"BP Resource" builds business processes from scratch using DirectumRX

On April 28, 2018 the Directum company announced end of a 2-month implementation project of DirectumRX in VR-Resource company thanks to what the uniform principles of a design and approval of documents are organized, payment of accounts and contract activities is automated. Procedures for purchase are conducted according to requirements of Rostec corporation.

Prerequisites of the Project

BP Resource – uniform service center of Helicopters of Russia holding. More than 700 people in 3 locations of the Moscow region work at the enterprise.

Initially the scheme of document flow was simple with the minimum quantity of documents for signing. There were no instructions for office-work and a uniform operating procedure with documents in general. In one and a half years the number of employees increased from 30 to 600 people. Because of a staff increase, the volume of assigned tasks, lack of the regulated scheme of document flow and control of performing discipline there were problems of interaction both internal, and external with customers. Documents were not transferred to other departments in time or lost that led to growth of receivables.

Project Tasks

The organization of an effective management structure and business processes became the main objective of implementation of DirectumRX. It was necessary to automate office-work, to increase performing discipline and to provide reliable document storage.

Project Progress

The scheme of approval of payment of accounts in the company

EDMS was started in work without trial operation. Standard delivery contains ready regulations on work with the entering and outgoing documents, powers of attorney, memos, orders, agreements and invoices for payment. On their basis in the company own business processes were described. On consecutive setup of reference books and processes left less than a month. The project manager and the specialist of document control department in a week understood the solution. Videos, the reference and consultations of specialists of vendor helped.

First of all, work with the entering invoices for payment was automated. Issue of money in on receipt employees as a type of the entering invoice for payment was provided. Specialists "BP Resource" together with consultants of Directum company registered regulations of approval, developed the user instructions with indication of obligatory additional fields.

Within an internal documentary flow the document type "The register of priority payments" with the regulations of approval and a statement was implemented. Thanks to what employees of the financial block and treasury, directorate of purchases spend less time for the procedures connected with payment of accounts. It became easier to monitor observance of the budget, to control execution of services, to monitor exceeding of a limit of purchases according to Uniform Regulations on purchase of Russian Technologies State Corporation. It was succeeded to minimize accounts payable due to timely obtaining primary accounting documentation on payments according to a task in a system.

Automation of contract activities and internal documents became the next stage of implementation of DirectumRX. Transferred powers of attorney, orders and business correspondence to an electronic format. In parallel loaded document templates into a system and registered regulations of approval.

In "BP Resource" the large volume of memos therefore processes of signing, approval and control were also organized in EDMS. Templates are developed for 7 types of memos, for each of which regulations of approval are registered.

Regulations of approval of memos

That employees mastered possibilities of DirectumRX quicker, the project manager and the office-work specialist "BP Resource" organized training. Developed the training instructions for specialists.

At all users mobile application of Directum Jazz, and at top management – Directum Solo is installed that allows company management to consider quickly documents and to make decisions at exit meetings or business trips.

At the end of 2017 the company put into operation Regulations on purchase by accession to Uniform Regulations on purchase of Russian Technologies State Corporation according to which the organizations should follow uniform rules of implementation of purchasing activity. Actions for purchase were also organized in DirectumRX.

Purchasing activity is performed through memos. 7 divisions participate in it: initiators of purchases in departments and their line managers, financial and economic department, the office of the CEO, procurement commission and others. In procurement process sheets of approval form, sample documents have the unique barcode.

Preparation for the competitive procedure begins with a design and approval of documents. After their statement the directorate on purchases places documentation on electronic marketplace. Procurement participants receive the notification on the beginning of the procedure. After purchase execution of economic safety by department information on the winner is checked, the expert opinion prepares. Further directorate of purchases the protocol on results of carrying out which will be approved by members of procurement commission forms and affirms the chairman of procurement commission. At the last stage signing of the contract and control of its execution is exercised. The documents which are stored in a system conform to requirements imposed to purchases and provide observance of confidential information.

Project Results

For April, 2018 in DirectumRX office-work, including personnel, organizational and administrative activity, the entering invoices for payment, contract and purchasing activity and registers of priority payments are automated. Documents are processed according to standards of holding. Decisions on them are made quickly, at each stage it is possible to check their execution. Loss and a zadvoyeniye of documents is minimized.

With system implementation labor productivity increased and economy of working time is reached. The term of approval of documents decreased. For example, from the moment of creation of the memo before its execution there pass 2 days, and process of consideration of the agreement is at most 7 days.

The top officials of the company manage processes via the Directum Solo mobile solution that allowed to increase decision making speed according to documents and also gave an opportunity of authority delegation and their tracking.

Is in the long term going to begin exchange of electronic documents with customers through Synerdocs service.