Soft-portal project implemented 1C: Document Flow 8 in JSC BESK

January 21, 2015. The Soft-portal project company announced^[1] completion of implementation^[1] of the 1C: Document Flow 8 system in JSC Bashkir Electric Grid Company ^[1].

Earlier in an electronic document management system of the enterprise about 300 employees, generally - heads and clerks worked. In management company and branches different databases of this system were used. In some divisions "local" workflow automation using other programs took place. Many employees for work with documents used e-mail and paper carriers. It complicated data exchange between participants of workflow.

Goals and Objectives

The single system of electronic document management which would help to improve interaction between divisions was necessary for the company, to reduce time for formation and approval of documents, to strengthen control of performing discipline of employees. Besides, this system had to support a possibility of data exchange with the ERP systems which are used in the company on the 1C:Enterprise 8 platform.

Choosing a Solution

For the solution of assigned tasks the 1C: Document Flow 8 CORP system was selected. The Soft-Portal Group became the partner in implementation.

Project Progress

During the project the convenient qualifier of documents and also rules of filling and processing of each type of electronic documents was created. The mechanisms and routes of approval of agreements and memos which are automatically adapting depending on a type and contents of these documents are developed. Differentiation of access rights to documents in a system according to functions and the statuses of employees is configured. For ensuring necessary level of confidentiality the mechanism of storage and processing of separate points of instructions and minutes abstracts of different Councils and Committees of holding which allows to give to employees access not to all information of the protocol is created, and it is selective - only to those points which contain the tasks set to these employees.

The single technology platform of the solution "1C: Document Flow 8" and the ERP systems based on 1C:Enterprise 8 which are used in the company allowed to execute seamless integration of adjacent business processes. From ERP systems of 1C the data necessary for operational execution of transactions with partners are transferred to 1C: Document Flow. And from 1C: Document Flow 8 data on the approved and concluded bargains for further processing and control return to ERP systems of 1C.

Project Results

• Document flow of the enterprise is conducted according to uniform corporate standards in a single system now. Procedures of formation, processing and approval of documents are unified. Thanks to the configured rules of access and also rules of work with documents the user is deprived of an opportunity to make not procedural actions. Agreement types and supplementary agreements are systematized. The single system of numbering of agreements of holding taking into account complex filial structure is implemented. Now any agreement together with the scanned original it is possible to find in base for read seconds.
• The workflow system is integrated with the ERP system. Information on purchases on which it is necessary to sign agreements, is transferred to an electronic document management system automatically in the form of the draft treaty. As a result registration and closing of transactions with suppliers accelerated, there was an opportunity more quickly to sign agreements and to carry out urgent purchases.
• For all employees uniform regulations of runtime of these or those transactions with documents are set. The management in the online mode receives statistics of accomplishment of tasks of employees. At the same time it is always possible to trace terms and amounts of completed work. It helped to strengthen control of performing discipline of employees and provided timely accomplishment of instructions of the management.
• Safe storage and processing of confidential points of instructions and minutes abstracts of meetings of Committees and Board of Directors of group is organized. Strict differentiation of access rights of employees to work with these data is configured. It helped to provide the high level of confidentiality of the instructions given for contractors of separate points.

Result

The centralized system of formation, approval, processing and document storage in which all office employees and the management of holding work now was as a result created. In total 3000 jobs in one information base are automated.

Now further development of a system is planned. In particular, on the basis of data on the course of accomplishment of processes in "1C: Document Flow 8 CORP" the system of assessment of performing discipline and efficiency of use of working time of specialists will be created. It will help the company more precisely and to objectively calculate KPI of employees and also to use data on efficiency of accomplishment of these or those processes for acceptance of management decisions. Now in a single system of electronic document management 3000 employees from more than 60 divisions as a part of four organizations of group work. A new system provides fast and faultless processing more than 11,000 documents monthly.

The board member is the Director of organizational development and information technologies of JSC Bashkir Electric Grid Company Yury Vladimirovich Gorbachev noted: "System implementation of 1C: Document Flow 8 allowed to automate business processes of standard document flow by uniform rules, to increase performing discipline and to lower operating costs. In addition, implementation of this system laid the foundation for further workflow automation in other business processes of group".

Notes