1C-Rarus has created a procurement management system for the RT-Invest group of companies

2023: Automation of Procurement with the "1C: Holding Management" Solution

On August 8, 2023, 1C-Rarus announced the creation of a procurement management system for RT-Invest. Corporate procurement is automated on the basis of 1C: Holding Management. The procurement subsystem is adapted to the needs of the holding, business processes are unified. RT-Invest and procurement initiator companies operate in one window mode. The efficiency of the procurement directorate has been increased , the risks of supply disruption have been reduced.

The group of companies purchases large volumes of equipment and special equipment, auto parts, fuels and lubricants, household goods, attracts equipment service contractors, suppliers of leasing, financial and other services. RT-Invest faced some difficulties in forming planned needs  for materials and services, and delaying the procurement process. The documents developed by the procurement initiators were scattered due to the lack of unified templates and unified regulatory reference information. To ensure optimal supply conditions, it was necessary to categorize needs and organize joint purchases by holding companies.

RT-Invest management decided to create a unified corporate procurement management system based on the 1C: Holding Management 8 solution. The IT partner of the project was 1C-Rarus, with which the holding continued to cooperate after the automation of the treasury process. The procurement automation circuit includes  10 legal entities managed by RT-Invest, including 4 waste processing complexes.

Project results:

• Automation has made it possible to get away from maintaining documentation in a table editor. Technical tasks, contract price justifications, business proposals, projects and final versions of contracts, purchase requisitions - all information is contained in a single system.
• The efficiency of the procurement directorate has increased. As a result of detailed regulation of the process of planning and submitting applications, the manageability of procurement and loading of managers has been increased. Reduced risks of disruption of delivery deadlines.
•  The system categorizes and aggregates the requirements of the holding, performs lotting to ensure free competition in the supplier market. The functionality for planning joint purchases has been developed, which opens up the possibility to contract needs according to the same rules, with a proven supplier and on the necessary conditions.
• The accounting of procurement is divided in relation to the methods and stages of procurement procedures for commercial companies and for organizations operating in accordance with  c.223-FZ. Preparation for placement and execution of procurement procedures on several electronic trading platforms was automated, and documents were loaded and unloaded to Bidzaar tender site.
• The system helps to manage the evaluation of vendor proposals in accordance with procurement procedures, vendor qualification and accreditation processes. The objectivity of decision-making in procurement procedures has increased. Strict monitoring of compliance with purchasing budgets is performed.
• Functionality has been implemented that allows , based on the results of the procurement procedure, to determine several winners for the full amount of the purchase. Framework contracts are concluded with the winning suppliers , and then tenders are held for the conclusion of specifications with an accurate volume and delivery time.
• Additional control of procurement from a single supplier has been finalized. When choosing such a procurement method, the manager must justify the decision according to the procurement code.
• An end-to-end report "Advanced Procurement Plan" was developed with complete information on procurement procedures. The report helps managers queue and adjust work. The preparation of analytics for internal purposes and reporting  by all bodies has become easier, transparency and reliability of information have been ensured.
• The module of seamless integration of the procurement subsystem with "1C: Document Flow" was developed. You have set up a business process for agreeing purchase requisitions, contract templates, minutes of procurement committee meetings , and other documentation. The speed of processing the declared needs has increased  2 times.
• The "Procurement Code" of the group of companies has been developed. The management company unified procedures and organized procurement activities in accordance with the code set up in "1C: Holding Management 8."

 In the future, it is planned to develop and scale the procurement subsystem for other legal entities of the holding.