"The Volgograd state technical university" synchronized work of financial and economic services of 13 faculties and 3 branches

On October 26, 2016 the company "AVIKO" announced project completion of automation of a financial and economic and management activity Volgograd state technical university (VOLGGTU), based on solutions "1C: Budget Institution Accounting 8" and "1C: Payroll and personnel of public institution 8".

Volgograd state technical university (VOLGGTU) (2016)

Project Objectives

For 10 years for solving of tasks of management of different fields of activity the university used a number of separate software products among which there were both own developments, and expensive programs of foreign producers. With respect thereto there were difficulties at data exchange between divisions of university. Accounting by some parameters required repeated information input, often the reporting in divisions was kept in different formats. It was difficult to collect data for the annual consolidated statements of university, it was necessary to systematize information and to prepare the reporting under accounting of the rendered paid services from several programs between which exchange was absent. On collection of information for formation of some sections of the annual report left about a week of working time of specialists.

Besides, in connection with an exit of new federal state educational standards of higher education (the FSES of a Higher Professional Education) before the management of the Russian universities a number of new tasks among which - creation of the unified information environment (UIE) which should cover not only managerial problems, but also tasks of expansion of opportunities and volumes of e-learning was delivered. At the same time, EIS should be available to use both employees, and students of universities (creation of personal accounts, access of information to educational processes, etc.). The solution of this task based on the information systems which are available for VOLGGTU was impossible - a number of programs did not allow to implement new requirements, terms and cost of adaptation of other systems did not suit the management of the university.

Project Progress

Current situation demanded to review completely approach to process automation of management of divisions and activities of university taking into account new requirements of the Ministry of Education and Science of the Russian Federation. The management of VOLGGTU made the decision on implementation of a new information system based on 1C:Enterprise 8. The AVIKO company having long experience of cooperation with VOLGGTU became the partner in implementation.

For the solution of assigned tasks the 1C: Budget Institution Accounting 8 and 1C: Payroll and personnel of public institution 8 systems were selected. At implementation of the selected systems it was required not only to solve new problems, but also to save (and, whenever possible, and to improve) demanded functionality of earlier used systems.

A system integrated work of 13 faculties and three territorial and remote branches of organization. The methodology of accounting and tax accounting is standardized, preparation of the regulated reporting accelerated. Operational accounting of paid educational services is organized, payroll and grants is accelerated.

The project was implemented in three months.

Project Results

• The information system, uniform for all divisions of VOLGGTU, conforming to new requirements of the FSES VTU is created. Work of financial and economic services of the university and its branches is synchronized. At the same time the cost of maintenance and technical support of a system decreased twice.
• The consolidated statements is prepared in much shorter terms in a format, uniform for all divisions, now. Need of collecting of the additional reporting of divisions disappeared, it is possible to look at it in uniform base at any time.
• Information exchange between HR and accounting departments therefore labor costs are reduced by entering of credentials, primary documents and reporting - as intra high school, and in superior organizations and organizations is configured.
• "The automated workplace of the rector" which allows not only to solve the problems implemented in an old system but also gives to the rector new opportunities is created. In particular, report generation about cash flow by the centers of the financial responsibility (CFR) is automated. The report uses data of accounting and management accounting and the CFD, and taking into account assignments of the CFD on general running costs forms as taking into account internal financial loans between different. If necessary, the user can detail data to the primary document. It helped to provide reliable control of expenses of organization.
• Accounting of services of paid training is automated. Operational data exchange between accounting service and divisions of educational management, involved in work with agreements is organized. Need of double entry of data on students under the agreement is as a result excluded, time for a design of paid services is considerably reduced.
• Calculation of a grant is automated, information on calculations for the last periods is transferred to a system. Data exchange with accounting is organized. The reporting in regulatory authorities is filled out not in the manual mode now as it was earlier, and automatically.
• Besides, a new system allows to connect quickly to it the divisions of university automated now based on the solution "1C:University".

"The main goal of automation is achieved fully - work of financial and economic services of the university and branches was synchronized. All carried-out works in total allowed to reduce errors of accounting and to lower load of accounting and other services of organization. Besides, the system created based on 1C:Enterprise 8 allows to perform works on collecting and representation of financial and accounting information in a short time. It is pleasant to me to note that our long-term partner - the AVIKO company - provided transfer of university on a new information system for a limited interval - the first quarter 2016". Evgeny Aleksandrovich Zakharov, vice rector for study of VOLGGTU, associate professor, Candidate of Technical Sciences