RN-Uchet (Logic of ESM. Finance documents)

2014

Providing the non-exclusive rights and rendering services in replication of the adapted functionality of an information system of scanning, transfer, storage and recognition.

2013

Customer

"RN-Uchet" — the large specialized accounting organization with an extensive network of separate divisions from Murmansk to Yuzhno-Sakhalinsk. The company renders services of conducting accounting and tax accounting, administration of financial transactions for Rosneft and more than 300 of its subsidiaries.

Prerequisites of the Project

In the Moscow region more than 80 affiliated enterprises of Rosneft which are on the service "RN-Uchet" are located. In a month they create about 700 thousand finance documents which are transferred to divisions of incoming inspection. Thus, taking into account the total number of the serviced affiliated enterprises of the company, we receive more than 5 million documents a month.

Started detailed study of an initiative of automation of processing and storage of the arriving primary documents "RN-Uchet" in September, 2011. According to the approved standards the IT contractor who made the smallest in cost proposal to implement an assigned task in required terms was selected.

The information system of scanning, recognition, transfer and storage the scan images of primary financial documentation is developed based on the software for stream input of documents and data of ABBYY FlexiCapture and IBM FileNet and enters a line of the solutions "Logic of ECM" which is developed by Business Logic company.

"We correctly understand a task and we see the real purpose — implementing the innovation business solutions, to provide sure technology superiority of Tax Code company "Rosneft' in the market" — Sergey Gubushkin, the head of department of automation of accounting processes and business development "RN-Uchet" comments.

About the Project

Implementation of an ESM-system allowed "RN-Uchet" to hold organizational events for ensuring efficiency of accounting function of the enterprises which are on service in "expensive" Moscow region.

During the first stage of implementation of the IT project accounting of 30 enterprises is transferred to the Samara branch where the cost of labor power is significantly lower. Thus, without broadening the state, "RN-Uchet" essentially optimized number of staff and reduced the cost of services for customers.

At the same time considerably also labor costs on filling of documents decreased. Now the accepted documents are scanned and recognized in points of incoming inspection, a number of checks on correctness of filling of information is automatically executed. If in the document any technical mistakes are made, a system will warn about it the accountant. The risks connected with losses of finance documents were also many times reduced.

Already now after accomplishment in the ECM system of transactions of scanning and recognition of the primary document in the accounting system of 1C the project of wiring and the link to the scan image of the document in electronic archive is created. Existence of this option saves the worker of accounting from the routine transactions requiring big labor costs during the work with paper documents. Instead of several days the document package is now processed in only 1 minute.

Preparation on demand and providing copies of documents in the state and other regulatory authorities happens much quicker now. From a system in XML format the electronic inventory to which are attached the scan images of documents forms. Electronic documents from a system in approved by FTS of XML formats can be attached to the inventory at once. The selection of packets of electronic documents for tax authorities occurs almost instantly. It is in the long term planned that after project implementation on integration of a system with the special operator automatic document transfer for FTS in electronic form will become possible.

Special attention was paid to questions of information security which is ensured by a number of the administrative and technical actions performed in compliance with requirements of the legislation of the Russian Federation, regulating documents of FSTEC and also local regulating documents of JSC Rosneft in this area. Access for users to a system is provided using personal complexes of data protection. The built-in subsystem of journalizing of events provides full control over document storage in electronic storage and the transactions made over them.

Responses

"Success of similar large-scale projects in many respects depends on coordination of team interaction, both from the contractor, and from the customer, - Georgy Podbutsky, the commercial director of Business Logic company noted. — There is a wish to note professionalism of specialists "RN-Uchet" which provided project implementation at the scheduled time in required volume".

"Within the last several years more and more organizations began to pay attention to efficiency of the business processes — Dmitry Shushkin, the director of corporate projects of ABBYY company Russia emphasized. — One of methods of cost reduction and business optimization – carrying out of non-core processes in the General Service Center (GSC) and system implementation of stream input. According to us, similar projects on the organization of work of OTsO and automation of input of documents in them – one of trends of 2012-2013. In our opinion, this trend will save the relevance in the next several years".

"Solutions based on IBM FileNet technologies for work with primary financial documentation were extremely demanded in the domestic and world markets, they allow to remove essential loading from the staff of financial divisions, as at an information input stage in the accounting systems, and when ensuring further work with already electronic versions of finance documents without the need for the addressing their paper originals — Dmitry Laktionov, the head on sales of ECM solutions told, IBM in Russia and the CIS. — It significantly increases the speed and accuracy of management decisions, and efficiency of the companies in general".

Prospects

In 2014 it was going to complete integration with the standard industry accounting systems based on 1C. Works on replication of the solution in "RN-Uchet" for the purpose of the maximum centralization of accounting function of the serviced enterprises based on large branches of the company till 2018 with an organizational scope on groups "front office' were continued. Also possible options of implementation of the electronic legally significant document management allowing to perform exchange with partners of primary financial documentation in electronic form were studied.

Links

In more detail about the project read in Sergey Gubushkin's interview