IT Expert and GPI Group were developed and implemented the automation system of business processes for Kazakh Invest

2019

On April 30, 2019 the IT Expert company reported that together with GPI Group developed and implemented the automation system of business processes for JSC National Company KAZAKH INVEST.

According to the company, one of priority problems of strategy of investment development was creation of the uniform coordination center of investment activities of Kazakhstan which should support and accompany development of branches of the economy. For implementation of this task of Kazakh Invest it was necessary to develop and start the automated process of management of projects. GPI Group was attracted to the solution of the matter.

For April, 2019 ready-made solutions and business models on management of investment projects do not exist. This activity is rather specific and depends not only on the legislation of a single state, but also on the strategy of investment activities. With respect thereto GPI Group organized and held a number of strategic sessions where the current investment strategy of the country, the conducting world practices and a possibility of their application taking into account culture patterns of business were step by step discussed for Kazakh Invest. The created business model had to simplify and allow to automate process of interaction of all participants of investment activities: owners of business, investors, diplomats, ministries and departments.

After holding strategic sessions the road map on implementation of the approved management concept was created by investment projects. It was defined that works on implementation of basic requirements of Fund should be finished in 3 months from the moment of the beginning of works. All works were separated into 3 stages:

• The I stage – Creation of the register of business processes and preparation of key processes for automation
• The II stage - the Choice of IT solution
• Iiietap – Automation of key business processes

The I stage. Creation of the register of business processes and preparation of key processes for automation. At the first stage it was necessary to define and study area of tasks which automation should have been carried out first of all. Consultants of GPI Group analyzed all business processes of the company, and, together with owners and participants, target cards and regulations were created. On the basis of the received process maps business requirements for the subsequent choice of IT solution and automation were prepared.

The II stage. Choice of IT solution. In the course of search of an optimal IT system for the company experts of GPI Group created short list of the most acceptable solutions in the modern market taking into account their opportunities for meeting requirements of the customer. For full understanding and high-quality selection of the solution, it was entrusted to producers of systems to show several processes developed for the company which were not requiring extensive study. Based on the presentations of ready-made solutions and collective discussion by project participants, from the offered options the most acceptable determined the bpm'online platform of development of Terrasoft company. Considering that this project has degree of importance of the state level and enough deadlines, the decision to invite to IT Expert digging, rendering services in IT consulting, audit, external control by processes and to training in the field of management of IT of business processes was made.

The III stage. Automation key business of processes. This stage became the most labor-consuming and difficult in implementation process of the project. Commands needed to consider features IT architects of the company, importance of data protection and availability of the user forms. At this stage the following works were performed:

• Development of interfaces and functionality of a personal account of the user. This stage is characterized by creation of a powerful subsystem of access isolation depending on the status of the registered participant. Ensuring effective interaction of the users who are at the different levels became one of the main calls of the project. Users of the created system are on the one hand investors, and on the other hand, ministers, deputy ministers, akims, ambassadors, regional and project managers over the countries.
• Integration with internal systems of call center, document flow and the existing CRM system. The works which are carried out at this stage allowed to give to users ample opportunities, including on work with the reporting and verification of documents and to completely automate work with the investment project at all stages of its lifecycle, from the idea to the embodiment.
• Implementation of business processes on the selected platform - comprehensive business process automation. During a stage processing of requests from investors, their analysis, formation, approval and the statement of initiatives was automated. Mechanisms of control of request processing and projects implementation are created. Also for reducing costs for service of process the committee which can supervise several initiatives at once was created. After vote of committee on initiatives, as envisioned by business consultants, the road map of the project – the list of all necessary works with determination of their contractors and terms of implementation forms. An opportunity to manage effectively the road map, to enter and to quickly approve changes, to obtain comprehensive information on holding actions within the road map, to control their timely execution became a know-how at this stage.

The large initiatives requiring detailed study and additional approvals, including of attraction of the government and financial structures received project title. Within investment projects the huge role is played by correctness of an execution of the tender documentation, correct transactions and other transactions. All these actions, despite their multiple layers, became possible to be carried out, using a single system of business process management.

Active involvement of direct users of a system in process of its creation became distinctive feature of the project on creation of Business Process Management Suite in Kazakh Invest. For this purpose on a regular basis focus groups where problems of a system in general and separate processes were discussed were carried out. Such approach was successful. In this project the GPI Group command together with IT Expert, not only executed a role of consultants and developers, experts of the companies found time for training of staff of the company. It allowed to avoid loss of resources and to hold system testing directly at the professional grade during its creation, in online the mode considering all wishes of users. A part of the stated offers was not accepted, but the users participating in focus groups understood why this or that process, in terms of the best world practices and features of the specific organization, should look quite so. A part of wishes on the contrary was valuable and was considered in work, having provided thereby high satisfaction with a system.

For April, 2019 the automation system of business processes in Kazakh Invest is completely put into operation. The project deadline made 4 months.

The achieved results, work in a uniform information field, comprehensive communication of experts and continuous exchange of experience, laid a strong basis for consolidation of two companies in the field of IT management: GPI Group and IT Expert.