The alpine skiing Manzherok complex accelerated the procedure of purchases using EDMS Case

2019

Acceleration of the procedure of purchases of inventory items thanks to EDMS Case

The project on the CASE platform implemented by the Barnaul company "KS-Consulting" in the resort Manzherok complex continues to please with the results. On July 15, 2019 the EOS Group Soft company reported about it. According to the customer, for July, 2019 approval of documents lasts instead of several days few hours, and many tasks on which solution hours were necessary, require only couple of clicks.

JSC GLK Manzherok, the organization managing a complex, should cope with a huge flow of documents, including connected with purchasing activity. Before implementation of EDMS on processing of these documents the lot of time left. For example, approval of agreements in paper option took up to 5 days – too long at present rates of development of business communications.

In such situation the electronic document management system is the unique tool for optimization of document flows, reduction of costs of time and total costs. Business processes which were required to be automated were beyond classical procedures of work with correspondence and organizational and administrative documents – an inevitable consequence of specifics of the company and the sphere of its activity.

System implementation "CASE" allowed to accelerate considerably the procedures connected with creation, processing and approval of agreements, purchasing requests and other documents. In particular, electronic approval in EDMS reduced time of passing of the draft treaty. The possibility of document handling in electronic form by means of EDMS "DELO" accelerated the procedure of acquisition of Inventories and services, thereby having removed a problem of long procurement procedures, 'told V.S. Shcherbinin, the CEO of JSC GLK Manzherok

End of the second stage of implementation of EDMS Case

On March 14, 2019 the company the Electronic Office Systems (EOS) reported that in January, 2019 the second stage of implementation of EDMS "DELO" in the alpine skiing Manzherok complex - a popular tourist complex of Altai Republic, one of the largest tourist and recreational projects in the territory of Russia was completed.

According to the company, at the first stage of implementation of EDMS works on document flow inspection, the EDMS basic setup, connection of users and start of standard functionality were performed. Traditional office work processes were as a result automated. The implementation project of EDMS "DELO" in the alpine skiing Manzherok complex of Altai Republic is unique for a number of reasons. The field of activity of the company is very atypical, and the variety of needs of the customer following from here considerably exceeded the most often used functionality of EDMS. However, the CASE system has sales opportunity practically of any business processes of collective documentary interaction, thanks to the additional option "Process management".

The second stage of the project assumed implementation of unique processes of approval of contract and purchasing activity. Specialists of KS-Consulting performed works on writing of the additional processes for the CASE system automating procurement process and works with sample agreements in an information system. The developed processes provide the additional routes of the movement of documents which are not provided by standard means of EDMS - these practices allow to simplify the procedure of preparation and approval of purchases and also to make transparent the movement and processing of the documents appearing in process.

The procedure of purchases using additional processes in EDMS looks as follows:

• The initiator of purchase creates the registration card (RC) of the memo on purchase, filling all necessary fields.
• The additional plug-in which copies information from a card in faylms Word is started and automatically attaches it to RK.
• Further RK of the memo is submitted for approval to the corresponding chiefs of departments and the CEO.
• After memos are approved by the administration, they are considered at a meeting of the commission on purchases. After holding a meeting, the head of procurement makes out the protocol in EDMS, together with RK of memos on purchase. If the publication of the minutes of the commission is required, at this stage it is possible to start special process which will remind of need of the publication of the protocol on the website of state procurements.
• Further additional process which dispatches the protocol to initiators of purchases, all members of the commission and legal department is started. It is necessary as well for transparency of the procedure that the initiator could see all stages of work on his purchase.
• Having received the protocol, specialists of legal department prepare the draft treaty in EDMS and send it for approval (vising) between participants of discussion of purchase.
• When all necessary visas in EDMS are put down, additional process which "ties" to RK of the agreement of a certain purchasing department specialist, for the subsequent attachment of the associated documentation on purchase to participants of process is started.
• If participants of process coordinated the draft treaty and the associated documentation, after registration of the agreement process of automatic filling of additional details with indication of the term of the publication of these documents on the website of state procurements is started. Further, during this term, process performs sending reminders for mail of the employee responsible for the publication until it does not publish documents.

Also, as accompanying the course of the procedure of purchases, additional process was developed for work with sample agreements. A part of agreements of the organization are formed on a template, and are not subject to editing. Information which can be changed in the agreement (for example, the partner) will be filled out only from reference books of EDMS. Additional process will allow "improve" in the automatic mode in an agreement template information from fields of a card of the partner.

At the second stage installation of additional processes in EDMS, start in operation of processes of approval of contractual and procurement documentation (about 10 agreement types, memos, supplementary agreements, minutes of meetings, etc.) was executed. In the near future development of individual printed forms for unloading of documents is planned. On completion of installation and setup of additional processes user training was provided.

2018: End of the first stage of an implementation project of EDMS Case

On November 21, 2018 the EOS Group company announced "MATTER" in the alpine skiing Manzherok complex of Altai Republic end of the first stage of an implementation project of an electronic document management system. Within the project more than 60 employees of the tourist organization became users of EDMS in total.

Project Goals and Objectives

The huge territory of a tourist complex, full range of services and entertainments leave the mark on managerial business processes of the enterprise. Organizational and security activity of the resort is anyway connected with a big flow of documents, whether it be incoming correspondence, internal documents or agreements with partners. The bulk of such business processes is made by contracted work and purchasing activity which automation gradually was about to happen in process of business expansion.

With the next round of development, in 2018 the management of the organization made the decision on system implementation of workflow automation and business processes (EDMS) capable to arrange both the general office work processes, and archiving, joint work, to automate at the enterprise job control and instructions. Initially, several systems of the Russian and foreign developers were considered by specialists, responsible for selection of EDMS, however on the TZ keyword parameters of the most suitable under needs and requirements of the customer there was an electronic document management system "CASE".

Main objective of implementation of EDMS "DELO" in the alpine skiing Manzherok complex - automation of a contract work and process of purchases as these business processes are the largest volume of a document flow of the organization. In requirements to functionality of EDMS the customer selected following features:

• Work with documents: A possibility of document registration and attachment to a registration card of files, pronouncement of resolutions (both in an open form, and using templates), tracking of the course of document handling and report generation.
• Work with tasks and instructions: Possibility of problem definition, control of completion dates.
• Work with agreements: A possibility of creation of standard agreements in a system, use of templates, collecting of statistics.
• Work with meetings: Recording, problem definition, tracking of execution and assessment of result (reports of contractors).
• Interface: Evident interface. Existence of both desktop, and mobile versions for remote work in EDMS.
• Integration and interaction: Ability to integrate with MS Outlook, and, in the long term, with "1C the Enterprise".

The customer paid special attention in technical specifications to requirements to the workflow system regarding automation of purchasing activity. So, EDMS should provide following features of work with the documents accompanying process of purchases of a tourist complex:

• creation of the purchasing request in electronic form;
• passing of approval of the request;
• formation of primary templates of protocols of the commission on purchases on the basis of the in-fed information in the request and results of vote. A possibility of introduction of the additional information by employees who prepare the final document.

To system implementation of electronic document management of DELO, all documents of the alpine skiing Manzherok complex were registered in paper magazines. Control of execution of documents was exercised by the secretary in the manual mode. Because of imperfection of a registration form of record keeping, specialists of a complex faced such problems as as loss of primary accounting documents, lack of transparency of document handling, long approval of agreements on paper carrier, etc. These problems sounded on start of the project created the main objectives of implementation:

• reduction of time of the movement of documents;
• reduction of number of errors, including losses of documents;
• acceleration of the movement of standard documents between participants of document flow of the organization;
• reduction of time of approval of agreements;
• automation of process of purchases. Ensuring convenience and transparency of document handling to the employee initiator of purchase.

As contractors of the project specialists of department of implementation of KS-Consulting company who executed inspection of the operating document flow were invited and formulated the main offers on automation of office work functions of the company.

Project Progress

The implementation project is conditionally broken into 2 stages. At the first stage, after inspection of document flow and setup of a system, the standard functionality of EDMS DELO was started. Traditional office work processes were as a result automated:

• Registration of the entering, outgoing and internal documents.
• Introduction of resolutions of the head (the higher resolution with personal control is written only by the head) and resolutions of subordinates, ensuring control by chiefs of departments.
• Task management and instructions: maintaining reports, control, removal from control.
• Registration of internal correspondence: requests for transport, requests for check of partners, memos and correspondence.
• Automation of work with administrative documents and orders.

On end of the first stage training and also individual consultations of users was provided.

Chiefs (license of LGO "DELO-WEB" and "CASE") and specialists (the competitive licenses "DELO-WEB") of departments became users of EDMS mainly. The full-function the automated workplace (AW) of the DELO system was set to the secretary of the company. Also it is supposed to select 3 automated workplaces for heads of directorate in Moscow.

For automation of entering of paper documents into EDMS the option workplace "Scanning" which allows to scan documents at registration directly from the CASE system was purchased, automatically attaching images of documents to a registration card. Also, to users of EDMS DELO it was set application "Monitoring of documents" - own development of KS-Consulting company intended for the notification of users about the coming and come events in the DELO system.

On the next step of the project implementation of the additional processes which are not provided in standard feature set of EDMS and connected with approval of documents on contract and purchasing activity of the organization is supposed. All works on writing of processes and development of printed forms are executed by specialists of KS-Consulting. Approximate terms of execution of works – December, 2018.