Niineftepromkhim uses possibilities of Directum for work with accounts

2018: Control automation by the entering accounts

On June 28, 2018 the MiTek company announced that Niineftepromkhim automated management of the entering accounts based on Directum. Integration of DIRECTUM with the website of the Central Bank of the Russian Federation on reconciliation of currency rate and automatic correction of the ruble amounts equivalent to foreign currency of the account became one of advantages of the project.

The institute uses the DIRECTUM system since 2016. At the first stage 9 business processes were covered. In 2017 the scientific research institute added their quantity and automated work with the entering accounts.

Project Effect

The solution successfully closes requirements of JSC Niineftepromkhim for convenient work with the entering accounts:

• the uniform base of storage of accounts is created and secure access to their archives taking into account access rights is organized;
• quick search and filtering of accounts on the set parameters is provided;
• routes of the notification of all participants of process on results of consideration and approval of accounts are configured;
• control and accounting of payment of accounts is organized;
• vising of the approved accounts is configured by the electronic signature of the head;
• automatic formation of the reporting under accounts is provided.

Basic opportunities of the option "Approvals of Invoices for Payment" the MT Consult company, the contractor of the project, complemented also with the unique solutions developed especially for scientific research institute. For example, automatic update of currency rate from the website of the Central Bank of the Russian Federation became an innovation. DIRECTUM independently scans the website regarding change of currency rates, correlates a rate to an account currency and automatically recalculates the amount necessary for debt repayment at the new rate on the maturity day.

Besides for each account the possibility of drawing up the payment schedule – the payment schedule is provided. This mechanism assumes a possibility of payment of one account in several stages with breakdown by time. A system itself monitors payments through reference books and informs on need of payment or control of completion of payment.

Also for convenience of finance division the possibility of task performance through changes of details in record of reference books is implemented. It is optional to financiers to come into a task, to look for investments and to execute it. It is enough to change one of account details, for example, to replace the status with "It is not paid" on paid", and a system itself will define in what task this task was enclosed, will automatically execute it and will send further on route.

For accounts different types of stamps are configured: the facsimile, information on a trade secret, the table with information on payment. The CEO using the Directum Jazz mobile solution approves the document.

Customer Feedback on the Project

It would be desirable to note that work with accounts became even more optimized and convenient. It was succeeded to close a lot of routine work on manual data processing and control of transactions, especially with currency accounts. The possibility of setup of payment schedules became advantage. Now it became much simpler to control payment. Irina Sokolova, head of the finance and economy department of JSC Niineftepromkhim

2016: Implementation of EDMS Directum and mobile application of Directum Jazz

JSC Research Institute in Oil-field Chemistry is the scientific-industrial complex working at the market of Russia since 1978. The company is engaged in development of technologies of increase in oil recovery of layers and industrial production of the chemical products applied at oil production. Products of the enterprise are used in Russia and the CIS and correspond to the level of requirements imposed by the markets of oil-field services growing Russian and foreign.

Main objective

The management of institute pays much attention to documentary maintenance of business. The set of business indicators depends on speed and workmanship of instructions or approval of agreements, and risks of a long delay of these processes are expressed in loss of hundreds of thousands of rubles of profit. For minimization of these risks in 2016 Niineftepromkhim implemented the DIRECTUM ECM system.

The solution of especially important issues at the moment includes in the companies a stage of approval of the CEO. Considering scales of activity of scientific research institute, top management works according to the unrationed diagram which assumes a large number of business trips and business meetings. As the result, business management is exercised at distance.

To provide operational inclusion of top management in business processes, the CEO was given an opportunity of remote control the enterprise — due to implementation of mobile application of DIRECTUM Jazz.

Advantages of the solution

Remote access to tasks, tasks and documents of the "fat" client of DIRECTUM is a standard functionality of mobile application of DIRECTUM Jazz. Opportunities and effects which it gives to each user separately and to business in general are unique for each case. So, in a situation Niineftepromkhim from the moment of installation of mobile application to DIRECTUM work of the CEO is carried out only through Jazz. With its help the head performs all transactions with documents: approval and consideration of the agreements entering and outgoing letters, memos, the approval of statements, orders (orders), applications for a business trip. Signing of documents is automatic at task performance. As a result the principle of one click which excludes need of use of the button of vising is implemented. At the same time the territorial remoteness and lack of access to network is not an obstacle for work in mobile application. The head can perform all actions offline that allows to solve urgent tasks quickly and without delays. On average, less than one day are spent for approval of the document from the moment of start of a task responsible and until signing. Before installation of mobile application term was of two days.

Results and results

With implementation of the mobile solution the main task of the project was solved — remote control with the company 24 hours a day 7 days a week from any place in the world is provided.

Use of DIRECTUM Jazz allowed to accelerate considerably production processes and gave obvious positive effect for business. Using mobile application for the CEO processes proceed without delays, issues are resolved quickly, tasks are carried out in time, and the director always is it is aware of important issues.

Additional details about the project

The MiTek company started in the summer of 2016 system implementation of electronic document management of Directum in Niineftepromkhim. In EDMS transparent document flow on all cycle of processes of a research complex was configured.

The command of integrator offered several candidate solutions, and as a result of bilateral discussion the following was selected:

• "Management of electronic documents" and "Management of business processes" — will cover complete lifecycle of works with business correspondence (from preparation of drafts of documents, their creation, registration, approval and a statement before control of execution of instructions and archiving of data);

• "Office" — will reduce conventionalism of operations on processing of documentation, will facilitate search and exchange of documentation with third parties (the staff of office of the customer will be able quickly to register the entering and outgoing documents, to control location of paper originals, and heads will always know at what stage of execution there are instructions and orders);

• "Contract management" — centralizes and optimizes work with contractual documentation of the organization, will accelerate processes of creation, approval and agreement signature.

For convenience of the specialists and top managers who are out of office the possibility of remote connection to the Directum system through web access and using mobile application of Directum Jazz is configured.

On November 29, 2016 the company "MiTek" completed implementation process ECM- the systems Directum of century JSC Niineftepromkhim.

After start in trial operation in Directum the staff of all divisions of Niineftepromkhim works.

The project closed all key requirements of scientific research institute. The realization of works was enabled based on 4 modules: "Management of electronic documents", "Management of business processes", Office and Contract management.

Step-by-step workflow automation covered 9 business processes:

• consideration of incoming documents;
• preparation, approval, registration and sending outgoing letters;
• execution and control of instructions;
• approval and execution of memos;
• approval and performance of orders and orders;
• approval of internal regulations, provisions and instructions;
• requests for a business trip;
• applications for a holiday, compensatory leave, dismissal;
• approval and execution of contractual documents.

Local access to a system is provided via working computers of employees, deleted – through mobile application of Directum Jazz and web access. Generally mobile application is used by leadership team of scientific research institute as the traveling kind of work requires remote control processes. And mobile solutions help to stay in the know of affairs, to answer quickly questions and to set tasks at any distance from office.

Within the project 9 business processes in the key directions of document flow of scientific research institute were automated.

"For the purpose of dynamic development, increase in efficiency of activity, the organization of interaction between employees and structural divisions and also systematization of a big flow of document flow by the management JSC Niineftepromkhim made the decision on system implementation of electronic document management. The Directum system allowed us to systematize and automate key business processes, to make them transparent and clear for employees. Now the employees involved in business processes use the Directum system, moreover, offer the ideas on improvement of the available business processes and also automation of new processes of our company. There is a special wish to note that the staff of scientific research institute working from sources of its education also with success mastered the Directum system".