Montazhpromstroy: M-Files allowed to increase efficiency and control accuracy

TAdviser: Before implementation of an ECM system based on M-Files of EDMS you installed the Maconomy ERP system. Tell, please, who defines the IT strategy of your company, defines that automation of specifically these and these processes – is critically necessary and "let's do quite so"?

Nikolay Baranov: IT strategy is defined by the top management on behalf of the CEO and his deputies for economy, finance and production, proceeding from requirements of the main business units and activities of the company. Detailed study of strategy is performed by the head of department of IT with involvement of external consultants and approved with heads of those divisions where business process automation will be performed.

TAdviser: As far as, in your opinion, use of the automation equipment of business processes, in particular, did ERP and SED-of systems, arrange activity of your company? The result became noticeable at once?

Nikolay Baranov: It should be noted that process of implementation of ERP and SED-of systems in our company is performed step by step and it is not completed yet. At the first stage work with suppliers, purchase orders and requests for payment was automated. It allowed to deliver under strict control a funds expenditure, both for construction projects, and for administrative activity of the company and also strongly facilitated planning process of expenses and cash flow.

TAdviser: Tell, please, what is specifically implemented in your system based on M-Files at the moment that it is able to do. Whether correctly we understood that in a system managers to work with suppliers, on purchases work. Whether they resisted use of a system? Transition came to them how easily?

Nikolay Baranov: In a system creation and approval of purchasing requests of materials, goods and services for production and for administrative activity of the company is implemented. Access to creation of requests is as at the employees working at office and at the employees who are on construction objects of the company. The approval of requests happens in a system on in advance configured approval chains, responsibles receive automatic notifications on the requests submitted for approval. On the basis of the approved purchasing requests supplier orders and requests for payment which also undergo reconciliation procedure in a system form. The approved requests for payment are transferred to accounting program 1C in the form of payment orders for sending to bank. The carried-out payments according to requests are loaded from 1C into a purchasing system.

In a purchasing system work both purchasing managers, and employees who are responsible directly for logistics of specific construction objects. Resistance to use of a system was not, employees estimated convenience of receiving in the system of information on the approval of their requests, about a delivery status and payments, earlier for obtaining similar information they had to make a set of phone calls and to conduct active electronic correspondence.

TAdviser: Your system is available from any portable device, whether it be tablets and smartphones – how successful this solution appeared as a result? Whether data security issues concerned you during the work with mobile devices how you solved them? Whether there were some difficulties here?

Nikolay Baranov: Remote access to a system by means of notebooks, tablets and smartphones – very convenient, and, likely, the only solution for the mobile employees working at different building sites of the company. This solution allowed to increase efficiency of supply of construction objects with necessary material resources. During the work of remote users we resolved a data security issue due to restriction of their information access in a system (they can work only with the requests) and also due to use of the HTTPS protocol. Special difficulties with the organization and protection of remote access to a system at us did not arise.

TAdviser: How densely you cooperated with system provider, FCS company how your collaboration in support of the implemented systems already upon completion of projects is based?

Nikolay Baranov: The main works on implementation were conducted by consultants of system provider with active participation of our specialists in processes of setting of requirements, system testing, preparation of initial data, integration into accounting program 1C, etc. For the implemented system modules a first line support by the supplier by phone, e-mail and by means of remote connection to our server is organized.

TAdviser: As far as, in your opinion, serious investments into IT for construction companies are justified? What your plans for development of the IT infrastructure?

Nikolay Baranov: I consider investments into IT for construction companies with a big project portfolio quite justified as use of modern IT technologies allows to improve considerably efficiency and control accuracy and also to increase transparency of business for top management and owners of the company.

In our plans – further development of systems used by ERP and SED-and automation of such sections as planning and accounting of works on construction projects, management of material resources, approval of agreements, etc.