1C-Rarus automated financial planning in network of drugstores of the Urals

2020: Automation of financial planning

On May 29, 2020 the 1C-Rarus company automated financial planning for 300 outlets of JSC Oblastnoy aptechny sklad. According to the results of the project the separate information systems used at the enterprise are integrated in a common information space and are integrated among themselves.

The accounting IT systems used in the company had among themselves loose couplings. It complicated obtaining the summary reporting, data in the course of manual integration were strongly distorted. It led to the insufficient speed of acceptance of management decisions and to deceleration of growth rates and business developments. So, each business division kept account in own system, and these systems were not synchronized among themselves. Each system had the set of the report forms often incomparable. Consolidation of these these report forms was conducted manually and process was labor-consuming. Data in accounting and operational accounting dispersed, budgeting was conducted in any format without sufficient detailing on analysts.

Important business processes – accounting, calculation of operating and net profit and others – were conducted with insufficient analytics for management accounting. A number of transactions was manually made: plan-fact analysis of activity of divisions, analysis of profitability or unprofitability of outlets, analysis of productivity of use of a real estate. Scenario data analysis, accounting and allocation of costs by types of business, planning and accounting of physical indicators of costs was complicated.

The enterprise needed a common information space for financial planning. Implementation was complicated by the fact that as sources of information different data sources were used. Not all data were stored in 1C systems. It was required to provide integration of all systems into a common information space.

The additional complexity consisted in the large volume of final tables in which there were about 2 billion lines. It was necessary to provide a possibility of modeling on the large volume of data and at the same time not to lose flexibility of a system. For the solution of assigned tasks the platform on a basis "1C: Holding Management" was selected and the partner 1C-Rarus is invited for implementation.

During the project all assigned tasks were solved. Financial planning for 300 outlets is automated. Planning is made with the minimum use of manual work, uses statistical data and forecast scenarios. The solution is integrated with all sources of information at the enterprise that allowed to refuse repeated data entry in the system of management accounting and also increased the speed and quality of acceptance of management decisions. The centralized maintaining NSI on 15 analytical dimensions is provided.

Project Results:

• A common information space on the basis of the Corporate information system which connects together all information systems used at the enterprise is created.
  • Each division obtains operational information in a convenient view with the necessary level of analytics.
  • seamless interaction of a budgeting system with a subsystem of agreements taking into account scenario and project management Is configured.
  • the universal analytical reports with package formation of filters allowing to save an unlimited number of options of report forms (more than 200 report forms) Are developed.
  • Users can decrypt reports to a status of primary digits and documents.
  • the system of automatic mailing of operational reports on divisions Is implemented.
  • Heads received instruments of monitoring of the KPI on the basis of analytical panels using diagrams and charts.

• The effectiveness of financial management grew.
  • Responsibility on management of budgets is transferred from economical department to the CFD. Each CFD has an opportunity to plan activity of divisions, in real time to analyze execution of budgets and to carry out component analysis.
  • the possibility of scenario planning of the annual budget Is provided: optimistic (pessimistic) plan, forecast scenario.
  • the plan-fact analysis Is automated.
  • calculation of operating and net profit and also profitability of each type of business Is provided.
  • component analysis of income and expenses which allows to manage specific elements of business processes for increase in effectiveness of business Is received.

• Additional management tools are developed and implemented:
  • Individual mechanisms of allocation of costs with an ability to manage changes in work process;
  • the Universal mechanisms of obtaining the reporting allowing to develop an unlimited number of options of report forms on the basis of basic reports;
  • asset management Mechanisms;
  • Algorithms of planned and actual calculations.

"The result of implementation met our expectations. On the basis of the received project deliverables it was succeeded to increase effectiveness of company management and to make more profitable and optimal management decisions", 'Oksana Grigoryevna Gutsol, the chief financial officer of JSC Oblastnoy aptechny sklad noted'