Stalmontazh (1C: Document Flow 8 CORP)

Main objectives of implementation "1C: Document Flow"

• Automation of internal business processes of the company, processes of interaction of the divisions/organizations;

• Automation of creation and processing of the entering and outgoing documents, memos, project documents, automation of contract activities;

• Automation of accounting of actions;

• Automation of accounting of projects;

• Control of performing discipline;

• Reduction of terms of approval of documents;

• Creation of uniform archive of electronic documents;

• Ensuring transparency of processing of documents at each stage of lifecycle;

• Quick search of documents and obtaining relevant reporting.

Main premises of implementation of EDMS

• Lifecycle of documents is not automated;

• Document storage is separated: partially on local disks of employees, partially in paper copies in this connection search is complicated;

• Observance of fixed terms of document handling is not controlled;

• Control of performing discipline is complicated;

• It is impossible to keep track of location of this or that document quickly;

• Obtaining the operational, relevant reporting is very difficult – summary information is stored separately or it is impossible to find it in general.

Product Selection

1. In the company other products 1C were already used that gave several advantages: first, in the state there is an IT specialist familiar with products 1C and ready to develop and administer independently a system, and, secondly, users apprehended EDMS on the 1C Platform as a familiar product - there was no rejection.

2. The customer essentially wanted to have an opportunity to use EDMS in a cloud (there was a task to save resources on acquisition of iron and software, besides the accounting system (1C: Accounting) was also used in lease), and 1C just gives such chance.

3. The cost of lease of software from 1C suited the Customer.

Organization of work

For a project work the technology of standard implementation assuming work upon the demand of the customer was selected. In a work progress two blocks were automated: The normative reference information and the Entering and outgoing documents.

Description of implementation

1. Initial setup of a system is made:

• Parameters in Settings of the program are set.

• Reference books of NSI according to requirements of the Customer are completed: Users, Organizations, Structure of the enterprise, Position, access Signature stamps, Main working schedule, Templates of files, correspondence Delivery modes.

• Standard groups of access are filled.

• The system e-mail account is configured.

• The responsible of the Customer for maintaining reference books of NSI is appointed.

• The Customer's employees responsible for NSI were trained and are informed of instructions for maintaining NSI.

2. Document types are configured:

• Types of incoming documents: Letter, Invoice for payment, Invoice, Act, Agreement, Delivery note, Design estimates, Executive documentation;

• Types of outgoing documents: Letter, Invoice for payment, Invoice, Act, Agreement, Delivery note, Design estimates, Executive documentation.

3. For each type of the outgoing document the separate template is created. The Document type fields are filled.

4. Numerators on document types are configured.

5. Mailing lists according to documents are implemented.

6. Templates of files are used.

7. Availability of documents on a status is configured.

8. Relationship types between different types of the entering and outgoing documents are configured.

9. Routes of business processes on document types are configured.

10. The notification of users by e-mail is configured.

11. The matrix of differentiation of access rights according to groups of access is configured: Users, Clerks, Heads of divisions, Work with the entering and outgoing documents.

As a result:

• Control of execution of instructions according to documents and without them is automated;

• It was succeeded to reach reduction of terms of approval of documents;

• The uniform archive of electronic documents is created;

• The transparency of processing of documents at each stage of lifecycle is provided;

• Quick search of documents and obtaining the relevant reporting became possible.

The additional information about implementation

Work option: Client-server (database server: PostgreSQL)

Quantity of document types - 8 types entering, 8 types outgoing

The number of the entered documents in day - up to 150 pieces.

The volume of information base - 250 MB.