Philips implements the document flow automation equipment

On October 2, 2013 Softline announced end of the first stage of workflow automation in Philips company.

Project Objectives

Philips with great attention treats the effective organization of workflow. For this reason at the level of Russian government of the company the decision on creation of a branch-off group on registration and approval of contracts and automation of this process is made.

"We annually process, we make out and we approve about ten thousand different contracts: these are delivery agreements and purchases, a trade - marketing and service agreements, contracts with the agencies on a research of the market and many others. It is labor-intensive process which takes a lot of time not only specialists of our department, but also colleagues who directly are engaged in sales, purchases, project management and marketing, – Oleg Zupnik, the head of department of management and support of contracts of Philips in Russia and the CIS noted. - A system which would provide automated, centralized was necessary for us and what is important, controlled flow control of documents and also would allow quickly and without excess labor costs to make out, approve and then to store all volume of contractual documents".

Project Progress

Specialists of Philips studied a set of specialized products for the solution of an assigned task, however any ready system did not approach. The non-standard solution was required. Optimal in all respects and the most flexible recognized the Microsoft SharePoint platform which basic functionality allows to unroll an electronic document management system of any complexity. As the partner selected Softline company.

"Use of regular opportunities of Microsoft SharePoint without use of additional resources of development was one of the key requirements caused by domestic policy of Philips. The most part of infrastructure of the company is on outsourcing at large service providers who provide us cloud solutions. On the one hand, it allows us to achieve the necessary level of scaling and quality of service in scales of all of the company, and with another - imposes some restrictions for possibilities of change of standard solutions and services at the local level, - Sergey Davydov, the IT manager on operational work of the Russian representative office of Philips told.

Works on the organization of an electronic document management system separated into several stages. By October 2, 2013 the first stage within which the basic functionality of a system providing automation of process of giving and request processing under agreements for office at which more than 700 people work is configured is completed. Ordered storage and archiving of documents is organized, and the customer had an opportunity of independent individual preference of representations.

Within the second stage completion of the implemented system regarding the organization of collecting of analytical information is planned. It is important to company to obtain data in different cuts: terms of approval of these or those documents different functions (lawyers, tax specialists, financial controllers, purchasing department, etc.), the number of contracts of different types, percent of the used standard agreements and other.

"This project was for our command special and very interesting, - Ilya Strelkov, the head of Softline online projects emphasized. - As the platform cloud MS SharePoint, work with which, unlike the local version of a product, assumes use of uncommon approaches that, in turn, gives the chance for creativity, is used. It is always interesting to us to work on the non-standard projects requiring a new view on development process".