OfficeMedia

February 25, 2015. The InterTrust company announced project completion on automation of contract activities in investment development group of the companies of Astaire. The implemented solution allowed to reduce significantly terms of approval of contract documentation and provided transparency of the business processes connected with contract activities.

Project History

Cooperation of group of Astaire with InterTrust company began in 2010 when the OfficeMedia system implementation project for contract management and automation of classical office-work started. Automation of a contracted work which is a business basis in the construction industry was the main objective. Agreements are signed with clients of group — in this case it is about purchase and sale agreements and also with the contractors and suppliers participating in project activity of group of Astaire.

Project Progress

During the project it was succeeded to transfer processing of agreements to an electronic form and to minimize the volume of documents on paper carriers. The electronic archive containing history of the relations with partners and providing quick search of necessary documents was created. It is especially important taking into account the long production cycle characteristic of the companies developers. The implementation project of OfficeMedia was considered by the customer as pilot, and in case of success was going to pass to use of EDMS CompanyMedia — the system giving expanded functionality. Migration on a new system with implementation of the module "Agreements" was carried successfully out in 2014.

Process of approval of agreements in CompanyMedia is automated using the preconfigured templates: when filling certain fields in a rekvizitny part of the document a system offers the user a necessary template of the sheet of approval. Thereby influence of a human factor is excluded: it is impossible to start approval along a wrong route or not to include in number approving the necessary specialist. Besides, ready templates significantly save working time of users — there is no need to fill out the sheet of approval manually.

Sergey Chetverous, IT manager of Asterra Group, project manager on implementation of OfficeMedia and CompanyMedia: "OfficeMedia proved as a productive and failsafe system, however over time we it outgrew. We needed the solution which would allow to consider the interests of all user groups, and not just clerks, and would be simple in use and administration. In CompanyMedia we especially were interested in the web interface "easy" and clear to users which is now applied by most of the specialists participating in a contracted work. Additional plus was the fact that all our requirements and wishes could be implemented within the standard version of CompanyMedia by means of settings, without changing a program code. As for available functionality, in CompanyMedia we were attracted by the developed approval mechanisms, they are most often involved in work with agreements".

Development Plans

Within development of the project integration of CompanyMedia into the complete solution 1C from The First BIT company regarding exchange of financial data is planned — it will exclude need of repeated information input in the accounting system and in EDMS. Implementation of tools adaptive a case management for automation of primary activity — project is in the long term possible. In construction business quite often there is a need formation of document packages. Can enter such packets not only agreements and supplementary agreements, but also estimates, acts, certificates, different allowing documentation and many other things. Cases represent the optimal environment for the solution of similar tasks.

Mikhail Kolodin, head of the sales department of InterTrust company: "The users working with a system note that with implementation of EDMS significant reduction of terms of approval under agreements was succeeded to provide and also to completely exclude risk of loss of any documents. In a system about 100 specialists daily work - it is practically all staff of the central office of group, including the top management, legal and financial departments, administrative department and also project managers and construction specialists. Such wide scope of users is explained by industry specifics: all listed professional categories are involved in approval of agreements and creation of packets of additional documentation".

Representatives of the company integrator reported TAdviser.