Tatneft implemented an electronic document management system

On May 19, 2016 the 1C-Rarus company announced end of the first stage of the project on system implementation of electronic document management (e-document flow) in PJSC Tatneft.

PJSC Tatneft (2016)

Choosing a Solution

For creation of an electronic document management system solutions 1C: Document Flow 8 CORP" and "were selected by 1C: The client of e-document flow" which were going to be integrated in one system of e-document flow Tatneft and to integrate with the accounting systems of the enterprise. Project implementation was entrusted to be performed to the Kazan office "1C-Rarus" which is a reliable partner of the petrochemical company.

Project Progress

The project started with control automation Tatneftesnab which provides supply with industrial goods, interacts in about tens of thousands of suppliers, purchases necessary inventory items and transfers them to divisions of Tatneft. For execution of these transactions it is necessary to create, approve, sign and reflect many thousands of documents in accounting.

During the project the following functions are implemented:

• Process of approval of primary accounting documents is automated;
• The signature of documents is configured by the strengthened qualified electronic signature;
• Exchange of signed documents is smoothly running;
• Integration with the accounting system of SAP is made;
• In addition new electronic form of laid on "M-15", the internal "Act of rendering works and services" is developed.

At the first stage of the project exchange of legally significant documents between Management Tatneftesnab and one of his main partners – the TMS-group company entering into oilfield service holding "Tagras" was organized. At the second stage of the project all enterprises of Tagras holding were connected to an electronic document management system with Management Tatneftesnab. At the third stage exchange of documents in the company – between Management Tatneftesnab and other structural divisions of PJSC Tatneft was automated.

Scales of works:

• About 250 thousand paper documents are transferred to an electronic format;
• Instant access to information systems to legally significant information is provided;
• Exchange with 73 third-party companies on the formats of electronic documents approved by FTS is provided by the time of start of a system: the delivery and acceptance certificate of the performed works, TORG-12, the invoice;
• The possibility of electronic signing of documents by means of the electronic digital signature (EDS) is implemented;
• The movement of information in electronic form is simplified that leads to saving of time for exchange of documents in divisions of the company.

Project Result

The centralized system of formation, approval, processing and document storage in which office employees and the management of holding work now was as a result created. In total 2600 jobs in one information system are automated. The volume of paper document flow with partners was significantly reduced. Protokolno was approved a format of electronic waybill M-15 on material issue on the party and to their movement in the company. In January, 2016 in this form about 2500 documents were made.

A system integrates 22 structural divisions of the enterprise, allowing to exchange documents with about 100 third-party companies. More than two and a half thousand employees of the company – users of the EDMS daily create, send, approve and look for necessary documents in a system. Document flow volume year on year by the end of the project was about 250 thousand documents. On expert evaluation, costs for accounting were reduced by 25-30%.

Now there are works on seamless integration of e-document flow Tatneft with the accounting systems of the enterprise - "1C" and SAP. This integration is based on technology of web services when the EDMS informs the accounting system on changes of the statuses of these or those documents (the document is rejected, signed, rejected on the other hand by the receiver, it is signed by the receiver, etc.), on the basis of these statuses in the accounting system these or those postings automatically form. At such scheme of work in accounting implementation only according to signed documents will be actually reflected that will lead to significant minimization in accounting of adjustment transactions. It will allow to reduce significantly labor costs, to reduce tax risks and to reduce the number of the specifying documents for the tax inspection. Akhmetovich Akhmetshin, the deputy chief accountant on information support of PJSC Tatneft

Jointly with specialists of the Kazan office "1C-Rarus" the format of electronic waybill M-15, the consignment note for movement of material values in the company was developed and approved protokolno. The form is used only in "Tatneft. Akhmetovich Akhmetshin, the deputy chief accountant on information support of public joint stock company "Tatneft