Zern summed up the first results of system implementation of management First Form

On December 3, 2018 The First Form company summed up the results of the first stage of system implementation of management The First Form in ZERN company.

Premises and project objectives

In ZERN company each sales agreement fixes the whole set of conditions, including discounts, delays and so forth because of which process of approval of the transaction receives a set of checks and branchings. It was obvious that any "boxed" automation system does not may contain suitable ready process. Therefore the company looked for a system designer in which it would be possible to implement own business processes taking into account all nuances.

Desire to systematize communications with clients and to collect in a single system data on all interactions – to meetings, calls, business trips, conferences and the training seminars was the second purpose of implementation.

When choosing the platform of automation the task – to configure the test process close to real approval of the transaction in the systems was offered to potential suppliers. According to the results of the test the solution proposed by First Form as the platform does not force to adapt to the configured settings and stages of "boxed" process was selected, and allows to create the, completely suitable route with flexible logic.

Project Progress

For a start data on partners were imported to First Form, different scenarios of communications with them are configured and also process of multi-stage approval of the transaction is automated. After completion of approval the text of the agreement is quickly generated on a template on the basis of the set parameters, and data on the transaction are synchronized with the accounting system of 1C.

The route of approval is stored in a type of the reference book which the users (given the appropriate rights) can edit. Therefore the route can be supplemented or recustomized quickly without coding – to add the new approving person, to change an order of approval or a condition of a request of the signature (for example, to request the signature of the branch director only for transactions over the specified amount, etc.). The made changes become effective instantly. Thus, using records of the reference book separate routes of approval for each of activities, different branches and a different set of conditions are set.

In parallel with automation of the most difficult process – sales process – also other tasks were automated. In the first weeks of use of First Form IT specialists of ZERN independently configured processing of requests (Service Desk) for IT service and for AHO and also setting and control of instructions in divisions. Later personnel processes were added: approval of vacancies and selection of new employees, employment and passing of a probation period, request for issue to employees of personnel and accounting references.

Project Results

The ZERN company noted that benefits from implementation of First Form began to be shown practically right after start: for example, the text of the agreement in the created system forms automatically, on a template, on the basis of the approved transaction parameters, and at the expense of it the average time of preparation of the agreement decreased practically by 4 times – from 1 to 15 o'clock minutes. As ZERN signs hundreds of agreements a month, saving of time only on one this transaction turns out very considerable.

Earlier if the agreement was signed in branch, and approved at the central office, preparation of the transaction could borrow more than a day, and documents were repeatedly sent different addressees by e-mail. According to the results of the project all internal communications are conducted only in First Form, they are transparent and accurately structured. In the client's card there are always last, current versions of documents. All interactions are also tied to the client's card, and at each following contact it is possible to look quickly at a sales history and a current status of the transaction.

The loading connected with approval of transactions was displaced towards managers – heads are connected to sales already at a stage of final approval and spend for it much less time. They use time exempted from "pushing through" of agreements for business development.

"The first Form" opened opportunities for improvement of processes. In a system statistics of passing of separate stages is available. Analyzing it, it is possible to select transactions which should be improved and to test different ways of solving the problem.

"Advantage of First Form – the fact that in it there are also ordinary designers for standard settings, and the most flexible tools for difficult avtomatization. Designers allow to create simple processes and document templates quickly. But if you are faced by a non-standard task, you can implement for it practically any logic, using direct SQL queries to the database or JS scripts". Kirill Popov, head of department of system integration of ZERN