1C-Rarus was implemented by 1C: Document Flow in "The Volga leasing company"

December 23, 2014. Specialists Nizhny Novgorod announced 1C-Rarus branch completion^[1] of 1C: Document Flow in "The Volga leasing company".

By Volga Leasing Company (PLK LLC) LLC it is founded in 2001 and has steady positions in the market: by the amount of the leasing portfolio she is included into 50 largest organizations of Russia in the industry and takes the 1st place among the leasing companies of the Nizhny Novgorod Region. "PLC" performs all transaction types direct and a leaseback in the Volga, Central and Northwest federal districts.

The annual volume of electronic document management of the company is more than 4300 different documents: letters, commercial offers, agreements on cooperation, electronic copies of documents, payment schedules. Monthly the company registers about 100 entering and outgoing addresses on the basis of which about 20 new projects start. On each project it is necessary to post not less than 20 electronic documents and also to issue a packet of printing documents which according to one transaction there can be more than 500.

According to regulations, managers of the company register all entering and outgoing documents and send to the client the commercial offer and the payment schedule. After approval of these documents the manager makes the passport of the project and requests from the client constituent and finance documents and also the request for providing leasing. For each leasing product the list of documents is defined. The manager is obliged to record the fact of obtaining each document, its date and type: original, copy or verified copy. After obtaining documents from the lessee documents are transferred to a third party for obtaining the conclusion about a goodwill of the client. If the affirmative answer is received, the manager directs a document package to check in Department of risk analysis, to the lawyer and in financial service for determination of a financing source. After check specialists of Department of risk analysis prepare the request for leasing committee which should be approved with the lawyer and financial specialists. According to the results of carrying out leasing committee the decision on a possibility of signing of the contract with the client is made. On the next stage specialists of department of a design of transactions prepare the agreement of leasing for the client. Further there is a financing of the transaction and delivery of a subject of leasing then the project is transferred to maintenance.

The efficiency of the enterprise directly depends on a data exchange rate between divisions. It is necessary to create and approve quickly all necessary documents, to control conditions of project implementation and agreements.

Earlier document flow in the company was not automated. For registration of the entering and outgoing documents, calculation of conditions of commercial offers, formations of payment schedules and the register of the accompanied transactions were used spreadsheets. On document handling a lot of time left, approval and project implementation dragged on. Reports for the management also formed manually. In such situation the company management could not obtain quickly reliable statistical information about the current transactions. It, in turn, considerably increased time of acceptance of management decisions.

Goals and Objectives

A new system had to accelerate processing, preparation and approval of documents, to optimize work with clients. It was necessary to provide operational report generation on the received and considered applications, on the analyzed transactions and transactions on a design, on the concluded and negative bargains. Employees needed a possibility of maintaining appointment calendars of actions and meetings with clients, and management - tools for control of loading of employees.

Choosing a Solution

For the solution of assigned tasks was the solution "1C: Document Flow 8.KORP" is selected. The Nizhny Novgorod branch of 1C-Rarus company with which "The Volga leasing company" long time conducted successful work became the partner in the project. The project started in January, 2014, and in 5 months was fully completed. In the company 16 jobs are automated.

Key results of the project

• A new system allows to process quickly entering and outgoing documents and also requests of clients. On formation of cards of clients and projects with upload of a complete document package only half an hour while earlier it took more than one and a half hours is required now. The employee of any division can instantly find information on the necessary project and estimate at what stage there is its accomplishment how many and what documents it is collected whether originals of documents are received or only their copies are stored in the company.
• The system of electronic approval and vising of documents is implemented. At different stages of work with the client in the course of approval of documents about 6 divisions of the company and also third parties can be involved. The electronic system of approval helped to accelerate this difficult process on average for 25% that, in turn, allowed to reduce operating time with each project.
• A new system allows managers of a message the work calendar in which all key actions for work with clients are reflected. A system automatically informs the user on important transactions which need to be carried out on different projects. It helps employees to plan the loading and to timely carry out working tasks.
• Reports on activity of a client service, the current contacts and projects form literally one click. All deviations from the approved regulations of work become visible instantly. Now the management precisely knows at what stage of implementation there is each project for what reason it is delayed when there comes the deadline of accomplishment of this or that task, and can quickly interfere with process, having provided at the same time a positive outcome of the transaction.
• Having arranged work with clients and having lowered labor costs on processing, accounting and approval of documents, "The Volga leasing company" managed to release additional resources for business development in a difficult economic situation. The volume of the potential losses connected with untimely processing of a packet of client documents at different stages was reduced by 12%. Employees devote the released time to work on new projects.

Result

A new system helped to accelerate three times processing of the entering addresses and the project documentation. Time for approval of the project documentation is reduced. Now employees have instant access to necessary documents in work, and the management always precisely knows at what stage there is accomplishment of this or that project. The volume of the potential losses connected with untimely processing of a packet of client documents was reduced by 12%. Decrease in labor costs allowed to aim additional forces at business development.

Alexey Alekseyevich Poyushchev, the CEO of "The Volga leasing company", specifies: "In 2013 shareholders of the company made the decision on creation of an electronic document management system. On it there were several reasons. First, all of us understood that the existing order of storage of electronic document revisions and information about clients in the form of the shared network folder and several spreadsheets is, to put it mildly, a last century. Secondly, we wanted to arrange a company performance together with implementation of a new system, to make business processes more transparent and available to control, to optimize customer interaction".

Igor Vladimirovich Shorin, the deputy CEO for risk analysis and the organization of transactions, specifies: "Certainly, all reporting under projects was prepared earlier, but using separate files and tables. Speed of obtaining reports directly depended on qualification of personnel. If there is an employee who long time works in the company and understands, what data and from where it is possible to take, then the report will be ready rather quickly. If is not present, then on its preparation several days can leave. Now on report generation at most an hour leaves".

Alexey Alekseyevich Poyushchev sums up the project results: "Today" the Volga leasing company" reached the organizations of business processes qualitatively new level. Registration of the entering addresses accelerated by 2-3 times. We save time for preparation of the necessary reporting, reports in general are sent to shareholders by a system automatically according to the schedule. And great advantage is that final project costs remained within, specified in the original commercial offer".

Notes