Alabuga of the PPT SEZ (Special economic zone of industrial and production type)

2015: Creation of EDMS based on "1C: Document Flow 8 CORP"

Main objective of activity of the Alabuga SEZ is rendering assistance to development of economy of the Republic of Tatarstan and the Russian Federation, by creation of optimum conditions for implementation of investment projects by the Russian and international companies in the field of industrial production.

Achievement of this purpose would be impossible without creation of industrial and business infrastructure of the international level, start of the debugged mechanism of joint work of all involved state bodies and services, the advanced system of information technologies, including in the field of office-work and document flow.

Prerequisites

The customer set the following tasks for an implementation project of an electronic document management system:

• 1. Optimization, systematization and regulation of work with documents.
• 2. Preparation of agreements on templates.
• 3. Automation of accounting of documents, including:
  • document classification by different criteria;
  • document registration by the set criteria;
  • accounting of storage lives

• 4. Document retrieval automation.
• 5. Automation of procedures of collective work with documents:
  • project development of the document;
  • approval of the document;
  • performance of a document

• 6. Ensuring protection against unauthorized access and distortion or removal of information.

Choice of a system and contractor

For automation of office-work and document flow of the SEZ PPT "Alabuga" the decision to create electronic document management system (EDMS) based on the software product was made "1C: Document Flow CORP". For works on system implementation the agreement was signed with the company of Ltd company "LIST company" — firm franchisee 1C which has experience of implementation of automated systems at the enterprises of the Zakamsk region.

Work progress

Within an EDMS implementation project specialists of LIST Company in team assistance with specialists of the SEZ PPT "Alabuga" performed the following works:

• The software on servers and workstations of users is set and configured. The automation system is unrolled and tested.
• Key parameters "1C: Document Flow CORP" are configured: constants, reference books, document types, mails, accounts, etc.
• Lists of users are created, appointed by it access rights, individual preference of jobs.
• Adaptation of a standard configuration (completion of the program under features of the enterprise) is executed according to technical specifications.
• The following business processes are implemented:
  • "Task for purchase execution";
  • "Choice of the only supplier";
  • "Registration and approval of the agreement";
  • "Registration and approval of the request for payment".

• Reports according to technical specifications are developed.
• Data exchange with "1C: Enterprise Accounting" is finished and tested.
• Training in work in the workflow system as in user groups is provided, and it is individual in workplaces.
• Trial operation on real data lasting 1 quarter during which it was in details tested electronic document management systems regarding complete satisfaction of needs of users is carried out and also check of readiness of users to work in EDMS is executed.

Project Results

In total within the project 180 jobs are automated.

As a result of implementation:

• Work of employees with documents, requests is arranged;
• Search time of the necessary information and quality of document handling was reduced;
• Accounting and control of execution of instructions is adjusted that increased performing discipline at the enterprise;
• Business processes "A task for purchase execution", "The choice of the only supplier", "Registration and approval of agreements", "Registration and approval of the request for payment" are automated.
• The 1C: Document Flow CORP program is integrated with the 1C: Enterprise Accounting 8, edition 2.0 program that allowed to receive additional conveniences of work in the unified information system of electronic document management.

The Following Functions Were Automated:

• Document flow (ECM)
  • Maintaining nomenclature of affairs
  • Office-work
  • Accounting of agreements
  • Accounting and control of execution of instructions
  • Accounting and document storage

• Business process management and IT processes
  • Business process automation

A system is put into commercial operation. Works on further development of functionality are planned.