In LOreal e-document flow based on Microsoft SharePoint is used

Approval of delivery agreements and intercorporate exchange of electronic legally significant documents with distributors on the Microsoft SharePoint platform

In L'Oréal company the system of approval of delivery agreements and support of intercorporate exchange of electronic legally significant documents with distributors was implemented that allowed to accelerate considerably document flow and to cut down expenses on printing and transfer of documents.

Situation

The L'Oréal company has a wide partner network. Against the background of constantly growing volume of finance and legal documents, the company management began to note the following difficulties:

• Duration and opacity of approval of delivery agreements in the company, search and selection of documents in archive;
• High material and time expenditure on exchange and reconciliation of originals between the enterprises of holding, a delay in registration and providing necessary documents to suppliers and clients;
• The errors arising at manual document handling.

The company management of L'Oreal came to a conclusion about need of implementation of an internal system of approval and exchange of agreements.

Solution selection terms

As in the company the SharePoint platform is used, and a large number of distributors perform exchange of finance documents using Kontur special design bureau service (Diadoc), two main requirements to a system were formulated:

• An opportunity for work with documents in the single user interface SharePoint;
• Support of exchange of electronic legally significant documents through the operator of electronic document management of special design bureau Circuit (Diadoc).

The offer of TerraLink was recognized the most attractive.

A system provides acceptance and transfer of the following documents:

• The supplementary agreement to the delivery agreement (an award for volume of the purchased goods);
• The act to the Supplementary agreement to the Contract of delivery on providing an award for volume of the purchased goods for the period;
• The supplementary agreement to the Delivery agreement (an award for the volume of a goods sold);
• The act to the Supplementary agreement to the Contract of delivery on providing awards for volume of the implemented goods for the period.

The proposed solution supports also signing of documents using the electronic signature.

The principle of system operation of electronic exchange of legally significant documents on the SharePoint platform

Project Implementation

Implementation stages

The project was implemented in 5 stages:

• Requirements gathering: the analysis of the current business processes of conducting paper document flow, structuring and formalization of requirements business of users to e-document flow;
• Development: creation and setup of a system according to technical specifications;
• Testing: check of operability of a system and its compliance to the business requirements imposed by the company, completion and making changes;
• Trial operation: connection of partners/partners to exchange through SPB the Circuit, the beginning of exchange of electronic documents, the analysis of operability of a system commercially;
• Connection of partners/partners to exchange through Kontur special design bureau services.

Features and difficulties of the project

In the course of system implementation project teams of TerraLink and L’Oréal consider features of business of the company and also the requirement to the procedure of document transfer in electronic form.

Factor of successful system implementation is consolidation of efforts of project teams in questions:

• developments of approaches to implementation of required business scenarios of transfer of electronic documents;
• operational adaptation of a product under requirements of business.

Solution architecture

Result

Business of benefit

System implementation of exchange of electronic documents provided:

• reduction of direct costs
• decrease in labor costs of employees of a back office on document handling;
• cost reduction on printing, scanning and transfer of originals of documents.

Qualitative benefits:

• reduction of terms of exchange of originals of documents;
• increase in transparency and reliability of exchange of documents;
• increase in reliability and efficiency of financial and economic accounting;
• reduction of risk of losses of documents;
• minimization of influence of a human factor at document handling.

Plans for the future

According to the results of project implementation, the L'Oréal company plans archiving system implementation which will add the system of approval of delivery agreements and support of intercorporate exchange of electronic legally significant documents with distributors.

Completion and system implementation of archiving of documents will provide:

• Systematic archiving of signed documents of L'Oréal in a System;
• Interaction of a System and the Operator of e-document flow (Diadoc) for exchange of electronic documents;
• Integrity, availability and confidentiality of information.