Experience of use of 1C: Document Flow in AEM-tekhnologii company

Customer

JSC AEM-tekhnologii – one of the leading engineering companies of Russia in the field of power engineering. The company was created in 2007 in structure of JSC Atomenergomash — a machine-building division of ROSATOM State Corporation.

In management of JSC AEM-tekhnologii are head engineering office in St. Petersburg, Petrozavodskmash JSC AEM-tekhnologii Branch in Petrozavodsk and Atommash JSC AEM-tekhnologii Branch in Volgodonsk.

The main activities of the company  –  production  of the equipment  for nuclear sector, thermal power, gas - and petrochemistry, delivery of metallurgical procurement.

Tasks

Implementation of organizational document flow for obtaining necessary information on key processes at any moment and timely acceptance of management decisions. Automation key business of processes of the company for the purpose of systematization of activity of employees and also increases in performing discipline.

As a technology platform for creation of a system the 1C: Enterprise platform and the product "1C: Document Flow" (is more detailed about the project) which represents a modern ESM-system (Enterprise Content Management is corporate content management) with a set of opportunities for management of business processes and joint work of employees was selected.

Within the project on implementation of the automated electronic document management system the PiterSoft company having the corresponding competences and experience of implementation of workflow systems was attracted to execution of works.

Solution

Project works of PiterSoft company began in August, 2014. During system implementation of electronic document management the following tasks were carried out:

• Creation of business processes based on the created projects in a system is automated;
• It is implemented separate schemes of conducting key events and business process for each stage of key events is configured;
• Creation of business processes of forecasting of failure to meet time constraints of accomplishment of project tasks is automated;
• Additional reports are developed;
• Process start Acquaintance for all key events is automated;
• Electronic document management for the document "Expense report" is implemented;
• Integration with the information system operating at the enterprise financial, material, accounting and tax accounting, constructed based on the 1C: Manufacturing Enterprise Management 8 configuration is carried out;
• Regulations and instructions are developed for work in a system.

The basic project started in December, 2009. Project works were performed in several stages.

1. Originally the project was performed in Management company, the first circuit of the project covered 100 employees. In two months documents were prepared: regulations on a contracted work, description of business processes.

Work with entering and proceeding correspondence, work with contractual documents is automated.

Process instructions for employees and provision on e-document flow are prepared.

2. Further in February, 2010 the second circuit of the project started, the production site Petrozavodskmash and its managing structure (120 people) joined the project.

The main business processes - approval and acquaintance with orders, performance of minutes of meetings were implemented. Also were prepared the document and user training is provided.

3. In implementation process of the project a system is united in uniform infrastructure, passing of end-to-end processes between platforms is adjusted. In July, 2012 the production site in Volgodonsk – Atommash branch joined work in a system.

Completions

1) Specialists of the customer create additional subsystems Vote and Testing ("1C: Document Flow" is delivered with open codes and it is available to completion) which allow to hold testing according to 6 tests and 2,500 questions for qualification on atomic subject, according to the uniform industry standard of purchases, on the design equipment and other subjects.

2) AEMT is the engineering company, and for maintenance of design preparation of production and for the customer use of the electronic signature was important for signing not only managerial (organizational) documentation, but also design documentation.

Regulations on the electronic original of the document were developed for work with design drawings and instead of the signature in the drawing the unique identifier of the electronic signature treats. At the moment the corporate certification center Rosatom State Corporation functions.

3) "1C: Document Flow" is integrated with the accounting systems. "1C: Payroll and HR Management" is also main system for creation and information storage about structure of the organization and users. Each agreement surely is followed by number of the production order created in "1C: Management of manufacturing enterprise" (1C: Manufacturing Enterprise Management).

Process of an execution of expense reports when the document created in "1C is completely automated: Management of manufacturing enterprise" comes to DO for signing, and results of a statement are reflected in 1C: Manufacturing Enterprise Management in a printed form.

4) Employees work also via the web interface in usual browsers, and on mobile devices by means of mobile application for "1C: Document Flow".

5) For work with documents by e-mail process of accomplishment of tasks directly from the notifications sent to e-mail is configured. So the employee who received the notification at arrived to a task can study the enclosed documents and can "Approve" the document, having directed notes, to check execution of the order or to postpone task date.

Result

Implementation "1C: Document Flow" for process automation of organizational document flow of AEM of technology was very first and one of the most large-scale product introductions.

Антон Думин, директор по ИТ компании «АЭМ Технологии»

As a result of the performed works the following activities were automated:

• Accounting and control of execution of instructions;
• The analysis of activity by projects;
• Project planning;
• Project management business process automation.

During trial operation we were given high-quality consulting and information support, consultations of users were held.

The implemented system helped to solve the problems of creation of a single system of control of key events, production orders and projects facing us. At the moment a system provides accomplishment of production processes, gives the chance of forecasting of completion dates of tasks and project risks and also controls implementation of organizational and other projects.

For June, 2015 users of a system are more than 3800 ^[1] - managing structure, staff of production divisions, quality control, design divisions. In a system more than 30 complex business processes of the company are automated,  more than 400,000 tasks are created. At the same time about 800 employees are connected every day to a system. All processes of organizational document flow of the company are covered.

The project allowed to arrange business processes, to considerably reduce time for accomplishment of routine transactions, to increase efficiency of a management activity and to reduce decision making terms.

Thanks to a system the customer had an opportunity to create a single system of storage of organizational and administrative documents for all production sites and head office, to adjust process of management of document flow of the company.

In plans further business process optimization of the company taking into account constantly changing organization structure connected with dynamic development of the company.

Anton Dumin, director of information technology  of Technology AEM company:

"For us implementation 1C: Document Flow became not only the most large-scale, but also the project executed almost completely independently. It became possible first of all because of dynamic development of this product which just allowed "configure" our tasks without special intervention in a configuration. And we thank 1C Company for dense and effective cooperation on this project"

Notes