Interview with the deputy CEO Tseler Veronika Gordeeva

Veronika Gordeeva: It was very important for us that computing modules necessary for us were organically integrated into the platform

TAdviser: Initially within the project tasks of automation of production and sales document flow Tseler, but not classical "office" were set. Tell a little about premises of the project?

Veronika Gordeeva: The idea to automate business processes was born in my department – marketing department because at means of our department the production cycle of a product passes a cycle. Our department – starting point of this cycle, we the first receive the application from the customer, we study it with technical services, we place the order in production, we keep track of its readiness on stages, and, as a result, we control shipment of finished goods to the customer.

As the number of requests constantly increased and also the number of the nomenclature in orders multiply increased, to effectively process such amount of information on paper carriers became problematic. It also pushed us to automation of the key business processes connected with registration and order processing and also their tracking on all production stages up to shipment.

TAdviser: How did you select the platform for automation and the company contractor?

Veronika Gordeeva: When I began to be engaged in implementation of this question, I will fairly tell, did not pay special attention on the platform based on which my idea could be implemented as I am not an expert in this area. I read very much about different electronic document management systems, understood that at the heart of the they are comparable, and realized that the main thing for me – to find people who would be ready to implement my idea and the platform for me was secondary.

Search of a suitable team of professionals was quite big problem.

TAdviser: Why? Did you have high requirements to implementation of a task?

Veronika Gordeeva: The matter is that I initially set a task not just to transfer our company to electronic document management, namely to automate the main business processes which it is impossible to call standard. Many contractors were ready to sell us a certain basic software product, and, perhaps, further to finish it a little, but nobody was ready to studying our business processes and to considerably change the platform under our needs.

In our case the program which completely would systematize an information stream was necessary and integrated all business processes: from obtaining incoming documents and requests before shipment of finished goods to the customer. The program had to represent the EDMS connection and the settlement modules which are specially created for our needs, and it should be implemented on one general platform. The module of calculation should use more than 40 parameters of a product and automatically prepare data for the commercial offer, specifications of the agreement and shipment documents. These data include, in particular, the cost of the used materials and the performed works, delivery cost on the basis of the mass of a product, volume of packaging and cost of packing materials, the passport of a product, etc. At the same time all documents should form automatically.

First who agreed to make for us it were the representatives of Webzavod company having wide experience of automation based on the Docsvision platform (and it really was ideal for the solution of our tasks). For some time our specialists working on the project and specialists of Webzavod company under the leadership of Evgeny Barmin became one command. It was very valuable and useful experience which result was a program which successfully works two years at our enterprise.

TAdviser: What processes are automated for today how it works?

Veronika Gordeeva: The solution based on Docsvision 5 allowed us to automate three interconnected processes: processing of incoming documents (requests), approval of agreements and specifications, production control and shipments of products.

Using the program a number of calculations is automatic, already ready documents - commercial offers, specifications, diagrams of shipment, the passport of products and other related documents are created. The general scheme of process looks here so:

Click to increase

Today, after time, we can already note certain advantages of the Docsvision platform which allowed to realize the project completely. It was very important for us that computing modules necessary for us were organically integrated into the platform. The possibility of independent setup of many elements of a system without the need for writing of system code was big convenience also: it allowed us to adjust quickly by own forces this or that part of a system under needs of different users. Plus to everything, of course, I will note very pleasant interface of the platform with which it is convenient to work: all basic always near at hand on a tape of the main menu or in a context menu. All this together facilitated to us both implementation process, and further work with the system of employees of the company.

TAdviser: What results managed to achieve as a result of implementing solution?

Veronika Gordeeva: With transition to work in the program we received several advantages. First, significant saving of time at all stages of work and significant increase in high-speed performance during the work with information and document retrieval, now we already deal with the general database, but not with paper carriers as before.

The main priority in work of our enterprise – the customer focus, and the developed program allows us to pay to this aspect even more attention. We have not a business lot enterprise therefore each order is strictly individual by a number of parameters, and they everything need to be considered: when calculating the price, at production, during the packaging and shipment. The solution allowed us to improve and accelerate significantly processing of requests and also provided their traceability on all production stages, beginning from a complete set and finishing with readiness for shipment.

I believe that one of the most valuable resources in our life (if not the most valuable) is time as it is a non-renewable resource. Using possibilities of the created system, we dispose of this resource in the company more rationally and also we save time to our customers.

Now in real time we can not only trace the status of any request, quickly answering all questions of the customer, but also to react to all requests of the client on correction of the order quicker if it changed a situation and to it it is necessary to change a priority in production of these or those parts. Now the management of the enterprise sees a picture entirely – all orders of the plant on different production stages that allows to react quickly both to wishes of customers, and to change of a situation on production, and, thus, most effectively to use our production capabilities.

Time of collecting of statistical data for the analysis and planning on all cuts of production as in a system different convenient reports are configured decreased. By the way, it is possible to look at screenshots of the solution in a case which was posted on the website Docsvision.

TAdviser: How did employees apprehend work in a new system?

Veronika Gordeeva: Positively! Leaving from paper carriers increased efficiency of interaction of employees from different departments, and document flow significantly accelerated and became more effective. Moreover, colleagues show an initiative, adapt a system for the needs, changing the interface, configuring individual statistic reports – i.e. increase the personal efficiency. Now in a system the staff of marketing department, technical service, department of supply, production and technical inspection department at the same time works. The convenient organization of the Docsvision platform allows to use not only external, but also internal reserves as during development and deployment of the program we in the state had specialists who can independently be engaged in its programming.

Development of the program constantly goes as now we experienced its convenience and opportunities, it forces us to think of a scope of new fields of activity of the enterprise.