Bashkirenergo (1C: Document Flow 8 CORP)

The Following Functions Were Automated

• Document flow (ECM)
• Office-work
• Accounting of agreements
• Accounting and control of execution of instructions
• Accounting and document storage

Work on the Adaptation of the Standard Solution

Advanced functionality of subsystems of accounting of agreements and control of execution of orders of the top management. Integration with the systems "1C: MTO Material and Technical Support" and "1C:MDM Management of the normative reference information" is organized.

Maintenance

• Consultation on methodical questions of work with the program of 1C is performed
• Consultation on technical issues of work with software products of 1C is performed
• The paid agreement 1C:ITS is issued
• Updating of the platform and the standard configurations "1C: Enterprise", diagnostics of a status of information base, creation of archive copies is made

Project Progress

Bashkirenergo is a part of large regional company JSC Bashkir Electric Grid Company to which field of activity transit of the electric power between the central part of the country and the Urals and also electric power transmission and distribution to end consumers in the territory of the Republic of Bashkortostan belongs.

After completion of processes of reorganization of the company in 2012, there was relevant a problem of workflow automation in the common information space of holding numbering 3000 jobs in 4 legal entities. The workflow systems implemented earlier did not provide all required functionality, and did not provide integration with an ERP system at the 1C:Enterprise 8 platform.

On analysis results of opportunities of existing solutions, the 1C: Document Flow 8 CORP program was selected. Its functionality in general corresponded to requirements of the enterprise. Also it optimum was suitable for solving of tasks of integration with subsystems of ERP.

For the most complete satisfaction of all needs of the customer, the project was separated into three subprojects:

• internal document flow and office,
• contracted work,
• orders of the top management.

The selected customer's specialist who is responsible for formulation of requirements and acceptance of works was assigned to each subproject.

Within a subproject "Internal document flow and office" the following works are performed:

• By a methodical part: requirements of divisions of different levels to access isolation to documents are revealed and analyzed, the list of sets of access rights is designed and configured, the qualifier of document types and the requirement to their filling is developed, processing procedures of documents of each type are developed, the corresponding business processes are configured, the question using paper signatures of the top management together with electronic document management is solved, report forms for control of performing discipline of employees are offered.
• By a technology part: processes of consideration of incoming documents, approvals of outgoing documents, orders, orders, memos are automated, small completions of mechanisms of a statement, control are executed (for ensuring sharing with paper signing of documents at the top management), mechanisms of control of correctness of the entered data, integration of the program with 1C is executed: Management of NSI regarding partners, the organizations, integration with a service configuration for user account control of 1C is executed

Within a subproject Contracted work the following works are performed:

• By a methodical part: different types of the agreements used at the enterprise are selected and systematized, the list of important parameters of the agreements used for their classification and further processing is designed, the concept of agreements and supplementary agreements is separated, the concept of payment schedules and shipment under the agreement is entered, criteria of determination of routes for review of different types of agreements, depending on their parameters are formalized, the single system of numbering of agreements of holding is offered, special access rights to a subsystem are developed.
• By a technology part: the card of "the internal document" for convenient representation of all parameters of the agreement is finished, the system of numbering of agreements taking into account complex filial structure is finished, business process of approval of agreements along automatically appointed routes is automated, integration with 1C:MTO regarding transfer of the draft treaty and the attached files is executed of a purchasing system on approval in the workflow system, integration with external storage of the scanned documents 1S:MTO and CIS is executed

Within a subproject of "Order of the top management" the following works are performed:

• By a methodical part: different methods of the organization of work with orders of the top management therefore the mechanism of Actions with small completions is selected are tested, the special access rights to a subsystem considering levels of the top management, and providing privacy of contents of minutes of meetings of different Councils and Committees for contractors of separate points of instructions are developed, the mechanism for storage and processing of points of instructions and minutes abstracts is offered.
• By a technology part: the Action card form for convenient start of instructions on separate points is finished, the special types of internal documents for storage of Points of instructions and Minutes abstracts providing the proper level of privacy of access are configured the special mechanism is developed for a call of processes of consideration and execution without need to start them manually, macroes for protocol printing in MS Word document template are configured.

Project Results: The management determined the following expectations from results of automation:

• Transition to completely electronic document management during the forming, approval and registration of the entering and outgoing correspondences, agreements, organizational and administrative documents, conducting office correspondence, including orders of governing bodies;
• Increase in level of performing discipline due to creation of a centralized system of control and the reporting;
• Increase in level of management efficiency in divisions due to expansion of organizational borders in comparison with the operating EDMS;
• Increase in efficiency of document handling;
• Integration with a system "1C:MTO – Logistics" regarding automatic formation of cards of the agreements received as a result of accomplishment of procurement procedures;
• Cutting of costs for production, replication, mailing and postprocessing of documents in paper form;
• Creation of measuring instruments of quality of efficiency business of processes of document flow their automated receiving and consolidation for the subsequent analysis.

As a result of implementation all expected results designated by the management are achieved.

Works on adaptation and implementation of the program were executed by Soft-portal project company, jointly with specialists of holding. The project started in July, 2013, and came to the end in February, 2014. At the same time in real work the program is used since January, 2014. The program is put into commercial operation from 3/1/2014.

The agreement of maintenance is signed with Soft-portal project company, the paid subscription to ITS is issued, works on support and further development of a system are carried out. Expansion of the directions of integration of the program into the Corporate information system of the enterprise is made and also the TsKTP joint project on optimization of performance of separate transactions is executed.

The facts about the project

• Total number of the company: 10000
• Work option: Client-server (database server: Microsoft SQL Server)
• Total number of the automated jobs: 3000
• Median number of connections to base: 1000
• The amount of information base is 200 gigabytes. On average, in day about 500 documents are entered into the program, about 1000 processes are started, about 5000 tasks are carried out.