FrieslandCampina Russia has upgraded Docsvision to version 5.5

2021: Upgrade SED platform to Docsvision 5.5

On July 7, 2021, Digital Design announced that Campina will optimize the contract negotiation process based on the updated Docsvision platform.

Upgrading the platform to Docsvision 5.5 increased the performance of the electronic document management system FrieslandCampina, while another approach to working with document templates and automatic determination of the negotiation route helped to increase the operational efficiency of the contract launch process, taking into account its variability.

Since 2014, the FrieslandCampina in Russia has been using the electronic document management system (SED) based on the Docsvision platform to work with contractual documentation and proxies. In March 2021, Digital Design completed work on updating the system and refining its functionality.

First of all, to increase the performance of the system, it was upgraded to Docsvision 5.5, and the most extensive changes affected the process of agreeing on contractual documentation in terms of determining the route and how to store templates. The system now stores more than 100 contract templates. Based on the selected contract type and the completed card, the system adds a document template and determines the reconciliation route. Thus, the solution was transferred from the option of using the vendor designer Docsvision negotiation to the updated framework for determining the necessary route. At the same time, the solution uses a dynamically changing route, which allows you to quickly agree on documents on which experts did not have questions, while an expanded range of experts considers treaties that require refinements.

For the convenience of users, the postal notification service was additionally introduced, which allows you to perform tasks for reviewing contractual documents directly from e-mail. The information letter contains all the necessary data about the task and files for review, and the executor now does not need to go to the SED to perform the operation. The storage folder structure has also been configured and its contents are displayed according to the user role.

Due to updating the system, a different approach to working with document templates and automatic determination of the negotiation route, it was possible to increase the operational efficiency of the contract launch process, taking into account its variability. Also, the productivity and ergonomics of the system were improved, the technical base for its further development was created.

{{quote 'author = said Alexey Pavlov, Project Manager for Business Process Automation. | The SED modernization project began in the fall of 2020 and was one of the first projects to be fully implemented in a remote format: from presale to commissioning. Thanks to the high level of organization of the company's IT services and the professionalism of the working team FrieslandCampina we managed to organize this process extremely efficiently,}}

2016: Implementation of Docsvision 5-based SED

FrieslandCampina Russia implemented in early 2016 EDMS on the basis of 5 Docsvision with the transfer of contractual documents from the previous system. The solution automates the negotiation and storage of contractual documents and powers of attorney, and provides access to the archive.

The previous SED, built on the basis of ERPMicrosoft Dynamics NAV, supported only the storage of the archive of contractual documents and did not provide the process of negotiating contractual documents, which was carried out by e-mail before the implementation of Docsvision.

The main purpose of the implementation was to ensure the automation of the processes for the approval of contractual documents and powers of attorney.

During the project, the IT integrator - Digital Design - automated the processes of approving and storing contractual documents and client powers of attorney at the stages of preparation, approval, registration, renewal, modification, cancellation and storage, as well as organized access to the archive of contractual documents uploaded to the new SED from Microsoft Dynamics NAV.

The main requirements for the system were the configuration of the documentation approval process taking into account the distributed structure of FrieslandCampinaCampina Russia, the preservation of data accumulated in the previous system, as well as the availability of an English version of the system. The Docsvision 5 offered by Digital Design SED fully met these requirements, which determined the choice of the customer.

"FrieslandCampina Russia has a geographically distributed structure, and the speed of management decisions depends on the organization of document management. In addition, FrieslandCampina is an international company, so the implementation of the system in English is extremely important for us. After Docsvision has been castomized to the processes and policies existing in our company regarding legal documentation, namely: contracts and powers of attorney - the functionality of Docsvision gives us the opportunity to organize an operational, logical and controlled process of coordinating documents between all divisions of the company, "said Olga Smirnova, head of the legal department of FrieslandCampina

The SED implementation project was completed in June 2015. Since then, the system has already received more than 950 new documents and processed more than 3800 tasks. The total number of SED users is 60.