Gazprom komplektatsiya develops management of meetings and interaction of employees in Directum

2019: Management of meetings

On January 9, 2018 the Gazprom komplektatsiya LLC company reported that it develops management of meetings and interaction of employees in DIRECTUM.

According to the company, to need of workflow automation the company came in 2005. Information volumes increased, and its processing and storage became problematic. Logistic processes also needed automation and unification. Then the company management made the decision for benefit of implementation of DIRECTUM, and for January, 2019 the electronic document management system became the irreplaceable instrument of work for many staff of Gazprom komplektatsiya. With development of the company also the range of business processes in a system extends. In 2016 the company started digitalization of the next significant sphere of activity – management of meetings.

Prerequisites

For January, 2019 Gazprom komplektatsiya LLC makes collecting of requests for MTR from subsidiaries of PJSC Gazprom, will organize tenders, controls production, shipment and delivery of the ordered MTR. All arriving information should be collected and analyzed. For this purpose in the company more than 800 meetings a year are held. Following the results about 2500 instructions which mention more than 200 objects of capital are issued constructions. For weekly production meetings employees prepared 6 sheets A3 and 15 sheets A4 with the complete activities report of the company. It required 2 working hours of a team of 5 people. Meetings were planned in Outlook, and instructions were fixed in one Excel-file.

Project Tasks

To reduce costs of working time, was required the solution which:

• will provide to the management the broad picture of activities for all stages of deliveries of MTR;
• optimizes work with instructions and meetings.

At the same time it was important to configure communication with the managerial portal – a usual source of information for heads.

Project Results

First of all the uniform infografichesky report was developed for heads which reflects productive activity of the company in the portal. All indicators in the report are clickable – if necessary it is possible to address initial data: from plan fill rates to a status of MTR by activities of the company. Thanks to summary information representation and evident infographics the head can quickly assess a situation and make the decision, based on the facts.

One more solution for the portal – Meeting. On each meeting in the DIRECTUM system the card is created. Information on organizers, participants, on the place and a form of carrying out and also on documents on the basis of which the meeting is held is its cornerstone.

The solution "Orders" helps to trace instructions from protocols. Heads can control works on construction objects, on the departments controlling execution or on surnames of employees. The order card on the portal contains information on contractors, terms, control actions. The similar card is created in DIRECTUM and goes a task. Course of execution is monitored both in an ECM system, and on the portal.

Also on the portal there was "An office of the employee of commodity management" where information on stages of work with requests for positions of MTR is provided in different cuts: on procurement procedures, under agreements, on requirements and their status. Data on processes of deliveries and financial and economic activity come from a system of accounting of MTR on the basis of SAP R3.

To strengthen horizontal interaction, in Gazprom komplektatsiya the corporate social network is created. Employees can subscribe for records of specific users, create communities with news of department or group.

Thanks to integration with "1C: Payroll and HR Management" on social network information on location of employees is displayed: on site, in a business trip or be on leave. Information on substitutions is duplicated from the reference book of the DIRECTUM system: the term of absence of the employee and who fulfills his duties is specified.

Also from 1C data on the vacation schedule, business trips, etc. are picked up. The portal gives the chance to quickly issue an application for a holiday and to send it to DIRECTUM to approval. It allowed to minimize the number of appeals to personnel department.

2010: Implementation of EDMS

The project based on Directum (EDMS/ECM system).

Contractor: Directum.