ProfCold (1C:ERP Enterprise Management 2.0)

2022: Implementation of "PP 1C: Document Flow 8 KORP" as part of the set "1C:ERP Enterprise Management 2 + Document Management" in LLC "ProfKholod"

About Customer

LLC Professional cold"" is an expert in innovative heat management technologies, has knowledge-intensive production with a built-in research center, is Russian the market leader in sales of sandwich panels with polyurethane foam and polyisocyanurate. The management of ProfKholod LLC decided to introduce a new system. electronic document management

Project objectives

At the start of the project, the following goals were set:

• By automating the processes of approval, storage and processing of documents, reduce the cost of internal and external document management;
• Minimize risks by ensuring control over the passage of documents and familiarization with the Company's documents.

Pre-Project Situation

The situation before the implementation of the information system, problem areas:

1. Inbound/Outbound Correspondence: Sending outbound documentation without registration marked with b/l. The deadlines for providing a response to incoming letters were controlled only by the executor.
2. Control of the performing discipline: the timing of the submission of responses to requests, orders were not controlled. The completeness of the submitted documentation was not monitored in response to requests and instructions.
3. Internal document management: there was a problem of long-term coordination of memos.
4. Manage contracts. Agreement of contractual documents was not controlled, losses of original contractual documents were possible. Weak control over the development of counterparty claims. The process of collecting and updating the constituent documents of the counterparty was time-consuming.
5. Document management in terms of purchasing. The timing of the approval of procurement documentation and purchase contracts was uncontrolled. It was necessary to specify the delivery dates of goods in the specifications, this information was to be recorded in the information system. There was a difficult search and access to current versions of documents in terms of procurement. Weak control over the development of claims to suppliers was carried out. It was necessary to establish an informal collection of purchase needs and implement control over the processing of purchase requisitions. Controlling the relevance of quality documents required a lot of labor.
6. Document management in terms of sales. It was necessary to ensure the coordination of special terms of transactions, to minimize the cost of searching and access to current versions of contractual documents. There were problems of uncontrolled terms of agreement of contractual documents, difficult controlled communication of current Contracts (PZK) and updated specifications, weak control over the work with buyers' claims.
7. Translate OBU reports to EDM. Paper documents were agreed for a long time and arrived at the accounting department late, which entailed related risks.
8. Personnel documents: untimely certification of vacation documents, lack of control over the signing of documents. There was no control over whether a new Job Description was put into effect at the time of signing of the HCP on the introduction of a new standard unit. Personal information about employees was stored on the employee's local PC by personnel without the necessary degree of personal data protection.

Functions

The following functions are automated:

• Business Process Automation
• Workflow
• Accounting of contracts
• Accounting and monitoring of the execution of orders
• Document Accounting and Storage

Maintenance

• The Internet version of ITS and ITS Internet services are used
• Consulting is carried out on methodological issues of working with the 1C program
• Consulting is carried out on technical issues of working with 1C software products
• Preferential support has been issued 1S:ITS

Description

The software product "1C: Document flow 8 KORP" was chosen as the basis for building the information system, allowing to solve all the assigned accounting tasks.

As an integrator company, he was chosen 1C-Rarus"," which has extensive experience in automating accounting based on software products. "1C:Enterprise 8

The project took place in a remote format. 1C-Rarus experts previously conducted a detailed study and optimization of business processes: some of them were changed, for some they modified the functionality of 1C: Document flow 8 KORP. All modifications were made without changing the typical configuration, by creating a specialized extension. In addition, a web service was developed for integration with "1C: Manufacturing Enterprise Management 8" in terms of contract work and procurement. Auto-complete document templates, new report forms, and notification rules have been developed.

A set of design and operational documentation has been created.

Instructions for automated processes have been developed. You have created instructions for the administrator to configure and maintain an automated solution. Role-playing training videos have been prepared. Managers were trained. Maintenance of test and trial operation of the solution was carried out.

As a result of the implementation of the information system based on 1C: Document Flow 8 KORP, such functional areas and tasks as:

• Work with incoming/outgoing documentation;
• Control of the performing discipline;
• Internal documentation management;
• Contract management;
• Document management in terms of sales and agreement of special terms of transactions;
• Document management in terms of procurement;
• Personnel documents: preparation and approval.

100 workplaces were automated.

As a result of the use of the 1C: Document Flow 8 KORP software product, a unified database of document storage and accounting is provided, and the process of document movement in the Company is structured. The work of users was systematized and disciplined. Employees have the opportunity to work remotely through web access. Managers use an electronic document management system to review, approve, review, and approve documents. Significantly reduced labor costs for setting tasks, resolutions, sending and monitoring orders for documents. The performers promptly perform their tasks, the exchange of information and documents is implemented, it is possible to work with them.

Works performed

The following works were performed:

• Individual training at the customer's office
• Integration with other 1C: Enterprise-based systems
• Methodical provision of specific accounting and control features in the automation system (adaptation requirements)
• Customer Office Team Training
• Group Training in 1C Partner Training Class
• Phase Planning, Scheduling
• Collect and analyze customer requirements for the automated system
• Creating User Rights Interfaces and Sets
• Technical implementation of specific accounting and control features in the automation system (adaptation)