UK "Emerald Country" (Case (EOS Group))

Customer

Association of agricultural producers and selkhoztovaropererabotchik Emerald Country - the largest agroholding in Altai Krai. As a part of association - 51 enterprise, the territory of their arrangement - 29 districts of the region. Activities of the companies entering into association – production of agricultural products, food productions, grain processing, tourism, public catering, wholesale and retail. As a part of association – 4 creameries, the Biysk sugar plant, Altayspirtprom Ltd (The Biysk distillery), three elevators. Functioning of ASS "Emerald Country" is provided by Management company.

Contractor

Korporativnye sistemy-Consulting LLC, Barnaul.

Project Tasks

Workflow automation in LLC Emerald Country Management company.

Project deadlines

The I stage – March-April, 2014.

Situation by the beginning of project implementation

Need of working off and accounting of a large number of the documents connected with settlement of financial liabilities of the enterprises which are a part of association belongs to features of functioning of UK of Emerald Country agroholding. A considerable part of document flow is made by correspondence with financial credit institutions and courts concerning repayment of the credits and also debt restructuring. This category of documents assumes obligatory execution of the ordered actions, and violation of terms conducts to serious financial and to legal consequences.

Long time of the enterprise, being a part of holding, conducted document flow independently. In most cases the incoming documents including arriving from courts systemically were not registered, and terms of their execution on a centralized basis were not traced. It led to losses of many documents, the admission of terms owing to what the holding sustained losses.

For settlement of this situation the decision on the centralized registration of all incoming documents in Management company was made. Registration was organized in the paper magazine. After registration documents arrived to heads of divisions of UK which defined contractors and control terms. The centralized control of execution of documents was not provided in this system, and the adherence to deadlines depended only on contractors who also did not fix planned dates somewhere. Thus, accomplishment of the legally significant actions having legal and financial effects substantially depended on a subjective ("human") factor.

Implementation of the journal registration form actually was the only organizing element in managerial document flow of UK. Any uniform requirements and rules of document registration were not created: the instruction for office-work and other documents concerning the organization of document flow were absent.

All incoming documents were scanned, but at the same time the database with a search capability in it was not created. Also the issue of storage of paper documents was particularly acute. In UK there was no nomenclature of affairs which would allow to create affairs on categories and according to terms of their storage. Correspondence (the entering and outgoing documents) formed in affairs only partially, and without the uniform principle. The first stage of the project

UK "Emerald Country" made the choice of the software and determination of the company contractor of the project based on monitoring of the profile editions placing news materials about the implemented projects of creation of electronic document management systems and also websites of software developers. Considering specifics of document flow of UK, important requirements to EDMS became a possibility of automation of registration and accurate tracking of terms. EDMS "DELO" of EOS Group company (Moscow) was as a result selected.

Project implementation assumed the solution at the first stage of the following tasks:

• wiring design of the movement of documents;
• the organization of the centralized document registration in an electronic document management system with scanning and attachment of electronic images to RK;
• creation of a control system of execution of documents using EDMS.

At the first stage were several licenses for EDMS "DELO" and the subsystem "DELO-Web" are purchased. Specialists of KS-Consulting company conducted examination of UK on the basis of which schemes of the movement of documents are developed.

The entering and outgoing documents and also organizational and administrative became automation objects. The clerk, the assistant administrator, the lawyer, the financial director and the user from Board of Directors became the first users of EDMS. For all users access rights according to the fulfilled duties with restrictions on confidential documents were defined.

Registration of all documents in EDMS was organized on a centralized basis. Automatic transfer to EDMS for registration of the letters which came by e-mail was organized (UK used MS Outlook). Means of the CASE system organize in electronic form control of execution of documents and formation of mail registers.

Within the first stage of the project it was also provided user training and the technologist of EDMS "DELO". Project perspectives

Now EDMS "DELO" on the automated section of document flow works in the normal mode. In the nearest future increase in number of users is planned – all key participants of document flow will be connected.

Also it is going to automate work with draft documents (purchase and sale agreements and rendering services), pronouncement of resolutions in Board of Directors.

Besides, development of the nomenclature of affairs and internal regulations of work with documents is planned.