AKFA Group implemented Directum RX in 40 holding organizations

2021: Directum RX Implementation

On August 23, 2021, AKFA Group announced the introduction of Directum RX in 40 organizations of the holding. More than 600 employees have already appreciated the possibility of remote work with applications.

According to the company, the main business processes of the holding required optimization. Employees sent documents haphazardly - on paper, through messengers or e-mail. Mistakes arose, originals were lost, and work slowed down. When reading the documents, each employee put a "live" signature in a paper journal.

AKFA Group implemented Directum RX in 40 holding organizations

In order to optimize the efficiency and transparency of business processes, as well as take control of executive discipline, AKFA Group management decided to introduce Directum RX. As noted in the holding, one of the advantages of the vendor was the presence of a knowledge base - background information and cases that would help in the implementation of the project.

The AKFA Group decided not to follow the standard path of implementation - compiling the terms of reference and transferring the work to the vendor.

We had an unsuccessful experience of classical implementation, when the company was faced with the unwillingness of users to switch to an updated format of work, they had no interest. Therefore, we decided to introduce Directum RX according to our methodology - we began digitalization with one business process tied to the IT Center holding - with the approval of applications for office equipment. The possibility of an updated work format was communicated to employees - automation of regulations, quick creation of documents according to a template and, most importantly, remote coordination without personal contact. The phased coverage of workflow processes has helped to obtain staff load statistics in a timely manner and to increase staff for some departments. told Azizkhan Mukhanov, Head of Information Systems Implementation and Operation, AKFA Group

The implementation of the system was carried out by a group of specialists of the IT Centre holding AKFA Group. As a result, the key processes of the company were digitalized:

• registration of incoming documents and issuance of resolutions;
• Application for equipment and training;
• execution of instructions under executive resolutions;
• Registration and numbering of outgoing documents
• familiarizing and monitoring compliance with orders, regulations and orders;
• coordination of service notes on the direction of activity.

During the implementation project, Directum RX was integrated with Active Directory.

The process description and regulation were carried out jointly with the corporate development department. Management and users of the system actively joined the implementation project - tested, expressed wishes for functionality. Thanks to this approach, it was possible to effectively fit existing business processes into the information environment, opportunities appeared in the system that most accurately reflect the specifics of the holding.

Highly loaded employees use Directum Solo. The mobile application helps them optimize processes: approve documents faster, create tasks, and work efficiently without being linked to the office.

In order for employees to adapt quickly to the updated format, extensive training was conducted - instructions and manuals on effective use of the system were developed, tested, and a consultation hotline was launched.

The three-line technical support system helped to quickly solve incoming requests:

• The first line is Help Desk for analyzing end-user requests.
• The second line is administration.
• The third line is expert support.

Results of Directum RX implementation:

• Typical routes and templates have accelerated document handling
• Automatic reporting in the system has simplified control over the execution of orders;
• digitalization of document flow processes reduced the processing time of documents by 75%: registration, distribution, search, execution of control operations;
• differentiation of access rights at the level of each branch and place of registration increased; safety data
• electronic document management reduced costs for office supplies and optimized the speed of information flows - distribution of data within the company, transfer of documents between departments or counterparties.

Directum RX digitalized the business processes of the supply department, legal service, as well as HR departments - issuing travel orders, hiring personnel and organizing training for advanced training.

For each employer, it is important to quickly monitor and monitor the executive discipline of employees, including those who are geographically removed, as well as reduce labor costs for everyday operations with documentation. These tasks helped us close the Directum RX system. For me, the main result of the implementation is transparency of processes, control over the movement of documents, as well as reducing financial and time costs. told Azizkhan Mukhanov, Head of Information Systems Implementation and Operation Department, AKFA Group

Results in numbers:

• 648 users work on the system
• 136 top managers use Directum RX
• 40 holding organizations digitalized
• 75% reduction in document processing time