Prof-IT Group automated document management at Ellar

2024: Workflow Automation

PROF-IT GROUP automated the document flow in the pharmaceutical company "Ellara." Prof-IT Group announced this on October 30, 2024.

The terms of agreement of contracts have been reduced by 30%.

Ellara is a pharmaceutical company engaged in the development, production and sale of its own injectable drugs, conducts contract work with customers. Due to the growth of the company and the expansion of production capacity, management needed a tool that eliminates the long procedure for coordinating documents and simplifies the settlement of disagreements under contracts. Paper document management has lost its effectiveness. Due to the lack of a unified information base, documents were lost, the process of coordinating securities was not optimized and not standardized. 

Based on this, it was necessary to ensure the safety of documents, the sequence of their storage, streamline the process and create a coordination system, eliminate double work on entering data, create a common archive for the entire enterprise, ensure control over the execution of documents, and simplify interaction between departments.

The company's IT landscape was represented by 1C programs: all approvals took place in Bitrix24 and by e-mail, which caused some inconvenience associated with inflexible route configuration. As a platform for document management, the solution "1C: Document Flow 8 KORP" was chosen. A single information loop made it possible to automate the following functions: document management, document movement processes, delimitation of access rights.

PROF-IT GROUP experts conducted a study of the document flow of the pharmaceutical enterprise. Based on the results of the study, the storage of documentation was structured, powers and policies of access rights were set up, rules for coordination by types of documentation were determined: internal and contractual documents, directories of counterparties. 

During the project, the loading of counterparties from the template into the 1S:DO: contracts, including approval for the addition of a counterparty, a monthly production plan, an arbitrary document, is set up. As a result of the project, employees received a tool that allows you to customize business processes depending on the type of approval of the document.

The solution supports integration with various internal and external systems, which increases the speed of communication, data exchange and decision-making. The total number of users is 80 people. Lawyers, accountants, IT service, procurement department, production work with the system.

As a result of document flow automation, a single information loop has been created, the loss of documentation has been minimized, the search for the necessary documents has been simplified, and business processes for coordinating and processing documents have been standardized. The time for approval of documents has significantly decreased. The duration of the document approval process was reduced to 3 days, and the quality and efficiency of personnel work increased by more than 30% in terms of working with documents in the system. The terms of agreement of the contract documentation were reduced by an average of 30 %.

The duration of registration of documents has been significantly reduced. All documentation is now logged directly into the system, where all documents are stored in the shared database. The processes have become understandable, visible and controlled. Work is being established between related departments. We thank PROF-IT GROUP for automating the system and improving our business processes, - said Ildar Sherbanov, CIO LLC Ellara.

When implementing digital services, we prioritize their practical benefits for businesses and employees. The main task in the project was to simplify the routine work of employees, to make it more comfortable, operational and transparent. We have created a single database of documentation storage and accounting. We implemented a tool for coordinating contracts with counterparties. We thank Ellara for its trust, "said Denis Gridasov, head of consulting and business application development at PROF-IT GROUP.