Softline automated working with documents for Gulliver Group of Companies

2021: Implementation of SED Directum RX

On June 3, 2021, Softline announced the introduction of the Directum RX electronic document management system in Gulliver Group of Companies. The implementation of the project allowed the customer to fully automate the process of working with contractual, regulatory, methodological and organizational and administrative documentation and optimize work with counterparties.

Gulliver Group of Companies includes the Gulliver supermarket chain, the Pobeda shopping chain, represented in 26 constituent entities of the Russian Federation, as well as office divisions, 2 logistics centers, 1 motor transport enterprise, and its own production Factory Kuzhna. Business growth is inevitably associated with an increase in the number of contracts, and in 2020, the company's management faced the need to completely restructure and automate document work in the company's divisions. Softline became a partner in the implementation of the project.

The project team had to reduce the time for creating and processing documents, increase the executive discipline of employees by automating document management processes, reduce the influence of the human factor - reduce the number of errors in the processing of documents.

The experts of the provider suggested that the customer optimize their work through the implementation of the Directum RX system. One of the features of the platform is the presence of a large list of ready-made modules and technical solutions that allow not only to automate the office, but also to switch to digital interaction in personnel processes, to increase the effectiveness of collective work with information in contract and trade activities, to begin paperless document flow with counterparties with ensuring the legal significance of such operations.

During the project, Softline helped the retailer automate the verification of counterparties for reliability, the approval of contractual documents, the work of organizational, distribution and regulatory documentation. Integrated Directum RX with 1C, Run Retail, Active Directory systems.

All incoming contracts are automatically uploaded to the system, and outgoing contracts are drawn up in a pair of clicks based on ready-made templates. Contracts and accompanying documents are linked in a single set. The system is able to independently select suitable contract templates, organize incoming documents using an intelligent recognition mechanism and automatically fill out electronic cards. SED, using predefined settings, highlights the facts that are worth paying attention to, highlighting risks of different types with individual markers to facilitate the search.

As a result of the project, Gulliver Group's work with contracts was transferred to electronic rails. The customer can work within the service with 43 types of contracts, 27 types of additional agreements and 52 rules of coordination. 7,000 documents have already been entered into the system, access has been provided for 885 employees. To coordinate documents, an electronic signature is used, issued internally from the beginning of work. All information about counterparties is stored inside cards, which are constantly replenished with new information, and within which you can fully track the history of relationships with a particular partner.

"For any organization, it is important to competently build work with contracts. It is on this that the quality of relations with partners and counterparties depends. The larger the business, the more documents its employees have to process daily. If you do not automate this process, the risk of errors and negotiation delays inevitably increases. With the new Directum tools, our customers can significantly simplify the preparation of draft contracts and related papers, track all stages of approval and signing, search for documents and generate files in a single system. So the work becomes manageable and predictable, and the business becomes more efficient, "said the head of EDMSECM the direction/company Softline. Polina Duykova

"Previously, EDO tools were limited only to maintaining registries in Excel. The need for automation arose due to the dynamically growing volume of document flow and the development of the company, taking into account the remoteness of the regions of presence. Softline's proposed solution fully complied with the business requirements, some of the processes were developed from scratch and put on rails to meet the specific needs of the company. What is especially important is that the evaluation of the implementation of any issue was not just a formal solution provided by the template, it was always accompanied by qualitative analysis and advice, assistance in solving emerging difficulties. Gulliver, of course, plans to develop the system in several directions. First of all, this is the introduction of a qualified signature in EDO when exchanging with KA and integration with 1C: ZUP for the implementation of KDP, "said Elena Dolgova, project manager at Gulliver.