"The Bridgestone of the CIS" implemented EDMS Directum for process optimization of approval of agreements

On August 23, 2018 the DIRECTUM company announced carrying out the project on process optimization of approval of agreements and suppliers in "Bridgestone of the CIS".

Bridgestone service Vladivostok. Photo: newsvl.ru

Prerequisites of the Project

Before implementation of DIRECTUM document flow in the company was partially automated using e-mail. Functionality of Microsoft Outlook, on the one hand, promoted the solution of a number of tasks, and with another – created additional. For example, at approval participants could approve the outdated document revision. It was difficult to control dates of termination of contractual commitments with partners and to monitor return of originals. Because of a large number of the accompanying documentation there were difficulties at approval of the partner.

Project Goals and Objectives

To increase efficiency and to make contractual processes more transparent and controlled, the management of "Bridgestone of the CIS" made the decision on transition to electronic document management.

Specialists financial, legal and IT departments entered into the working group of the project. When choosing an ECM system they were guided by functionality of the solution, convenience of work and reputation of vendor. A system should provide:

• transparency of workflows with a possibility of control at any stage of approval;
• safety of contractual documents and minimum terms of their approval;
• convenience of storage and search of the information required;
• flexible configurations of the user rights during the work with content;
• convenience of local administration of processes of approval;
• ability to integrate with the corporate directory of users.

Project Progress

A choice was made for benefit of DIRECTUM. The shown opportunities conformed to requirements of the company. A role was played also by the price – required costs for implementation and support were lower, than at other considered solutions.

Using DIRECTUM it was going to automate two key business processes: approval of new partners and approval of contractual documents.

The implementation project was divided into 2 stages. In March, 2016 the first stage started: basic modules for management of documents and processes and also business solution "DIRECTUM were deployed : Contract management". Specialists of implementation developed standard routes of approval. Thanks to what the document in turn comes to each participant of process, all of them consider the same version. At the first stage of the project in DIRECTUM connected 30 employees to work. Within the first months they tested a system in an operating mode and gave a feedback in the form of wishes and notes. Results of the first iteration showed that a system is ready to full-scale implementation.

In April, 2017 specialists of DIRECTUM passed to trial operation. At this stage process of approval of the new partner along a standard route was also automated. Before sending for approval the agreement with the supplier, the partner should undergo testing of the company by internal department. For creation and approval of contractual documents out of office for users web access was organized.

Project Results

Workflow automation made approval transparent and controlled, considerably having reduced a set-up time of agreements. The structured electronic archive is organized, all documents can be found quickly. The staff of "Bridgestone of the CIS" estimated convenience of work out of office – through the web client.

Since 2017 a system is actively used at the Moscow office. The management of "Bridgestone of the CIS" is going to automate such processes as management of business trips. Also in plans – to replicate a system on remote divisions, including the plant in Ulyanovsk.

For August, 2018 in DIRECTUM 120 users, including 15 top managers work. An ECM system supports not only Russian, but also English as the most part of heads uses it as the basic.