Lokotekh automated personel assessment process

2018: Personel assessment process automation

On July 20, 2018 the MiTek company announced completion of implementation in Lokotekh Group of the module "Personnel Efficiency Evaluation" which allows to carry out different processes according to personal and professional employee competences in the automatic mode. The solution works based on the DIRECTUM system. Development and adaptation of a system were executed by MiTek company.

Annually in Lokotekh the assessment of specialists is carried out: professional (determination and control of the personal purposes of the employee) and personal (conformity assessment of level of employee competences of model of corporate competences). Assessment procedures have cyclic character and are characterized by high labor input of staff of directorate on personnel. The most part of works assumes manual processing, adjustment and the analysis of a considerable document package on the estimated specialists.

Thanks to the implemented solution specialists of directorate in personnel received the progressive management tool assessment procedure of personnel. All processes are fixed and conducted in a common information space – ECM- a system DIRECTUM. It does them transparent and simplifies control of each stage of an action.

Final forms of assessment of employees form automatically. Further the form becomes attached HR specialists to the employee's portfolio. The recurrence of the held events allows to accumulate forms of assessment and to trace dynamics of employee development correlatively of the comparison period.

The system of personal motivation of employees is built, control of achievement of results and accounting of a contribution to development of the division is set. Employees are given an opportunity to take part in assessment of the competences along with heads. At the same time assessment of the head considers a self-assessment of specialists.

Formation of summary rating of employees and identification of the most effective candidates for substitution of higher positions is provided.

In July, 2018 estimated the first results of implementation of the project at Lokotekh Group. So, in a system requirements to business qualities of employees are arranged and the possibility of flexible management is created by competences. Probability of falsification of results of assessment due to fixing of the authorship estimating is excluded. Evident idea of the current level of competences of personnel by department and the company is created. The talent pool of the company on the basis of the summary rating of employees is revealed.

In the long term development of the project at the operational and strategic levels is considered. According to the results of estimated actions it is going to create indicators of achievement of departments, and to use data on them for regulation of powers of division and redistribution of loading for the purpose of building of effective balance of workflows of the company.

2016

Lokomotivnye tekhnologii (Lokotekh Group) LLC manages the assets providing service, repair, upgrade and transfer to leasing of locomotives, production of nodes and parts for the enterprises of railway mechanical engineering. In total about 150 business units among which 10 lokomotivoremontny plants and 92 service depots which are responsible for maintenance over 15,000 locomotives on all their lifecycle are a part of Group. The number of staff exceeds 60,000 people.

The group includes JSC Zheldorremmash, TMH-service LLC, TMHS-Leasing LLC, Trading House MXC LLC, AVP Technology LLC and Lokotekh-Promservice LLC.

Important aspect in ensuring the complex and coordinated work of the organization is existence of the objective information. In a year the total turnover of internal document flow of holding makes more than 1,000,000 documents.

New stage of development of document flow

Stages and strategic tasks

Within the project it was going to solve several problems:

• reduce loading of an administrative and management personnel due to automation of a part of processes,
• organize effective online control of execution of instructions,
• make processes fast and easily adapted to process of permanent development,
• connect flows of communications of head office and the companies of holding, geographically distributed across all Russia.

Business processes in 141 organizations of group were automated in the following order: 1. A pilot project in UK "Locomotive Technologies" and four subsidiary companies in Moscow. 2. Replication of DIRECTUM in JSC Zheldorremmash and TMH-service LLC. 3. Functional development of a system in all companies of holding. 4. Intercorporate paperless document flow.

The first project phase started in March, 2014. In 3.5 months in management company and four child organizations sample, easily replicated solution on basic processes of work with documents was created.

Further, from October of the same year to December of the 2015th, there took place replication of the DIRECTUM system in subsidiary companies of holding - JSC Zheldorremmash and TMH-service LLC. Converting of historical data is executed. The total quantity of users reached 900 people. The functionality of a system is expanded. The first steps to origin of paperless intercorporate document flow are taken.

By March, 2016 the number of the employees working in DIRECTUM approached 5,000. Later implementation of the third project phase within which expansion of functionality of a system and process automation continued began (a request of the unqualified signature, obtaining the qualified EDS, etc.). In August of the same year the holding completely transferred to an electronic form all intercorporate exchange of documents among which memos, minutes of meetings, claims, internal agreements, applications for a holiday and other.

Economy of resources

Key factor of efficiency of Lokotekh Group — the speed, accuracy of the information and an exception of losses within interaction of the companies of holding. The major process affecting business performance is approval of contractual documents.

For this reason the mechanism of approval of contractual documents in DIRECTUM was implemented on the basis of matrixes. For each of them in holding the list approving which can be adjusted easily at making changes in regulations of the enterprise is defined.

The result of implementation — business does not waste now time and resources not "transfer" at all, risks of loss of documents in way or on one of the parties are eliminated. Processes became transparent.

Office: new advantages

Automatic double-sided document registration in interaction with the head company was configured. The DIRECTUM system allowed to register automatically sent outgoing document as entering in branch and to send for consideration to the addressee. At the same time the author of the outgoing letter can trace all information on the document, including registration in branch and the taken-out resolution today.

The solution allows to check who is a final contractor and what decision is made.

Results. From the first person

Implementation of the DIRECTUM ECM system

Implementation of the DIRECTUM ECM system in large federal holding "Lokotekh" – one of large-scale projects in practice of the Russian integrator "MiTek" during which 5,000 users, 25 business processes in 150 business units of holding are automated. The effect of implementation is the economy received from process optimization and leaving from paper document flow, which is expressed in millions of rubles a year.

Requirement and premises of implementation of an ECM system

Integration of Lokotekh Group and annually increasing volume of unstructured documents, need of effective management of corporate content for the geographically distributed environment defined need for a flexible, multifunction and technological ECM system which:

• could be entered organically in the concept of a common information space and to become a part of a corporate communication flow;
• allowed to build most optimum business processes and to strengthen horizontal and vertical relations between the companies of holding;
• became information aggregator from the different systems.

Besides, future ECM system had to correspond to modern conditions of business and ensure functioning of employees at remote access from different mobile devices.

What was important?

For an ECM system the following key requirements were selected:

The working group made a short list where 6 ESM-systems – leaders of the Russian market entered. On analysis results the DIRECTUM ECM system as one of the most functional, convenient and technological was selected from the class. As the supplier of the solution the MiTek company – integrator performed with wide experience in the field of consulting and business process automation based on DIRECTUM.

Strategic objectives of the project

Lokotekh is 250 points of presence across all territory of the Russian Federation at 8 time zones. When in Moscow the working day begins, in Khabarovsk it already comes to an end. The instructions sent in central office in Moscow needed to pass a way from the CEO's office, through all structure of the company to get to the contractor, for example, in Ussuriysk on other end of the country. On all transit process should be the most transparent, and, the main thing, controlled.

During the research specialists of MiTek together with the working group of the customer selected strategic objectives of the project:

Functionality of a system

As of October, 2016 25 business processes are automated:

For the heads who are often in business trips the interface of web access therefore an opportunity far off appeared to take out multiple resolutions and to quickly perform monitoring and to manage business processes of the enterprise was simplified and finished.

Project Progress

The project was implemented in 3 stages:

1. Пилотный the project in UK "Locomotive Technologies"" and 4 subsidiary companies in Moscow.
2. Тиражирование DIRECTUM in JSC Zheldorremmash and TMH-service LLC.
3. Функциональное development of a system in all companies of holding.

The first project phase started in March, 2014. In 3.5 months in the Management company and 4 child organizations located in Moscow the pilot project was implemented and sample, easily replicated solution on basic processes is created: work with instructions, work with outgoing letters, consideration of the entering documentation, management of contractual documents, work with memos, orders, orders, requests in IT and management of powers of attorney. 300 users are covered.

From October, 2014 to December, 2015 a system is replicated on the level of administrative-and-management personnel of two large subsidiary companies of holding - JSC Zheldorremmash and TMH-service LLC, - having replaced systems - "1C: Document Flow" working there and DocsVision. Converting of historical data is executed. The total quantity of users reached 900 people. The functionality of a system is expanded. The first steps to origin of paperless intercorporate document flow are taken.

From December, 2015 to March, 2016 a system is replicated to the end user of all companies of holding. The number of the employees working in DIRECTUM approaches 5,000.

Since March, 2016 the 3rd project phase within which the functionality of a system continues to extend started and such processes as a request of the unqualified signature, obtaining the qualified EDS, work with requests for obtaining technical documentation, approval of job descriptions, approval of the KPI cards, work with requests for commercial offers, approval of estimate documentation and others are automated.

An ESM-system continues to develop functionally, new business processes among which there are a management of claims and work on claim activity, competitive procedures, integration from KSNSI on the HR block and many others are automated.

In August, 2016 the holding completely transfers all intercorporate exchange of documents to an electronic form, and these are memos, minutes of meetings, claims, internal agreements, applications for a holiday and other documents.

Results and effects of the project

Alexey Belinsky, the CEO of Lokomotivnye tekhnologii LLC, about project results:

ECM becomes the infrastructure technology which is directly providing management processes and interaction of employees within productive activity today. For us DIRECTUM became the key instrument of business therefore we annually and systematically develop it. A system paid for itself long ago - interaction became transparent, and fast, the number of paper is minimized, labor costs are reduced by document handling. In the long term, when all processes will be transferred to an electronic form, we expect much more still effect.

Read even more project information in Dmitry Pshichenko's interview. Dmitry tells about the results achieved during implementation of DIRECTUM and about how it affected activity of holding.