Experience of automation of end-to-end contractual processes in Gazprom podzemremont Urengoy company

About the Customer

Gazprom podzemremont Urengoy LLC performs capital and running repair, extraction of the underground equipment, upgrade, reconstruction, modernization, liquidation and preservation of wells of all appointments, on objects belonging to JSC Gazprom, its subsidiaries and independent subsoil users. Also carries out works on an intensification and mastering of wells; operation potentially hazardous production facilities; organization and carrying out drilling operations, works on testing of wells.

The first steps

The foundation for automation of applied tasks was laid in 2009 when the management Gazprom podzemremont Urengoy made the decision on implementation of electronic document management and interaction management based on the Directum system. Project works were carried out by specialists of the certified partner of Directum — RASTAM-IT company. Using the module Office basic processes were automated:

• Execution and control of works on incoming documents;
• Acquaintance with organizational and administrative documentation;
• Preparation and approval of outgoing letters;
• Preparation and approval office and reports.

Due to implementation of the module "Contract management" work with contractual documents was transferred to an electronic form according to the operating business processes. Integration of Directum with a 1C system: The enterprise allowed to synchronize basic reference books and the register of agreements.

The specialized module "Requests in Service IUS" was in addition developed. With its help automated processing and executions of requests in service of the management information systems. As a result processing of requests considerably accelerated, increased transparency of work of service: now all information on loading of employees is available in a system.

Development of an ECM system taking into account specifics of purchasing activity of the enterprises of PJSC Gazprom

Further development of the project required automation of applied tasks, one of which was purchase management. Procurement procedures are followed by the large volume of contractual documents, the information on which needs to be provided in limited terms for the publication on portals of purchases and in information systems.

For execution of requirements of the legislation and internal regulations the enterprises of PJSC Gazprom need to provide the information in three information systems at once: PUR of ASBU (A management subsystem calculations of the Automated system of budget management), ASEP (Automated System of Electronic Procurement) and EIS (The unified information system in the field of purchases of the Government of the Russian Federation).

In each of these systems data need to be sent to specific terms:

• 3 working days from the moment of signing of the contract (in PUR of ASBU + EIS)
• 10 calendar days from the moment of closing, change of conditions (the conclusion of the additional agreement) or agreement cancelation (in PUR of ASBU + EIS)
• 10 calendar days since the execution moments (including payments), including scans of documents (since January 1, 2016) (in EIS)
• Monthly to the 10th — the summary analytical register (in ASEZ)

Upon performed by agreements 3 departments participate in Gazprom podzemremont Urengoy LLC: division curator (is responsible for accomplishment of volumes), accounting (reflects primary documents in accounting) and finance division (makes payments). Until recently all divisions interacted rather difficult.

Divisions curators could obtain up-to-date information about performance of agreements only once in a month from the summary Excel file of payments placed by Finance division in the shared network folder. But also the data structure in the file was heavy both in perception, and in understanding. Therefore quite often there were precedents when curators did not make check of execution under agreements in general — Denis Sipovich, the chief of Service of the management information systems Gazprom podzemremont Urengoy noted.

Considering that since January 1, 2016 it was necessary to provide not only information on performance of agreements, but also scans of primary documentation, the decision on the organization of the centralized scanning of documents was made. At the expense of it problems of maintaining archive and automatic collecting of document packages for providing in EIS were solved.

New stage of implementation

According to the results of the analysis the tough regulation of internal processes was carried out. A part of orders and orders were modified taking into account new tasks, a part — are created from scratch. Also closer information exchange between the system of the dokumentoborot and the accounting system based on 1C was required. The Directum system became the instrument of setting and control of execution of tasks, and the accounting system was a source to primary information of accounting. Cards of contractual documents Directum, standard routes of the movement of documents were considerably upgraded, new (integration) report forms of control are developed.

Now under each agreement such parameters as budget items of income and expenses, articles of the balance of payments, a payment term are considered. In advance the diagram of rendering services forms and planned. Data are entered at a stage of creation of the document and are obligatory to filling. Thanks to it authentic and operational statistics of budget implementation of income and expenses forms. Directum provides primary (planned) data, 1C — actual financial.

The scheme of providing data on the signed agreements in PUR of ASBU based on Directum is implemented so:

The curator creates the agreement in Directum, fills its card where specifies all necessary details, and sends along a standard route for approval. For saving of time all approving departments watch the agreement in parallel, and legal department and purchasing department enter necessary information in an agreement card. After approval legal department confirms completion of process, and in a system the document package which goes to unloading to the information system PUR ASBU automatically forms.

Card of the Directum task for unloading of the agreement in PUR of ASBU

Are enclosed in a task: the agreement, the reference document, the report, the protocol of summing up purchase, different documents which were required for review agreements and also XML file which forms automatically. Specialists need to load only it into a system and to tie to it the scan copy of the agreement.

The ASBU and ASEZ PUR systems interact among themselves. The data placed in PUR of ASBU automatically get to ASEZ and, on their basis, the register of agreements which the tender department needs to provide monthly in DUKZ also automatically forms. Automation of this process considerably saved time for specialists of department.

Also operating control of payments in a system was implemented. Daily the program checks emergence of new payments under account agreements in 1C. If they are found — the register of payments for unloading in EIS by agreements and documents of primary accounting automatically forms. In addition to the register scans of primary documentation are added to a task for unloading.

Each head of the supervising division of agreements under which payments were made will receive the notification on the fact of payment and will have to check the agreement for a possibility of its closing (complete obligation fulfillment).

Development plans

Within development of a system further process optimization which will allow to minimize manual transactions is planned and in real time to trace the most critical indicators. The solution of several tasks is planned for 2016:

1. Implementation of package unloading of information on performance of agreements in EIS.

2. Implementation of the principle of "instant analytical cuts" regarding the planned / actual execution of an income and expense budget (methods of operational statistical check).

3. Development and deployment of the Center of operating control (on the basis of integration of 1C and Directum).