"Concessions of heat supply" accelerates processing of addresses using the solution "1C: Document Flow"

2018: Completion of implementation 1C: Document Flow CORP

On August 23, 2018 the company "Soft-portal project" announced end of system implementation "1C: Document Flow 8 CORP" in LLC Concessions of heat supply(KT).

Photo: l34.news

Prerequisites of the Project

Monthly KT receives more than 3,000 incoming letters from consumers of services, regulating authorities and other partners and also creates about 2,000 outgoing letters. The term of consideration of addresses of consumers is set by the legislation therefore the company needs to control tightly timeliness of sending answers to letters. In processing of correspondence and preparation of reply letters accompanying and technical documentation, agreements and additional agreements to agreements therefore by preparation of answers online access to the previous correspondence and all documents concerning the partner is necessary for the staff of the company is made out.

Earlier for work with correspondence in the company the program of own development to which only the staff of office had access was used. For interaction history logging with partners it was necessary to keep a huge number of paper copies of letters, related documents and agreements. Manual processing of correspondence also was long and labor-consuming. Besides, document forms were not unified.

Project Objectives

The automated system of storage, uniform for all divisions, and processing of documentation which would help to systematize documents was required for the enterprise, to accelerate their formation and approval, to exclude loss of originals, to adjust control of completion dates. Besides, the created system had to support a possibility of data exchange with the solutions which are used in the company "1C: Management of a heating system 2", 1C: Accounting 8, "1C: Payroll and HR Management 8" and also to contain convenient tools for employee administration taking into account the changes executed in the system of personnel records.

For the solution of assigned tasks the 1C: Document Flow 8 CORP system was selected. Works on implementation were performed by Soft-portal project company, jointly with specialists of Kontsessii teplosnabzheniya LLC and JSC Eko-energiya.

Project Results

In 6 months "1C: Dokumentoobrorot" it was unrolled in 500 workplaces in 8 territorially remote divisions. In a system all office workers of the company, including using web access and mobile applications work. Activity of the company became more coordinated. The volume of paper document flow is reduced by 30%.

Key results of the project:

• The storage system of documents, uniform for all divisions, is organized. Work with the entering and outgoing correspondence, orders, orders, memos, requests, agreements, supplementary agreements, specifications to agreements, by protocols of disagreements is transferred to an electronic form. Accounting of legal meetings is automated. Accounting and schemes of document handling is systematized, employees can quickly find necessary information, correspondence, agreements both in 1C: Document Flow, and in the accounting system – without involvement of specialists of other services and departments. Use of templates allowed to lead documentation to uniform standards of a design. Search of the necessary document in the 1C: Document Flow CORP system takes minutes, the search capability in the text of files is convenient.
• Transfer of the main volume of document flow to an electronic form helped the enterprise to reduce a time available for delivery of documents in remote divisions. Incoming requests of consumers arrive to contractors for processing within one working day. Terms of accomplishment of tasks are continuously controlled by heads of departments. Reply letters are sent according to the terms set by the regulatory base.
• A system allows to control in real time task allocation, to estimate load and efficiency of each employee, department and division of the company. It is possible to redistribute at any time tasks and to receive the report on performing discipline. Heads of the companies and departments had an opportunity more rationally to plan work of the subordinates and to control terms of accomplishment of tasks. At the expense of the regulated routes of document handling and control of performing discipline performance of work of each employee separately and all company in general increased. The responsibility of contractors was increased.
• Heads had an opportunity to quickly consider and approve documents using use of mechanisms of web service or mobile application. A considerable part of working time of a managerial personnel was released for the solution of other important tasks of the enterprise.
• For each employee individual access rights to a system according to job responsibilities are configured. It not only arranges work of regular specialists with documents, but also excludes risk of unauthorized access of strangers to confidential information.

"Transfer of document flow to an electronic form - a necessary and timely action. The most important, to us was succeeded to resolve systemically an issue taking into account and document handling in line with current trends. We are happy with functionality of a system and those chance which it gives for problem definition, execution, control and also accounting, storage and document retrieval. I as the head, thanks to the implemented software solutions I have instant access to any of the letters or documents as entering, and prepared by my employees, see work of the division entrusted to me in general, I see, than employees what load and efficiency of each of them are busy". The Urals Bignov, the associate director on sales activity of Kontsessii teplosnabzheniya LLC

2017: Beginning of implementation of 1C: Document flow 8 CORP

Within creation of an automated system of accounting and management in May, 2017 by the company management of Concession of heat supply made the decision to implement the modern, functional electronic document management system allowing to provide accounting of the entering, outgoing and internal documents in electronic form, to automate process of management of execution of documents, to reduce risks of losses of documents and their non-execution in time, to integrate a system with other application solutions of the company.

For automation of workflow processes the 1C: Document Flow 8 CORP software product which functionality corresponded to requirements of the company is selected.

The Following Tasks Were Performed:

• Consultations on the choice of the software and options of its maintenance
• Sale of the selected software products
• Delivery of software products in office of the customer
• Collecting and requirement analysis of the customer to an automated system
• Planning of stages of works, drawing up job schedule
• Methodical ensuring specific features of accounting and management in the automation system (the requirement to adaptation)
• Creation of interfaces and sets of user rights
• Technical implementation of specific features of accounting and management in the automation system (adaptation)
• Integration with other systems based on 1C: Enterprise
• Initial settings of standard/industry solution (program) to start accounting
• Training in group at office of the customer