Dialog IT transferred Rosvodokanal to edition 3 "1C: Payroll and HR Management" systems

2019: Transition to edition 3 "1C: Payroll and HR Management 8" systems

On November 21, 2019 the Dialog IT company reported that it transferred Rosvodokanal Group to edition 3 "1C: Payroll and HR Management" systems. The management company and 6 water utilities which are in different time zones by the general rules calculate salary, keep personnel records, create expenditure budgets on personnel. The system of the normative reference information, uniform for all divisions, is created. Report forms are unified. Preparation of the management reporting on personnel accelerated for 30%. The salary for 10,000 employees is calculated twice quicker. At the same time costs for a maintenance and support of a HRM system of group are reduced by 20%. For November, 2019 based on "1C: Payroll and HR Management" the project of creation of the joint center of service (JCS) which will provide further improvement of personnel management processes, payroll calculation and personnel records in the companies of group is started.

According to the company, in staff of group about 10,000 people work. The salary in branches is calculated taking into account wage rates, diagrams and working conditions. The different compensatory and stimulating payments which amount is established depending on a position and qualification are applied. The management company controls volumes of expenses on compensation and plans the budget for future periods therefore it is important to management to obtain timely exact information on settlings with personnel on all branches of group.

Earlier for personnel management, payroll calculation and personnel records in divisions of the enterprise local information systems based on "1C: Payroll and HR Management", were used by edition 2.5. The program was significantly customized therefore at any change of the legislation it was necessary to address programmers for introduction of necessary completions. Over time it became more difficult to control settlings with personnel, the total quantity of local report forms on personnel in branches reached 700. Data were often duplicated.

The management Rosvodokanal set the tasks: reduce costs for support of a HRM system of group to unify rules of personnel records and payroll, to standardize report forms, to accelerate payroll calculation and receiving the consolidated expense information on personnel.

For achievement of effective objectives it was decided to transfer divisions of the company to edition 3 "1C: Payroll and HR Management 8" systems. The Dialog IT company became the partner in implementation.

Due to the geographically distributed structure of the company the project for 95% was executed in the remote mode. The updated system was unrolled in 150 workplaces in management company and water utilities of group.

Key project deliverables is:

• For management company and each of water utilities of group the separate information systems working on the uniform corporate prototype of "1C: Payroll and HR Management 8" having the settings of reference books, business processes and report forms, general for all divisions, are created. All divisions of the company by uniform rules keep now the regulated personnel records, calculate salary to the employees, create expenditure budgets on personnel.
• For maintaining the centralized normative reference information and consolidation of these water utilities based on "1C: Payroll and HR Management" the information system which received the name "1C: Payroll and HR Management NSI" is created. This system is integrated with local bases of divisions, from it the approved normative reference information is transferred to "1C: Payroll and HR Management" of water utilities, and from the systems of water utilities come to 1C: Payroll and HR Management NSI this, necessary for formation of the consolidated statements on personnel. Besides, unloading of data from the local systems "1C: Payroll and HR Management" in local accounting programs of divisions is automated.

As a result sluduyushchy was reached:

• Errors and discrepancies in personnel and salary documents are excluded. Preparation of managerial reports on personnel accelerated for 30%. The necessary detailed reporting can be received both on group in general, and on each separate branch. It helps the management to control staff expenses and to quickly plan the budget for future periods.
• The possibilities of edition 3 "1C: Payroll and HR Management" which were absent in a former system significantly reduced time for collecting and consolidation of the reporting under employee categories and wage rates, preparation of the sheet of a time recording in harmful working conditions and accomplishment of others – earlier manual – transactions. As a result payroll calculation to the employees taking into account different rates and allowances accelerated twice.
• The main objectives of the enterprise are effectively solved with the help of standard functionality of the program, need of completions is minimized. As a result the total costs of a maintenance and support of a HRM system of group decreased by 20%.

Transition to edition 3 "1C: Payroll and HR Management" systems significantly reduced labor costs by payroll and delivery of the regulated reporting according to relevant requirements of the salary legislation. Charges, deduction, reference books, reports are unified. Collecting of the reporting under staff costs is automated. Within general strategy of the enterprise for centralization of financial functions the special project deliverable can be considered the decision on creation of the joint center of service (JCS). It is the separate project which will bring us economy of financial resources, increase in transparency of all financial transactions in six geographically distributed branches. Sergey Putin, the director of information technology of Rosvodokanal Group told

2018: Creation of a system of personnel records and payroll

Specialists of Dialog IT LLC company developed and implemented the system of personnel records and payroll for Rosvodokanal Group. As a basis of an information system the standard solution "1C: Payroll and HR Management 8" is used. The project came to the end in July, 2018.

Prerequisites

Before start of the project in Rosvodokanal group at the same time there were 7 different systems "1C: Payroll and HR Management" of different versions. Unification of NSI was not complete. Account in different water utilities was kept in local information systems which were installed on weak, obsolete servers. There were about 700 local report forms with uniform appointment and numerous errors.

There were also other problems of accounting and payroll calculation in group:

• there was no uniform methodology of conducting personnel records and payroll;
• consolidation of data on group was performed manually;
• the existing information systems did not develop, their functionality was limited.

Tasks and purposes

Project Objectives:

• creation of an information system of personnel records and payroll
• raise degree of transparency of processes of personnel records and settlings with personnel of all divisions of Rosvodokanal Group;
• provide support of organizational changes in the company.

Project Tasks:

• provide a compliance with law at payroll;
• provide collecting of the consolidated statements on staff costs;
• provide full compliance with the legislation and timely delivery of the regulated reporting of all 6 water utilities;
• simplify process of support of a system due to failure from the excess customizations and completions which were present at a historical system.

System Selection

For the solution of assigned tasks the "1C: Payroll and HR Management 8" software product was selected. The additional functionality which is absent in the former system "1C: Payroll and HR Management" of version 2.5 is implemented namely: capitalization of salary, collecting of the reporting by relevant categories for tariff setting, the sheet of a time recording in harmful working conditions and so forth.

Project Progress

Rosvodokanal has geographically distributed structure therefore the project for 95% is executed remotely. For each of water utilities and the managing director of the company the separate systems, but constructed using a uniform corporate prototype of the "1C: Payroll and HR Management 8" system were created.

Speed of start of a system became other feature of the project. The first start in trial operation came in 4 months from start of works on preparation of a system.

For each of water utilities and management company the separate systems, but constructed using a uniform corporate prototype of the "1C: Payroll and HR Management 8" system were created. The functionality of this template allows to keep the regulated personnel records and payroll in full, to keep expenditure budgets on personnel and also to unload the accounting given in the local systems.

For maintaining the centralized normative reference information and consolidation of credentials of water utilities from the systems "1C: Payroll and HR Management 8" the separate information system which received the name "1C: Payroll and HR Management NSI" was organized. This system is integrated with local bases of water utilities, from it the approved NSI is transferred to the "1C: Payroll and HR Management 8" systems of water utilities. And from the systems "1C: Payroll and HR Management" of water utilities the data necessary for formation of the consolidated statements on control block by personnel are transferred to the 1C: Payroll and HR Management NSI system.

Such architecture allows to keep account in a uniform corporate prototype and to use uniform NSI on all perimeter of management, to receive the consolidated statements and at the same time to save independence and confidentiality of data at the level of each water utility.

Project Results

As a result of project implementation the following tasks are solved:

• 1. A compliance with law at payroll is provided and also timely delivery of the regulated reporting (NDFL, RSV-1, SZV-M, the Social Insurance Fund).
• 2. Functions of charge and deduction of salary, reference books and also reports are unified.
• 3. Collecting of the consolidated statements on staff costs is automated.

Separate project deliverable — creation of Competence Center on technologies of 1C Company which will form the future basis JCS (joint center of service) within management company.

More than 150 automated jobs are in total created.