About 2500 employees of the ITMS group of companies switched to HRlink-based HR EDO

2024: Implementation of HRlink Electronic Human Resources Document Management System

On March 21, 2024, BFT-Holding announced that, together with HRlink, it had completed a project to introduce a personnel electronic document management platform in the ITMS group of companies. The company transferred 97% of its employees to digital documents. This made it possible to reduce the burden on the human resources department, optimize the signing of documents and ensure significant savings in funds for the office and logistics.

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itms.ru

As reported, ITMS Group of Companies is one of the largest manufacturers of tobacco and nicotine-containing products in Russia. As of March 2024, about 2,500 people work at the head office in Moscow, at the factory in St. Petersburg and 76 offices throughout Russia. Human resources department specialists issued an average of 30 documents for each employee annually - the personnel document flow amounted to about 75 thousand documents per year. Each of them must be created, printed, signed, and in the case of regional offices, sent by courier service and received back. Such workflow is a laborious and expensive process.

Federal Law No. 377-FZ, adopted at the end of 2021, allows companies to conduct personnel document management in electronic form. The project for the digitalization of personnel workflow in the ITMS group of companies was carried out by BFT-Holding together with a partner, HRlink, the developer of the platform of the same name.

According to the terms of reference, the cloud platform of personnel EDO must meet all internal security requirements, have a convenient and intuitive interface for processing and storing personnel legally significant documents, provide them with quick access and the ability to sign at any time from any device. Of particular importance is the use of already issued qualified electronic signatures, and not the issuance of additional certificates under HRlink. The solution should also have built-in integration with an accredited certification center and the 1C: Payroll and HR Management (1C RM) program to download and update employee data. The HRlink platform recommended by BFT-Holding meets all the specified requirements.

At the preparatory stage of the project, the specialists of BFT-Holding and HRlink, in close cooperation with the ITMS team, analyzed the composition of personnel documents, updated about a hundred printed forms, determined the solution architecture that meets the requirements, and information security also developed a methodology taking into account the requirements of local regulations. Next, the combined team provided a connection accounting system 1C to and conducted test a launch. At this stage, ITMS employees began to familiarize themselves with the system as part of the training. webinars Based on the specifics of the company's business, HR the ITMS staff was divided into three groups, depending on the area of ​ ​ responsibility: (trade marketing field work), central functions (office) and factory (production). A communication and training plan was developed for each group.

At the second stage of the solution deployment, machine-readable powers of attorney (MCD) and single sign-on (SSO) technology for user authentication were introduced.

As part of the third stage of implementation, the complete translation of personnel documents into electronic format was completed, and the pilot operation of the HRlink platform began, where BFT-Holding and HRlink specialists continued to advise ITMS HR personnel.

HRlink HR EDO system has confirmed its effectiveness. For six months of operation of the decision, more than 9 thousand personnel documents were signed. The signing process now takes less than a minute - previously, taking into account remote offices, it took up to 2 weeks. An important indicator of the project's effectiveness is the release of one FTE (employment equivalent), the company will not have to expand the human resources department, as well as significant savings on logistics and office. In addition, the automation of personnel records management made it possible to optimize routine operations and reduce the risks of losing documents.

Integration with the Unified Digital Platform "Work in Russia" allows employees to sign documents with a simple signature in their personal account HRlink if there are confirmed Public services account.

The transition to personnel EDO ensured not only savings in the cost of workflow and a reduction in the burden on personnel specialists, but also optimization of the time for processing documentation throughout the structure of the ITMS group of companies distributed throughout Russia. The decision was also appreciated by the company's employees, who now sign documents online in one minute. The training conducted by BFT-Holding and HRlink helped them switch to an updated digital process almost seamlessly. said Anna Barankevich, Associate Manager, Labor Relations, ITMS Group

BFT-Holding has been working with HRlink for several years. During this time, we have expanded the portfolio of implemented projects. I am glad that the ITMS group of companies has chosen the HRlink system for itself. Feedback from colleagues confirms the functionality and effectiveness of this solution. In addition, our partner is constantly developing the platform, adding additional features to it, including based on feedback from customers. For example, in the fall, the provider introduced the possibility of mass familiarization of employees with local regulations, and recently the function of automatic notification of employees about unsigned documents was connected. noted Yulia Zakharenko, Director of Marketing and Partnerships Directorate of BFT-Holding