Russia passed BP to cloud document flow based on DirectumRX

In March, 2018 it became known that the Russian representative office of one oil and gas company British Petroleum passed to cloud electronic document management. All agreements and key purchasing documents will be approved in the DirectumRX system now.

Tasks

Increase in efficiency and transparency of work with documents became a main objective of implementation of EDMS. Convenient document storage with respect for hierarchy, communications between them and quick search was required to organize the companies. Besides, tools for cost control by divisions and control of limits at approval of contractual documents within the approved expenses on purchase were necessary.

System Selection

Support of English and opportunity to work with it far off became important criteria when choosing a system. For benefit of DirectumRX played including a user-friendly interface and available cost of lease of services — cloud EDMS did not require high starting costs, noted in Directum company.

Project Progress

All tasks which the company management set for a project team were solved:

• organization of archive of electronic documents;
• migration of historical data;
• process automation of approval of agreements and accounts;
• display of the fact of a statement of the new supplier;
• integration with the website of the Central Bank of the Russian Federation for loading of relevant currency rate.

The main requirements managed to be closed at the expense of the basic modules DirectumRX: office-work and agreements. For the solution of specific tasks several completions were made.

At first BP Russia was going to automate only work with agreements and the entering accounts. But the preproject research showed that it is necessary to add one more process as preceding the first two — approval of purchasing requests. For this purpose the funkionalnost of DirectumRX was expanded: the module of approval of the purchasing request is entered. The new document type of Sourcing Request and new type of a task were for this purpose created. Within a task purchase will be approved, the supplier according to the request is defined and approved.

The purchasing department online obtains all up-to-date information on the created requests and the status of their execution.

Operating control and job analysis with requests in widgets

In DirectumRX the opportunity for work with limits of purchases is implemented — the Spend control tab appeared. Users can quickly trace what amount was approved in the purchasing request for what amount agreements and additional agreements on what bills are paid are already signed.

The company works with four currencies: RUB, USD, EUR, GBP therefore in DirectumRX loading of currency rates from the website of the Central Bank of the Russian Federation was implemented.

Currency rates

For data analysis the common denominator was required — by it it was selected dollar USA. Thus, the amounts according to requests, contract documents and the entering accounts received the general equivalent in the form of the American currency.

Company executives work in Outlook. Work with EDMS through mail was for this purpose organized — approving receives the incoming letter in Outlook from the DirectumRX system with a request to consider the document, the answer he fixes the solution, adds comments and sends the message back to DirectumRX. So, approving can participate in process without logging into the system and without changing the interface, usual for itself. At such approval of the license DirectumRX are not required, respectively, the company saves on licenses.

Work through Microsoft Outlook

Besides, within the project migration of historical contractual documents and the entering invoices for payment was carried out, integration with the accounting system of Sun Systems through file sharing in the XML format is implemented.

Project Results

According to the results of the project 75 users are connected to the DirectumRX system. Thanks to a cloud computing architecture of the company it was succeeded to lower purchase costs of the separate server and to begin work in a system, including with remote office. The head of procurement completely controls and has an opportunity to monitor all process.

In plans of the company — automation of financial archive and personnel processes.