CFT translated personnel processes completely into electronic form using Docsvision

2022: Conversion of personnel processes into electronic form

The Financial Technology Center has converted personnel processes completely into electronic form. As a result, the company solved the problem of timely signing personnel documents and increased the loyalty of 4,000 employees from 12 offices, providing them with a convenient service for communicating with the human resources department. To automate personnel workflow, CFT used the Docsvision platform. Docsvision announced this on December 5, 2022.

For 12 years, CFT has been increasing the functionality of the solution based on the Docsvision platform, automating about 20. business processes Initially, on the basis of the platform, processes related to the registration of business trips and vacations were automated. However, due to a restriction in the legislation, employees signed agreed documents on paper. The transition to remote work format 2020 prompted the company to look for a way to digitize and sign. Thanks to the participation in the experiment on electronic personnel document management (ECDO), organized, Ministry of Labour and Social Protection the project team was able to collect a methodological and promptly legal information make a decision on the transition to paperless personnel document management during the period of changes in legislative norms.

Initially, the CFT company fully digitized the processes associated with vacations and business trips, limiting itself to using a simple signature. After that, the project team set up cloud signatures for all employees and digitized familiarization with orders, additional agreements to labor contracts.

Employees have access to a personal account in which you can sign a new document or familiarize yourself with it. Also, the personal account is implemented for top managers who sign personnel documents from the employer. Human resources department employees have the functionality to initiate approval of a new document, submit for signing and control over execution. All business logic of the process is implemented on the Docsvision platform, which is also integrated with a personnel accounting system based on 1C.

The transfer of personnel office work from paper to digital has solved a number of business problems. We have accelerated the flow of personnel documents from several days to several minutes, save time for all employees in terms of personnel workflow. The translation of processes into digital space also allows us to quickly rebuild processes, adapt to changes in the external environment. And our colleagues note the convenience of working with new services. We continue to develop the system, monitor changes in laws and available technologies in order to maintain the legal significance of documents and comfort from using technologies, - commented on the project Artyom Korotchenko, head of the management accounting development department of the CFT Group of Companies.

2020: Creation of an electronic archive of primary financial documents

Russian Fintech provider Financial Technology Centre has been developing its own electronic document management system on the basis for several years, Docsvision connecting additional and optimizing existing processes. This was announced on May 14, 2020 by the company. Docsvision One of the projects, the creation of an electronic archive of primary financial documents, made it much easier for accounting employees to prepare and send reports in response to requests from regulatory authorities () FTS through. GSI

CFT switched to electronic document management 11 years ago, and since then has been continuously increasing the functionality of the solution on Docsvision. As of May 2020, the system is available in all CFT offices in 12 regions of the Russian Federation. The system is used to one degree or another by all employees.

The electronic archive of primary expenditure documents is a specialized solution within the project. With the volumes of documentation characteristic of the CFT, it is possible to submit documents to the Federal Tax Service only in electronic form, in addition, a centralized repository is necessary for operational work and for security reasons.

• The IT company's specialists have set up a convenient process for filling the electronic archive. The process consists of several stages: the accounting employee receives the document and draws it up in, accounting system 1C while it is automatically printed (barcode printers by each accountant), which is glued to the original document. At the same time EDMS , a document card is created in Docsvision. With a certain frequency, the operator scans a bundle of documents, scan copies are recognized and automatically attached to document cards in Docsvision. By regularly checking for scan copies, the system itself notifies accounting employees of discrepancies. The configured decision significantly unloaded financial service employees in terms of "manual" control over the availability of documents on expenses, as well as in terms of provision information in electronic form through the SBIS.

The Financial Technology Center, as a high-tech company, makes sure that all interaction processes - not only with counterparties, but also within the company - are carried out clearly and promptly. On the Docsvision platform, in integration with other systems, about 15 different contours were automated in May 2020: classic document management tasks, HR processes, procurement-related tasks, cost control, and more. An internal corporate electronic document management system was implemented using a simple electronic signature.

The HR department of the CFT through the system exposes offers, agrees on candidates, conducts changes in the organizational structure and PHY. You have set up a complete cycle of working with trips and vacations of employees in compliance with all the requirements of the law.

Through Docsvision, expense bills are agreed and paid in accordance with the company's internal rules; integration with ERP, with the budget execution control system, with the Internet bank - which ensures timely payment of invoices and control over the spending of funds. During the development, the EDMS has been successfully integrated with 1C, with Confluence, with the internal Service Desk system, with ERP, ABBYY (in the "electronic archive" solution).

This comprehensive work in the system increases the efficiency of departments and makes it possible to obtain reasonable statistics for further improvement of processes in the company. The transparency of document flow, convenience and timeliness of reporting are no less important - both on external requests and within the group of companies (GC).

The main drivers of the development of our system are employees who generate ideas for improvements, top management, which understands and appreciates the benefits of digitalization of business processes, and excellent specialists who know how to implement such projects. I always want to optimize something, make it closer to our specifics - and we can afford it, said Artyom Korotchenko, Head of Management Accounting Development at CFT Group of Companies

2014: Choosing a Solution

CFT is one of the developers and manufacturers of banking software.

The company has been using the electronic document management system on the Docsvision platform since 2008, increasing the functionality of the solution every year. The system has more than 500 users. At the end of 2013, CFT was one of the first in Russia to migrate to the latest version of the platform - Docsvision 5. And already in the spring of 2014, the CFT decided to expand the functional capabilities of the EDMS and automate the process of coordinating documents, including the possibility of electronic exchange of legally significant documentation with counterparties.

To achieve the maximum efficiency of document processing processes in the CFT, the integration of EDMS with other information systems of the enterprise is implemented: with the corporate portal based on Microsoft Office SharePoint Server 2007, with 1C: Enterprise 8.0, with Naumen Service Desk, with Microsoft Exchange Server, with ABBYY products, with the management accounting system of CFT's own development.

Result

Before the start of the project, CFT, together with ECMGroup.Pro, evaluated various options for the architecture of the future solution. As a result of analyzing the task, demonstrating and testing a number of solutions, a choice was made in favor of the software modules "Coordination Designer" and "Integration Module with Diadoc." This set of software modules fully meets the needs of the company and makes it possible to build a transparent, managed and effective process for coordinating documents, including the possibility of exchanging legally significant documents with customers, suppliers, partners, as well as remote departments.

The "Diadok integration Diadoc" will allow the company to exchange documents (for example, contracts, as well as electronic invoices) with its customers, suppliers, partners and remote departments without leaving the Docsvision system using electronic signature technologies and the Diadoc service.

"CFT is for us an example of a company that makes the most of the functionality and integration capabilities of Docsvision. The Diadok Integration Module, developed by us, gives the organization new opportunities to create an effective process for exchanging documentation with counterparties. Legally significant electronic document management is gaining popularity among advanced clients today, and we are convinced that soon it will firmly take its place in the business life of modern companies "- Ekaterina Kamchatova, executive director ECMGroup.pro.