Selena-agro (Directum (EDMS/ECM system))

Implementation of document flow in Selena-agro LLC

Selena-agro is included into the SELENA large holding integrating manufacturing enterprises of the different industries.

Project Goals and Objectives

The main activity of Selena-agro LLC - production, storage, processing, grain sale – is closely connected with business document flow. Together with accumulation of turnovers of activity also the volume of documents with which clerks and responsibles of the company work considerably increased. The old model of paper document flow ceased to cope with growth rate of the document register.

Therefore for the purpose of increase in effective management of business processes due to improvement of performing discipline and optimization of control of accomplishment of tasks by the management of Selena-agro LLC the decision to automate basic processes of document handling using an electronic document management system and interaction management of DIRECTUM was made.

Project Progress

During the project the Basic modules DIRECTUM, the module Office and Contract management were implemented. Using this functionality the following key processes were automated: registration of incoming documents and pronouncement of the resolution; registration of outgoing documents; acquaintance and control of execution under orders and orders; work with memos (planned, including invoices for payment, and other types of memos); work with the agreements (entering and outgoing documents of the company and also with outgoing documents of affiliated enterprises); approval of budgets of all divisions for a month. The choice of a system was caused by the fact that some staff of Selena-agro LLC - both clerks, and IT specialists - already had experience with DIRECTUM, were involved in process of system implementation at other enterprises of Bashkortostan and saved good opinion on it.

In the course of implementation of DIRECTUM the business processes which developed in Selena-agro LLC step by step passed into an electronic form. For rapprochement of paper and electronic document management the solution of fast identification of the documents DIRECTUM RapID allowing to find quickly the electronic document revision in a system on a barcode on a paper analog of this document was purchased. Thus, transition to electronic document management took place at the enterprise quickly and without cardinal reorganization.

Training of the administrator and users of a system was provided and also the introductory seminar for heads is organized.

Result

All leadership team which for vising of documents uses the electronic digital signature (EDS) works with a system. Also in a system all employees responsible for document flow in key departments of Selena-agro LLC work: financial, legal, economic, sales department and production department. Remote workers address a system via the web access server.

System implementation of DIRECTUM in Selena-agro LLC allowed to optimize document flow of the company and to set effective ways of passing of documents during approval.