Melon Fashion Group: organization of work with lessors and standard processes of EDMS

Under control of Melon Fashion Group for 2017 there are nearly 700 shops of popular brands of Befree, Zarina and Love Republic clothes in Russia and the CIS countries.

The company executes a full stroke of activity of fashionable business, since modeling (design), production, logistics and finishing with distribution, sale, promotion of women's and men's wear and accessories.

The headquarters is located in St. Petersburg. Turnover of the company makes 15 billion rubles a year.

Melon Fashion Group: organization of work with lessors and standard processes of EDMS

Project Tasks

In 2015 Melon Fashion Group headed for increase in process performance of interaction with lessors and workflow automation with partners.

At the time of start of the project in the company more than 1000 lease agreements in paper form were signed. After change in the exchange rate of currencies the management decided to optimize rent costs and to bring processes of interaction with partners to new level.

Besides, automation of internal procedures of approval was required. Melon Fashion Group was going to implement these tasks based on a multifunction electronic document management system.

Process automation

Work on the project was conducted step by step. First of all in the company process under approval of lease agreements was automated. Part in it is taken by the greatest number approving which work with documents at the same time.

During the solution of a task two 1C DIRECTUM systems (i) were synchronized, "rent calculators" are developed for efficiency evaluation of marketplaces. The algorithms put in them considered assessment more than 50 parameters (commercial, rent construction, utility, etc.).

Besides, the centralized storage of documents was created. Document flow and all procedures of approvals turned into uniform base, all keyword parameters of contractual relations were systematized. It allowed lease and company management managers to have the structured information for negotiations with shopping centers, including for decision making.

The second stage of Melon Fashion Group automated internal approval within a contracted work, personnel turnover, IT and other processes. Most of them is performed through "the master of creation of the document" using specialized reference books and regular structure of the company now (from 1C: Payroll and HR Management).

For 2017 using DIRECTUM there takes place approval within the following processes:

• the choice of the platform for opening of shop by more than 50 parameters;
• work with lease agreements (separate routes for agreements of different types, supplementary agreements, etc. documents, including acts);
• release of bank guarantees;
• legal correspondence concerning closing of shops;
• preparation of powers of attorney;
• activity within the insured events (the organization and control of legal process, the notification on result);
• work with document packages (for example, one network of several shopping centers).

Besides, internal processes are automated. Among them making changes in the staff list, control of work of archive, memos, requests, etc.

Module "Investment projects"

To optimize project activity own module was developed. An opportunity to create templates of standard projects and works and also to appoint responsible and contractors is provided in it.

Are provided in the module "Investment projects":

• possibility of discussions (chats) both separate works, and project in general, fixation of key points;
• informing participants of a chat on new events, filtering of messages;
• integration with MS Outlook for preserving of electronic correspondence with partners in one place – in a project card;
• recalculation of labor input of the project after each performed work;
• formation of the chart Ganta.

Results and perspectives

Use of the DIRECTUM system received a positive response from employees.

The company noted the main good points from implementation:

• saving of time on one process automated in a system made about 30 minutes;
• calculations confirm that return of investments will happen in 1.5 years from the moment of start of the project that completely corresponds to target indicators of the project;
• increase in effectiveness of financial negotiation processes. All information necessary for the employees is near at hand now thanks to what results of negotiations with partners became more successful;
• the discipline of employees increased;
• all information and documents on processes are stored in one place now – in electronic archive;
• lack of the facts of losses of documents;
• many times the speed of approvals increased.

Within the project the EDMS unique platform was developed for process automation to which a number of "features" for convenience of users, the ERP elements and difficult mathematical calculations is added. Besides, a variety of the used channels of work (among them and mobile application) became the unique moment in work on the project.

Prospects:

• implementation of other EDMS functions (for example, Offices);
• development of already automated processes and opportunities of remote work with them;
• automation of investment projects in non-standard execution.

Implementation of EDMS

On July 28, 2016 the company Directum announced implementation and start EDMS Directum in the company Melon Fashion Group. The project was executed by the company Galaktika of IT.

Project Tasks

Melon Fashion Group manages more than 600 shops. In 2015 the company began workflow automation with partners, internal procedures and approvals. It was going to implement these tasks on the platform of an electronic document management system.

Реклама «Мэлон Фэшн Груп», (2014)

As a basis for EDMS of the company influenced the choice of Directum: functionality of a system,

• ready mechanisms of integration into external ICs (including 1C),
• openness of the platform for setup
• possibility of support of a system by own efforts.

In 2015 the project of step-by-step implementation began.

Project Results

For July, 2016 in Directum offices "Melon Fashion Group" in St. Petersburg and Moscow – only more than 300 active users work. This is the linear staff, heads of divisions, top management of the company.

In a single system the basic internal processes of the company are conducted:

• approval of agreements of partners,
• platforms for opening of shops and the estimate on their construction,
• memos
• requests for personnel recruitment.

Alexey Morozov, the Chief information officer of Melon Fashion Group the Project on implementation of Directum became an important stage in business process optimization of the company. The new tool not only simplified approval of agreements, but also allowed to build the convenient system of interaction with lessors and to automate a set of internal procedures. This year we in addition implemented the web portal and we plan start of mobile applications for convenient work in Directum out of office.