Gazprom invest Yug (1C: Document Flow 8)

Workflow automation in Gazprom invest Yug Ltd

Gazprom invest Yug Ltd is the company which is 100 percent subsidiary of JSC Gazprom. Society was created on June 20, 2002, till 2007 performed functions of the general contractor on construction objects of JSC Gazprom. Since 2007 Gazprom invest Yug Ltd performs functions of the Customer on construction objects and reconstruction for gas, gas-processing and gas transmission companies of JSC Gazprom.

Total number of the company: 1100

Moscow, December, 2012

Work option: Client-server (database server: Microsoft SQL Server)

Total number of the automated jobs: 900

The number of the entered documents in day - up to 500 pieces Median number of pages in one document - 1 page Median number of sheets in a document packet - 1.5 sheets The volume of information base - 2000 (MB)

The Following Functions Were Automated:

Document flow (ECM) Maintaining nomenclature of affairs Office-work Accounting and control of execution of instructions Accounting and document storage

Work on the Adaptation of the Standard Solution

• the tree of subtasks on each task is brought to a desktop of the head;
• on a desktop of the head the description of a subject of a task and the task is made more informative;
• in a list form of tasks the possibility of execution of tasks without opening of a card of a task appeared;
• after the approval of its document it is possible to register at once, without entering a document card;
• the History of Performance of a Document tab is created;

• Completely role routing is implemented and the concept "leading role of the user" for personal addressing of tasks is entered.
• Support of the concept "The Document on Control" is consistently implemented.
• Compound business process is developed for hierarchical passing of documents with an opportunity to online set key points of a route just before process start.
• The mechanism and the interface of appointment of deputies is developed.
• The mechanism and the interface of a binding of the clerk to the head is developed.
• The section of the nomenclature of affairs is made additional measurement of numerators of documents.
• Sections of the nomenclature of affairs are tied to user groups for simplification of the choice of the nomenclature of affairs.
• The mechanism and the interface of transfer of the specific document and the related processes of earlier used EDMS compensating errors of mass transfer of information is created.

Description

The transition to use of 1C: Document Flow working to the 1C: Enterprise platform (for operation reduction in cost) was a project task, to unload clerks, having connected to EDMS of all employees and to arrange work with documents, having made processes of their processing more transparent. Transition is connected with the fact that at the customer other products of 1C are operated and there are specialists in the field of 1C, and earlier used EDMS specialists are absent. Transition allowed with big economy on the cost of licenses to expand number of users of EDMS from 80 to 900 people.

During the project the 1C: Document Flow 8 software product on 900 jobs was installed. Completion and setup of a system is made, information in reference books was entered, data from the EDMS used earlier were transferred. Processing of documents, such as creation, approval, statement, registration, consideration and execution about 25 types of internal documents are configured. Registration, consideration and execution of incoming documents, statement and registration of outgoing are configured. A system supports the mixed document flow (electronic and paper) and also two modes of work with documents:

• the division completely works with paper documents and all information in EDMS is entered by the clerk;
• the staff of division works directly in a system, the clerk exercises only document registration and control of performing discipline.

Mechanisms of appointment of deputies and secretaries are created. Compound business process of hierarchical passing of documents with an opportunity to online change key points of a route just before process start is created. Instructions of users and administrators for work with a system and also the instruction for clerks on transition to 1C: Document Flow are prepared. User training is provided.

Results

Completely electronic processing of 25 types of internal documents in 900 workplaces is performed. The transition to use of 1C: Document Flow working to the 1C: Enterprise platform (for operation reduction in cost) was a project task, to unload clerks, having connected to EDMS of all employees and to arrange work with documents, having made processes of their processing more transparent.

Transition is connected with the fact that at the customer other products of 1C are operated and there are specialists in the field of 1C, and earlier used EDMS specialists are absent. Transition allowed with big economy on the cost of licenses to expand number of users of EDMS from 80 to 900 people. During the project the 1C: Document Flow 8 software product on 900 jobs was installed. Completion and setup of a system is made, information in reference books was entered, data from the EDMS used earlier were transferred. Processing of documents, such as creation, approval, statement, registration, consideration and execution about 25 types of internal documents are configured.

Registration, consideration and execution of incoming documents, statement and registration of outgoing are configured. A system supports the mixed document flow (electronic and paper) and also two modes of work with documents:

• the division completely works with paper documents and all information in EDMS is entered by the clerk;
• the staff of division works directly in a system, the clerk exercises only document registration and control of performing discipline.

Mechanisms of appointment of deputies and secretaries are created. Compound business process of hierarchical passing of documents with an opportunity to online change key points of a route just before process start is created. Instructions of users and administrators for work with a system and also the instruction for clerks on transition to 1C: Document Flow are prepared. User training is provided.

The Following Tasks Were Performed: Consultations on the choice of the software and options of its maintenance Sale of the selected software products Collecting and requirement analysis of the customer to an automated system Planning of stages of works, drawing up job schedule Methodical ensuring specific features of accounting and management in the automation system (the requirement to adaptation) Creation of interfaces and sets of user rights Technical implementation of specific features of accounting and management in the automation system (adaptation) Initial settings of standard/industry solution (program) to start accounting Input of opening balances / the help when entering opening balances Data transfer from the previous automation systems Individual training at office of the customer Training in group at office of the customer

Thin client: 900

Quantity of document types - about 30-40 pieces, including paper The user interface is considerably changed, in particular: Before implementation of 1C: Document Flow in Gazprom invest Yug company document flow was conducted in paper form, at the same time 80-90 clerks created in the EDMS working at that time in the organizations, cards and the scan copy of the documents generated approximately by the 900th employees and also approvals and resolutions (order of heads) on documents introduced visas. According to documents on control clerks monitored execution of instructions.