Optimization of system processes in VSMPO-AVISMA

The VSMPO-AVISMA corporation is the Russian metallurgical company producing titanium and products from it, is a part of Rostec state corporation. Is the only titanic company in the world performing a full stroke of production — from processing of raw materials before release of end products.

2016: Module "Assessment of Key Performance Indicators"

Prerequisites of the Project

Specialists of department of motivation and work incentives of PJSC VSMPO-AVISMA of times a month estimate statistics on heads of different level about accomplishment of these or those production, financial and managerial indicators.

Earlier collecting of these data was made in the document Excel which was sent by e-mail and further was processed manually. It was obvious that this method has a set of shortcomings: unreliability, high labor costs on collecting, aggregation and preparation of the reporting, risk of emergence of errors.

For solution it was required to automate process — to make convenient filling of the key performance indicators (KPI), to develop the interface for viewing estimates, to differentiate an information access, to provide a possibility of formation of the corresponding reports for the CEO and the balance sheet commission.

Solution description

For automation of many managerial business processes at the enterprise the DIRECTUM ECM system is used. In a system for 2016 over 3000 users are registered. Basic modules, Office and Contract management are implemented. Specialists of the enterprise develop and implement several own modules for business process automation of management of different documents.

The module "Assessment of the Key Performance Indicators (KPI)" was developed for the solution of the task described above.

The main object of the module is the reference book "Assessment of Performance Indicators". In it the following data are filled out *:

• participants of process;
• units of measure;
• planned and critical value for calculation of an award;
• amount of commission;
• main indicator and calculations of accomplishment of KPI.

The administrator of the module of times a month creates and directs special tasks for filling of the reference book in the DIRECTUM system. It defines the KPI list who and whom on them will estimate. About 1500 indicators a month were planned for blueprint stages, this digit periodically changes. Therefore the reference book "Key performance indicators" in which the template of all estimates is got was organized and every month from it total values form. The entity "assessment period" is entered – for it the interface in which heads can fill out data is implemented and also browse already put down estimates on itself and the subordinates.

Structure of the module "Assessment of the Key Performance Indicators (KPI)"

To simplify calculations the special calculator was developed for calculation of indicators, the description of dependences is executed in the JavaScript language using substitutions of variables.

Calculation of accomplishment of KPI

Structure of the enterprise

To give the chance to heads to see indicators of the subordinates, together with bureau of system development "Personnel and salary" the reference book "Structure of the Enterprise" was implemented and integration between systems for its filling is configured. It stores a hierarchical structure of subordination and contains records of divisions, directorates and positions of heads.

Within work with filling of indicators roles are defined:

• administrator of the module;
• responsible for filling;
• estimating/adjusting;
• estimated.

Each role has a certain set of available functions and the rights of correction of these performance indicators.

At delegation of a task of entering of data into a system there is an opportunity to configure backups users according to indicators. In addition to permanent backups, work can be performed substituting, and the fact of substitution is registered in the Personnel and is picked up system in the module "KPI Assessment".

Interface of the module

Special attention was paid to convenience of work with the module. Users in it interact only with one object – the reference book "Assessment Period" on which form the interface for input of measure values and their viewing is implemented. Opening this card in the corresponding reference book, the user gets on the KPI for Assessment tab. Depending on a role it can either fill out data, or modify planned or actual targets. In a separate field the user sees award percent which automatically is calculated on the entered data. The document justification or the accompanying documentation can be attached to each value, at the discretion of the employee. The module "KPI Assessment" allows to set indicators of the top level (main) which can be calculated on the basis of indicators of the bottom level.

Interface of the module. KPI for Assessment tab

Ensuring web access to the module became an important project task also – it is necessary to use it to the heads of the most different level who are often in business trips including top managers. The module completely closed this requirement.

Integration with other data sources

Filling of the actual measure values responsible and estimating — not the only possible data source. Part of them it is possible to receive reports from DIRECTUM, a part — from other enterprise information systems. Not to fill out manually those data which can already be received in electronic form the Calculations of Integration of KPI mechanism was developed. Frequency and parameters of unloading of data from other sources is configured.

Discipline and regularity of calculations

And at last, the standard route "was developed by VSMPO. Assessment of performance indicators". It allows to notify timely responsible and estimating about need to enter data, to make check of their correctness and completeness, to delegate filling of indicators.

Project Results

Project Results:

• use of the module KPI allowed to reduce considerably labor costs on collection of information on indicators and preparation of the reporting;
• top managers can timely record assessment of indicators via the web interface, even being far off.
• probability of an error is significantly reduced both from the administrator of the module, and from contractors;
• the transparency of calculations and discipline increased, employees became more responsible;
• the new reference book "Personnel Substitutions" unloaded the most part of the arriving requests about substitution setup which earlier specialists processed manually.

Perspectives and plans

Perspectives and plans:

• it is decided to extend use of the module KPI in the DIRECTUM system to the child organizations of corporation;
• in the nearest future process of filling of data will concern heads of the lowest link: chiefs of bureau, masters, heads of sectors and t.p;
• shares of the indicators autocompleted through integration will be increased.

2016: Implementing solution "Stamp of the Electronic Signature"

The point "Printing with a Stamp" in the DIRECTUM context menu

In the DIRECTUM system there is a standard mechanism of document approval by the electronic signature (ES). It provides the invariance of the signed text, allows to identify unambiguously: who for whom and what document revision signed.

However a part of users continues to use paper documents. Therefore it was required to implement a document printability with the stamp created in the DIRECTUM system on the basis of electronic signatures to it.

The relevant technical solution which allows was developed and implemented:

• put a stamp on documents of the most widespread formats (RTF, DOC, DOCX, XLS, XLSX, PDF, etc.);
• create a stamp dynamically in the image format with a transparent background to save readability of the body text of the document;
• include in a stamp of the Full Name of the user, a logo of the company, information on signatures.

The user can create and print the document with a stamp, using the button on a card or a context menu.

The stamp forms dynamically, in the form of the image and that the text of the document remained readable, the utility allowing to save a background transparent was implemented.

Stamp with a transparent background

The image of a stamp is automatically inserted into the upper left corner of the document. At the same time it is possible to move it to Word, Excel at discretion.

Stamp insert in the PDF file

Project Results:

In 2016 process of an electronic approval of contractual documents between VSMPO and the child organizations is entered. The fact of a statement are EDS with sign VSMPO "Approving" representatives and the child organization. By transfer of a packet of contractual documents in electronic form in tax, these documents are unloaded and remain with a stamp. As a result of use of the solution:

• non-automated users are included in the general business processes and obtain information on electronic signatures of the document;
• at a document output to the printer it is not required to print in addition the sheet of approval, information on signatures is in a stamp;
• at document transfer for the signature to the CEO of PJSC VSMPO-AVISMA, partners or in FTS papers are automatically unloaded from a system with a stamp.
• Perspectives and plans:
• stamps are going to be used for completely automatic creation of memos on the basis of templates with process optimization of approval and signing;
• the possibility to implement the scenario for solution integration with other systems used at the enterprise that would allow to create the file with a stamp on the basis of the identifier of the document DIRECTUM is considered;
• it is going to implement electronic approval and the approval of contractual documents of TISA (subsidiary of corporation in Switzerland).

2014: Transfer in the system of normative and technical documents

On April 10, 2014 it became known of a project startup on transfer of normative and technical documents in the Directum system.

Process of transition to Directum should take no more than a year.

With project completion employees will have an opportunity to address directly current electronic versions of normative and technical documents, to receive due notices about their change.

Before management of the specifications and technical documentation was carried out to corporations in other electronic document management system.

For benefit of DIRECTUM Pavel Kovalnogov, the head of department of information technologies VSMPO-AVISMA gave the positive solution:

• Parallel use in corporation two EDMS is unprofitable as for a full-fledged work and support of compatibility with other software products each of them at least needs timely updating. Besides we could not develop a parallel system by own forces therefore to specialists of data-processing center the task to transfer functionality of management of the specifications and technical documentation to Directum was set.

Works on transfer are performed by the staff of bureau of electronic document management systems VSMPO-AVISMA under the leadership of the chief of bureau Alexey Kolesov. For April 10, 2014 in the Directum system about 1.5 thousand employees VSMPO-AVISMA work.

2010: Implementation of DIRECTUM

Enters into structure of holding several large manufacturing enterprises in Russia using different solutions for workflow automation and business processes in the work. During natural business development in Corporation need of consolidation of all systems of office-work in uniform structure of interaction ripened.

Positive experience of use of the module Office of the DIRECTUM system in AVISMA branch to Berezniki became premises of creation of uniform structure. The functionality of the selected solution allowed clerks in office and to secretaries of the top management of branch to organize convenient process of registration of the entering and outgoing correspondence, control of location of the paper document and performance of resolutions on it. Relying on experience of AVISMA branch, the management of VSMPO-AVISMA Corporation in Verkhnyaya Salda made the decision on automation of the service of documentary providing using the DIRECTUM system.

The implementation project of DIRECTUM which became the first step in the course of consolidation of all systems of office-work of holding started in April of the current year and affected key clerks of JSC VSMPO-AVISMA Corporation. Implementation was performed by specialists of DIRECTUM company. The module Office using which processes of registration of the entering and outgoing correspondence, creation and mailing of administrative documents, control of execution of instructions and document retrieval were completely automated became a core of the implemented functionality. Especially for convenience of work of clerks of Corporation scenarios according to which a system in the automatic mode creates a mailing route were developed, distributes access rights and notifies responsible persons on a work progress with documents.

Staff of Corporation quickly mastered a system and actively got into gear thanks to ease of use of DIRECTUM and the general aiming of business at implementation of new technologies. According to the results of trial operation which came to the end in August, 2010 divisions of Corporation in Verkhnyaya Salda daily register about 100 entering and over 110 outgoing letters and also more than 20 administrative documents in a system.

Thus, implementation of the module Office in JSC VSMPO-AVISMA Corporation allowed to automate the most important processes of office-work and to create conditions for formation of the unified information system of document flow of scale of all holding. Thanks to the approved technology of implementation of DIRECTUM relying on cooperation with specialists of IT departments and representatives of the guide of the customer by the end of implementation in Corporation there was a team of qualified specialists capable to independently develop the solution and to expand an automation scope. In the next plans – process automation of a contract work and consolidation of management systems for document flow of VSMPO Verkhnyaya Salda and AVISMA Berezniki in one information space.