to convince collective of need of transition to EDMS? Whether there were obstacles from employees and how they managed to be permitted?

Olga Kovalyova: It is unambiguous it is difficult to answer. Obstacles from some employees are still, but the huge role was played by support from the management. On start of the project we were very much supported by Sergey Aleksandrovich Sapotnitsky, at that time the director of a tobacco business complex, and Lidiya Valentinovna Tatanova, the deputy chief executive for public relations, IT and the administration. Then it very much helped our common cause.

Today Sergey Aleksandrovich already the CEO of AGROKY GROUPS management company, and all new implementations and improvements of a system take place with its participation and support. By the way, there is a wish to note that he is quite advanced user of Docsvision and itself personally very actively in it works.

TAdviser: Whether there were such moments within the project which, "having wound off a film back", you would change now? What for you became the most difficult within the project and what, on the contrary, came easily?

Olga Kovalyova: The most difficult is to teach people to work in a new way and correctly. And thanks to harmonious work of project teams from the customer and our contractor, Intellectika company, we would begin to change, perhaps, nothing. High professionalism of the specialists of integrator able to listen and hear us surprised and pleased us. We never heard in reply "it is impossible", on all our wishes to us always proposed the solution. Full control and involvement in the draft of both our guide, and Intellectika also yielded so successful result.

TAdviser: According to the results of operation of a system - kind of you at the moment expressed effect of its implementation? Could you give some quantitative indices?

Vladimir Shulga: Recently we carried out calculation and, I can tell that on our, even approximate and rough estimations, the project already paid for itself even from the financial point of view, without speaking about indirect advantages of functioning of a system. For example, now all document flow of businesses and "AGROKY GROUP" is very transparent, at any time it is possible to trace where and what document is, and occupies it no more couple of minutes. Unambiguously terms of approval of documents and agreements were considerably reduced, became much less paper copies, the paper consumption was cut. So we still in addition and natural resources save!

Right there is a wish to note that our project won the competition "Project of Year-2012" organized by community of Chief information officers of Global CIO in the nomination "Business applications: management of documents and unstructured data", and is very serious, important and motivating evaluation of colleagues.