Central market of the city of Irkutsk (DocsVision (EDMS/ECM system))

Situation

Centralny rynok Municipal Unitary Enterprise of the city of Irkutsk plays a big socially important role: defines price indicators in the regional center, supports local producers. Primary activity of the market — leasing of trade places. The founder of the market — City administration of Irkutsk.

The important feature of retail markets — their activity is subordinated to federal law No. 271 "About retail markets". The law regulates activities for the organization of retail markets, sales of goods, execution of works and rendering services in retail markets and also the rights and duties of employees and founders. The law describes requirements to the organization of work of the markets, including work with documentation, in particular, of the requirement to a card of the seller, the register of agreements, the register of sellers. At the same time actually there is no software which would allow to automate activity of the market according to the law. In the Central market the system purchased earlier was used

An old system had a number of shortcomings:

• did not correspond to the new law;
• it was not supported by the producer;
• did not give in to modification, in particular, it was impossible to create reports independently;
• did not allow to keep account on several markets in one database;
• did not allow to keep account of trade places;
• did not support differentiation access rights.

The management had a need for a new system. The decision to pass to a finished commercial product was made: approved, with a possibility of independent modification under needs of the market. Main objectives of transition to a new system are designated: bring activity of the central market into accord to the new law; minimize the costs arising because of imperfection of an old system and a human factor.

Project Tasks Within effective objectives the main objectives of the project were defined:

• compliance of functionality to the new law on retail markets;
• an opportunity to keep account on several markets in one database;
• automation of signing of the contracts
• reliability augmentation;
• reduction of influence of a human factor;

Solution

The management addressed to RKIT Group company. For implementation of effective objectives the Docsvision system was selected: its functionality as much as possible answered tasks of the market and allowed to automate business processes, both standard, and specific for the market. The project started in July, 2013. The solution was developed and in October, 2013 is put into trial operation. The implemented solution allowed to organize and keep account on several markets at once: "Agricultural", Fair, Universal and Academic. Formation of the main documents is automated: cards of sellers, agreements with sellers and tenants, registers. It facilitates work with documentation, reduces load of employees, improves quality of work of the market. For security of information in a system the rights for each user are defined. The event log in which heads see the changes happening in a system is kept and control employees.

Results:

• all municipal markets in the single database;
• flexible accounting of sellers and tenants – it is convenient to conduct analytics, even if they work at the same time at the different markets;
• the customized control system and reminders on the termination of terms of lease agreements;
• automatic release of the trade place on the termination of the agreement;
• business process of signing of the contracts, supplementary agreements is automated;
• automatic formation of a card of the seller;
• automatic formation of registers of agreements for providing in regulatory authorities;
• instant report generation;
• tariffing of trade places by types of products - automatic calculation of cost of lease of the place;
• monitoring of number of empty and leased seats on each of the markets.