"Em Xi Arth" implemented 1C-Bitriks24 in RusClimat

2019

On July 8, 2019 Em Xi's company Arth reported that it implemented 1C-Bitriks24 in RusClimat company.

According to the company to ensure harmonious functioning of all divisions, the company management invests in implementation of IT technologies. In March, 2018 the decision to upgrade a corporate portal on 1C-Bitriks24 which is used many years was made and gradually ceased to satisfy to the growing business needs.

The RusClimat holding quickly grows: branches open, the staff is increased. From 2012 for 2017 the company grew by 10 times. Such growth rate affected quality of internal processes. What quickly decides in the small company requires many times more time and money, so far as concerns thousands of employees in the different cities and the countries.

Questions which the project team should solve:

• Lack of uniform communication space: employees communicated by phone, e-mail and in messengers. Important tasks mixed up with a routine, part of them was forgotten and postponed because of a flow of tasks.
• Complexity of project management: tens of at the same time implemented projects in production, marketing, sales, logistics and IT were partially fixed on a corporate portal, in the managing schedule, and at times – using e-mail and even orally. Use of the portal was not obligatory, the project office was absent. Often the phone call to the responsible was the only opportunity to learn the project status.
• Labor input of data collection and processing, preparation of the reporting: large volume operational information it was stored in Excel- tables and Word- files was processed manually and sent by e-mail. Data often were incomplete, quickly became outdated, on updating of files a lot of time left.

The company is familiar with products 1C-Bitrix more than 7 years. In 2011 with the help "1C-Bitrix: A corporate portal" the first internal website which stored information on employees and implemented several basic services was designed. The management of holding understood that opportunities the intranet portals are much wider, and made the decision to update a system. Selection terms of the platform became:

• Functionality of a system and perspective of development
• Ease of use
• Existence of mobile application
• Cost of the license and total ownership cost
• The number of the partners executing implementation, completion and technical support

As a result of the tender the decision to remain on the platform 1C-Bitrix and to be engaged in its upgrade was made. As the partner Em Xi's company Arth specializing in implementation of Bitriks24 corporate portals was selected.

All staff of holding uses the portal (except those whose duties are not connected with work on the computer). On the Bitriks24 platform are implemented as the opportunities useful to each specialist irrespective of a position, and specific instruments of work of divisions, such as:

• Production
• Logistics
• Sales
• Marketing
• HR
• Finance
• IT
• Legal department
• AXO

The portal is integrated with the ERP system, CRM, internal IT-systems. Information exchange on personnel events, a time recording, business trips, many financial performance is automatic.

The project of upgrade of a corporate portal was strategically significant for holding: now with its help all important projects are implemented, serious management decisions are made. Together with colleagues from Em Xi Arth to us was succeeded to create functional, and at the same time the simple solution for users. told Alexey Ikonnikov, the Chief information officer

Earlier employees preferred to communicate by phone or e-mail. For July, 2019 they estimated advantages of the portal. Chats and the working groups are actively used. Directly from a working chat it is possible to create tasks or messages. The management estimated a possibility of a time recording and efficiency analysis. The next step – implementation of the IP telephony. Based on a pilot project, economy on internal communication reached 30% due to failure of stationary devices. In the future the company is going to translate all talk in "Bitriks24". There will be a uniform number capacity for all 111 branches. Employees will be able to call each other through mobile application or using the headset for a desktop.

To ensure safety of critical data, the unique two-portal architecture was constructed. One portal is available from the outside and on it communication, the second - in the closed circuit is conducted, access to it is possible only from corporate network RUSCLIMAT. Transition between these portals is absolutely imperceptible for employees. Now access to the most part of information is open for workers at office and on production, and at departure of the employee from the company it is automatically deactivated from all working chats. Earlier, when using WhatsApp and Viber the left colleague could remain long in the working groups.

The holding has a branched structure, a large number of internal procedures and those who are responsible for them. Data are updated constantly. Earlier information on responsible was stored in Excel and periodically sent by e-mail. It is labor-consuming for senders and it is not convenient for receivers, not all notice that they use not the latest version of the document. Developers created the special module – a communication matrix. The employee selects a problem, and a system issues the list of procedural actions and contacts of those who will help to solve it. The tool is actively used, for example, in department of logistics and also is the irreplaceable assistant for beginners from any department. At the same time the company management traces statistics of clicks — to understand what processes raise most of all questions. If the answer is not found, it is fixed too. The solution works also at mobile application that strongly facilitates access to solving of tasks for employees "in fields". Implementation of the chat-bot which will allow to find answers to the necessary questions directly the interface of a chat with the employee is conducted.

Before a task of any projects put by e-mail, in the messenger or by phone. Partially they were fixed in the old version of the portal, but its functionality was very limited, and use – not obligatory. Developers created "designer" using whom of business processes the task gathers. With an operations procedure, reference assessment and exact terms. In the same place comments of customers and contractors are stored. This tool is used in all holding. Most of all it helps with work of project office and with department of strategic marketing. The Department of Strategic Marketing (DSM) defines the strategy of development of businesses of holding by product solutions, pricings, promotions, distribution channels and synchronizes marketing activities in business units. DSM consists of 4 divisions, at each of which the tasks and KPI.

Effective and simple tools for planning, control of execution of the current tasks and assessment of results were required for the head of DSM. All work of department was spread out to 61 business processes and 40 standard tasks: from writing of press releases and preparation of booklets before development of advertizing campaigns and shootings of videos. This mechanism of work with tasks was entered into compulsory use by the special order on the company.

Automation of budget planning, tracking of campaigns and assessment in real time of a ratio of costs, dynamics of sales, the received metrics allowed to reduce or transfer quickly budgets from the project to the project from commodity category on commodity category. So, timely data retrieveds on sales of conditioners, a remaining balance in warehouses, to reports of sellers allowed to stop quickly an Internet campaign and to save 4 million rubles.

In three months of a project startup in the test mode cost reduction on freelance was 940 thousand rubles. Taking into account two peak seasons, annual economy on freelance made 2.2 million rubles. In three months after a project startup employees productivity grew by 1.75 times, the timeliness grew from 60% to 93%, the average percent of positive estimates from business made 91% (started with 80%). Managers received the transparent tool thanks to which they can trace the indicators in real time.

For July, 2019 3 thousand people regularly use a corporate portal. Employees felt at once what began to communicate, find more simply and more conveniently the necessary information, to report on the done work. Heads of divisions note that projects became more formalized and transparent, information is consistent and easily available, even out of office, from mobile application. At the same time accesses are differentiated, and information is reliably protected.

Also the holding received a notable pecuniary benefit: only the department of marketing reported on economy more than in 6 million rubles. The department of IT using the portal for user support and management of internal projects of automation, also noted cost reduction and increase in efficiency.