Altai Suburb (KS-Consulting: Branches)

2020: System implementation of Vedok

The JSC Altay-Prigorod company monitors digital new products in the field of services, and aims to increase service quality with their help. Therefore it is possible to purchase train tickets not only in cash desk, but also through mobile application, and at large stations electronic terminals are installed. Besides, in cash desks the politeness button works with a big passenger traffic — all talk during purchase registers.

Prerequisites

Despite such interest in advanced technologies, in the company till nedavny time work with documents and tasks went "in the old manner". Agreements and other documents were approved personally and were signed only in paper option. Document flow in electronic form was adjusted only with head company "Russian Railways".

Tasks and solution

The management "Altai Suburb" addressed to KS-Consulting to transfer work with documents and agreements to an electronic form. Already in the course of discussion of the project there was a wish to transfer to a system and work with instructions.

At the same time the company had no specific requirements, for example, of need to conduct legally significant document flow, to scan a set of documents and to transfer them to an electronic form. Everything that was required — the reliable and convenient solution which will allow to accelerate accomplishment of routine tasks.

Having estimated the volume of documents, the number of employees and all list of requirements, specialists of KS-Consulting came to a conclusion that the customer does not have need to implement a bulky multifunction electronic document management system. Will be suitable for closing of all requirements to Vedok — own development of the company intended for task management and documents, the customer accounting and agreements.

Project Progress

At the first stage specialists of KS-Consulting studied the business processes and the document formats admitted to the companies. In general document flow in "Altai Suburb" differs from the commonly accepted standards little. The small difference consists available such types of internal documents as official reports and traveling certificates. It was necessary only to create these document types in Vedoka, to make for them templates and to provide training of employees.

At a stage of approval of the project open access to the most part of documents for all employees was a wish of the management. However after several weeks of active work in a system the company management came to a conclusion that setup of the access levels after all is necessary. Of course, such functionality was already provided in Vedoka therefore on change of settings not enough time left. Now by default all documents are hidden from employees and become available only when setting on them of the tasks connected with these documents.

Project Results

System implementation was complete at the end of 2019, and then within 6 months there was a process of trial operation, training of employees and preparation of changes in internal regulating documents. According to the results of the project employees work with tasks and register the entering, outgoing, internal documents in a system. The functionality of approval of agreements is used in the test mode so far, but in the long term work with this document type will also be completely transferred to Vedok.

In total the Altai Suburb company purchased 16 licenses of a system, at the same time the number of active users exceeds 40 people. It is possible that all licenses are competitive — i.e. do not become attached to a specific workplace or an account. While the employee works in a system, the license is assigned to him, and after an exit is automatically transferred to any other person interested. As a result the total number of users of a system can exceed several times the number of licenses, and it allows to save the budget.