Implementation project of the module "Agreements of On-trade" based on the Directum ECM system in Diageo

Situation

The corporate network DIAGEO in Russia is dispersed on all territory of the country, and existence of a common information space in which all employees could work with documents effectively is very important for the company.

The DIRECTUM system is successfully used in the Russian representative office since 2010. During this time in a system processes on work with contractual and finance documents were automated.

In 2014 need for optimization and reorganization of processes in the on-trade direction appeared.

Selection

The company management made the decision on sale of the new module "Agreements of On-trade" in a single corporate system of electronic document management of DIRECTUM. Up to this point work on the on-trade direction was conducted in the separate application that demanded from the company of additional costs on support.

Important advantage of the DIRECTUM system is existence of the web access allowing the staff of head office and branches to work in a single system and at any time to have online access to corporate documents.

Task analysis

The main functional requirements imposed to the module:

• Information on partners and outlets of partners for signing of the contracts should be stored in a system.
• There has to be an opportunity to create agreements of three types, depending on type of the provided services, contractual documents should form a system automatically.
• For each agreement there has to be an opportunity to keep the diagram of payments.
• There has to be a possibility of loading of the photoreport on the agreement.
• Process of closing of the periods under agreements should be automated.
• During closing of the period there has to be an opportunity to automatically generate the closing documents: the act and the invoice on the basis of the corresponding models.
• A system should provide access isolation to different components of the module depending on a role of the participant of process.
• There has to be an opportunity to work with the module through web access.

Solution

For the solution of assigned tasks the new module "Agreements of On-trade" which is completely developed under requirements of the Customer, including process automation on work with partners of on-trade, creation and approval of agreements of on-trade and also closing of the periods on agreements of on-trade was created.

Work with partners of on-trade The reference book "Partners of On-trade" allowing to store information on partners, on outlets of the partner and also to bind all necessary constituent documents on the partner is developed.

Each partner can have one or several outlets. For information storage about outlets, the reference book "Outlets of On-trade" is developed.

For the purpose of control of correctness of introduction of data when adding the new partner and additional verification of presence of all necessary constituent documents on the partner in a system, the standard route on check of the partner was developed. Any on-trade the manager can add the new partner to a system, but for a possibility of further work with the partner, signing of the contract, it is necessary to send the created card of the partner for check to the administrator of the module. For this purpose to the manager it is necessary to press after adding of the new partner the Check button in a card. On clicking the button TM "Check of the Partner" within which the administrator of the module receives a task for check of the partner is started, and can approve the partner or send back a card to the manager for revision.

Creation and approval of agreements of on-trade The reference book "Agreements of On-trade" having three ideas for a possibility of creation of three agreement types was developed for work with agreements: The agreement on holding an action, the Service provision agreement on calculation/placement in the menu, the Service provision agreement House brand.

The card of each of agreement types contains tabs:

Main – for storage of general information under the agreement. "Detailing" – for entering of detailed information on the agreement, depending on type of the provided services. "The diagram of payments" – for maintaining the periods of payment for the agreement. "Reports" – for entering of information on the course of rendering services in the agreement.

For review agreements the standard route "Approval of agreements of on-trade" is developed. During approval the status of the agreement and also right of access on editing a card of the reference book automatically changes. Upon termination of approval the responsible accountant creates contractual the document. The body of the document forms automatically on the basis of the model, the separate model is developed for each agreement type.

Closing of the period under the agreement on-trade Card of the reference book "Closing Documents of On-trade" In the module process of closing of the periods under the agreement is automated: daily a system traces period end dates of payments under agreements and if under the agreement the period comes to an end, the agreement goes on TM "Closing of the Period under the Agreement On-trade". During TM the card of the reference book "Closing Documents" which contains all information, necessary for the accountant, on the closing period automatically forms. In a card total sums for payment for the period, taking into account penalties, depending on the specified number of violations are automatically calculated.

During closing of the period under the agreement the accountant creates the closing documents: act and invoice. Documents form automatically on the basis of ready models. It is also possible to create the photoreport for the period. The photoreport forms automatically on the basis of the photos which are earlier loaded by the manager under the agreement for the specified period.

Results

In only three months the project was successfully implemented, works on implementation are performed in full, the module is transferred to commercial operation. About 35 users, most of them – the staff of branches which will carry out work through web access will actively work with the module.

According to the results of the first month of work with the module it is possible to draw a conclusion that implementation of the module allowed to reduce approximately twice time spent for approval of agreements and also it is essential to cut down material expenses. Before implementation of the module in the course of approval representatives of all functions and also the involved staff of the Agency participated. Now the number of the employees involved in approval process was laid off, due to process automation in the module.

Also approval process considerably becomes simpler at the expense of an exception of errors of initiators by preparation of agreements: in the module 3 models of the agreement approved and approved in the company which are complemented with the approved and approved services are used (from the reference book). Documents form completely automatically on the basis of models and the entered data, initiators need to select the necessary options from reference books only.

A system allows to store the large volume of files, and it is possible to attach all necessary additional confirmations which were stored separately from agreements earlier to the agreement. Now, having opened the agreement, it is possible to see all necessary confirmations and reports. It allowed to simplify considerably work with agreements and the closing documents.

Prospects

Project participants from DIAGEO company actively took part in design and testing of the module and also are very interested in its further development, increase in convenience of work of all users. Already there are plans for further development and improvement of the module, expansion of its functionality within service support.

In particular, in the module reports for the coordinator of the budget and for accounting are already improved. The report for the coordinator will allow to minimize manual work on formation of Excel of tables and will significantly reduce the probability of manual errors. The report for accounting will allow to conduct total control of the movement of all agreements and the closing documents.

Impressions

Glazov Eka, the leading accountant of group on settlings with clients of D Distribyyushen Ltd, so comments on the project: "Impressions of this project only positive. The staff of Akelon company not only helped to implement all our ideas, but also offered the, than helped to improve operation of the module and to make it more effective. The module is simple in use, but at the same time conforms to requirements of 4 departments of the company".