"K-reception" implements EDMS

The Avis Expert company completed an implementation project of an electronic document management system in the K-reception, the Russian division of Rautakesko company of the Finnish concern Kesko. As a result work with documents became ordered and more transparent, data protection from unauthorized access is increased.

Customer

Kesko is founded in 1940, is the chief trade operator of the countries of Scandinavia. Activity of Kesko includes trade in food, goods for repair and construction, cars and also trade in a format of department stores. A K-reception – the Russian division of Rautakesko – one of the most dynamically developing divisions of Kesko international concern. Now in Russia 13 hypermarkets of the K-reception of the DIY format work.

Prerequisites of the Project

The company with expanded retail chain stores needs to support internal business processes. Long approval of documents in paper form, lack of the centralized storage of electronic copies of the approved agreements, powers of attorney, long document retrieval – these reasons became a basis for making decision on workflow automation.

"Maintaining a trading activity is connected with processing of large volume of contractual documentation therefore the main task which we wanted to solve – to arrange work with agreements using EDMS, – the chief financial officer Anna Afonina comments.

Project Progress

March, 2013 the Avis Expert company began works on implementation of an ECM system in the K-reception.

At the first stage of implementation specialists of Avis Expert automated work with organizational and administrative documentation and memos. Approval, execution and control of orders, orders, memos – all these processes are now performed in an electronic document management system of DIRECTUM. The majority of documents undergoes approval along in advance configured standard routes that allows to exclude loss of information. Also a system allows to facilitate work on acquaintance of employees with the made decisions.

Thanks to functionality of business solution Contract management contractual documents timely will be approved and signed. For automation of a contract management process three absolutely different subprocesses were implemented:

• agreements with suppliers of goods;
• general economy agreements and agreements with wholesale buyers;
• approval of requests for issue of a commodity loan for wholesale buyers.

Besides, assessment and approval of suppliers is also conducted in a system that simplifies access to tender and constituent documentation and does selection process of the supplier by more transparent.

In addition, it was important to management of the K-reception to automate process of management of powers of attorney. As a result, all outgoing powers of attorney prepare and approved directly in a system, and automatically entered in the register, validity periods of the issued power of attorney are controlled.

Along with automation of key processes tasks of integration of EDMS DIRECTUM and 1C: Payroll and HR Management 8.2 SAP R3, were implemented by web services of the Central Bank.

Responses

Anna Afonina, chief financial officer of the K-reception: "In a project deliverable work with documents became ordered and simple, it is possible to understand at what stage at any time there is a document where it was delayed, for example, and also to see comments or notes of colleagues that it simplifies and accelerates decision making. There is a wish to note also appeared opportunities for quick variable search and joint work over documents, and, of course, creation of electronic archive of agreements. Besides, internal security of work with documents due to differentiation of access rights is increased. And though for the present it is impossible to tell with confidence that duration of approval of documents is significantly reduced, the company expects to reach it in the nearest future. Professionalism of staff of Avis Expert helped to achieve to us effective objectives. However it should be noted that after implementation of EDMS DIRECTUM as a result of operation a part of processes nevertheless had to be finished as to understand, how exactly process will look in a system, it was initially rather difficult. Now in a system about 400 employees work, about 100 documents are daily created. Further we are going to expand possibilities of use of EDMS".