Sherl, shopping mall (First BPM Form)

Company Info

Sherl — the transport operator since 1993 providing transportation services of loads by the railway and motor transport, services of container transportations and transportations of bulky goods across Russia, the CIS countries, Asia and Europe. The company has branches in 22 cities of Russia and delivers more than 1000 tons of loads daily.

Choosing a Solution

As premises to system implementation of task management the dissatisfaction of company management with the current labor productivity level which was estimated at the companies at the level of about 50% of maximum served. For the solution of all complex of managerial problems the workflow system and task managements First Form as management on the basis of tasks would allow to control timeliness of actions of employees was selected, and electronic document management would create transparent information environment where all arrangements and solutions will be fixed.

Project Tasks

Before implementation of First Form at the staff of Management Company on the solution of the current tasks 4-6 hours daily left. The memos often issued with violation of internal requirements were faxed also to e-mail, sometimes at the same time to several heads. Documents with the resolution went to branches, were redirected to responsibles, regularly sent back for revision, were lost and were. Instructions were performed out of time as the responsible head "twirled" or forgot, and the employee "pretended that he did not hear". Control of performance of orders and solutions of meetings was labor-consuming, ineffective and took away a considerable part of time of the CEO and his first deputy. The lack of descriptions or minutes of meetings, discussions and solutions created opportunities for distortion of arrangements and also creations of visibility of work.

Assessment of economic effect of implementation was based on costs of FOT taking into account effectiveness ratio of work: the nachalny coefficient was accepted equal 50% 
 (employees spend a half of time for operational tracking, reminders to colleagues, "recall" of arrangements and parts, attempts to self-organize or even idle). Implementation of First Form assumed increase in efficiency of work of workers and decrease at the expense of it losses of FOT.

In general tasks of First Form included: automation of electronic document management, management of meetings, control of setting and execution of tasks, centralization of work of remote divisions.

Project Results

Expectations of company management from implementation were met — within the first 2 months after system implementation labor productivity of employees increased, at least, by 30%. The payback of the license of First Form measured in months was estimated as the Cost of the license, rub/PHOTOS, rub *Рост labor productivity, %.

Thus, a system paid off within 2 months. Also considerably the quality of management processes grew:

• Time of approval of documents was reduced from 1-3 days in the initial version to several minutes or hours after implementation;
• Standardization of procedures led to considerable reduction of errors in documents, minimized amendments and additions and also liquidated the principle of duplication of information ("direct the memo and surely call");
• Load of the CEO and his deputies as approvals of the majority of documents began to take place in a system, but not on acceptance at the management decreased;
• Meetings are planned now in advance and held only after complete readiness of materials;
• The repeating task reminds branches of preparation of the budget for the next month, and the chief financial officer in 1 minute estimates readiness of budgets of branches in program 1C then the chief financial officer brings together Budget committee. On Committee directly in First Form it is possible to look at all tasks of approvals and the Budget Committee passes less, than in 1 hour though earlier it took 2-4 hours (paper notes, calls to branches, amendments and additions, departure of budgets on completion, etc.);
• Possibility of acceptance of a number of solutions directly in First Form, being out of a workplace and also an opportunity "glance" in all interesting processes and projects, gives to the CEO confidence in control of the current situation.

In general the quality of accomplishment of tasks and instructions increased, at least, by 50% as if the result of the customer does not arrange, the task will be without delay appealed and returned on completion until the workmanship does not satisfy, or is entrusted to other employee.

The controllability of the company at all levels increased — the head sees, his subordinates how exactly work, the order of tasks and instructions is accurately regulated, and the head of the next department cannot give assignment to his employee without the knowledge of the direct head that took place before implementation of the program. At the first stage 100 licenses which fully completed Management Company and the Moscow branch were purchased, in other branches the task management system was installed only for responsibles. Thus the most problem communication for the company "UK was covered there are branches". After the license were purchased on all branches that allowed to increase employee performance of branches in general and also to estimate work of heads of branches, including, and on the basis of analytics indicators from First Form.