Guarantor, plant of the boiler equipment (EDocLib: Asset Business)

The KS-Consulting company in January, 2016 completed implementation of the ECM solution eDocLib: An asset Business in Plant of the Boiler Equipment Garant LLC. In a system key business processes are automated: work with agreements and managerial document flow. Solution eDocLib: An asset Business allowed to transfer communications between all structural divisions of the plant – from lawyers and accounting to supplying and production sites – to qualitatively new level.

Project Tasks

By the time of making decision on business process automation system implementation, management of documents and information at the enterprise was performed on the mixed scheme. Documentary interaction was implemented through a combination of traditional ("paper") office-work and elements of exchange and information storage in electronic form. So, along with the movement of paper documents, files of their electronic images were located in the centralized storage on the server, and for acceleration of approval were sent employees by e-mail. At the same time, all accompanying information on instructions and their execution was transferred on the different communication channels which are not connected with each other: to messengers, phone, e-mail, etc. Document registration was conducted in different divisions – the business correspondence (entering and proceeding) the office manager fixed, and agreements were registered by accounting.

At the same time, some processes of interaction in administrative and managerial and sales divisions of the plant were partially formalized (for example, creation, collecting and processing of paper requests in supplying and production divisions). However the separation of channels of communication and a feedback did not allow to lower labor costs in collective interaction and to adjust the effective centralized execution control.

Thus, the main tasks of the project became:

• providing tools for the automated processing and information storage which was contained in faylokhranilishcha on the server (documents, instructions, draft documents, agreements, etc.);
• automation of documentary focused business processes (work with agreements, requests and other managerial documents) on the basis of paperless technologies;
• the organization of operating and reliable control of performing discipline, with a possibility of the automated preparation of statistical and analytical information on the movement and execution of documents and instructions;
• upgrade of interaction of divisions in processes of preparation and execution of transport, economic and other requests.

• accounting of the entering outgoing and internal documents with failure from circulation of their paper carriers and copies is adjusted;
• the convenient system of issue and control of instructions including according to documents is created;
• maintaining contract activities of a full stroke is provided;
• the electronic data warehouse of the company is created, access for employees to these data is facilitated;
• the convenient mechanism of the organization of joint work, including approval and vising of documents and also work planning under agreements is created.

Project Progress

Implementation of eDocLib: Asset Business: paperless interaction in a unified environment

For implementation the eDocLib system was selected: The asset Business which combines all key functions of an ECM system and also has ample opportunities of adaptation including to the non-standard automated processes. The customer purchased a set from 25 licenses for eDocLib: An asset Business and also the DocAgent application intended for monitoring of events in a system and notifications of users.

Specialists of KS-Consulting company comprehensively analyzed business processes of the organization, and then approved in detail described automated processes, marshrutogramma and screen forms with the customer. After configuring and setup of a system, the group of implementation started accomplishment of two parallel tasks: to personnel training in workplaces and to joint testing of the configured processes.

Work with agreements became the central business process which was required to be automated first of all: approval of the projects, accounting signed execution and control. All initiative actions of this process were implemented by execution of requests: request for creation of the agreement, request for the statement of the account, request for payment of account, request for shipment, etc. In the registration card (RC) of the agreement three types of instructions were configured: on approval, control of the agreement and any.

For example, order "control of the agreement" is created automatically as soon as information on the arrived prepayment from the client is published in the agreement (advance payment). Upon termination of all works on the agreement the contractor fixes this fact in the performance report of order. The chief accountant checks the agreement and all related RK of documents and instructions, marks about existence of originals of documents, etc. then removes the agreement from control as performed, or returns on completion. Thus, RK of the agreement is a crucial element of business process to which all executed transactions are tied: requests in department of logistics, the request for equipment manufacturing, etc.

Work on other groups of managerial documents was implemented in eDocLib: An asset Business on the standard circuit which is already available in the software product: registration – the resolution – execution – removal from control. The automated business processes allowed to exclude need of circulation of paper copies and also to refuse use of separate channels for information transfer and electronic images of documents. Project deliverables and plans for perspective

All project works, including preliminary survey, setup of a system, training of employees and testing of the configured business processes, were executed within December, 2015 – January, 2016. Fast system deployment became possible thanks to the high level of responsibility of the customer who organized operational and effective interaction of the employees with specialists of KS-Consulting.

Project Results

eDocLib system implementation: An asset Business allowed to achieve the following results:

• the possibility of input, processing, storage and convenient document retrieval in a system is provided;
• separate magazines of document registration and also sections of the forced movement and processing of paper copies of documents are eliminated;
• the system of collective interaction at execution of tasks and instructions of agreements and other documents is adjusted;
• the possibility of paperless approval of draft agreements and other documents is implemented;
• the system of the paperless movement and execution of different requests is implemented in interaction of divisions where accounting and control of these processes is required;
• logical and functional coordination of the automated processes for ensuring operating and transparent control is provided.

The successful joint solution of assigned tasks at eDocLib system implementation: An asset Business allowed the customer not only to significantly increase efficiency and level of comfort in the course of collective interaction of staff of divisions of the plant, but also to think of further scaling of a system. In the foreseeable future the customer considers the possibility of expansion of sections of automation – as in respect of increase in number of users, and the used functionality.