1C-Rarus organized uniform document flow for 53 legal entities Akron Holding

2019

Implementation 1C: Document Flow 8 CORP in 53 departments

On October 30, 2019 the 1C-Rarus company reported that it implemented 1C: Document Flow CORP with difficult mechanisms of exchange and differentiation of the rights for 53 Akron Holding companies. Gradation on exchange of electronic documents already yields results: loss of documentation decreased by 15%, and it became simpler to trace stages of approval of agreements.

The company cooperates several years about 1C-Rarus. After automation of key accounting business processes problems with document flow moved to the forefront. Agreements, requests and shipment documents were lost both at an approval stage, and at a storage stage. Approvals of agreements were carried out via e-mail or in paper form. Activity of holding is connected with transportations therefore there were difficulties in tracking of the documents transferred to forwarding agents.

For the organization of electronic document management Akron Holding selected the solution '1C: Document Flow CORP'. It was not simple to one of the main tasks of implementation to customize a system, and to develop contractual regulations and to implement the program according to the approved business processes.

At a stage of the preproject there were difficulties at collection of information. Leaders of functional areas not always fully could describe requirements to a system. Professionalism of a command 1C-Rarus nevertheless allowed to collect a maximum of required data. Test operation designated at once bottlenecks on which requirements to a system were created incorrectly or not completely: some employees only at this stage sounded the wishes. But also here thanks to harmonious work with the contractor it was succeeded to react and make quickly changes to functionality of the software product, comments Latman Sergey Vladimirovich, the head of department of development and support of business applications of Akron Holding Group

Features and key project deliverables:

• The holding has a complex branched structure: 53 legal entities with the isolated accounting bases. All bases communicate with 1C: Holding Management, and for correct work of the implemented program deep integration of three systems was configured at once. Difficult mechanisms of exchange of 1C: Document Flow with 1S:UH and all accounting bases - one of the main features of the project.
• Development of an algorithm of distribution of the rights became the second complexity: users of one firm had the accessibility to documents and partners only of the organization. At the same time all staff of holding works in a single sample standard system. For October, 2019 access rights in the program are differentiated both between legal entities, and in each company of holding.
• Within 6 months after implementation of the program of the company of holding gained effect in the form of decrease in loss of documents by 15%. Heads and other participants of approval have now an opportunity to trace what changes and comments specified colleagues and at what stage of approval there is agreement.

The archive of documents - storage of scans of primary accounting documentation in 1C: Document Flow is also configured. Managers have quick access to necessary files, and accounting reduced terms of preparation and submission of documents on requests for 57%. Time is going to develop this Akron Holding function in the next. The staff of holding gradually begins to work in a system, the number of users of the program should be 1500 people by the beginning of 2020.

Workflow automation

For automation of electronic document management and process of approval of agreements by the management of Akron Holding the decision on implementation of the 1C: Document Flow 8 CORP software product was made.

Selecting a system, considered the following factors:

• convenience of storage and information search of different type;
• possibility of independent support and completion of a system;
• supports of a configuration by the developer;
• friendly interface.

As the company - integrator the data center "1C-Rarus" was selected.

Implementation of the software product allowed to solve such problems as:

• Office-work;
• Accounting and document storage;
• Accounting of agreements;
• Accounting and storage of accounting documentation.

Further implementation of new system modules is planned:

• The entering and outgoing documentation;
• Internal documentation;
• Agreements of new types;
• Development of integration with an accounting system.

As a result of use of the 1C: Document Flow 8 CORP software product the single database of storage and accounting of documents is provided, business process of preparation, approval and signing of documents is organized. Work of users was systematized and disciplined.

Project term: September, 2018 - February, 2019.