Russian Towers optimized work with the help of "Bitriks24"

2019: Implementation of "Bitriks24"

On October 17, 2019 the Em Xi Arth company announced implementation of Bitriks24 in Russian Towers company.

For automation of many HR of business processes Russian Towers use the solution on the platform "1C-Bitriks24: Corporate portal". In "Em Xi Arth" the company addressed to update an internal corporate portal and to add functions which were required for the solution of volume daily tasks.

Tasks which the project team needed to solve:

• Customization of the portal according to corporate a brand beech
• Simplification of navigation on the portal, increase in a usability
• Automation of a number of HR of business processes, including registration of business trips, holidays and otsutstviye, hiring and adaptation of personnel, expense reports, the order of references, execution of pay slips, receiving financial support.

Customization of the portal. First of all specialists "Em Xi Arth" developed prototype designs according to the corporate style of the company and processed structure of the portal to make navigation more convenient for users.

"Because of a large number of functions of the menu of a corporate portal it was overloaded, important information was lost in infinite lists of available sections. Users needed time to find the necessary information. We connected to the project of the UX analyst which helped to systematize information and to design simple and convenient structure of the portal", 'Maxim Kuchuk-Kurnakov, the Chief information officer Em Xi Arth noted'

Business trips. Objects of Russian Towers as of October, 2019 are provided in 60 regions of Russia. The staff of the company often makes business trips. Approval of business trips, purchase of tickets and armoring of hotels, settlings with partners and execution of expense reports by employees – a volume task in which a large number of divisions is involved (the sent employee and his direct head, accounting, employees a reception which book tickets and the hotel room).

The business process of Business trip developed by the Em Xi Arth command simplified process of approval and a design of business trips of employees on the portal. The employee fills a special form where specifies dates and the place of a business trip, a purpose of visit, wishes to tickets and hotel. A system automatically checks correctness of a design (for example, end date of a business trip should not be earlier, than date of departure).

The notification on need to approve the request comes by e-mail to all responsible persons, process is configured according to internal regulations.

Thanks to integration of the portal with "1C: Payroll and HR Management", in the accounting system the template for carrying out the calculations connected with a business trip is automatically created. Since business trips are made out much, "Em Xi Arth" developed the special module which puts requests in queue, checks their existence in 1C and sends to the user the notification on approval.

In case of exceeding of limits of tickets or accommodation and also if the business trip gets for the weekend, to the user the notification on need to prove additional expenses goes.

On the end of a business trip the employee performs the task necessary for completion of business process on the portal, and a system itself creates reporting documents on a business trip (the expense report and the report on entertainment expenses if they were).

"Using automation on Bitrix process of approval of business trips considerably became simpler that gave the chance to solve problems more quickly and quicker", 'Ekaterina Novikova, the director of organizational development of Russian Towers company noted'

Accountable means. The staff of Russian Towers should fill out expense reports often. That they did not forget about this important task, "Em Xi Arth" created the special widget displaying the amount for which it is necessary to report on the homepage of the portal. Data "are tightened" automatically from 1C. The widget is personalized, financial information is seen only by that employee to whom it is intended. According to the link in a widget business process of an execution of the expense report is started.

The employee enters necessary information, a system creates the expense report and the report on entertainment expenses, sends to the head, and after — accounting the notification on need of approval then it sends to the accountant a final document package and suggests to complete business process. If any of participants does not approve any process step, to responsible persons the adequate notice comes to email.

HR processes. Within the project on the portal the functions connected with hiring and adaptation of new employees such as formation of the plan of adaptation, drawing up the report on a probation period, planning of career development were also implemented.

Obtaining references. Having filled a special form on the portal, the employee can request the necessary reference:

• 2-NDFL;
• The reference with indication of a position and a salary (for the visa or in bank);
• The reference in MFC of non receipt of benefits (on the child's birth / on child care).

As soon as the accountant who received the notification on a reference request processes the necessary document, to the employee the e-mail that he can receive the paper version of the document comes.

Obtaining pay slips. For observance of the Labor Code of the Russian Federation the employer is obliged to hand to workers pay slips and to keep the log-book of issue of pay slips. It is possible to do it in electronic form. In Russian Towers company this function is implemented on the portal using integration of Bitriks24 and 1C: Payroll and HR Management.

Confidential information protection is implemented using issue of activation codes. The employee receives the PIN code using which it is possible to look at the created pay slips. It is possible to activate the code only once.

Holiday and absence. On the portal the planning feature and approvals of holidays is implemented (next, additional and holidays non-paid). A system creates the application for a holiday automatically. The notification on need to issue the order on a holiday, to the employee – that it should come into accounting and sign the ready document is sent to the accountant.

The employee can directly learn the number of unused vacation days on the portal, data are displayed thanks to integration with 1C.

Simpler and convenient portal with the intuitive menu and pleasant design corresponding to the corporate style of Russian Towers company became a project deliverable. Automation of a number of routine transactions allowed to simplify and to considerably accelerate work.

The company management Russian Towers notes capability of Bitriks24 to maintain requirements of quickly growing company, the low cost of support/ownership and potentialities of fast integration with 1C and plans further development of a corporate portal.