"MMZ forward" created an electronic document management system based on "1C: Document Flow"

On May 31, 2019 the 1C-Rarus company announced system implementation "1C: Document Flow" in the MMZ Forward group.

Due to consolidation of a number of the companies close "MMZ forward", in a uniform managerial circuit arose need for unification, a regulation and increase in transparency of their business processes with the subsequent automation. The tool allowing to exercise intermediate and final status monitoring of documents and tasks, to manage development of business processes and to provide to the management information for operational acceptance of management decisions was required.

Process optimization of treasury and increase in transparency of processes of repair of units became important tasks also. The management of the MMZ Forward group initiated the project on creation of a modern electronic document management system which would allow to optimize joint work of specialists of different divisions, to reduce time for approval of documents, to ensure their safety.

For the solution of assigned tasks the 1C: Document Flow 8 system was selected. The Kazan office "1C-Rarus" became the partner in implementation.

According to the results of the project, more than 800 jobs at the enterprises of group are automated. Operational accounting and document storage are organized: the entering and outgoing correspondence, agreements, supplementary agreements, specifications. Work with organizational and administrative and internal documents, primary financial and accounting information is automated. For 90% it was succeeded to refuse use of paper document flow that allowed to reduce risks of errors of users, to increase the speed of work and to create the structured electronic archive with the developed system of search. There was a possibility of barcoding and use of line scanning of documents.

Regulations are developed and actions of users during the work with documents are standardized. It accelerated document handling and starting training of again accepted employees thanks to creation of the knowledge base. On average, according to the company, terms of approval of documents were reduced by 2.5 times.

Instruments of control and the analysis of execution of instructions for directors are created. It was succeeded to refuse maintaining paper magazines in which assigned tasks were manually fixed. The electronic register of outgoing instructions including information on completion dates, responsibles, the statuses of works on each order is developed. According to the results of the project it is possible to create quickly the report on loading of employees, a ratio of the performed and not performed instructions (including executed with violation of term). The developed subsystem Treasury based on "1C: Document Flow" allowed to lower load of finance division, to increase quality of control and planning of the budget. Users had an opportunity to work in a single system both at approval of requests for a funds expenditure, and at their payment. Significantly the efficiency of approval and execution of payments thanks to the fact that the request contains the comprehensive information, including reference documents for payment confirmation increased.

In an electronic document management system the register of payments where the requests all approved, but not paid automatically get daily forms. "1C: Document Flow" is integrated with the accounting system. According to the results of approval of the register by seamless exchange payment orders are created and paid. For implementation of calculations within the state defense order a system allows to unload confirmatory reference documents in archive for providing in authorized bank.

Based on "1C: Document Flow" the management system for repairs which allows to make out requests for current or an overhaul of the aviation unit is developed and also to trace and control their execution. Information from the website is transferred to "1C: Document Flow" where the task to the curator of repair processes with the request enclosed in it is automatically created. At receipt of the unit on a warehouse the employee of the relevant service fills a card of the project of repair and specifies key information: name and contacts of the project manager, customer, planned start date and end, status, structure of project team, article number etc. All further stages of accomplishment of repair work are also automated for clients.

"Workflow automation became for us an important point of growth. We were pleasantly surprised to program capabilities "1C: Document Flow" based on which the treasurer and repair functionality, non-standard for this system, was implemented. At the expense of it we managed to increase quality of planning and flow control of money, time for approval and execution of payments was reduced and also we received effective tools for control of execution of requests on repair of the transferred units. The created functionality was spread successfully around on other enterprises of our holding".[1] Victor Kononenko, Deputy General Manager for Economics and to finance "experimental design bureau crystal"

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