Auchan transferred contractual processes to Directum RX

2023: Digitalization of contractual document management

The retail network Auchan has completed the digitalization of contractual document management. Now all the work - from creating a document, internal and external approval to transferring to the archive - goes electronically. The company Directum announced this on May 31, 2023.

The company has already used a set of IT solutions to manage business processes, but they did not cover working with contracts. The approval took place on paper or by e-mail, which led to the loss of documents, an increase in the time for signing and violations in the validation procedure.

The company's management decided to optimize these processes for operational and transparent document management. At the same time, it was important for the company that the system guarantee the work of 30 thousand people or more. As a result, the retail chain opted for Directum RX.

The project started in September 2021 and was implemented by RockITSoft.

For the year, the implementation team:

• Built a single centralized system of electronic validation and storage of contracts.
• Created a common information space for contractual processes and workflow of all divisions and companies of the AUCHAN Retail Russia group.
• Organized systematic accounting and search for documents, created an electronic repository for them.
• Developed a mechanism for analyzing and identifying bottlenecks in the validation procedure of contractual documents.

Шаблон:Quote 'author = said Pavel Gromov, Ph.D., Director of the Legal Department of AUCHAN Retail Russia.

Digitalization covered all structural divisions of the company and helped ASHAN eliminate routine operations, increased the transparency of business processes and executive discipline in coordinating documents. The system helps you to most accurately select the contract template, its terms, negotiators, and expense items.

During the project, RockITSoft specialists:

• structured the life cycle system of contractual documents and established a risk assessment of counterparties;
• More than 100 contract document variants have been developed based on existing templates;
• Set up more than 30 different criteria for the reconciliation matrix
• organized automatic mailing of notifications, reminders and tasks to the process participants.

{{quote 'author = noted Alexey Pesterev, director for the promotion of solutions "Content management and document management" of the IT company RockITSoft. | In the project with AUCHAN Retail Russia, it was important for us to correctly implement the regulations for agreement of contracts in the system, as well as comply with all the requirements of the customer. The SEVD created in accordance with them contains low-code tools that allow you to adapt the solution without involving developers and reduce time-to-market. The system covers all regions of the presence of the Auchan retail network, it employs employees of both the central office, stores, and warehouses of the retail network. We support AUCHAN's plans for digital business transformation and intend to continue our productive cooperation,}}

The company plans to switch to productive use of the MFD for 2023, organize an archive of personnel documents, implement a mobile application and improve integration.

2022: Implementation of Directum RX-based electronic contract validation system in the infrastructure

December 28, 2022 IT- the company RockITSoft announced the completion of a project to automate the contract document flow for. retail network AUCHAN The team of specialists has implemented infrastructure a system of electronic validation of contracts (EDMS) in the company based on the platform. Directum RX Now all processes of working with contracts - from the creation of a document, its internal and external approval to the transfer to the archive - are translated into electronic form. The implementation of the system will allow ASHAN to reduce time contract approvals and ensure transparency of the process within the company.

RockITSoft, given AUCHAN's internal business processes, structured the contract document lifecycle system, including counterparty risk assessment. Using existing AUCHAN templates, RockITSoft has configured more than 100 contract document options, improving the work of more than 10,000 contract relationship participants. More than 30 different criteria of the approval matrix allow the process participants to most accurately select the contract template, its terms, approvers, expense items, etc. Automatic sending of notifications, reminders and tasks to the mail to the process participants allows you to quickly use all interested parties and increases the speed of information exchange.

The project is the first step in the company's strategy for digital transformation and business process optimization. The company opted for Directum, as this solution best reflects the business's demand. The next stage - with the participation of RockITSoft partner, ASHAN will switch to electronic signing of contracts, exchange of electronic documents with counterparties and automates the issuance of powers of attorney, the number of which per year is at least the number of contracts, said Pavel Gromov, Ph.D., Director of the Legal Department of AUCHAN Retail Russia.

In the project with AUCHAN Retail Russia, it was important for the company to correctly implement the regulations for agreement of contracts in the system, as well as comply with all the requirements of the customer. In accordance with them, the created RockITSoft SEVD contains low-code tools that allow you to adapt the solution without involving developers and reduce time-to-market. The system covers all regions of the presence of the Auchan retail chain, it employs employees of both the central office and all stores and warehouses of the retail chain. RockITSoft supports AUCHAN's plans for digital business transformation and intends to continue productive cooperation, emphasized Alexey Pesterev, Director for the Promotion of Solutions "Content Management and Document Management" of the IT company RockITSoft.