Business processes "NTFF "Polisang" are automated based on Docsvision

Company Info

NTFF POLISANG LLC (St. Petersburg) develops and produces medicines. Products are sold in the Russian market, exported to neighboring countries and Southeast Asia. In the company about 1500 people work. "POLISANG" enters in top-10 the largest Russian producers of medicines and top-3 the export companies.

Situation

In 2005 production was transferred to the GMP standard (Good Manufacturing Practice) in this connection to processing of documentation of the quality management system (QMS) certain rules were shown. Besides, maintaining documentation on paper carriers with increase in amounts became inconvenient, developed into losses of documents and time for approval. There was a need for automation of processing of documents and creation of uniform electronic storage. The choice of the Docsvision system was caused by a possibility of the most effective and convenient implementation for the end user. The project proceeds several years, during this time key internal processes of the company entered a circuit of automation.

The facts about implementation

• Docsvision 5
• Integration with "1C: Payroll and HR Management"
• Integration with Infor ERP system

Project implementation stages

Workflow automation of SMK

2006 – management of documentation of SMK on the Docsvision platform is implemented. The uniform storage of documentation of SMK with a possibility of viewing all made changes and notes at all stages of approval is organized.

The document register is created (with two levels of grouping: on document type and on a status):

Routing of the document between participants of process, version control of documents, creation of mechanisms of operational monitoring of lifecycle of the document is provided.

As a result of this stage the tool thanks to which the quality and employee performance with documentation of SMK considerably increased is received, the average duration of approval was reduced from 2 weeks to 1-2 days, the possibility of loss of documents is excluded, the problem of remoteness of structural divisions is solved, and heads are given the chance to monitor quality of work of the employees. Level of control of performing discipline is increased. After successful implementation in commercial operation of control block documentation of SMK workflow automation of the company was continued.

Work with correspondence, agreements and organizational and administrative documentation

The register of documentation is created, registration and mailing to receivers of incoming correspondence, registration and approval of outgoing correspondence, automatic numbering of documents are implemented.

Approval of agreements

Process was the difficult giving most in to automation.

• Difficulties at initial problem definition: how should the agreement card look?

According to the results of test operation the card was complemented with all necessary fields.

• Difficulties when forming lists of the approving persons, depending on different factors.

The question with lists approving for all agreement types, an opportunity to manually add the list was solved.

• Delays at an absence from work of participants of process

New options of automatic and manual prolongation are added.

• Human factor - employees reluctantly worked with a system.

The Order of the CEO on approval in Docsvision was issued. Reports on performing discipline are created: the first shows what quantity of cycles on each agreement was required to the initiator on his approval; the second - how approving persons meet the approval deadline. In the company regulation of approval of the agreement from the moment of receipt to the approving person of a task are 2 days.

• The complexity when filling the reference book of partners - was not the uniform standard.

The problem was solved by directory synchronization of partners of Docsvision and the ERP system of Infor in which this reference book always as it should be.

Approval of orders and orders

Approval of orders and local regulating documents - Mailing to contractors and interested persons - Control of execution

By this moment employees already finally got used to work in Docsvision. Reconciliation procedure remained the same, but in the module, in addition to consecutive approval, is for the first time implemented both parallel, and users have a possibility of the choice.

After the end of approval the order or the order is sent in the form of a task for execution to contractors and in the form of a task for acquaintance to the employees from the list of receivers. For each order reports on execution and acquaintance form.

Upon termination of this stage of workflow automation the staff of the company began to feel all conveniences of a system, and requests from different divisions for automation of their specific processes began to come to department of an ACS.

Invoices for payment

Creation of the account from an agreement card - Approval - Integration into the Infor ERP LN system

Automation of approval of invoices for payment and their unloading in Infor ERP system. Function of creation of a card of the invoice for payment is added to a card of the agreement, approval routes, depending on division of the initiator and budget items are registered. The gateway between Docsvision and the ERP system is implemented.

Sale of this module considerably facilitated work of financial and economic service:

• control of financial discipline regarding timeliness of payment,
• reducing costs for check of observance of the organizational regulating actions at approval of accounts,
• simplification of control of performing discipline, exception of loss of accounts,
• timely receipt of information on payment to the initiator.

Approval of internal documentation

Versatile tool of approval for any internal documents for which there is no separate module (memos, modules of promotion department, etc.). Approval type selection (consecutive/parallel), creating applications to the document and modification of the existing document is possible.

Integration with other systems

Integration with "1C: Payroll and HR Management" is implemented by works agreements with individuals that considerably facilitated work of accounting and human resource department.

Requests in department of supply (integration with Infor ERP LN)

Approval of job descriptions

Purchasing requests of an avia and railway tickets

Approval of dresses (on holding thematic lectures by methodologists and lecturers)

Requests for adjustment of budgets of divisions

Mailing of documentation on currency exchange control

Project deliverables of implementation of EDMS Docsvision

• The competent organization of maintaining documentation on quality management on the Docsvision platform allows to undergo annually successfully audits of quality that helps to sign profitable agreements with the large foreign companies;

• The quality of work of employees with documentation increased;

• Storage of documentation of the company in uniform information base and competent differentiation of access rights to it considerably reduced risk of unauthorized access and information leak;

• Economy of resources (need for delivery of documents by couriers between remote structural divisions, paper economy disappeared).

Feedback

Konoplev Evgeny Andreevich, the MICS engineer, tells:

"The staff of Polisang company uses an electronic document management system based on Docsvision many years, and it became for us the irreplaceable tool for smooth and successful passing of a number of key internal communications, simplification of problems of different user groups - it is visible even by the number of the processes automated for today. Thanks to a system at us not only a complete order with documentation, we try to use all its opportunities for all 100%, and are happy as far as the effect is repaid also in the enterprise management plan, control. Nothing does not stand still, Docsvision develops, the new functionality appears, and we are going to develop the project further".