Gazprom Neft completed system implementation of management of documents

On October 7, 2014 ALP Group announced system implementation of management of documents in JSC Gazprom Neft.

Project Progress

Dmitry Rossikhin, the director of quality and business development of system integration of ALP Group, told: "System implementation of management of documents is a part of the big project of unification of the enterprises of oil products supply which started in Gazprom Neft in 2008. Within the project uniform standards of the accounting and tax, commercial unified accounting, planning and budgeting, the investment management, preparation of the reporting of IFRS, management of the normative reference information were entered".

The integrator was faced by a problem of complex automation of 14 enterprises of the customer, ten of them in the territory of Russia, four - in the CIS countries. A system should include development and deployment of all accounting systems, and for this purpose it is necessary to create the single automated system of document storage (ASDS).

Purposes of creation of a system:

• process automation of processing of primary accounting documents within accounting function centralization;
• decrease in tax and financial risks, increase in data transparency, improvement of internal control, increase in process performance;
• operational submission of complete and reliable information about primary accounting documentation for acceptance of optimal management decisions at all levels of management;
• decrease in terms of closing of accounting records;
• creation of uniform base under agreements;
• connection of jurisdictional enterprises to the uniform corporate information management system.

2 thousand users of subsidiaries and affiliates, in ten cities are connected to a system.

Stages of implementation of the project corresponded to the classical scheme:

• conceptual design,
• formation of the main business processes
• preparation of terms of reference.

Further:

• development of a prototype of a system,
• demonstration to the customer of the solution with the subsequent elimination of notes,
• development of the instruction for users and the system administrator,
• user training,
• trial operation,
• introduction of a system to operation.

The functionality of the general service centers (GSC) — divisions which are engaged in preparation of accounting documents on places began to change. Within the project the separate division in which the storage system of documents and its interaction with a planning and budgeting system is organized is selected.

Project Results

As a result of the carried-out works:

• processes of scanning, barcoding of the entering, outgoing and internal documents are automated;
• the route of passing of documents is made and works;
• control of performing discipline is organized;
• the storage system of electronic documents, their automatic dredging on demand is adjusted;
• process of formation and identification of document folders is automated.

A system helps to create different reports:

• report on control of creation of requests;
• the summary report according to requests;
• report on performing discipline.

System implementation automates a paper flow of documents, integration with other accounting systems is adjusted. Due to business process automation it was succeeded to lower labor costs on acceptance and processing of primary accounting documents. By means of creation of a uniform point of accounting and the database of primary documents the risk of their loss is minimized. Document retrieval on requests, including from IFTS is optimized. The general agreement base is created.