1C-Rarus standardized the processes for coordinating multimedia projects in Viatec

2023: Implementation of 1C: Document Flow 8 KORP

1C-Rarus on June 29, 2023 announced that it had carried out a digital transformation of document management in the Viatek group of companies specializing in multimedia projects. As a result of the implementation of 1C: Document Flow 8 KORP, the business processes of document processing are organized. The terms of approval of the project budget and contractual documentation have been reduced by 30%.

Viatec develops and implements projects for concert and conference halls, training centers, sports facilities, hotels, entertainment institutions, dispatch and situation centers. Technically complex projects require careful study and approval of preparatory documentation. Thus, more than 10 Viatec employees are involved in the creation and coordination of the project budget, then the processes of adjustment, signing and familiarization are launched.

Before the start of the project, the company did not unify the processes of processing documents. The "paper-manual" approval process took a lot of time, versions of a document did not always remain. Control over the state of tasks was difficult: it was not clear where the document was located, in what status, whether it was signed, and who was specifically responsible for coordination.

The purpose of the implementation of 1C: Document Flow 8 KORP was to create a unified document management system. The design documentation analyzes the requirements for the new system and describes their implementation. User instructions have been created, the staff of the Viatek Group of Viatec has undergone familiarization training on working with new functionality.

Key Results of 1C: Document Flow Implementation Project

• Documentation storage and accounting is configured in a single system. 57 workplaces are automated, employees of project and service departments, financial department and accounting department, procurement department, warehouse and administrative management personnel interact in a single information loop.
• Mechanisms of communication between documents in the system are implemented. The project budget, contracts, and incoming project documentation are linked together to streamline the processes of document approval, processing, storage, and retrieval. Communication helps to see the scope of contractual documentation for a project or a specific customer, contractor, or subcontractor. It is easy to define the status of documents, a coordination stage, to specify project cost.
• Approval routes are regulated. The documents are divided into topics by types of work: design, supply, construction installation work, complex project. Depending on the topic, the deadlines for transferring the document and those responsible for each stage of approval are set.
• Increased control over the status of documents. The quality of processing of incoming and outgoing documentation has improved. The created system allows you to track the performing discipline - monitor the speed of coordination and processing of documents. Document loss is minimized.

In the near future - setting up calendar maintenance, working out the delegation of rights to replacement employees. Viatec will expand the used functionality of 1C: Document Flow 8 KORP and develop a document management system.