Bashkirenergo recovers debts and reduces receivables using "the collector of debts"

In JSC Bashkirenergo automation of work with debit congestion using the program "Soft-Portal is executed: The collector of debts" based on 1C:Enterprise 8 of the company integrated with a billing system. Implementation of the program allowed to execute timely and qualitatively actions for debt collection and to considerably lower receivables. Implementation of the program was performed by specialists of BashkiereEnergo company, sales division of JSC Bashkirenergo, jointly with specialists of Soft-Portal company.

Before implementation of the program "Soft-Portal: The collector of debts" the company had following problems in the organization of claim and claims activities:

• Non-optimal loading of the specialists collecting receivables. It was connected with the fact that in the absence of automation the only criterion of distribution of work between people is the number of the fixed consumers. However at the same time it is impossible to analyze structure of consumers and to identify the subscribers requiring bigger or smaller attention;
• Violation of the sequence of execution of operations of claim and claims activities. The regulations of work with debtors assume the accurate sequence of actions of the worker in relation to the debtor. However in practice this sequence is not always maintained. For example, several letters of claim are sent the same debtor for a long time in spite of the fact that he disregards them, and the statement of claim should be already directed;
• Loss of information at communications between divisions. Employees of section transfer problem subscribers, after negotiations and the carried-out claims activities with an outstanding amount, to the service of legal support (SLS) or to the department of economic safety (DES) for collecting through Arbitration court or otherwise. After transfer at the subscriber debt in which already nobody is engaged continues to be increased. There is a disagreement and misunderstanding where who and what amounts controls.

Thus, work on debt collection in the company was organized not rather effectively. Therefore the decision on implementation of the program which would allow to automate everything stages of work with receivables, including, automatically to control accomplishment of tasks, to give the chance evenly to distribute loading between workers, to keep track of the sequence of actions according to regulations, to minimize labor costs on control and to get rid of loss of information was made.

To the new program the following requirements were formulated:

• The program should be integrated with the uniform automated control system for sale of thermal energy (EAS-USTE) based on 1C:Enterprise 8 implemented in the company in 2009;
• The program should be flexibly configured because the sequence of works with debtors can be specified or change depending on assigned tasks;
• The program should issue to each employee consecutive tasks according to the entered scenarios of work with debtors and all mechanisms for accomplishment of assigned tasks (acts of reconciliations, accounts, contact information, claims, etc.);
• In the program flexible reporting system at the level of the contractor (for work self-organization), the chief (for control), the managements of service of implementation should be implemented (for the code, the analysis and management).

The program "Soft-Portal conformed to the imposed requirements: The collector of debts", developed based on 1C:Enterprise 8. The program allows:

• Make the description of processes on work with debtors — scenarios of work. Each scenario consists of a set of consecutive tasks on settlement of a debt.
• Start processes on accomplishment. So in the program lists of debtors automatically form. On each debtor from the list the scenario of settlement of a debt (claims activities, claim work, enforcement proceeding, etc.) is started. At each stage of the procedure for work with the debtor also terms of accomplishment of tasks are accurately determined responsible.
• Notify employees on emergence of new tasks and control their accomplishment.
• Create reports for information analysis on accomplishment of tasks of settlement of a debt.

In the course of implementation of the program specialists performed the following works:

• Defined regulations, algorithms and the sequences of works with debtors;
• Performed tunings of processes in the program under these algorithms;
• Provided user training to work in the new program.

As a result automation of work with debtors using the program "Soft-Portal: The collector of debts" allowed not only to give a task to each employee and to control accomplishment, but also to give tools for accomplishment of these tasks. For example, for task performance "Create, print and send the letter of claim" the contractor has an opportunity to automatically create and print the letter of claim which is already completed for the specific subscriber.

For control of work of employees in the program reports on the executed actions for settlement of debt with breakdown on groups "outstanding tasks", "executed with delay", "executed in time", and the indication of percent of accomplishment of tasks by each employee are implemented.

Result of implementation of the program "Soft-Portal: The collector of debts" there was the general high-quality and quantitative improvement of work on collecting receivables in the company:

• Redistribution of loading of workers was made;
• The possibility of inconsistency of transactions was eliminated (all tasks are carried out in strict accordance with regulations);
• Labor costs on quality control of executive discipline were reduced. If earlier week work of the highly qualified specialist was required and at the same time control of timeliness of accomplishment of actions was not provided, then half an hour suffices now to check completeness and timeliness of procedural actions for each of subscribers to within one day;
• Cost reduction on work with personnel. Work with the program allows to increase interchangeability of contractors and to facilitate training of new employees;
• Focus of activity of the company. The program allows to create the clear system of efficiency evaluation of work of employees, divisions and the organization in general on the basis of performance indicators and to direct activity of all participants of process to achievement of specific purposes of the company;
• Saving of time of employees. The system of notifications and reminders helps employees to organize correctly the and joint work, coordination of activity increases and time for search of the necessary information decreases. The program allows to avoid repeated input of the same data, using in processes information from documents of the accounting system and vice versa, creating or modifying documents on the basis of information from business processes.

As a result automation of work with debtors allowed to lower receivables considerably. For example, for April, 2009 directionally letters of claim in number of 165 pieces, and for the same period of 2010 of 486 pieces. Growth of percent of payment by 19% for the same month (from 91.1% in 2009 up to 110.5% in 2010) became a result of it. Now in a system 29 specialists in collecting of receivables in sales divisions in 9 cities of the Republic of Bashkortostan work.