In RO Belagroservice automation of contract activities based on a system Case is complete

The Electronic DELO system works in RO Belagroservice since 2007. At the first stage of implementation work of staff of office was automated that allowed to achieve the following positive results:

• fast and convenient registration of the entering, outgoing correspondence, internal documents (orders on primary activity, orders on sending, orders, powers of attorney, etc.) using the unrolled system of different reference books (the Full Name of employees, names of the organizations, standard texts, headings, etc.);
• operating control of execution of instructions according to documents;
• convenient and quick search of information on documents on any details of a registration card;
• program formation of registers of document transfer, magazines of registration of the entering, outgoing correspondence, internal documents;
• automatic overprint of envelopes;
• program reporting (certificate reminder of execution of instructions, report on document flow).

Specifics of activity of RO Belagroservice determines the large volume of contractual documents. All divisions of the organization (more than 20 departments) are in one way or another involved in a contracted work of RO Belagroservice. At the same time there is a permanent need:

• control expediency of signing of the contracts and justification of the choice of partners;
• optimize lists of the persons approving agreements for the purpose of, on the one hand, risk minimization of errors at their conclusion and with another – reductions of time for approvals;
• create the procedures providing the fastest approval of agreements;
• create the file of agreements (or partners) using various sources for the purpose of risk minimization;
• organize online access to the file of the agreement (or the partner) for all interested persons;

control performance of agreements, including accomplishment of financial liabilities.

In 2011 the decision to automate work with agreements by scaling of an electronic document management system was made. Creation of archive of contractual documents and process automation of their approval became the main objectives.

Within the project the technology of processing of more than 10 categories of contractual documents was developed and different scenarios of their approval in electronic form are configured. At the same time, thanks to the developed mechanism of management of approval stages, there was an opportunity to change the standard circuit of passing of approval of the agreement (a standard route) according to requirements of business without participation of the developer or the system administrator.

During the project all processes for lifecycle of contractual documents – from creation of the draft treaty on the basis of a template or import of the received document, before scanning and input of images of the signed originals were automated. It provides permanent existence of current versions of the document, both in text, and in graphic (with the signature of both parties) a type.

Automation of a contracted work based on the Electronic DELO system allowed:

• increase efficiency of preparation of draft agreements, it is essential to reduce terms of approval of documents and operating time with them;
• it is effective to control accomplishment of contractual commitments (tracking of payment due dates, closings of works, signings of acts, etc.).