"Garden Ring" completed an implementation project of the 1C: Document Flow 8 system

On November 8, 2016 the SoftExpert IT integrator announced project completion of system implementation of 1C: Document Flow 8 at offices of Garden Ring group (Krasnogorsk).

Garden Ring group (2016)

Choosing a Solution

The management of holding made the decision on implementation of an electronic document management system, uniform for all divisions, which would allow to accelerate exchange of documents between divisions, helped to reduce time for approval of agreements and estimates, to strengthen control of timeliness of accomplishment of instructions.

For the regulated and operational accounting in the company programs on the 1C:Enterprise 8 platform therefore and for solving of tasks of workflow automation the 1C: Document Flow 8 CORP system was selected are successfully used. The SoftExpert company having successful experience of implementation of electronic document management systems at the different enterprises became the partner in implementation.

A system was unrolled in 40 workplaces in 8 main ("parent") companies of holding: divisions of development, design, architecture and design, operation of objects, optimization of technical solutions, protection of a real estate, sales management and management of contract works.

Project Results:

• About 30 document types and work files are transferred to an electronic form: the entering and outgoing correspondence, primary requests, estimate documentation, personnel orders, orders, memos, copies of drawings, supplementary agreements to agreements, acceptance acts, settlement, orders, works schedules, finance documents, agreements with contractors and suppliers of building materials. The volume of paper document flow is reduced by 30%.
• The storage system of documents, uniform for all companies of holding, is organized. Now there is no need to copy the original or to print the same document in each division, to spend forces and time for its delivery from one approving person to another. Employees of "Garden Ring" can lift in 2 cliques all history of business correspondence with this or that partner and find the necessary document. The backup function implemented in a system completely excluded risk of loss of documentation. Employees work with electronic copies of documents while the original safe and sound lies in archive.
• A system allows to control in real time task allocation, to estimate load and efficiency of each employee, department and division of holding. It is possible to redistribute at any time tasks and to receive the report on performing discipline. Heads of the companies and departments had an opportunity more rationally to plan work of the subordinates and to control terms of accomplishment of tasks. As a result performance of work of each structural division separately and all holding in general increased.
• Work with agreements is automated. The most part from them forms on standard templates now that saves employees from an excess routine. Approval of electronic copies of agreements can be executed as in parallel, and along the routes which are in advance registered in a system. At the same time in both cases the approving persons get instant access to the scan copies of the original of the agreement and all accompanying documentation. As a result approval of agreements significantly accelerated, decisions are made quicker, bargains are concluded more quickly. It helped holding to increase efficiency of customer relations, suppliers, contractors and investors.
• In all main divisions of holding it was succeeded to optimize procedures of preparation and holding meetings and also approval and performance of protocols on them. Meetings invitations are sent to employees through 1C: Document Flow 8 now. At the same time it is possible to attach all materials, necessary for familiarity, to the invitation. Having studied the description of an action, receivers or confirm the presence, or reject the invitation. As a result the organizer of a meeting foreknows the number of its participants and can even postpone an event if time for which it is planned is inconvenient for most of interested persons. Process of distribution of instructions by minutes of actions became more ordered. After the meeting the protocol with the task list and instructions of contractors is sent to all participants. Each employee has the right both to accept order, and to delegate it to other competent specialist in case of excessive employment. It not only simplified the procedure of the invitation of employees on actions, but also helped to strengthen control of execution of orders.
• Besides, for each employee individual access rights to a system according to job responsibilities are configured. It not only arranges work of regular specialists with documents, but also excludes risk of unauthorized access of strangers to confidential information of holding.

"1C: Document Flow 8 system" helped to coordinate more effectively activity of 8 key companies of holding and to differentiate areas of responsibility between them. Information exchange between the staff of the enterprise accelerated, dynamics of approval of documents and the approval of estimates improved, scenarios of document handling became more ordered. Heads of departments and divisions had enhanced capabilities of control over performing discipline of employees. Certainly, all this could not but affect business processes of the company. As tasks began to be carried out quicker - also construction terms were reduced". Sultanov Victor Nikolaevich managing affairs of Garden Ring group