Pole of public joint stock company (before Polyus Gold, Polyus Gold) (WSS Docs)

2018: WSS Docs implementation

The WSS-Consulting company in 2018 implemented WSS Docs in PJSC Polyus.

PJSC Polyus is the gold mining enterprise of Russia and enters in the industry to ten the largest companies of the world. The main enterprises are located in Krasnoyarsk Krai, the Irkutsk and Magadan regions and 5 operating mines, gold-bearing scatterings and a number of projects include in stages of construction and development.

Prerequisites

In 2017 in Pole the program for creation of the multifunction center in Krasnoyarsk within which it was going to centralize based on the separate legal entity functions of accounting and tax accounting, personnel management and factory of payments was started. The program of creation of MFC included the project on development and deployment of the automated control system for electronic document management (an e-document flow ACS) which had to provide the infrastructure necessary for rendering services of MFC, – electronic archive of primary documents. Also the task of transfer of a part of accounting documents to an electronic form using the electronic digital signature was set.

Project Objectives

• increase in employee performance due to reduction of terms of signing, processing and exchange of primary documents electronically;
• increase in transparency of business processes personnel, accounting and tax accounting
• increase in efficiency of obtaining necessary information in full at the expense of the centralized storage

When choosing the software product for project implementation of an ACS of e-document flow the company considered a set of platforms by different criteria among which – total cost of ownership, compliance to functional and technical requirements. Based on the carried-out assessment the WSS Docs platform of WSS-Consulting company was selected.

Advantages of the platform

• scalability and flexibility in setup
• fast and user-friendly interface
• low total cost of ownership solution

Implementation process

At a design stage of conceptual design the solution prototype executed on the basis of functional business requirements was created. The project team considered possible routes of signing and approval of documents using the electronic signature.

The functional volume of an ACS of e-document flow on the basis of WSS Docs included the following data domains:

• accounting
• accounting with accountable persons, inventory items, fixed assets and capital investments, settlings with suppliers and contractors, settlings with buyers
• personnel records

Special attention was paid to integration of an ACS of e-document flow with the accounting systems which are used in the company. It considerably simplified work with primary documentation both in business units of the company, and in MFC. It allowed to work about the scan images of primary documents or with their electronic versions in an e-document flow ACS directly from the interface of the accounting systems. Also the functionality of unloading of all necessary documents was developed for providing reply to the requests of FTS.

Document flow with external partners is implemented through operators of e-document flow. Integration solutions allow to send automatically formalized and unformalized documents signed with the electronic digital signature in an e-document flow ACS, in the system of the operator of e-document flow. Printed forms of these documents automatically remain.

Key advantage of implementation of e-document flow using the electronic signature is the exception of the excess steps inherent in paper document flow.

The company refused the following actions:

• printing of documents
• execution of the register of their transfer to MFC
• manual signing
• transportation of the original between signers
• the appeal to the general service center for delivery of documents

For MFC processes of acceptance, scanning and recognition of documents, verifications the scan image, bindings to the accounting system are excluded. The electronic archive MFC provides the centralized structured storage of the scanned images of primary accounting and personnel documents and also electronic versions signed with the EDS.

The archive performs the following functions:

• registration and routing of documents
• tracking of terms of their signing and indicators of lifecycle
• the structured storage
• selection of documents, formation of unloadings

During the project more than 800 functional requirements of the customer were implemented. Now Pole continues to replicate the solution from two initial companies in other structures. The e-document flow ASU internal setup for each new connected company makes only 1 day, is performed by means of settings and does not require intervention of the developer. As of May, 2019 more than a half of structural units was connected to an e-document flow ACS