WEB LEASING (Directum)

The Akelon company in March, 2010 completed system implementation of electronic document management and interaction management of DIRECTUM in JSC VEB-Leasing. Within the project was processes of approval and the approval of internal documents are automated: orders on payment, memos. Work with the organizational and administrative documentation requiring including, the approvals by internal collegiate organ, was also completely transferred to the DIRECTUM system.

Situation

Expansion of a field of activity, increase in the customer base and range of services led to the fact that at the enterprise need of implementation of workflow automation appeared. It will allow to optimize not only the movement of documents, but also interaction of employees within key business processes. On start of the project the customer especially selected existence of periodic problems with determination of location of important documents and lack of an accurate control system over execution of the issued instructions and decisions made at meetings.

Selection

The solution for benefit of system implementation of electronic document management and interaction management of DIRECTUM was accepted as a matter of experience the enterprises which are already using at themselves this system. The customizability, rich functionality, logically clear interface at competition price policy became additional benefits of the DIRECTUM system.

System implementation was performed by forces of Akelon company.

Task analysis

At an investigation phase the joint working group consisting of consultants of Akelon company and leading experts of JSC VEB-LEASING defined a circle of project tasks:

• transfer of document flow to an electronic form;
• description, optimization and automation of basic processes of interaction;
• creation of uniform storage of documents with the flexible accessibility to them;
• ensuring transparency and controllability of process of approval of internal documents;
• sale of the mechanism of strict control of an adherence to deadlines of approval of internal documents.

On the basis of the analysis of the current business processes of the company and assigned tasks the main requirements to a system on the basis of which the technical specifications on implementation of DIRECTUM were developed were formulated.

Platform

DIRECTUM is the electronic document management system and interaction managements aimed at increase in efficiency of all staff of the organization in different areas of their joint activity. DIRECTUM is a full-fledged ECM system (Enterprise Content Management) and supports complete lifecycle of management of documents, at the same time traditional "paper" office-work organically fits into electronic document management. DIRECTUM provides the effective organization and control of business processes on the basis of workflow: approval of documents, processing of difficult orders, preparation and holding meetings, support of a sales cycle and other processes of interaction.

Solution

Automation of process of approval of the order on payment - the internal document, without fail necessary for implementation of payments was the most important part of the project.

Specialists of Akelon company designed process of approval taking into account requirements of the regulations developed by specialists of JSC VEB-Leasing. These regulations imposed tight restrictions on an order and terms of approval of orders on payment. The corresponding routes of approval of documents were developed, the flexible mechanism of the instructions of the employees participating in approval, and the sequence of passing of a rasporyazheniyan payment is implemented.

For all internal documents it was provided possibility of automatic detection agreeing in division and management.

Besides, for work with internal regulating documents the mechanism of linking of the regulating document with the order claiming or canceling it was implemented. It allowed to find quicker the staff of the company the necessary edition of the regulating document in a system.

Integration with 1C 8.2 regarding synchronization of the reference information by means of which there was an opportunity to open the text of contractual documents from an agreement card in 1C 8.2 is also implemented. Impressions

"For our company which is in a stage actively of growth it is extremely important to control quickly execution of instructions and to approve documents. Besides we need to consolidate a set of documents, including the documents arriving from regional divisions.

System implementation of DIRECTUM allowed to solve these problems. Now users of a system can quickly trace the course of consideration of the document, browse all notes to it. Besides, the possibility of use of the EDS guarantees the invariance of documents that has basic values for review such the document as, for example, the order on payment.

Possibilities of storage big the quantity of different types of electronic documents, including graphic images in scalable repositories of DIRECTUM, allowed us to refuse partially use of traditional file storages".

Bakulin Yaroslav, head of department of information technologies of JSC VEB-LEASING

Results

Automation of the following processes became results of system implementation of DIRECTUMV of JSC VEB-Leasing:

• registration and control of execution of incoming documents;
• approval and accounting of outgoing correspondence;
• approval of memos;
• approval and control of performance of orders, including approving local regulations;
• approval and approval of internal regulating documents.

The DIRECTUM system is unrolled in workplaces of all automated staff of JSC VEB-Leasing. Prospects

Since March, 2010 the DIRECTUM system turned into commercial operation. At the same time the project actively develops. In the closest plans of JSC VEB-Leasing implementation of workflow automation of the retail direction of the company.