RS: Purchase management

Software product "RS: Purchase management" RedSys companies represents the complete solution on the organization of a corporate system of purchase management according to requirements of 44 and 223 Federal laws on purchases of goods, works, services. This solution is suitable for the state and municipal organizations, state companies and state corporations, autonomous organizations. Besides, solution "RS: Purchase management" allows to automate all business procurement processes in the large commercial organizations.

Purchase management provides automation of main units of a procurement procedure:

• Formation of needs for purchases.
• Formation of the purchase plan.
• Formation and support of the competitive procedure.
• Signing of the contract.
• Agreement performance control.

Solution "RS: Purchase management" is constructed on use as the providing servers applications and databases software products based on the programs entering in Unified register of the Russian programs (Ministry of Telecom and Mass Communications Russia) and open source. It should be noted the ample opportunities on adaptation and solution integration implemented through built in API based on web services.

The solution provides support of work of users in the distributed structure of the organization (branches) with integration as internal corporate systems, electronic platforms and the state Unified information system in the field of purchases.

The purpose of system implementation of purchase management is increase in efficiency of purchasing activity of the organization, including:

• Improvement of procurement management.
• Risk minimization of violation of requirements of the legislation, the local processes and regulations regulating carrying out purchases at the enterprises and the organizations.
• Decrease in labor costs on execution of processes of purchasing activity.
• Reduction of influence of a human factor.
• Expansion of opportunities for efficiency analysis of purchasing activity.

The specified purposes, are reached at the expense of the solution of the following tasks:

• Ensuring control and the analysis of compliance of the planned purchases to the planned budget.
• Implementations of ponomenklaturny control and the analysis of the planned purchases.
• Carrying out the centralized purchases.
• Ensuring control of unreasonable crushing of the purchases of the same name.
• Ensuring control of completion dates of processes of purchasing activity.

By the main methods of the solution of assigned tasks in "RS: Purchase management" are:

• Ensuring informational content and transparency of all stages of purchasing activity of managed companies in real time.
• Exception of a possibility of signing of the contracts (additional agreements) without holding procurement procedures.
• Implementations of automatic formation of reports on the carried-out purchases and the signed agreements.
• Ensuring control and analysis of execution of the plan of purchase.
• The centralized maintaining these suppliers of goods, works, services.
• Maintaining electronic archive and the organization of an information access for the purchases which all are carried out, planned and carried out.

Solution "RS: Purchase management" is constructed based on domestic server software X360 Platform (entry No. 1576 of 9/5/2016 in the Unified register of the Russian programs for electronic computers and databases).

The program has the full-function web interface of the main application and contains several functional and providing subsystems and the integration subsystem providing interaction with external systems of EIS, ETP and internal corporate systems.

Architecture

System architecture is based on use of the cross-platform X360 application server based on JavaScript-servlets which is engaged in system support of components and system modules, provides data exchange between servlets and clients, identification and authorization of clients, the organization of a session for each of them.

Information storage is provided DBMS PostgreSQL or OrientDB. Elasticsearch — free program is applied to implementation of search queries search system.

As a part of the solution "RS: Purchase management" can be selected several functional subsystems which are in fact the center of a product:

• Purchase planning.
• Consideration of terms of Reference/vol.
• Work of the commission on purchase implementation.
• Preparation and placement of documentation.
• Conclusion and performance of the Civil Code.
• Claim and claim activity.

The subsystem Purchase planning provides accomplishment of the following functions:

• Formation of the Plan and Scheduled plan of purchases.
• Formation of justifications.
• Approval of plans.
• Loading/unloading of plans and justifications.
• Support of version control.

At the same time detailing of each planned purchase is provided:

• Detailing of cost.
• Reconciliation of positions of purchase with lines of budget limits.
• Maintaining information necessary for calculation and justification of NMTsK.
• Control of staging and frequency of execution, acceptance and payment of the contract.
• Advantages and restrictions for participants taking into account requirements of the legislation.

The subsystem "Consideration of terms of reference/TT" allows:

• Trace the facts of receipt of terms of Reference/vol.
• Direct notes and objections according to documents.
• Approve terms of Reference/vol.
• Create memos and resolutions.
• Send messages the participant of business process of consideration of terms of Reference/vol.
• Control terms of preparation and approval.
• Receive pop-up notifications at violation of terms.

The subsystem "Preparation and placement of documentation" provides:

• Maintaining templates of documentation.
• Formation of documentation on the set templates.
• Control of terms of preparation and placement.
• Viewing documents in a protect mode directly from a system.

The subsystem "Work of the commission on implementation of purchases" provides accomplishment of the following functions:

• Registration of requests of participants.
• Maintaining unified register of partners.
• Formation and unloading of protocols.
• Attachment of audio recordings/video filming of meetings.
• Explanation of provisions of documentation.
• Complaint handling.

The subsystem "Claim and claim activity" provides accomplishment of the following functions:

• Maintaining register of complaints.
• Management of statements of claim.
• Registration of executive documents.
• Control of accomplishment of instructions.
• Termination of group of companies.

The subsystem "Work of the commission on implementation of purchases" provides accomplishment of the following functions:

• Registration of requests of participants.
• Maintaining unified register of partners.
• Formation and unloading of protocols.
• Attachment of audio recordings/video filming of meetings.
• Explanation of provisions of documentation.
• Complaint handling.

The integration subsystem and the providing systems supplement a functional core of a system:

• Administrations.
• Normative reference information.
• Reportings.
• Document templates.

The subsystem of NSI provides accomplishment of the following functions:

• Maintaining in the system of the all-Russian reference books and qualifiers.
• Maintaining unified register of partners.
• Maintaining reference books of the Customer.
• Convenient submission of hierarchical reference books.

The subsystem Document templates provides accomplishment of the following functions:

• Formation of standard documentation on the set templates taking into account the data on purchases entered into the System.
• Built-in mechanism of viewing and editing documents.
• Unloading of the created documents.
• Access control.

The subsystem of the analytical reporting provides accomplishment of the following functions:

• Formation of the analytical reporting.
• Formation of statistical reporting about execution of the purchase plan.
• Drawing up information card of purchase.

The integration subsystem provides interaction with adjacent information systems in a part:

• Installations of the interchange formats data.
• Settings of rules and diagram of data exchange.
• Control of integrity of transmitted data.
• Data exchange on the set formats, rules and schedules.
• Displays of the status of exchange.
• Maintaining error log.

The subsystem of administration should provides accomplishment of the following functions:

• Management of settings of a System.
• Access control of users with a possibility of differentiation of access rights on the basis of a combination of the groups of protection allowing to edit access by different parameters, including belonging to functional group or the set role in a System.
• Recording of changes of database objects.
• Maintaining magazines of functioning of a System.

History

Works on development of own solution on purchase management were begun in 2015 in the Pension Fund of the Russian Federation with creation of principal components of the solution. The Consideration of Terms of Reference, TT, Purchase planning, Preparation and Placement of Documentation in EIS, Work of the Commission on Implementation of Purchases and Conclusion and Performance of the Government Contract components were created and put into trial operation. Principal components of ensuring functioning: "Reference books", Reporting, Document templates and Integration with external information systems.

In 2017 the solution was complemented with the Claim and Claim Work component. Updating of business processes is carried out and functionality of all created components are expanded. Albums of information exchange with external systems are created and the specialized file storage is organized. Integration with more than ten internal systems of RPF, including security systems, managements, budgetings, the Unified Information System (UIS) and an accounting subsystem is carried out. A system successfully underwent trial operation and purchased the finished appearance.

In 2018 works on development of the "Collecting and Requirements Analysis" component considerably expanding functionality of a stage of preparation and the collecting of requests increasing immersion in business processes of formation of requirements by purchase are planned. Expansion of abilities to integrate with used by ETP is carried out. Replication in regions and, therefore, transformation of the solution in geographically distributed is provided.