Ultimeta automated purchasing activity for "Sberbank of Technologies"

The Ultimeta company announced on April 26, 2018 project completion on development and deployment of the automation system of purchases in Sberbank of Technology company. A system provides complex automation of purchasing processes of the enterprise, such as purchase planning, application campaign, holding procurement procedures, conclusion and performance of agreements, control and reporting.

Contractor and solution

The Ultimeta company was determined by the contractor by the project according to the results of the tender. The LotExpert SRM software product — the domestic SRM solution for the commercial and state enterprises, the organizations and holding structures became a basis of the created system.

Project Progress

During the project specialists of Ultimeta company conducted examination of purchasing processes of SberTech and detailed adaptation of a product to features of purchasing activity of the enterprise is executed.

The specialized SRM solution perfectly fitted into the existing IT landscape of the enterprise — commented in Ultimeta company. — A system interacts with a number of the adjacent systems — as internal in which the budget, an accounting and inventory control, and external, such as Sberbank-AST electronic marketplace and Unified information system in the field of purchases of zakupki.gov.ru is kept.

Project Results

The implemented software package provides complex automation of all processes of management of purchases in full accordance with requirements of the federal law of July 18, 2011 No. 223-FZ. Planning process of requirements became the first key object of automation. On project deliverables, a system provided a possibility of collecting of requirements from the level of cost centers — functional customers, approval and consolidation of requirements in the consolidating plan of purchases of the enterprise, the automatic publication of the plan for EIS zakupki.gov.ru. The purchase plan in a system not only implements requirements 223-FZ, but also considers additional analytical cuts, including for the purposes of budgeting and also gives the chance of purchase planning of small volume.

Requests for implementation of purchases form only from the approved scheduled plan, according to requirements of federal law No. 223-FZ. Flexible configuration of routes of approval of purchase, in particular, additional approval when using the non-standard draft treaty is supported.

Thanks to system implementation, it was succeeded to connect together all purchasing processes of the enterprise. At any time it is possible to see all lifecycle of requirement, from the purchase plan to the actual payment of accounts and support of agreements, all "clearly — reported in SberTech.

At the same time budget control during all procurement process is provided. Costs will be approved at a stage of the purchasing request, under them money, and further, at an agreement performance stage is reserved in the budget, expenditure of these means from the connected requests for costs is made.

According to regulations of Sberbank, purchases of all enterprises of group are carried out on Sberbank-AST electronic marketplace. During the project complex integration with the platform was provided. Data on purchases are automatically published on ETP now, requests of participants from the platform come to a purchasing system, and protocols based on purchase are transferred to ETP. At the same time consideration and comparison of proposals of participants, holding meetings, preparation and the adoption of protocols are made using opportunities of SRM. So, when carrying out tenders and requests for proposals the possibility of criteria rating assessment of proposals of participants with attraction of task force is provided. Besides, a system automates activity of procurement commissions, planning and holding internal and correspondence meetings, offers electronic vote for top managers.

For carrying out purchases of small volume to 500 thousand rubles the decision to provide the built-in marketplace in composition of purchases of SberTech was made.

After the choice of the winner, in a system the agreement card in which joins detailed specifications of delivery in a binding to the corporate reference book of NSI on the purchased nomenclature units forms. Such approach allows to keep account of the actual deliveries on each nomenclature position, to provide seamless integration with a warehouse and also to accumulate analytical data for tracking of average cost and dynamics of the change in price for the purchased nomenclature, noted in Ultimeta.

The text of standard agreements forms a system automatically that allows to exclude a human factor, and also to simplify work of employees. After approval along a flexible route the agreement is unloaded in EIS zakupki.gov.ru and in the corporate accounting system of 1C. According to framework agreements a system allows to create purchase orders with formation of the specification of delivery based on the specification of the agreement, control not of exceeding on the amounts and delivery scopes is provided.

In a system process of control and accounting of agreement performance is completely automated — commented in Ultimeta company. — When forming a card of the order diagrams of planned payments and deliveries on which account "plan fact" is kept further are generated. All this information is transferred to a corporate system of 1C where the payment schedule and draft copies of the closing documents for an inventory control form. Upon arrival of goods on warehouse 1C reports about it in SRM, further the employee of department of support of agreements creates data on receipt of the actual closing document and sends these data for review to accounting. After approval we receive the considered amount of the delivered goods. On the basis of these data requests for payment which also undergo approval until formation of the payment document and its unloading on payment form. Expenditure of means is made strictly from the requests for costs approved at a stage of an application campaign. All necessary information on agreement performance in the automatic mode is published in EIS".