LENENERGO (Automated control system for purchases of JSC Lenenergo)

Implementation of the automated control system for purchases allowed to increase efficiency of purchasing activity of JSC Lenenergo due to automation of routine transactions, control of performing discipline and partial reengineering of processes. The project became the winner of competition "The project of year" and is recognized IT community the most interesting and perspective in the BPM nominations (business performance management).

• Project title: "Creation and implementation of the automated control system for purchases of JSC Lenenergo"
• Customer: JSC Lenenergo
• Contractor: Conteq (Conteq LLC)
• Industry: Power
• Project implementation terms: October, 2012 — November, 2013
• Project status: commercial operation.
• The used software, the equipment and the auxiliary systems:
  • Microsoft SharePoint Server 2010
  • Automation system of business processes DocSpace
  • Storage system unstructured information of Saperion

Project Description

JSC Lenenergo – one of the largest distribution grid companies of the country which basic functions are transfer of electrical energy and also joining of consumers to the electric networks in the territory of St. Petersburg and the Leningrad Region. Priorities of the company - improvement of corporate management, attraction of large-scale investments into construction and reconstruction of power grid objects for ensuring the advancing development of a power complex in relation to economic growth, reliable power supply of St. Petersburg and the Leningrad Region.

The project on control automation is directed by purchases to increase in efficiency of the organization due to acquisition of necessary material resources and services of the set quality required quantity, in due time, to the right place and with the smallest costs.

The project was subdivided into the next stages:

• Inspection of business processes, design and system development.
• User training and administrators.
• System deployment and replication on all divisions.

Within implementation and implementation of the Automated control system for purchases the main stages of purchasing activity were automated:

• Formation and approval of the annual comprehensive program of purchases (ACPP);
• Holding procurement procedure;
• Determination of the winner;
• Sending information about the winner for signing of the contract;
• Execution of instructions;
• Regulated reports on execution of GKPZ;

Important functions of monitoring are implemented, including:

• Monitoring of execution of GKPZ;
• Monitoring of execution of instructions with a possibility of independent creation of report forms by users;
• Monitoring of system performance.

A system includes automation of the main objectives of document flow based on the solution DocSpace: processes of creation, processing, storage and delivery of documents of any formats and types.

As a result of project implementation the effective objective is achieved - the efficiency of purchasing activity of JSC Lenenergo due to use of information technologies and means of electronic document management significantly increased.

Implementation of the automated control system for purchases allowed:

• Accelerate development process and the approvals/approvals of procurement documentation;
• Control observance of the set regulations of document handling;
• Increase the level of performing discipline;
• Provide quick access to necessary documents on all purchases by means of attributive and full-text search according to documents;
• Reduce the volume of the stored paper copies of documents;
• Organize statistical analysis of processes and operational to make changes on analysis results.

Uniqueness of the project

This project became the first in domestic power industry complete portal solution on management of competitive procedures.

• The project covered all structural divisions, processes of management of purchases cover all types of activity of the enterprise, all geographically distributed divisions of the company are connected to a system;
• High speed of start of a system in commercial operation – due to application of the ready-made solution for DocSpace business process automation a system was implemented in commercial operation in three months after start of the project and developed during operation;
• The full-fledged BI tool for statistical and on-line of the analysis of a status of processes, identifications of weak points in business processes and in performing discipline is created. A system allows to carry out reengineering of the automated business processes in a closed loop, accumulating statistics on process and carrying out changes of its parameters.
• The concept of assessment of system performance is implemented, using provisions of a technique of APDEX (Application Performance Index is the Productivity index of information systems), according to which system performance is estimated in terms of subjective perception by users of process of work with it. Implementation of this technology allows to trace a system status on a set of complex indicators which include interconnected natural technical performances of performance separate a component.

"A system allows to make rather difficult process of the organization of purchases transparent and clear for all participants – the initiators of purchase, employees who are responsible for the organization and holding competitive procedures, lawyers, financiers", - the CIO of JSC Lenenergo Yury Tsvetkov noted.

Operation of the automated control system for purchases within several months was estimated by leading experts in information technology field. In February, 2014 development is recognized by the best Russian IT project of 2013 in categories BPM (Business performance management). Recommendations according to the results of implementation

• Development of a system for increase in a share of the automated transactions: from formation of a set of procurement documentation before the automatic choice of the winning bidder and formation of the agreement for signing.
• The automated control system for purchases is recommended for application at other enterprises of the industry.