Maxi Flora (First BPM Form)

In February, 2012 in Maxi Flora company the project on system implementation First Form came to the end.

Prerequisites of the Project

Need of system implementation of business process automation for the company was integrated to the large volume of paperwork which negatively affected timeliness and quality of accomplishment of instructions. Optimization of interaction of related departments became one of primary tasks which the company assumed to solve using First Form: production, estimate and contractual, department of supply and transport, commercial, service and project.

Implementation Progress

In 3 weeks after installation a system was put in operation. In 2 months basic processes were completely transferred to it.

Project Results

In view of structural features of function of the chief financial officer of the company were assigned to the CEO. In a year in the company more than 1500 payments were approved, these are 5−10 and more approvals a day. Earlier all these processes happened by phone or mail, there was no structuredness, often happened there were difficulties because of the absence of the necessary employee in a workplace.

After installation of First Form time expenditure was considerably reduced: 90% of all documents pass through a system that not only simplifies approval, but also optimizes communication between departments.

"The first Form" is a system which disciplines collective, forces to think of process optimization and to pass from manual control to automatic. Information vacuum is created: everyone interested always it is informed on all details of course of execution of tasks and works" — Maxim Voskoboynikov, the CEO of Maxi Flora company told.

Every morning the CEO receives the report on an exit of employees and the equipment on objects, the report on the carried-out tasks also daily comes that allows to control terms of delivery of projects. The motivation for an adherence to deadlines which allowed to increase the responsibility of employees, efficiency and performing discipline is entered into the companies. The management also noted essential plus in availability of the application from any place in the world ─ now the absence of the head does not stop the current activity of the company, for the solution of all questions and approval of documents it needs the tablet and only 30 minutes in day.

By means of this system we could integrate six remote divisions in a common information space and considerably reduce communication costs. Information is not lost any more and became available at any time wherever there were employees — Maxim Voskoboynikov continued.

According to him, business process automation based on First Form gave, including, significant savings of time:

• if to system implementation approval and signing of the account occupied on average 3-4 working days, then now on it 1 day is required;
• duration of process of giving and processing of requests in department of supply was reduced twice;
• earlier a lot of time was taken away by data retrieval in e-mail clients. Now thanks to events feed in a task it is possible to see instantly on one screen chronology of the movement of process or documents.

Besides, it would be desirable to note especially efficiency of implementation of First Form in our company, – Maxim Voskoboynikov concluded.