Sergey Brayersky: The THESIS system has great opportunities for independent modification and setup

Sergey Brayersky: We had quite accurate selection terms of a system based on experience on the large platform and its modification. To us reliability of a system was important during the work with large volumes of data as the group extends, the flow of documents grows, and we work with not just important documents, and, often, and confidential.

Also we looked for a system with the simple interface in which the user will deal with any level of knowledge, with a possibility of painless and fast integration of a system with CRM, compatibility with the office suite, with existence of tools for a business intelligence and mechanisms of flexible configuration of routes of approval of documents. All this appeared in the THESIS system arsenal – the intuitive user interface, REST API for integration into other web applications which is thought over and secure system of differentiation of access rights and also ample opportunities for independent setup and modification, as using programming aids (a system has an open source code), and without.

As earlier in the company the workflow system with the web interface was used, existence of full-function web access also became advantage and to the THESIS system. In all our company freely distributed software is used. By this criterion the THESIS system was close to us as it well works at the free system software and has an integration plug-in with OpenOffice.

TAdviser: What processes are automated in the company based on EDMS THESIS now and how the project will develop further?

Sergey Brayersky: The key idea of the project is a creation of a common information space with the smoothly running and transparent business processes integrated by data, and with a possibility of control of all processes and creation of the truthful and relevant reporting. Now based on the THESIS system in SO Help processes, key for business, are automated are an approval of insurance contracts, pay affairs, technical specifications on the quotation of risk, etc. and also standard document flow, management of office and work with tasks.

The important aspect of the project is an integration of CRM and the THESIS system, it was necessary for us that approval of agreements and other documents in a system was let directly from a card into CRM, and reference books by partners were synchronized. Besides, the Haulmont company developed additional functions – automatic appointment of users to roles in approval processes, for example, on the amount of the insurance agreement or type of insurance, a wide template library and convenient tools for efficiency analysis of business processes.

TAdviser: You mentioned modification of functionality of a system. And what specifics of modification of EDMS for insurance business? How it was reflected in the project on implementation of EDMS THESIS?

Sergey Brayersky: As insurance company we work with a large number of different document types – for each type of insurance there are legislative specifics, a confidentiality level, an approval route, etc. To consider these specifics, system developers of TEZIS implemented a number of additional functions.

For example, automatic purpose of the different types of agreements approving during approval. This function simplifies and accelerates process of approval, especially non-standard agreements, there is no need to distribute tasks of contractors manually. Users are automatically appointed to roles depending on the maintenance of fields of a card, for each it approving backups who receive a task when this employee is on leave or a business trip are provided. For regulation of this process matrixes of substitutions which we can alter independently further are configured.

Using a matrix of substitutions it is possible to configure all non-standard processes in a system, for example, insurance contracts with the insurance sum which is not exceeding 500,000 rubles are approved at first by the ordinary contractor, and then the head of department. If the amount of the agreement exceeds 500,000 rubles, they are approved at first by the head of department, and then the Head of Department, the matrix is configured as appropriate. At the same time it is possible to select any parameter for setup.

As I already noted, the insurance company operates with different types of documents and agreements, at each of them the specifics, and behind everyone there is the business process. Therefore for us the wide template library containing forms and forms of documents on each case at the same time them was created it is possible how just to open in the text editor, and to use as an investment in a system, information from a card will be automatically added to the document. Also we received convenient tools for a business intelligence which are important for any business, not only insurance – a possibility of reporting, showing efficiency of the proceeding processes, their speed, loading of employees.

TAdviser: It is obvious that a system was considerably modified under your tasks. Tell about aspect of the project most interesting technically, maybe, the arisen difficulties and their solution.

Sergey Brayersky: The most interesting stage of the project in the technical plan is an integration of the THESIS system with CRM. We wanted to organize uniform process of creation and approval of the insurance contract of automatic data exchange between systems.

As a result process began to look as follows: the user comes into a card of the partner in CRM and starts process of creation of the agreement. A system on the TIN and number uniform for both systems, checks whether there is in the THESIS system a card of this partner. If the card is absent, a system automatically creates it and fills out necessary data from CRM. If the card is, then a system updates data and creates the new agreement which goes to approval.

Similarly there is a process of exchange of cards of pay affairs. At the same time the new card in TEZIS is created on the basis of the insurance contract, fields of this card are unavailable to editing in the THESIS system, only in CRM.

TAdviser: How many employees at the moment work in a system? Whether some special training was required to them? How simple was transition to a new system?

Sergey Brayersky: A system was implemented into the period, difficult for the company. There were concerns that process of system implementation will negatively affect sales. A lot of things depended on that, how fast employees will be able to deal with the interface, new to themselves. Transition to new EDMS took place well. Fortunately, these concerns did not come true. The data from old EDMS necessary for work were transferred to TEZIS. Employees without any problem mastered a system. Besides, we noted that again accepted employees never working with electronic document management master TEZIS quicker, than old EDMS. Now in a system over 270 people from different divisions work.

TAdviser: May you designate the real advantages reached from transition to new EDMS and what perspectives of the project already now?

Sergey Brayersky: Now in a system all processes of document flow and control of performing discipline, including specific, – approval of insurance contracts, requests for the quotation of risks, pay affairs, orders were transferred to payment, carrying out survey of an object of insurance and also the electronic office is put into operation.

System implementation of TEZIS allowed our company to reduce time spent by the employee for accomplishment of routine procedures for approval of documents to increase control over approval processes, to reduce time necessary for new employees for mastering of EDMS.

We are going to modify a system further as in the insurance industry constantly there are changes, both legislative, and caused by dynamics of the market. For example, recently there was a new law on risks insurance of builders, and we needed to create in a system process of approval of documents on civil responsibility insurance of the builder for non-execution of obligations for shared-equity construction.

The THESIS system gives great opportunities for independent modification and setup as it is constructed on the principles of the open code on the platform for development of business applications of CUBA, and we are going to take this its advantage fully. Some time ago, our employees were trained to creation of projects of expansion in a system. Such approach of developers gives us as to the client and the partner, there is more freedom in the choice of model of modification of a system – it is possible to customize and configure some processes by own efforts, and others – using solution designers.