The first Form (management system)

"The first Form" — a system for business process management, projects and documents and also for the organization of effective communications.

"The first Form" is the flexible designer configured in strict accordance with requirements of the specific company. The most part of tunings is performed without programming therefore new processes are started very quickly, and the existing processes can be arranged "on the run".

A system is used in retail chain stores, production, pharmaceutical and insurance companies, consulting and the service industry, construction and real estate administration, the public and educational institutions.

"The first Form" is a web application. A system does not need to be installed on computers of users, it is possible to work with it just from the browser. The system interface is available in the Russian and English languages and if necessary can be translated into any other language. The platform contains tools for manual and automatic translation both office elements of the interface, and user data (including online). In addition to the web application there is free mobile application 1FMobile for iOS and Android.

BPM. Process management

In First Form it is possible to simulate practically any business process. Setup does not require knowledge of specialized notations (such as BPMN) which are usually owned only by business analysts. Routes of processes are displayed in the form of the schemes clear even to users without technical training.

The system of notifications reminds users of the current tasks and informs on the taking place events. That work was not interrupted in an absence period of the employee (holidays or diseases), it is possible to appoint the interim deputy and to submit it current affairs and powers.

Communications

"The first Form" creates absolutely transparent environment for interaction with colleagues. A system integrates all divisions of the company, including regional offices and branches, accelerates communications, does them structured and effective.

"The first Form" perfectly is suitable for remote work — maintains performing discipline and high rate of work, helps to observe time limit and terms. At the same time a system does not create excessive pressure on employees, saves them from unproductive and persuasive control.

The built-in messenger — the modern compact interface — allows to hold all current tasks before eyes and to monitor new messages. It is not necessary to try to discover information in the general flow of messages — correspondence is carried on tasks therefore it is easier for users to hold a context, switching between tasks and to penetrate quickly into a correspondence essence.

In a system it is possible to create personal and group chats, to plan meetings and meetings using personal calendars.

Mobile application

Practically all opportunities available in the web interface are also in free mobile application 1FMobile. It works at platforms iOS and Android. As well as the web application, mobile application is configured under requirements of the specific organization and filled with widgets for work with necessary data. The technology of push-notifications helps users to monitor the course of their tasks.

Mobile application allows to use data on the current location of the user — for example, for control and scheduling of mobile service teams, couriers, motor transport. In mobile application it is possible to report on the performed work with the help of the photo, to fill out the check sheet in the course of inspection of an object, to set the task or to leave a voice message "on the run" if it is inconvenient to type the text.

Data visualization

For work with tasks it is possible to use cards, lists, hierarchies, the Kanban board, the charts Ganta, tapes of activities, various widgets.

Widgets gather in thematic dashborda. The idea of dashbord — to help the user as fast as possible, one look to estimate current situation and to select potential problems in which it is necessary to be engaged. Dashborda are especially convenient for top managers, heads of divisions or projects and also for the employees who are responsible for any process (managers, administrators).

In addition to the ready widgets delivered together with the platform using the built-in tools it is possible to develop widgets with any filling and appearance which will be suitable for the solution of specific, highly specialized objectives.

Electronic document management

In First Form it is possible to configure any routes of approval of documents, to build chains of the connected documents, to limit viewing these or those fields depending on the user's powers. A system will independently select a template and a route of approval depending on document parameters.

"The first Form" allows to certify documents certified electronic signature both in a web, and in mobile application. A system supports the EDS certificates issued by external providers and also can be integrated with providers CryptoPro, RuToken and PayControl.

CRM. Sales management

The module CRM contains standard processes and scenarios, it accelerates automation and allows to rely on the best practices of sales. At the same time processes of CRM quickly adapt under tasks and regulations of the specific customer.

Automation covers all sales cycle: from search and customer acquisition to the conclusion of the transaction and aftersales service.

"The first Form" is integrated with the IP telephony and popular messengers and also contains own e-mail client. Any communications are calls, letters, messages — can be broadcast in a system and create a uniform picture of customer interactions and suppliers.

Project management

The main difference of project management in First Form — the fact that projects are based on real tasks each of which has the contractor and a route of accomplishment and is executed according to regulations of the business process. Therefore the project manager always sees up-to-date information about accomplishment of terms, deviations from the plan, loading of contractors and availability of different types of resources. A system supports project document flow and vendor interaction and contractors.

The organizations with the developed project practice can implement the standard, sample projects in a system. With their help it is possible to initiate quickly the business processes synchronized on time and events, with the necessary list of tasks and instructions for different divisions of the company.

Personnel management

"The first Form" allows to automate processes of personnel office-work: acceptance and dismissal of employees, organization of internal training, approval of holidays and compensatory leaves. A system ensures accurate and harmonious functioning of internal services, automatically creating tasks on different divisions: IT, security service, accounting, AHO. A system will allow to estimate objectively loading of personnel and quality of work of each employee.

Corporate portal

The corporate portal is a kind of a dashbord with widgets. Usually on it news, declarations, orders, congratulations are published. Using the portal it is possible to organize own social network, a digital library.

Resource management

"The first Form" allows to plan loading of employees and to consider actually spent time for accomplishment of a task. Accounting of resources helps to estimate requirements of the company or division for different types of resources, to understand a cost structure.

In First Form there are convenient visual tools for assessment of employment of resources, selection of an optimal resource, task allocation between contractors. The analytics on planned and actual labor costs in any cuts is available to heads: on a task, business process, the project, a type of a resource, the period.

For personal planning and self-checking the interactive Sheet of labor costs is used. In it the employee can look, enter and correct the planned and actual labor costs in a week and analyze the work.

Integration with other information systems and services

• Synchronization with calendars and Outlook mailboxes;
• Data exchange with applications 1C;
• Import of users from the Active Directory;
• Data exchange with the accounting systems is SAP, Microsoft AX, Microsoft NAV, etc.;
• Integration with Yandex.Maps for display of arrangement on the card of offices, outlets, the current location of mobile employees and mobile teams;
• Integration with the corporate website for obtaining incoming requisitions and a feedback from users;
• Integration with messengers Telegram and WhatsApp, creation and work with tasks with the help chat-bots;
• Integration with bulletin boards (Avito, Cian, etc.);
• Integration with service of personnel recruitment HeadHunter.ru;
• Integration into the ACS (control systems and accounting of access for employees according to electronic admissions);
• Interaction with any external systems and services with open API.

Possibility of independent setup and support of First Form

"The first Form" — the ideal tool for implementation of the principles of "continuous improvement". A system allows to adjust quickly existing business processes and also to develop new and to provide them to users in process of readiness. At the same time the platform supports also classical approach with the isolated development environments and testings. "The first Form" can be established on the corporate server of the client or be provided in lease by the principle of SaaS.

Within a year after acquisition of licenses obtaining new versions of a system and its maintenance is executed free of charge. The First Form company provides to clients services in training and technical support, including in SLA.

2019: Inclusion in the Unified register of the Russian programs

On June 27, 2019 the company 1 Form reported that its management system is included in the Unified register of the Russian programs for electronic computers and databases on the class "Project Management Systems, Researches, Development, Design and Implementation, Process Management Systems of the Organization".

"The first Form" is present at the Russian market more than 10 years. The main effect from implementation of First Form – increase in efficiency of business processes. It is confirmed by our more than 150 clients.

"The first Form" solves the various business challenges relevant for retail chain stores, production, pharmaceutical and insurance companies, consulting and the service industry, construction and real estate administration.

A system proved the efficiency in the solution of the following tasks:

• Optimization and business process management.
• The integrated process management, projects and documents.
• Monitoring of risks.
• Operational analytics for the head – reports, diagrams, KPI, the charts Ganta and so forth.
• Uniform space for discussion of working questions, including divisions and regional branches.
• Mobile application.

That clients appreciate:

• We solve specific business challenges, but not "we implement one more system".
• Fast process automation, fast making changes – any idea it is possible to simulate, estimate result, to correct and at once to test again.
• Improvement of performing discipline – a system itself reminds of overdue tasks.
• All this is available both in the web interface, and in mobile application.

Some project deliverables:

• 25-40% reduction of terms of approval of agreements.
• 30% reduction of time of processing of incoming requisitions.
• 50% reducing costs for monitoring of the current projects.
• 100% approval of discounts, delays, payment schedules.
• 15-20% increase in labor productivity of employees.

2017

"The first Form" — the class workflow management system intended for business process automation, the organization of a common information space for effective communications, ensuring safe storage and use of corporate data.

"The first Form" contains rich tools for setup of various business processes in the most different industries, such as trade, construction, production, consulting and many others. A system is developed in Russia and therefore considers all features of the Russian business.

At the heart of ideology of First Form — the automated control system for tasks and control of their execution integrating all processes and divisions of the company. Such approach distinguishes First Form from other systems and provides its effective in 300 Russian companies of the different industries.

Functional units and tools of First Form

(Data are relevant for September, 2017)

Electronic document management (EDMS)

The system which is built in First Form electronic document management (EDMS) completely corresponds to the concept of the systems of the class Enterprise Content Management (ECM). A system provides process of creation, editing and the movement on route of documents of any type.

EDMS transfers managerial mechanisms to the ordered controlled environment: from organizational and administrative documentation in management of the organization to a flow of documents in a regular business activity.

EDMS in First Form allows to configure any routes of passing of documents, to limit viewing these or those fields depending on access rights of the user. A system will independently select an approval route depending on functional accessory, territorial arrangement and any other parameters of the document.

The built-in mechanism of the predominating and subordinated documents optimizes control and search in all administrative and contractual documentation.

• Unlimited number of document types;
• The legally significant, protected document flow with suppliers and buyers;
• Work with the entering and outgoing correspondence, processing of addresses, the organization of project document flow;
• Vising and approval;
• Formation of the sheet of approval of the complete list of resolutions;
• The centralized storage and maintenance of relevance of documents;
• Joint work over documents with preserving of authorship of changes;
• Version control of documents;
• Generation of standard printed forms using barcodes and QR codes for maintenance of traditional paper document flow;
• Electronic archive;
• Management of access rights.

CRM. Sales management

CRM represents not just an information warehouse about clients and partners, but the instrument of standardization and process control of sales at all stages: from search and customer acquisition and the conclusion of the transaction before collecting of recommendations and responses.

The CRM solution realizes world and Russian practices. It contains all settings, processes, actions and scenarios for practical application from the first day after start.

• Convenient reference books of the companies, organizations, contact persons;
• The centralized storage of complete history of relationship with the client (meetings, calls, letters, agreements, sales, projects);
• The organization of work on projects and tasks together with clients;
• Filtering and customer segmentation, including completely automatic;
• The system of automatic reminders, notifications and the repeating tasks;
• Control at all stages of sales, including KPI of employees;
• Analytics and reporting: a funnel of sales, assessment of potential of sales on clients, regions and segments, etc.;
• Planning, preparation and assessment of results of marketing efforts and advertizing campaigns.

Project management

In the module "Project management" the principles described in international standards of project management are underlain: ISO 21500:2012 and PMBoK (Project Management Body of Knowledge) and also in the Russian GOST P 54869 standard. Developed on the basis of the best world practices, the module "Project management" considers also requirements and specifics of the Russian companies.

The main difference of project management in First Form is that projects are based on real tasks, each of which is present at the list of affairs at the specific contractor in First Form. Summary information on loading of contractors within the project, a project portfolio and the current operational tasks gives the head real information on availability of different types of resources.

The organizations with the developed project practice can implement the standard, sample projects in a system. With their help it is possible to initiate quickly the business processes which are completely automated and synchronized on time and events, with the complete list of tasks and instructions for different divisions of the company.

• Management of a full stroke of works at all stages of planning and project implementation;
• Planning and accounting of labor costs;
• Risk management;
• Management of project document flow;
• Maintenance of relevance of the diagram of project works;
• Operational interaction within a project team and also with customers and contractors;
• Control of payments;
• Variance analysis of a current status of the project from the approved baseline plan;
• Operational analysis of incidents;
• Broad spectrum of reports and visual representations, including the chart Ganta;
• Project integration with business processes of the company.

Personnel management

"The first Form" allows not only to optimize management of internal business processes of the company, but also to manage effectively personnel. A system automates processes of personnel office-work: acceptance and dismissal of employees, calculation of holidays, sick-lists, retirement, etc. A system ensures accurate and harmonious functioning of internal services, automatically creating tasks on different divisions at acceptance/dismissal of the employee, such as: IT, security, accounting, economic service, etc. The quality control system of execution of tasks and accounting of labor costs allows to reveal quickly sections on which it is possible to accelerate process of approval of documents, to increase the level of communications, to optimize distribution of powers.

The system of efficiency evaluation which is built in First Form will allow to estimate objectively loading of personnel and also to see quality of work of each employee.

• Automation of requests for search and personnel recruitment;
• Maintaining uniform base of applicants for all organization;
• Automatic problem definition on preparation of a workplace;
• Maintaining diagram of trainings and certifications;
• Control of movement of employees between divisions;
• System of efficiency evaluation of employees;
• Automatic problem definition on internal services at dismissal.

Organization structure

"The first Form" allows to model any orgstrukturny models, including branched structures with participation of several legal entities. Flexible configuration of the rights and the used role model allow to consider at the same time legal, organizational and functional structures of the company. The list of groups and users can be synchronized with the Active Directory.

At change of an organization structure and the powers and the information access layers conferred about employees of change are performed automatically.

• Company management, having complex legal structure;
• Possibility of visualization of a functional structure of any complexity;
• Setup of non-standard skeleton diagrams of the companies, including with participation of several legal entities within one structure;
• Employee's binding to functional divisions;
• Segmentation by different criteria of job responsibilities;
• The accurate and clear scheme of subordination of all employees in the company.

E-mail client

The e-mail client which is built in First Form is an access to e-mail via the system interface and a binding of e-mails to the current tasks and processes. Mail becomes the controlled instrument of work with clients and partners.

The e-mail client gives the chance to use several mailboxes in a system, to organize the simplified assignment of rights on them, to set tasks to the employees from correspondence and to attach letters to tasks. The possibility of thin setup of rules of access to correspondence on certain clients or projects simplifies joint work over tasks.

• Problem definition and instructions on the basis of the received letters, including automatic – for processing of customer appeals;
• Binding of e-mails to tasks as investments;
• Sending documents from a system to one click;
• Possibility of filtering and quick search of letters.

Personal account – the interface for self-service of external users

The personal account is an opportunity to use advantages of a system directly in work with clients and partners. The personal account is easily built in the corporate website and provides to users access to systems capabilities via the simplified interface.

Using the Personal account an accurate system of customer interaction and partners in a usual working environment is supported. It allows to accelerate and improve significantly internal processes of the company and to eliminate many typical errors in interaction of employees with clients and partners.

• Integration with the corporate website;
• Operational acceptance and consideration of requests from clients, automatic problem definition in the necessary sections, appointment of contractors and control of terms;
• Recording of the complete customer interaction history for the solution of disputed issues;
• Timely exchange of accounting documents;
• Effective partner interaction using instruments of team work;
• A common information space for branches.

Resource management

For effective management of tasks it is necessary to control resources which are required for their accomplishment. Costs of resources in First Form are always tied to a specific objective. For each resource it is possible to enter planned and actual costs.

"The first Form" allows to consider working time of staff of the company and the involved external contractors and also usage time of material resources (premises, motor transport and so forth). For each type the owner of a resource – the employee or an employee group, responsible for planning is appointed.

Advantages of resource planning:

• Assessment of requirements of the company or division for different types of resources;
• Advance detection of shortage or surplus of a certain resource and taking measures for elimination of a potential problem even before its manifestation;
• Exact calculation of the budget on accomplishment of a task or the project.

Advantages of accounting of actual costs of resources:

• Accounting of actual costs on accomplishment of a task or the project and calculation of a margin;
• Comparison of employee performance (if on the solution of equivalent tasks the different amount of time leaves);
• Analysis of the reasons of discrepancy of planned and actual costs, increase in accuracy of planning of future tasks and projects.

Resource planning can be performed:

• by volume and calendar method (the total amount of costs of a resource is automatically distributed for accomplishment of a task);
• by daily method (costs of resources are planned separately for every day).

For planning the user-friendly visual interface of assessment of employment of resources and selection of an optimal resource is implemented.

Planning of labor costs of employees is conducted according to the production calendar admitted to the organizations. For personal planning and accounting of labor costs the interactive Sheet of labor costs is used. In it the employee can look, enter and correct the planned and actual labor costs in a week and analyze the work.

The analytics on planned and actual labor costs in any cuts is available to heads:

• on a task;
• on business process;
• on the project;
• by the form resource;
• on a specific resource;
• on the period;
• on any set of conditions.

Corporate portal

• Uniform access point to information and often performed operations;
• Considerable reduction of time for search of necessary tasks and documents;
• Convenient instruments of informing employees on internal orders, rules and news of the company.

File storage

• Universal, reliable storage system of folders and documents;
• Quick search of the necessary files;
• Access isolation to documents;
• Conveniently structured library of standard (sample) and current documents.

Control of instructions and tasks

• Problem definition to divisions and individual employees;
• Automatic tracking of accomplishment of tasks;
• Escalation and delegation;
• Control of the current loading of personnel;
• Efficiency evaluation of work of each employee.

Business process management

• Built-in instrument of visual business process modeling;
• Control of time standards;
• Ability to manage on indicators.

Personal organizer

• Setting and control of personal tasks;
• The system of reminders in the web application and on the mobile device;
• Personal calendar.

Internal communications

• Message exchange in tasks;
• Chat – the built-in corporate messenger for fast discussion of the current questions and remote interaction with colleagues;
• Exchange audio-and video messages, group chats and video conferences;
• Access to personal calendars of other employees for planning of joint actions;
• The corporate address directory – quick search of a contact information, phones, a position and the physical location of any colleague;
• Personal cards of users – the complete information about the employee, his contacts, the calendar and diagram of otsutstviye, structure of subordination, deputies.

Integration with corporate information systems

• Synchronization with calendars and Outlook mailboxes;
• Integration into applications 1C;
• Import of users from the Active Directory;
• Interaction with external systems and services at the level of API.

Functionality of SMART

Functionality of SMART — "artificial intelligence" of The First Form system. It allows to configure in a system automatic execution of any actions at approach of the set conditions.

SMART allows to consider any specifics of the enterprise and becomes the irreplaceable tool in the solution of different business challenges.

Here only the short list of business challenges which can be automated using SMART:

• Configure automatic formation of payments on a template;
• Send data to e-mail on the schedule or an event;
• Request approval from the management if transaction amount exceeds a limit;
• To assign automatically to the employee of a problem of a certain type;
• Configure a signature request for the selected type of tasks;
• Create the documents MS Office on the set template and the schedule;
• In large quantities to send email notifications or the SMS;
• Change completion dates of tasks and instructions.

Possibility of independent setup and support of First Form

The First Form platform represents the flexible designer configured in strict accordance with requirements of the company. The most part of settings of functionality, business processes and parameters does not require skills of programming. A system allows to automate business "as is" thanks to what it is possible to unroll First Form in the organization in only one day.

"The first Form" can be established on the corporate server of the client or be provided in lease by the principle of SaaS.

Within a year after acquisition of licenses obtaining new versions of a system and its maintenance is executed free of charge. For support of IT specialists of the customer First Form provides technical support services, including on SLA.

• Fast automation without additional finance costs;
• Setup, maintenance and development of a system by own forces, without involvement of external specialists;
• Does not require special qualification and skills of programming.

Long-term practice of work of First Form in hundreds of Russian enterprises confirms that for the first 3-6 months of work the major indicators improve:

• Speed of decision making increases by 5-7 times;
• Collecting and assessment of information takes place 3-4 times quicker;
• The percent of the carried-out tasks reaches 95%;
• Speed of start of new objects increases by 50-100%;
• Labor productivity increases, on average, by 30%.

Mobile applications

According to information for September, 2017 Mobile applications are intended for work with tasks and maintenance of communications between users of First Form using mobile devices on platforms iOS and Android. Use of mobile application helps to maintain continuity business processes, implemented in First Form – with their help users can participate in the solution of the current tasks, even being out of office or not having access to the web interface of First Form.

As well as the web application, mobile application is configured under requirements of the specific organization and filled with widgets for work with the necessary data.

Uniform data, instant synchronization

Mobile application is only one of interfaces for work with data of First Form. Therefore irrespective of the device which is used at present – the personal computer or the notebook, the smartphone or the tablet – the user always deals only with the data, most relevant and uniform for all users. Mobile application works only online, and the actions made in the mobile interface are registered standard mechanisms of First Form. Therefore it is possible instantly, to switch without additional synchronization between work in the web interface and on the mobile device.

Dynamic business processes, effective use of working time

It is possible to begin discussion of a problem in the study and to continue this discussion already on the way, using mobile application. Employees can use any free minute to accept and reject the requested signatures, to put and execute instructions, to participate in discussions and to answer the questions asked you. Thus, mobile application helps not only to support the high rate of business processes, but also to effectively use working time.

Constant control

Mobile application allows to involve technology of push-notifications using which users quickly obtain information on change of data and accomplishment of different actions in First Form. It is possible to configure push-notifications so that to receive messages only about those events which are important for the specific user. Thus employees it is guaranteed will not miss important messages from First Form, but saved from spam.

Operational interaction

It is possible to communicate with colleagues in chats or to call other users of First Form – their phone numbers, working and mobile, are stored in the contact list of mobile application and therefore always are "near at hand". If on the mobile device the account for work with e-mail is configured, then it can be used for exchange of e-mails with users of First Form, using the postal addresses specified in their profiles.

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