Corus Consulting created an ECM system for MegaFon

2017: Creation of EDMS for OTsO

On January 31, 2018 the CORUS Consulting company announced project completion on creation of an electronic document management system for the Joint Center of Service of PJSC MegaFon. 800 employees of OTsO of the telecom operator use the solution created on the SAP Extended ECM by Open Text platform.

Prerequisites

PJSC MegaFon created OTsO in 2016 for centralization of such business processes as accounting and reporting, financial control and treasury, a part of control functions by personnel, planning and support of orders, administration of receivables and support of transactions of corporate business.

Operational interaction between OTsO, branches of MegaFon and its subsidiary companies was one of the most important conditions of successful work of structure. The large volume of documents had to be transferred in electronic form to OTsO for its postprocessing in the accounting systems, and then, in the opposite direction – from OTsO in branches and subsidiary companies for their printing and signing, including means of the electronic digital signature.

Owing to a geographically-distributed structure of all divisions of MegaFon without high-performance electronic document management system with broad functionality this process would occupy a progressive tense and would lead to partial data loss. Therefore even during creation of OTsO the project on implementation of the technology tool which would allow to receive and process quickly documents was initiated and also on a centralized basis to store them. A choice was made for benefit of the OpenText platform which was already used by the telecom operator and proved as from the point of view of existing functionality, and existence of opportunities for integration with other information systems, in particular, with the accounting system of SAP ERP.

Project Progress

The partner of the project selected CORUS Consulting Group. During the project specialists of Corus Consulting automated on the SAP Extended ECM by OpenText platform processing more than 500 document types which are used in MegaFon. Among them – the agreements closing documents, accounting documents, expense reports, documents of HR department, reports and interpretations.

The maximum use of standard functionality of the platform for acceleration of terms of development and simplicity of the subsequent migrations of the solution on new versions of OpenText became feature of the project. At the same time all tasks and the requirements of functional customers were fulfilled in time and in full. Similar approach allowed to start the first stage of EDMS in short terms – in two months from start of the project. Same also use of agile-approach at the initial stage of the project when the collected requirements of functional customers quickly were entered into the system promoted and were taken out on the review for a statement or completions.

Project Results

The created EDMS supports simultaneous operation of 3000 users, at the same time response time of a system – no more than 10 seconds. The solution OpenText is integrated with the existing information systems, used in MegaFon: the accounting system of SAP ERP, the platform for personnel management of SAP HCM, the system of scanning and recognition of documents, with infrastructure of the electronic signature of Crypto Pro of DSS, with warehouse and billing IT systems.

"Results at which we aimed during creation of OTsO – optimization and unification of business processes of the company, implementation of customer-oriented culture in service functions increase in transparency of an operational model of the company, improvement of scalability of business and increase in controllability – would not be achievable without transition to uniform electronic document management. EDMS in which 45 thousand documents daily are processed allowed not only to automate routine transactions, to increase transparency and control of business processes, to accurately distribute areas of responsibility of participants of process, but also became an additional step to creation of the multifunction paperless service center." Lyubov Strelkina, director of OTsO PJSC MegaFon

2013: Creation of a management system for electronic documents

On September 9, 2013 the MegaFon company and SAP CIS announced successful project finish of creation of the platform of management of electronic documents based on the SAP product Extended ECM by OpenText. According to preliminary estimates experts of SAP, the solution will bring to MegaFon company economic benefits, having reduced the number of unproductive hours of employees.

In a project deliverable, lasting 11 months, the MegaFon company constructed a management system for corporate electronic documents, the including KSEDO (a corporate system of document flow) as a component. Thanks to creation of end-to-end business processes of work with documents the company could provide the management of an operational and solid data for decision making, increase employees productivity during the work with documents, having reduced number of unproductive hours by 20 – 40% and to reduce storage costs of information both by paper, and on electronic media for 10% - 25% a year. The project was implemented by specialists of SAP Consulting and Open Text.

MegaFon is one of three largest mobile operators of Russia and services more than 64 million subscribers. The number of staff of the company is about 33000 people. Prior to the beginning of the project MegaFon spent essential resources for expansion of functionality and updating of the existing workflow system.

"Document flow – one of the major management tools the Company in general. Old business processes of document flow ceased to satisfy to needs of upcoming business of the Company. The decision to minimize the number of paper work and to select a single platform of electronic document management for all group "MegaFon" was as a result made, - Lyubov Strelkina, the chief accountant of MegaFon company told. – The SAP solution was selected because of productivity, compliance to requirements of the legislation, convenience to users and cost efficiency. The ability to integrate with the SAP solutions which are already existing into the companies became an important factor of the choice for benefit of SAP Extended ECM by Open Text. Main units of the SAP solution Extended ECM by Open Text on management of corporate information were a part of the project, including management of documents, archiving, approval routes, management of records, etc.".

"Feature of this project are its unique scale, terms and the list of participants. If to speak about scale, then project deliverables are already operated in all branches of MegaFon group. Deadlines (less than a year before productive start) and a large number of participants demanded application of best practices of project management. On start of the project strategy of workflow automation which defined the direction for development of a system of all group "MegaFon" was developed. In a project deliverable the customer received the universal platform of document flow supporting a possibility of further development of functionality and growth of number of users for simplification of support of solutions in the future and ensuring efficiency of business processes even taking into account growth of the company. We consider the main project deliverable for SAP Consulting the experience of successful creation of a large content management system and management of similar projects got by us", – Ganrio Roman, the director of consulting and training, SAP CIS told.

Implementation of this solution allowed to automate lifecycle of the entering and outgoing correspondence, to minimize the manual transactions connected with sending and obtaining documents between child structures, to create archive of subscriber documentation, functions of work with subscriber documents – agreements with subscribers, requests of clients for all lifecycle – registration, scanning, recognition, input of electronic images, accounting of paper copies, control of storage lives, procedures of destruction, search and access to the scanned copies Are automated. Daily only in capital branch of MegaFon company more than 72000 subscriber documents come to subscriber archive. Integration of subscriber archive with a billing system allows to avoid double entry of details of subscriber documents and to provide a possibility of destruction of agreements with the expired validity period, unloading thereby paper archive of the company.

Thanks to SAP Extended ECM by Open Text the efficiency of activity of the company due to timely providing a solid data to the management for acceptance of management decisions increased, time of an information access was reduced, the procedure of delivery of documents in archive was automated, accounting and control of moving of documents to the companies was improved. Besides, by conservative estimates, due to reduction of use of paper carriers MegaFon helps to save up to 30 trees a day.

At present there is a replication of a system on branches of MegaFon group according to the workflow automation strategy developed by SAP consultants of Consulting.