Interview of TAdviser with the Chief information officer of STD "Petrovich" Andrey Matveev

Andrey Matveev: Till July, 2015 the most part of processes of document flow "STD "Petrovich" was executed in different programs, and part of them was not fully automated. For example, approval of agreements was made partially in the accounting system, and partially by e-mail and full control of observance of regulations, in paper form without an opportunity, therefore it was often unclear who has an agreement and on what it a stage now. Process of approval of primary documentation was also not automated and required a significant amount of time because of need of physical delivery of documents from divisions in the central office. Requests of employees in IT department and service of operation were stored in a system which support and development were complicated, and applications were submitted to legal department by mail or in paper form.

Due to the active growth of retail network and increase in volumes of documentation, it began to give a certain inconvenience. There was a need of automation of these processes and work at qualitatively new level.

Andrey Matveev: Implementation of the complete solution which would provide transparent, convenient and effective work with a part of documents due to automation of the major business processes in a common information space was our purpose. For the solution of these tasks we selected the platform of the Russian production Docsvision 5. On its base for several months "narrow" places, key for us, were automated. First, approval of agreements, and them at us more than 30 types is completely automated, and everyone is approved along the certain route. The second process – check and signing of primary documentation. We integrated into Docsvision reference books "Employees" and "Partners" with the systems which are already installed at us "1C: Payroll and HR Management" and "1C: Enterprise Accounting". The block of requests to specialists of IT service and service of operation, legal department, marketing departments and merchandising is automated.

Andrey Matveev: A number of the individual completions executed by specialists Digital Design helped to make implementation and use of EDMS by more effective. So, the most dense integration of the normative reference information, agreements and their statuses with the available 1C systems 8 was implemented. High speed of work with the reference book "Partners" in which over 350,000 names is provided. Data on partners in the reference book are provided in a convenient form – spread out on 2 branches: physical persons and legal entities and also alphabetically. The core of quick search thanks to which it is possible to find the necessary object for fractions of a second is changed!

Andrey Matveev: Over 500 users are connected to a system, this is the staff of all our territorial subdivisions: 16 construction shopping centers in the territory of St. Petersburg, Northwest and Central federal districts and also scrap metal dealer and 5 production sites.

Andrey Matveev: The main effect is that EDMS provided us the organization of the major processes of document flow in uniform space. Automation of approval of agreements allowed to control accurately each process step, to reduce time of passing of documents and influence of a human factor. Data integration from Docsvision with the used accounting systems based on 1C 8 significantly simplified and accelerated personnel document flow and interaction with partners. Automation of work with primary documentation provided fast and comfortable interaction of parent organization and construction shopping centers. Besides, the performed works allowed to automate requests to specialists of different departments, this process became accurately organized, logical and controlled for all its participants. All this saves our time and resources, so, in a complex increases efficiency.

Andrey Matveev: Implementation of EDMS allowed us to solve important problems: increase quality of processes of document flow, make convenient and correct access to documents, accelerate management processes. After project completion of implementation at the beginning of 2016 we signed the agreement of technical support about the Digital Design providing completion of functionality of the implemented EDMS Docsvision. Works within this contract are already conducted since February of last year. In plans of STD "Petrovich" – further development of the implemented system regarding automation of new business processes.