More than 650 employees of Kellogg work in DirectumRX cloud

2019: DirectumRX implementation

On September 16, 2019 the Directum company reported that more than 650 employees of Kellogg work in DirectumRX cloud.

According to the company, the management of Kellogg Rus started the choice of an electronic document management system in 2017. The company announced the tender, having designated requirements to future solution. In addition to functionality and performance of the platform, were estimated: an opportunity for work in a cloud, existence of mobile application and the solution for intercorporate exchange with partners.

According to the results of the first stage of the tender the short list was made of five systems. The final decision was made after their testing on real business challenges of the company. A choice was made for benefit of DirectumRX.

The project started in the middle of 2018. Within 2 weeks specialists of implementation studied specifics of activity of the company. The proposed project solutions in details described digital processes, modifications of a system and integration solutions. In addition detailed information on architecture of a cloud system was provided to the management of Kellogg Rus.

To DirectumRX it was going to transfer all basic processes of the company. Own document types were developed for each of them, regulations were set — all features were considered to come to the best result.

What is made within the project:

• all contract policy is implemented in a system: each agreement and annexes to it are considered approving as it should be which is set by regulations. Approval of documents accelerated and became more managed: at any time it is possible to check at what stage process and who has a document. For additional protection against changes after a statement the document from the DOC format will automatically be transformed to PDF.

• the module "MyHR" which is going to be brought into operation in the nearest future is developed for personnel processes of Kellogg Rus. In the long term with its help will manage more simply requests for opening of a vacancy and acceptance of employees, to make out holidays and dismissals, to control changes of working schedules and transfers from a position to a position.

• planning of actions now also in DirectumRX also: all participants of a planned meeting with guarantee get acquainted with the agenda in electronic form, and each issued order can be tied to a specific meeting and to control its execution.

• technology documentation in a digital form: process charts, working and experimental compoundings, expense rates and other documents are stored in a system and will be approved according to regulations. For access restriction on employees to information the special rights are configured.

• specifications and passports of finished goods are created, will be approved and stored in a system. For preparation of documents templates which consider accepted standards are used. The passport of finished goods is made out for each lot of products. With DirectumRX approval accelerates therefore risk to delay sending decreases.

• the procedure of write-off of fixed assets, in particular the IT equipment, became simpler for responsible persons: directly in a system the user can issue the inspection report, using a ready template, and the memo on replacement of a fixed asset, for example, of the monitor. The document will be approved with the accountant and responsible for write-off for the set regulations in a system — replacement of the equipment happens many times quicker.

• the mechanism of substitution of employees in an information system is implemented: for the period of absence of the employee in a workplace because of a holiday or a business trip, all its tasks are redirected to the colleague — all urgent questions are with guarantee taken in hand. Administrators of systems are notified in advance on whom and what period to configure substitution that the mechanism of works from the first day of absence of the employee.

During the project integration of DirectumRX with the accounting system Monolith is adjusted. Data on an organization structure of the company and information on partners are automatically loaded into an electronic document management system from accounting. Contractual documents are transferred to the accounting system. So it was succeeded to exclude duplication of information and to configure processes according to all regulations.

In Kellogg Rus the cloud DirectumRX system in which 675 people work is unrolled. The company selected the web client as the main option of access to a working space. So a system it is simpler to administer, and the minimum technical requirements are imposed to computers of users.

Online seminars helped to master systems capabilities: in total specialists of DIRECTUM held 17 training webinars for the staff of Kellogg Rus. That users were guided in a system from the first days project deliverables did not keep themselves waiting.

Only for the period 893 tasks, from them 458 were sent to trial operation for approval in DirectumRX. At the expense of strictly fixed terms for everyone approving and convenient work with versions time of approval of documents was significantly reduced.

That processes did not stop when the employee is in a business trip and has no opportunities to work fully in a system, all tasks to him come to corporate mail. So he can study the document, edit, approve or send back for revision — each action is synchronized with a system.

Heads note transparency of processes and an opportunity to control loading of personnel. For heads of the functional Kellogg's directions in Moscow the electronic document management system is localized into English.

One more feature of the project — two-factor authentication using the SAML standard (Security Assertion Markup Language). For gain of authentication not only the login and a user password is used, the second factor of other type is entered.

DirectumRX is already actively used by the staff of the company. Specialists of Kellogg Rus are going to support independently a system and to optimize processes taking into account a possibility of solutions. In plans — transition to digital document flow with partners and also integration with the system of SAP.