BFT completed the project on process automation of formation of public contracts in the Volgograd region

2020: Implementation of the designer of documents who helps to prepare documents for procurement procedures

On November 25, 2020 the BFT company announced end in the Volgograd region of the project on process automation of formation of public contracts. In a management subsystem purchases of the GIS "Electronic Budget of the Volgograd Region" implement the designer of documents who helps to prepare quickly documents for procurement procedures.

BFT completed the project on process automation of formation of public contracts in the Volgograd region

According to the company, for November, 2020 in the Volgograd region the state information system (SIS) "The electronic budget of the Volgograd region" functions. Processes of management of purchasing activity in the region are centralized and automated based on the solution of ATsK-Goszakaz BFT Company.

For optimization of activity of the state customers the software module – the designer of contracts (agreements) who allowed to expand functionality of a management subsystem with purchases is implemented and to automate preparation of documents. The designer for "ATsK-Goszakaz" is implemented by BFT Company together with the Partner, Lex Borealis Company, based on the solution "Doczilla".

Within an implementation project:

• multiple forms of contracts on the basis of standard contracts (agreements) and standard conditions of contracts are developed. Including the forms of contracts recommended at the federal level on the basis of the standard forms posted on the website by EIS;
• the library for maintaining the form registry is created;
• the designer for formation of drafts contract using library of multiple document forms and tools of the interface of the designer is configured.

Using the designer of contracts (agreements) in the Volgograd region preparation of documents for procurement procedures in accordance with the legislation of the Russian Federation and regulatory legal acts of the Volgograd region is automated. It is possible to create and fill with information automatically:

• the address on purchase implementation,
• information card of the customer,
• technical specifications,
• specification,
• draft contract.

Functionality of the designer allows in the automatic mode:

• Prepare forms of drafts contract. Forms can be edited, copied and replaced. There is an opportunity to prohibit editing certain document forms or fields of a form according to the configured user rights. It is possible to create forms for formation of drafts contract and to save them in the register of standard multiple forms.
• Create drafts contract on the basis of data from the electronic documents (ED) of a management subsystem purchases: ED "Purchasing request", ED "Contract", ED "Agreement". The form according to a contract type is selected from the list of standard multiple document forms. Further the structured form is autocompleted by information. For this purpose it is enough to answer questions of the designer and to select the conditions and blocks corresponding to the specific contract. When forming the text it is possible to use formulas for automatic calculations, numbering, an insert of tables, cross references in the document and other editing functions of documents. Online a preview it is possible to look how the draft contract will look as a result.
• Create the file with printed form of the draft contract. The created documents can be saved in the PDF and/or docx format with automatic preserving as the attached file as a part of the relevant electronic documents in a management subsystem purchases.
• Messages library of standard multiple document forms and to update forms according to the changing legislation.
• Create the public contract, ready to signing, on the basis of the protocol of summing up purchase.
• Control observance of terms of the contract from the moment of signing before implementation of obligations by the supplier.

Designer of contracts (agreements) automatically:

• creates contents of the document depending on answers to questions,
• loads information from registers, databases and IT-systems,
• changes the terminations, correctly places links to articles, creates annexes to the document.

Thanks to process automation of preparation and formation of documents in the Volgograd region activity of the state customers is optimized:

• Double entry of information and error in documents both at a procurement process start stage, and on a result are excluded,
• Time and labor costs are reduced by preparation of contracts (agreements),
• Uniform application of the approved document forms is provided,
• Process of approval of contracts (agreements) in authorized body is accelerated,
• Control of observance of terms of the contract by the supplier of goods, works, services is provided.

2019: Planning processes and budget implementation in the region are integrated into uniform Info-Space

Since 2014 in the Volgograd region complex work on increase in effective management of public finance is conducted. By 2018 the region could not only balance a financial system, but also reach growth of indicators practically on all industries of life activity, reported TAdviser on April 10, 2019 in BFT company.

For the purpose of increase in efficiency of expenditure of budgetary funds and ensuring transparency of process of implementation of purchases on all stages — from drawing up plans, scheduled plans, purchasing requests and before preparation of data on the signed contracts — within "The electronic budget of the Volgograd region" the management subsystem acts with purchases. Thanks to this mechanism from 2014 to 2018 the region managed to save on purchases more than 8 billion budget rubles, from them over 1.7 billion — in 2018 — Lyudmila Zabolotneva, the head of department of methodology and the organization of budget process of Committee of finance of the Volgograd region told.

The Ministry of Finance of the Russian Federation noted efficiency of budget policy of the Volgograd region: in 2018 the first (highest) degree of quality of management of regional finance is appropriated to the region. Stability of a financial system of area is certified also by ACRA rating agency which in 2018 confirmed credit rating of the Volgograd region at the level of BBB(RU), the forecast "stable". As Lyudmila Zabolotneva emphasized, the important role in achievement of such results was played by digitalization of management of budget process.

For April, 2019 in the region planning processes and budget implementation are automated in the GIS "Electronic Budget of the Volgograd Region" and integrated into a common information space in which more than 3.5 thousand participants of budget process of regional and municipal levels work. In a system the full stroke of budget procedures is already implemented and all key transactions of planning and execution regional and municipal budgets are provided. At the same time "The electronic budget" integrates budget process and the system of the state order in a whole.

Solutions of BFT company became a basis of the GIS "Electronic Budget of the Volgograd Region": "ADC-Planning", "ADC-Finance" and "ATsK-Goszakaz".

Besides, in the nearest future within "The electronic budget of the Volgograd region" one more tool — monitoring of the capital investments will begin to work. Monitoring will be conducted for the purpose of assessment of effectiveness of construction expenses of objects and increase in efficiency of the management decisions made in the budget and financial sphere. All information as on objects already under construction — schools, kindergartens, FAPAM and to others, and on those which construction is only planned will be loaded into a specialized software module.

2018: Centralization of purchases based on "ATsK-Goszakaz"

On June 25, 2018 the BFT company reported that in the Volgograd region the centralized management model by purchasing activity on the scale of the region is implemented. In a common information space regional and municipal customers – only more than 5000 users work.

For the purpose of creation in the region of a common information space in the field of purchases and ensuring operating control behind expenditure of budgetary funds by Committee of finance of the Volgograd region together with Committee on regulation of a contract system in the field of purchases of the Volgograd region the decision on centralization of a management subsystem by purchases of the state information system of the region "The electronic budget of the Volgograd region" was made. For June 25, 2018 in a common information space customers from regional authorities and 37 municipal entities work, their activity according to 44-FZ is completely automated.

Automation of purchasing activity provided the decentralized management model in areas until recently. The municipal systems were poorly connected with the regional level. Such approach did not allow to ensure on the scale of the region uniform standards functioning for all participants, and, respectively, a task of the organization of high-quality control and efficiency evaluation and rationality of budgeted expenses for us, financial body, was rather labor-consuming. We saw the solution of current situation in creation of a common information space in the field of purchases due to centralization. Dorzhdeev Alexander, the first deputy governor of the Volgograd region - the Chairman of the Committee of finance of the Volgograd region

The BFT Company, and its technology basis – the information management system the purchases "ATsK-Goszakaz" became the contractor of the project. The project passed in several stages. At the beginning the analysis of the regional regulations regulating purchasing activity of the Volgograd region was carried out. According to the results of the recommendations about process optimization of planning, formation, order placement, the conclusion and performance of contracts and also about interaction of participants among themselves in electronic form are prepared. Later work on deployment and setup of information spaces of municipal customers and trial operation was carried out. Before input of a centralized system in commercial operation for users of municipal entities training was provided.

Within the project specialists of BFT Company and Committee of finance of the Volgograd region carried out separate work on integration of the created centralized system of purchases with the schedule systems of the budget ("ADC-Planning") and a centralized system of budget implementation ("ADC-Finance") operating in the Volgograd region. Synchronization of data which includes project information of purchase plans, formation of procedures of purchases, budget implementation and also synchronization of different reference books became a binding element of the specified automated systems. At the same time the principle of single information input is observed that provides control of data on compliance to the initial document.

2015: Upgrade of the AIS "Purchases of the Volgograd Region"

In the Volgograd region upgrade of the AIS "Purchases of the Volgograd Region" based on the ATsK-Goszakaz system came to the end. Implementation of new components increases transparency of a management system for public procurements in the region and provides high-quality and effective management of budget process.

The current trend in the budget sphere about which speak both on regional, and at the municipal level very much consists in gain of interrelation of planning processes of the budget and purchase planning of goods, works and services for the state and municipal needs. In this regard so close attention of the Volgograd region to informatization of a management system for the public and municipal procurements is quite natural. So, the updated transparent system of state procurements implemented based on the ATsK-Goszakaz system allows not only to increase quality and effective management of budget process in the region, but also provides execution of all last statutory requirements, including and regarding control at purchase planning within Article 99 of the Law on a contract system.

Automation of control of purchase plans and scheduled plans

To organize effective control in the field of purchases, in the Volgograd region functions regarding control of purchase plans and scheduled plans were automated. A system provides control of the prepared drafts of purchase plans on compliance to requirements of the legislation, in particular control of compliance of financial conditions of the purchase plan to the volume of financial resources brought to the customer. Results of planning and procurement procedures are in online access due to formation of an analytical summary form. In it information on the amounts with a possibility of obtaining the list of the initial electronic documents (planned and the announced procedures of the purchases signed and the performed contracts and agreements, accounts is reflected). Information can be provided in different analytical cuts.

Optimization of joint purchases

Today in the Volgograd region practice of the consolidated (joint) purchases of the goods of the same name, works, services in which several customers have a requirement at once is actively applied. In order that it is essential to save budgets of customers and to reduce time for carrying out such purchases, in the automated control system for purchases of the Volgograd region process optimization of preparation and carrying out joint purchases and also consolidations of the procedures which are carried out for customers of the Volgograd region is implemented.

Interaction with the operating InformSystems

The purchasing system of the Volgograd region interacts with the operating information systems of the Volgograd region in the field of planning and execution of the regional budget of "ADC-Planning" and "ADC-Finance". A binding element of the specified automated systems is synchronization of data. At the same time the principle of single information input at which its essential part is transferred to the created connected documents is observed. Thus, control of data on compliance to the initial document is provided. This control is automated, and the user will not be able to process the document in case of the available discrepancies.

Results

In general the scale of the carried-out works allowed to automate key processes of purchasing activity in the Volgograd region:

• purchase planning of goods, works, services;
• acceptance and processing of requests of customers for purchase of goods, works, services;
• coordination and control of the course of carrying out purchases on compliance to the Law on a contract system;
• participation in procurement of SMP, enterprises of penal correction system, FROM NPO, organizations of persons with disabilities;
• application of a national treatment at implementation of purchases;
• formation of contracts and agreements and control of their execution;
• formation of the analytical reporting and printed forms of documents.