The seller of spare parts changed EDMS DocsVision for 1C because of high cost

The Stakos group which is engaged in sale of auto parts wholesale and retail through own outlets in the largest cities of the Northwest and the Volga region completed the next project on system implementation of electronic document management and job control. The 1C: Document Flow 8 system is the basis for the solution,[1]the 1C: Accounting and Trade company (BIT) acted as integrator of the project.

This project – already the second attempt of Stakos to invest in creation of effective EDMS. In total a year ago, fall of 2009, the Stakos management company closed the project on system implementation of the similar class DocsVision in a month. Then the modules "Office-work" and "Process management" were implemented, 50 licenses of a system are purchased.

However, after a year of operation of DocsVision it became clear that this solution does not suit the management with either functionality, or high cost of technical support, note in Stakosa. Therefore the decision to start the new ECM project was made to reduce time expenditure of top managers and to increase executive discipline of employees and also, respectively, to reduce costs of operation of a new system.

According to Oleg Suvorov, the Chief information officer of Stakos group, the new system "1C: Document Flow 8" was selected after the detailed analysis and not least attracted with "the cost of the solution, acceptable for such functionality". Whether other alternative solutions were considered, it is not specified.

In a project deliverable 75 jobs were automated. As the first results of operation of a new system in Stakosa note improvement of control over accomplishment of tasks, decrease twice in labor costs on maintaining documentation, almost complete problem solving on interaction of divisions.

According to Suvorov, labor costs on control of execution of tasks and search of the necessary documents were estimated by the company before workflow automation at several hundred thousands of rubles a month. Implementation of "1C: Document Flow" allowed to reduce these costs for two thirds. Besides, time for job control was cut by half.

Job control of employees is based on the principle of SMART (from engl. the Specific-accuracy, Measurable-measurability, Achievable-accessibility, Realistic-realness, Timely is timeliness). When the task is entered into the system, it is concretized under the parameters existing in the solution and becomes measurable on labor costs, defined in time, precisely formulated. It allowed to set new style of work in the company: all instructions are transparent, and postponement is in details documented, representatives of Stakos note. Now the ratio of the carried-out tasks to overdue makes 4/1 whereas prior to the beginning of the project was the return – one task which is carried out in time on four overdue.

In addition to job control in a system document flow and work with documentation is completely automated, account of memos, protocols is kept. Thanks to the new workflow system time expenditure of most of staff of the company in work with documents was reduced by two thirds. The assessment of labor costs was carried out in the company by method of expert evaluations. Also among project deliverables problem solving in interaction of office with branches and shops of the company is noted.

Mikhail Tinin, the IT specialist of Stakos, also told that further the company is going to carry out integration of document flow with other corporate systems of the company and to transfer remote branches to work with use of the web interface that platform 8.2 allows to make.