The Pomoshch insurance company implements EDMS

On June 2, 2014 it became known of an implementation project ECM- systems THESIS in IT structure "Pomoshch insurance company. Within the project the functionality EDMS and the systems of interaction with partners is integrated (CRM).

Project Tasks

The main idea of the project - in integration of CRM and the THESIS system that approval of agreements and other documents in a system was let directly from a card into CRM, and partners were synchronized. Also the Customer saw importance of receiving a possibility of flexible configuration of processes of approval of documents by own forces.

"The important role in the choice of TEZIS was played by the license price, low cost of upgrade and clear policy of transition to new versions", – Sergey Brayersky, the head of department information logistics of Pomoshch Insurance Company LLC noted.

Project Progress

On the platform of the THESIS system in SO Help key processes are automated:

• insurance contracts,
• pay affairs,
• technical specifications on the quotation of risk, etc.
• standard document flow,
• management of office and work with tasks.

Reasons of the choice of TEZIS:

• intuitive user interface;
• the module of integration into freely distributed office suites;
• the range of settings allowing to automate many business processes without resorting to programming;
• control system over data access and the system of substitution of employees allowing to issue access to holiday time;
• gateways for integration into other web applications.

Additional functions – automatic appointment of users to roles, for example, on the amount of the insurance agreement or type of insurance, a wide template library, tools are developed for efficiency analysis of business processes.

Project Results

The unique and flexible solution which integrated business processes of the company in a unified environment was received. Employees have uniform access point to documents and instructions, heads can control performing discipline and prepare the reporting under work of employees.

"System implementation of TEZIS allowed our company to reduce time spent by the employee for accomplishment of routine procedures for approval of documents to increase control over approval processes, to reduce time necessary for new employees for mastering of EDMS", – Olga Rodionova, the First Deputy CEO of Pomoshch Insurance Company LLC told.

In September, 2012 specialists of Haulmont company conducted preproject examination of the company. During inspection 7 routes of approval were revealed and the document approval which remained in inheritance from the previous system – this part did not correspond to reality and required reduction and simplification of processes. During the presentation based on inspection developers showed to company management as work in a system in the future will look and in January, 2013 works on implementation began.

In a system it was necessary to transfer the processes specific to insurance business – approval of technical specifications to the quotation of risk, the insurance contract, pay affairs, orders on payment, carrying out survey of an object of insurance and also the general processes of work with documents – registration of the entering and outgoing correspondence, approval of orders and documents and acquaintance with them of employees, processes of setting and control of execution of working tasks.

As a result of implementation 9000 insurance contracts with all enclosed documents and 10,000 cards with data on partners were imported to the THESIS system.

Symbiosis of CRM and THESIS

The organization of uniform process of creation and approval of the insurance contract in the form of integration of CRM and the THESIS system with data exchange between systems became the major project task. As a result process began to look as follows: the user comes into a card of the partner in CRM and starts process of creation of the agreement. A system on the TIN and number uniform for both systems, checks whether there is in the THESIS system a card of this partner. If the card is absent, a system automatically creates it and fills out necessary data from CRM. If the card is, then a system updates data and creates the new agreement which goes to approval.

Then the card of the agreement returns to CRM by three possible methods: at completion of process of approval of the agreement, at completion of approval of technical specifications and when clicking the Without Approval of Terms of Reference button. Similarly there is a process of exchange of cards of pay affairs. At the same time the new card in TEZIS is created on the basis of the insurance contract, fields of this card are unavailable to editing in the THESIS system, only in CRM.

It is going to implement three options of start of a task from CRM in the THESIS system:

• When closing a card of an insurance event marked Subrogation in the THESIS system is created the corresponding task to the staff of legal department on the basis of an insurance contract card
• When preserving a card of an insurance event marked "VIP client" – is created the corresponding task to the staff of department of work with important clients
• When preserving a card of the insurance event connected with a card of the insurance contract of the certain type exceeding a certain amount.

Automatic appointment of users to roles

During the project the mechanism of automatic appointment of users for roles in processes depending on the maintenance of fields of cards was developed for non-standard processes. At the same time automatically appointed participant of process cannot be deleted or changed at its start, but in certain cases it is possible to add additional, having the appropriate rights. For each of automatically appointed users one or several "backups" with a possibility of substitution are appropriated.

The system administrator or the user with a role editing matrixes can change the users who are automatically appointed to roles on processes.

Using a matrix of substitutions it is possible to configure all non-standard processes in a system, for example, by rules of the company, insurance contracts with the insurance sum which is not exceeding 500,000 rubles are approved at first by the ordinary contractor, and then the head of department. If the amount of the agreement exceeds 500,000 rubles, they are approved at first by the head of department, and then the Head of Department. For this purpose in a matrix the corresponding records connecting an insurance sum and an order of approving are created. As the parameter of change of a route of approval it is possible to select any other indicator.

Template library

The insurance company operates with a huge array of insurance contracts of different objects and risks, and each of them has the specifics. Therefore "template library" in which forms and forms of documents for each case are stored was developed for the Customer.

Each file of library represents the standardized template to which there corresponds the document card in the THESIS system with the description and the corresponding investment. At the same time this file it is possible how just to download on the computer and to fill in the text editor, and to initiate creation of a card to which this template will be added as an investment at the same time information from a card will be automatically added to its text.

Tools for the business analysis

In standard functionality of the THESIS system a number of tools for reporting is already put and the analysis of processes is a report on control of performing discipline, function of grouping of task lists and documents on different indicators, setup of filters, etc. But additional report forms were developed for the management of Pomoshch Insurance group:

1. My Actions screen. In it any user can see all the actions for all processes in a system in one place – on tasks, conventional and non-standard processes. At the same time the head, except the actions, can see actions of the subordinates.

2. Analytical reports in the XLS a format. Report on approval of documents. The report displays summary information on that how many and what documents passed on processes of approval for the selected interval through the selected employees.

b. The report for work of employees according to insurance contracts. The report displays information on that how many and what cards employees created for a certain period and what processes started on them. Besides, there is a function of display of average time of course of processes and average quantity of stages of approval of a card.