Development of a personnel management system in Baltika Brewery

Background of the project

System of personnel management Monolith: The personnel are used on Baltika since 1997. In parallel a system was implemented at the plants "Yarpivo", "Tula Beer", "Pikra", "Gold Urals", "Voronezh Beer Factory" — at that time not subordinates to Baltika, but entering along with it into BBH holding (Baltic Beverages Holding). These implementations were solved as the independent installations executed, however, using uniform methodology and the unified approaches to automation of the procedures of personnel management approved with account policy of BBH holding.

In 2001 IT solutions Monolit-Info (including HRM solution "Monolith: Personnel") were officially approved as corporate solution for business process management of all enterprises of VVN holding in CIS and Baltic countries.

In 2006 there was an accession to Baltika company of all other Russian enterprises of VVN holding that was followed by a series of projects on consolidation of IT systems. By January, 2007 consolidation of the HRM systems of all subordinates to Baltika of the plants — in a single centralized system was executed. Since January, 2007 all business personnel management processes for 10 plants and 26 sales divisions of the company are conducted in a single centralized system "the Monolith: Personnel".

Personnel development: activity assessment procedure automation

One of the most important directions of increase in efficiency of business processes in Baltika company is work with personnel. Within the actions for formation of Wednesday where each employee has equal opportunities for professional and career development, on Baltika it is developed and the project on process automation of training and development is successfully implemented together with Monolit-Info company, one of blocks of which optimizes management of assessment procedure of activity of personnel. Its main objectives – creation of the single electronic system allowing to prepare and implement any valuation methods of employees, data storage by assessment, training and personnel development and also reduction of time expenditure on coordination of these processes.

Alexander Plotkin, development director of Monolit-Info Ltd: "The project is executed using advanced technologies of the company Microsoft, it Microsoft SharePoint 2010, Windows Server 2008 by R2 and Microsoft SQL Server 2008^[1]. All these solutions are the best of existing in the market and allow to integrate key information resources and business processes of the Company. Existence on Baltika of a corporate portal based on SharePoint allowed to provide uniform access point to key data, document flow elements, Internet resources, including external business applications, in particular assessment procedure was implemented using Web of technologies. All processes are executed "remotely". It should be noted that during assessment were at the same time connected to a system about 1,000 employees that speaks about reliability of a system".

The implemented system block "the Monolith: The personnel" allowed to reduce duration of process of assessment, to minimize errors and also to expand a range of opportunities of Directorate on personnel on processing of results and preparation of recommendations according to the results of assessment. The data obtained during annual assessment of activity are used in the following processes which are also implemented in a system "the Monolith: Personnel": calculation of an annual bonus, salary increase. Further to it it is going to transfer administration of training programs and personnel development (including the PEAK and Perspective programs).

Svetlana Starikova, head of the Corporate University, Acting HR director of JSC Baltika Brewery: "Success of the company, as we know, depends on quality of work and the involvement of personnel. For Baltika it is important to save leader positions in the Russian brewing industry therefore we show consideration for an issue of development and training very much. In the company there is the whole system of purposeful development of competences, improvement of professional knowledge and skills of employees. But any development requires objective assessment of achievements. If the person understands that his deposit is estimated objectively, then both its further efficiency, and desire to develop will grow. The project in which implementation our old partner participates allows to make developments and estimates by more transparent and influences performance management of personnel".

Annual assessment of activity allows employees to understand better expectations of the employer, to estimate own role at strategy implementations of the Company and to make a contribution to formulation of the purposes and plans for the future. In the course of annual assessment of activity employees receive accurate tasks and KPI, and, thanks to a feedback from heads, have an opportunity to estimate the work and to plan individual development.

The assessment of activity of employees for 2010 was carried out already in a new automated system.

Facing employees: "Personal account"

Electronic service for workers which provides access for employees of all levels of the company to personal information in a protect mode became one of strategic projects of development of a personnel management system in Baltika brewery. The same solution provides access to heads of divisions of different level to information on the subordinated employees, effective management of personnel, necessary for increase.

The project became result of integration of a system "the Monolith: Personnel" with the corporate portal of Baltika company constructed on Microsoft SharePoint. At the first stage of the project the functionality Personal account and "The head's office" allowing to display using the Microsoft SharePoint 2010 portal the approved list of data on employees from a system "the Monolith was implemented and implemented: Personnel": about subordination of employees, about personal documents, information on diagrams, the facts, remaining balance on the periods of own holidays of the employee and also preparation and printing of applications for a holiday, etc.

As of April 7, 2014 works on implementation of the functionality providing support of workflows are conducted:

• Execution of the application for replacement of the passport / international passport of the Russian Federation
• Execution of the application for replacement of a registration address
• Execution of the application for replacement / obtaining the duplicate of the Insurance Number of Individual Ledger Account
• Execution of the application for change of a transliteration of the Full Name
• Obtaining copy of the service record
• Obtaining pay slip
• Acquaintance with job descriptions and regulations on department

Plans of partners in the project - gradually to expand the list of information displayed in Personal account and "The head's office". It is possible to use the principles of electronic document management for other tasks in a system "the Monolith: Personnel":

• Exchange of documents for a design of acceptance, transfer, dismissal
• Orders for work on the weekend, on compensatory leaves
• Information on a limit on a power supply
• Execution of references, work-related and financial support
• Execution of corporate requests for execution of the Insurance Number of Individual Ledger Account and VHI
• Orders on business trips
• Orders on encouragement / collectings
• Requests for reservation of premises (negotiation)
• Fixing and accounting of the fixed IT of the equipment, etc.

During the project:

• formalization of requirements of service of personnel to architecture and the principles of creation of Personal account and "The head's office" is executed;
• the functionality of Personal account and "The head's office" using opportunities of a corporate portal of Baltika on the basis of MS SharePoint integrated with a system "the Monolith is developed : Personnel";
• the mechanism of two-factor identification using Sms providing a possibility of additional protection of the most "sensitive" information is implemented;
• the possibility of preparation of a number of statements (on a holiday, on replacement of the policy of VHI, etc.) the employee is provided that significantly reduces load of service of work with personnel;
• the possibility of formation of electronic archive of documents is provided (on the example of work with the service record);
• the expansibility of functionality both regarding the displayed information, and regarding the list of the workflows included in electronic document management is provided

Svetlana Efremova, the head of the department of labor relations and social partnership of Baltika company, told: "Independent access for the worker to personal working information in a personal account will provide development of electronic service in HR processes, optimizes HR service and will allow to reduce number of appeals to departments of work with personnel and to increase quality and terms of accomplishment of such requests". Successful project implementation became possible thanks to the reliable and checked partner of Baltika in the field of IT – Monolit-Info company".

As of May, 2014, different web services of a system "Monolith: Personnel", including services of a personal account (informational portal), estimates of activity and training, all staff of the company (about 10000 people) are covered. More than 600 employees use services of a back office of a system.

Notes

See Also

Monolith system: The personnel are also used by Baltika Baku subsidiary company, brewery