Expocenter (1C: Document Flow 8 CORP)

Workflow automation in EXPOCENTRE Ltd

Expocentre Ltd is the world famous Russian exhibition company which celebrated the 50 anniversary in 2009 and permanently saving the status of the leading organizer of the largest in Russia, the CIS and Eastern Europe of the international industry shows and also national displays of our country at the EXPO exhibitions.

Now Expocentre locates nine exhibition halls with the most modern technical equipment and also comfortable multifunction halls for carrying out the congresses, press conferences, symposiums and seminars.

The total exhibition area of TsVK "Expocentre" – 165 thousand sq.m, including closed – 105 thousand sq.m and opened – 60 thousand sq.m.

During automation the following works are performed:

Consultations on the choice of the software and options of its maintenance Sale of the selected software products Delivery of software products in office of the customer Software installation on the customer's computers 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) Integration with other systems based on "1C: Enterprise" Initial settings of standard/industry solution (program) to start accounting Individual training at office of the customer Training in group at office of the customer

Work on the Adaptation of the Standard Solution:

• Setup of creation of new files;

• Setup of numbering of documents;

• Setup of types of the entering and outgoing documents;

• Setup of types of internal documents of documents;

• Setup of issues of activity;

• Setup of the reference book of Organization;

• Structure formation of the enterprise;

• Formation of the reference book "Users";

• Formation of user groups;

• Formation of signature stamps of access;

• Formations of types of access;

• Setup of profiles of access;

• Formation of groups of access for users;

• Structure formation of folders of internal documents;

• Setup of roles;

• Setup of routes of the movement of documents;

• Setup of control of execution of tasks;

• Tuning of communications of documents is performed;

• Setup of document templates;

• Setup of the autofilled document templates;

• Setup of the nomenclature of affairs;

• Setup of business processes of exhibition actions;

• Joint development, approval and the approval of technical specifications on development of functionality of accounting of exhibition actions and the notification about absence of employees is carried out.

The Following Functions Were Automated:

Office-work Accounting and document storage Maintaining nomenclature of affairs Accounting and control of execution of instructions Time recording Accounting of agreements Work with citizens' appeals

The additional information about the performed works and results of implementation:

The choice "1C: Document Flow" as an electronic document management system is caused by the fact that "1C: Document Flow" is implemented on the 1C: Enterprise platform, uses already available licenses, is integrated with other accounting systems of 1C. In staff of the company there are specialists supporting other accounting systems, for users products of 1C are usual and convenient in operation, the low cost of ownership of a product, complete functionality in one solution, material availability for independent studying of a product, reliability of vendor (1C Company), reasonable price at high quality of the solution.

Implementation purposes:

• Increase in efficiency of corporate methods of work with documents by transfer of the last to an electronic document management system.

• Ensuring effective control of performance of orders, orders, instructions according to documents at each level of execution.

• Increase in safety of documents due to creation of uniform electronic archive of documents.

Description of implementation.

As a result of automation accounting of the entering and outgoing documentation, control of terms of the answer to incoming letters and packets, document storage is adjusted. The 1C: Document Flow software product on 500 jobs is installed. Initial setup of a system is made: information on users of a system is created, integration with the accounting system "1C is configured: Accounting" and "1C: Payroll and the personnel", are synchronized reference books Partners, Contact persons, Bank details, Employees, divisions; document types are configured: entering (7), outgoing (11) and internal (88), including agreements (25). Templates of document types (78), the autofilled templates (3) are configured. Processing of documents, such as registration, consideration and execution of incoming documents, approval, statement, registration and sending outgoing documents, preparation, approval, statement and registration of internal documents are configured (109 complex templates of processes; 4 approval templates; 2 templates of approval; 3 templates of registration; 3 templates of consideration; 5 templates of order; 11 templates of acquaintance; 3 templates of execution). User rights on groups of access, on document types, on signature stamps to accesses, on document folders are differentiated. Instructions of users for work with a system are prepared. Training of 137 users is provided.

Results.

Now in the company all documents are stored in uniform information base that ensures safety of documents, a possibility of quick search and access to documents, acceleration of processing of documents (approval and others), increases transparency of accounting of documents and tasks (on any processing stage of the document it is possible to see the status and course of execution of tasks and documents), reduces time for work with documents. For heads the instrument of control of assigned tasks appeared.

Additional information:

Total number of the company (including branches): 1000

Moscow, January, 2014

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

Total number of the automated jobs: 500

Parameters:

Quantity of document types - 106 pieces. The number of the entered documents in day - 85 pieces. The volume of information base - 13000 MB.