VTB 24 due to implementation of electronic archive saved more than 1 billion rubles

Implementation of electronic archive based on the TESSA platform

Economic effect

2018: Economy — more than 1 billion rubles in 5 years

Retail business of VTB counted economic effect of system implementation of electronic archive. As of March 15, 2018 it already exceeds 1 billion rubles. The bank stores in electronic form about 765 million client and internal documents. The volume of electronic archive reaches 130 TB.

The electronic document management system covers more than 10 functional units. Among them: archives of documents on the currency transactions and requests of state agencies, archive of copies of documents of clients physical persons and legal entities, documents on problem credit deals, salary projects, agreements of acquiring and also intra bank documents. The number of users of a system exceeds 30 thousand human. Duplication of documents on paper carriers is not allowed, except as specified, the requirements of the legislation connected with execution.

Economic effect of implementation by retail business of VTB of a system of electronic archive for the last 5 years was about 1 billion rubles. Only the archive of requests of state agencies allowed bank to save not less than 600 million rubles. Economic effect of implementation of electronic archive of client and product files was about 300 million more rubles — the senior vice president, the Head of Department of operational support of business of VTB Valery Chulkov specified.

In the short term the bank is going to automate processes of the conclusion of transactions and customer service of physical persons and legal entities and also to transfer to storage in an electronic form documents as regards products.

2017: Economy — about 265 million rub a year

Due to implementation of electronic archive and reduction of use of paper documents VTB 24 bank saves a year about 265 million rubles a year. It follows from a performance of Svetlana Dementieva, the head of department of processing of client data of VTB 24 operations department, at a conference of TAdviser the EDMS/ECM and BPM Day which passed on March 28, 2017.

The electronic archive, according to Dementieva, began to develop VTB 24 actively in 2013. It is created using the solution Syntellect based on the TESSA platform and closely integrated with paper archive. One of the principles by which it was implemented - duplication of documents in an electronic and paper form is not allowed, except only some cases.

Based on the TESSA platform in bank more than 15 functional units which are responsible for storage and processing of different types of client and product files, internal economic documents VTB 24 including approval of economic agreements, invoices for payment, powers of attorney and many other things are automated. In a system about 30 thousand users at the same time work, the volume of electronic archive is about 115 Tb.

Svetlana Dementieva

The representative of VTB 24 brought at a digit conference that, in particular, economic effect of implementation electronic the archive of client and product files made for bank 70.2 million rubles a year, the system of electronic approval of orders on payment under economic agreements integrated with the system of SAP - 36.7 million rubles a year, electronic document management and document storage of currency exchange control – 8 million rubles a year.

Svetlana Dementieva specified even more impressive indicator on electronic archive of requests of state agencies (FOIV): here economic effect of electronic document management was 150 million rubles a year.

According to Dementieva, the provided digits is the already really reached economy. In addition to the saved money in VTB 24 counted also ecological effect of reduction of use of paper: according to the representative of VTB 24, in a year the bank saves at least 20 thousand trees.

The basic what there is an economy of, is reducing costs of bank of paper, on its transportation and storage, on cartridges, Svetlana Dementieva explained. In more detail Svetlana Dementieva she considered economy calculation on one of processes – on passport copies of clients.

Our company has a business plan, there is an understanding of volume of the customer base and the expected volume of a gain of clients. Proceeding from it, it is possible to predict volumes of a gain of electronic copies of documents. Then the cost of formation of the paper document is considered: expenses on paper, on cartridges, storage for which own or leased areas and so on will be necessary. The main thing is to understand the main driver – what to begin calculation with, - Svetlana Dementieva noted.

One more component of economy – a labor cost. The actual reduction of staff due to reduction of paper was not, but electronic document management allowed to execute large volumes of work with the same state, Dementieva noted. Together with growth of business of bank amounts of works significantly increased, but for their accomplishment it was not necessary to employ additional personnel. The same employees could process more transactions, she told.

Svetlana Dementieva told TAdviser that VTB 24 have plans for development of a system for 2017 which are directed, generally on automation and optimization of already available processes taking into account new technologies. It is, for example, integration with services of FTS, such as USRLE, for automatic filling of a card and receiving in the automatic mode of statements which it is possible to attach to electronic files. Development is directed to as much as possible to avoid manual transactions due to automation.

According to the representative of VTB 24, the expected economic effect of implementation of new features on annual perspective is about 200 million rubles.

About a conference EDMSECM of TAdviser/and BPM Day

The EDMS/ECM and BPM Day conference took place on March 28, 2017. Workflow automation, content management of the enterprise and business processes became its principal themes. In total the action was attended by 115 people from commercial and government institutions. Among them – representatives of such large organizations as Ministry of Telecom and Mass Communications, the Russian Railway, Federal Accreditation Service, Gazprombank, Sibur, Renaissance of the Credit, Pharmstandard, Sogaz, VTB 24, MegaFon, "Russian Standard Insurance", "Bank Russian Standard", Samaraenergo, Special Communications and Information Service of the Federal Protective Service of the Russian Federation and others.

During the action examples of use of an EDMS/ECM and BPM of systems in the large companies in Russia, the overview of products, services and vision of market trends from players of the market and experts were provided to participants.

Functional units

The solution Syntellect on the TESSA platform in VTB 24 includes the following functional units:

• Management system for archive;
• Archive of documents of currency control department, including classification system and recognitions of attributes of documents on the currency transactions based on Abbyy FlexiCapture software, maintaining a DB of currency transactions, the acceptance of payments of YUL, integration with ASVKB;
• Archive of requests of a federal executive authority (FSSP, FTS)
• Electronic archive of passports of clients individuals;
• Archive of electronic documents on problem credit deals;
• Archive of electronic documents on salary projects;
• Archive of the file of TSP under agreements of acquiring;
• Services for IT program of interconnected projects;
• The system of electronic approval of orders on payment;
• Mechanisms of interplanimetric interaction of servers;
• System of approval of corrections of a limit;
• Management system for logistics of documents of Operations department (Lombardi-VP replacement);
• Management system for logistics of documents of Investment department (Lombardi-VP replacement);
• Management system for electronic approval of agreements;
• Management system for powers of attorney;
• Expansion of archive of documents of currency exchange control: maintaining a DB of currency transactions, the acceptance software SPINNING TOPS, integration with ASVKB

• Volume – over 400 million documents
• The number of users – more than 30000

A system is integrated with different ICs of Bank, including SAP, Siebel CRM, VTB 24 Kollekshn, bank client online, different core banking systems, etc.

History of implementation and development of a system

2017

• Electronic archive of documents on RKO, recognition and typification of documents using ABBYY FlexiCapture
• Electronic archive on credit and deposit products of SPINNING TOPS/SP
• Process automation of approval of acts of commissioning, acts of write-off of objects of property including motor transport, Inventories of the registered in warehouse, material values (stand-alone accounting)
• Process automation of approval of orders on receipt on the arriving primary accounting documents.
• Process automation of approval of documents by settling with advance holders — the whole complex of processes under approval of orders on issue of money in the subreport, expense reports, requests for a business trip, change orders of parameters of a business trip, requests for canceling of a business trip and reports on business trips

Process automation of administrative activity on the TESSA platform

In August, 2017 VTB 24 bank started work of the unique Service center for the directions: accounting; banking and information technologies. The service center was located in Samara.

For the purpose of cost optimization a part of transactions of financial department of bank and accounting service of a branch network was transferred to maintenance of operations on the administrative activity (AA) on service in the Service center. Within the project of opening of the Service center the Syntellect company (Syntellect LLC) automated a number of business processes of administrative activity of bank, namely:

• approval of acts of commissioning, acts of write-off of objects of property including motor transport, Inventories of the registered in warehouse, material values (stand-alone accounting);
• approval of documents by settling with advance holders – the whole complex of processes under approval of orders on issue of money in the subreport (RVDS), the expense reports (ER), requests for a business trip (ZK), change orders of parameters of a business trip (ZIK), requests for canceling of a business trip (ZOK) and reports on business trips;
• approval of orders on receipt on the arriving primary accounting documents.

Syntellect automated processes of administrative activity of the Service center of VTB 24 bank

Integration opportunities of the TESSA platform are widely involved in the solution. So, for example, integration with the accounting system of SAP AHD regarding exchange of financial information and for the purpose of transfer of results of approval for further document posting is carried out; regarding processing of orders on receipt integration with ABBYY FlexiCapture software is implemented that allowed to recognize the scan images of the main forms of primary accounting documents attached to account orders and to autocomplete details of a card. For accounting of physical document storage in TESSA jobs on creation of sshiv are implemented, the sheaf with a management system for archive of bank implemented by Syntellect company earlier on the same platform is configured.

For control of processes and also for the purpose of calculation of KPI of the key staff participating in processes service of creation of a complex of statistic reports which is one of strengths of the TESSA system is started.

Together with Syntellect company we carried out automation of a number of business processes on administrative activity of bank that allowed us to optimize these processes, to reduce costs and to connect quickly to work of new specialists in the Service center. Integration with software of ABBYY FlexiCapture gave the chance to refuse manual entry of data of a number of primary documents in a system. After completion there is a recognition the scan images of primary documents and automatic filling of fields in a system. A system works quickly enough, has a user-friendly interface, performs control function by process of approval of the whole complex of transactions regarding administrative activity, - Oksana Apeykina, the deputy chief accountant of VTB 24 (public joint stock company) says.

Our company successfully cooperates with VTB 24 bank since 2009. The relations constantly develop: the current projects go deep, new are implemented. Today it is the new project of business process automation of Financial department of bank regarding maintaining AHD on the TESSA platform as a result of which about 3000 users - employees of the bank got access to new features of a system, - the CEO of Syntellect Pavel Kashtanov comments on project completion.

During cooperation of VTB 24 bank and Syntellect company the whole complex of the automated solutions based on the TESSA platform, including electronic archive of client and product files, a management system for logistics and archive of paper documents, a number of the business processes of operations department connected with document handling on rasschetno-cash services, salary projects, the credits, deposits, the file of a troubled asset, the request for acquiring, processing and electronic archive of documents of currency exchange control with functionality of the acceptance of payments, electronic archive of requests and answers of a federal executive authority (FSSP and FTS) was created and brought into operation; a number of processes of financial department under approval of agreements, orders on payment, corrections of limits and also management of powers of attorney and some other business processes and subsystems.

Regarding solutions it is actively used by software of ABBYY for automatic classification and recognition of documents for the purpose of work optimization the bank front line where preprocessing and input of documents in a system is made. TESSA is integrated with more than 20 different systems in infrastructure of bank, stores and processes in total more than 600 million documents. About 30 thousand employees within the centralized solution at the same time work with solutions based on TESSA.

The new processes and services automated within the project of optimization of AHD once again prove universality, reliability and sufficient margin of safety of the platform for implementation of a large number of various solutions within uniform installation.

2016: Start in operation of electronic archive of settlement and cash services of legal persons and SP

Physical structure of electronic archive VTB 24 for December, 2016

Logical structure of electronic archive VTB 24

RKO SPINNING Tops/IP VTB 24 electronic archive

Process of scanning, storage and use of passports (BARRELS, COP, powers of attorney, photo) VTB 24

Processing of electronic documents * in a back office ^[1]

Electronic archive of requests of state bodies (FOIV)

System of approval of economic agreements

Integration of EA TESSA into the IC of VTB 24 Bank

In the fall of 2016 it became known that VTB 24 Bank brought into operation electronic archive of documents of settlement and cash services of legal entities and individual entrepreneurs ("The YUL RKO electronic archive and SP") using the solution of Syntellect company of the management of documents of TESSA developed based on the platform.

The block "YUL RKO electronic archive and SP" integrates in itself the automated business process of registration and processing of the file on opening, change of details or closing of the checking account of the legal entity or individual entrepreneur.

The principle of operation of the block consists in the following: documents are accepted by the staff of client department of work as legal entities in sales points of bank, scanned and distributed on types in the frontal solution Syntellect developed using technology of the thin web client. In the same time, there is an automatic formation of the inventory and sending paper files using a management subsystem logistics of documents. Electronic document revisions come on the centralized processing (verification) to a back office and are distributed between contractors according to flexibly configured rules. In a back office users work with the full application which, if necessary, is updated automatically using the Application Manager component. Thus, to carry out legal expertize and a design of the most part of documents became possible without waiting for delivery of originals in a back office that allowed to optimize process, told in the company.

Upon delivery of originals of documents it is necessary only to register receiving and to complete a design of a card with signatures. Originals are transferred to storage to a management subsystem by archive of client files, and the electronic file remains in electronic archive in online access for divisions of bank. Regarding the YUL RKO electronic archive and SP it is supposed that a system will process and place on storage more than 100 thousand files a month.

The management system for VTB 24 archive constructed on the technologies of Syntellect company consolidated in the TESSA platform integrates more than 15 functional units, including electronic archive of client and product files, control block archive of paper documents and logistics of documents from sales points in the centers of storage, electronic archives of documents for the currency transactions, requests of state agencies (FSSP and FTS), archive the scan images of passports and powers of attorney of clients individuals, archives of electronic documents on problem credit deals, salary projects and agreements of acquiring, the system of approval of orders for payment, economic agreements and powers of attorney, etc.

System implementation in bank began in 2009, and the initial solution was constructed on the Docsvision platform of version 4.5, about 100 employees of a back office of bank worked with the first version of a system. In 2012 a system was completely processed using the platform modules Syntellect for the purpose of optimization under high loads by the number of the processed and stored documents and by the number of active users.

2015: Implementation of a single system of processing and document storage of currency exchange control

In June, 2015 VTB 24 announced implementation of a single system of processing and document storage of currency exchange control based on the solution of Syntellect company using EDMS DocsVision and the solution for stream input of documents and data of ABBYY FlexiCapture. Electronic document handling of currency exchange control in VTB 24 bank became a milestone event for the Russian bank industry. Thanks to this project the Bank of Russia permitted to store documents on currency transactions only in electronic form.

Earlier the staff of currency control department of VTB 24 Operations department exercised control of location of documents manually, and the file by the transaction certificate was kept on paper. Because of it the risks connected with the untimely premises of documents in the file by the transaction certificate or with their loss during transfer increased. To lower costs and to get rid of undesirable risks, VTB 24 decided to create uniform electronic storage of documents of currency exchange control and also to implement the solution which can automatically distribute the arriving documents between currency controllers. For this purpose was the solution of Syntellect company using the platform of document flow DocsVision and software for stream input of documents and data of ABBYY FlexiCapture is selected. The solution was implemented in 3 months.

A system automatically processes incoming requests and sends the report on the document within five minutes, and control of currency transactions is exercised in VTB 24 remotely and on a centralized basis. On average, in day the solution processes 7500 documents.

The systematized document storage allows to find easily necessary documents and does the reporting transparent: a system allows to create reports on the number of the processed documents, number of failures in their acceptance, on document handling time with breakdown by types and employees, by the unprocessed documents, by the revealed violations. Besides, clients and employees of sales points can specify at any time the status of the document, representatives of the company integrator reported TAdviser.

2012: In the Technology center Microsoft stress testing of the DocsVision and Microsoft SQL Server 2008 R2 system for VTB 24 Bank is held

Andreyev Vladimir (from an interview of CNews): In 2010 to year our partners were engaged in implementation of several large projects. There is a number of projects, smaller on scale, but interesting in terms of the application solution - among them it is possible to select the solution for VTB 24 bank.

On May 11, 2012 Syntellect company jointly with DocsVision and Microsoft held stress testing of Electronic archive and the Management system for archive of paper documents on the DocsVision platform for VTB 24 Bank. The load stand was deployed based on infrastructure of the Technology center Microsoft in Moscow, the main hardware of the load stand was provided by Dell company.

Check of capability of the solution on the DocsVision and Microsoft SQL Server 2008 R2 platform to provide required indicators was the purpose of this action.

The client file with the attached documents and files became a configuration basis for testing of the solution for VTB 24 Bank. Each file of the client has a set of details and section for document storage (for example, the transaction certificate on currency transaction).

In a load configuration 25 million client files were generated, each of which contained 8 different documents with the attached scanned images. Thus, 200 million documents with the attached files were loaded into base. The physical volume of the database was 9.3 Tb. The scanned images of documents were stored in the file system separately from transaction data with use of Filestream technology which is provided by Microsoft SQL Server 2008 R2.

When conducting testing the loading emulating simultaneous active work with the system of 5,000 users who, according to test scripts, executed in a random way, but with a certain frequency the different scenarios similar to actions of real users was created.

The hardware infrastructure provided by the Technology center Microsoft included 3 servers: the DBMS server on the basis of DELL R815, the application server and the server of generation of loading on the basis of HP BL 460G7. The storage system was constructed on the equipment of DELL: Dell Equalogic PS6010XV for transaction data and Dell Equalogic PS4000E for storage of files of the scanned images of client documents on Filestream technology.

The solution developed by Syntellect company on the DocsVision platform is successful and with an essential stock on performance coped with an assigned task on the equipment of the load stand. Accomplishment speed on all transactions appeared within standards, and average loading of hardware capacities averaged 5%. Thus, stress testing confirmed a possibility of creation of effective and productive ECM solutions based on DocsVision and Microsoft SQL Server 2008 R2 for the companies practically of any scale.

Valery Mendus, Vice president, Associate director of operations department of VTB 24 bank: "Before the next round in development of the project of Electronic archive on the DocsVision platform our Bank wanted to be convinced of scaling options of the solution developed by Syntellect company on the DocsVision platform once again. We are quite satisfied with results of the held testing: a system showed stable and fast work under loading even above than that which according to our forecasts is greatest possible".

Vyacheslav Arkharov, the marketing manager of the products SQL Server and BizTalk Server, Microsoft in Russia: "The reliable and effective platform for work with data is a necessary component of modern business. We are very glad that the Microsoft SQL Server was shown once again by the high level of fault tolerance and scalability which are necessary for ensuring trouble-free operation of applications, important for business".

Victor Sushchev, director of consulting of DocsVision company: The DocsVision company, starting with the version of Docsvision 4.5 uses great efforts on performance improvement of the Docsvision platform. Including within the permanent Forcing program - release of the patches solving separate performance concerns in specific scenarios. We are glad that the held testing proved fruitfulness of our efforts.

Kashtanov Pavel, the account director of Syntellect company – the solution designer: "It should be noted that within the held event a system was subjected to tests in 2 and 3 times above, than the loading stated as maximum for electronic archive of one of the largest banks of the country. Thus, were connected to a system and executed test cases at the same time of 15000 active users, at the same time speeds of accomplishment of all basic transactions continued to remain within regulation. It allows us to prepare safely that the solution of Syntellect company on the DocsVision platform and Microsoft SQL Server DBMS visually confirms a possibility of the selected technologies to provide creation of the productive and high-loaded solutions for stable work in large corporations".

2009: Implementing solution on the Docsvision 4.5 platform

System implementation in bank began in 2009 and the initial solution was constructed on the Docsvision platform of version 4.5, about 100 employees of a back office of Bank worked with the first version of a system.

• The project - licenses: it is not limited
• The project - users: to 25000
• The distributed solution: DA (3 server platforms integrated by mechanisms of cross-server interaction)
• Office-work: NO
• Process management: YES
• Administrative office-work: NO
• ServiceDesk: NO
• Development on the DocsVision platform: YES
• Use of platform components of integrator: Syntellect Tessa, UltraViews, Application manager
• The gateway to 1C: Enterprise: NO
• The gateway to Microsoft Office SharePoint Server: NO
• The gateway to Microsoft Dynamics AX: NO
• Other gateways: NO
• Electronic digital signature: NO

• Development of a specialized system (data structure and the automated workplace set) based on DocsVision and expanded platform components of Syntellect company.
• Version of DocsVision: 4.5
• Number of users: up to 25000 people, at the same time - neogranichno.

Development on the Docsvision platform using platform client and server components of Syntellect (TESSA, UltraViews, Application manager) for ensuring productive and smooth operation of a system on large volumes of data.

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