"South portal" completed an implementation project "1C: Document Flow of 8 Buildings" in Monolith

2020: Implementation "1C: Document Flow of 8 Buildings"

On October 1, 2020 the South Portal company reported that it completed an implementation project "1C: Document Flow 8 CORP" in  construction holding "Monolit". Automation covered more than 300 employees of the enterprise.  The electronic document management system which allowed  to unify and accelerate processing of incoming correspondence, contractual and  administrative documentation is as a result created. The delay of tasks was reduced by  80%. On  document retrievals  3 times less time is spent. Approval of agreements was reduced from  2 weeks to  3 days. 

"South portal" completed an implementation project "1C: Document Flow 8 CORP" in Monolith

According to the company, before a task in  the company were processed through mail. There were no regulations of processing of tasks, including control of completion dates. As a result, many tasks were processed with  delay. Accounting and  storage of internal documents were conducted separately (in  file storages, on  a corporate portal, on  computers of employees).  As a result there were many doubles of documents,  not current versions were stored, there were problems with  online access to  the necessary documents.

The contractual documentation was coordinated  in paper form. Despite  the accepted approval route, often approval it was executed not  with  those employees. Approval of agreements dragged on and  took more than 2 weeks that occasionally led to  a delay of construction works.

There was no internal Competence center on  document flow which  would control completion dates of documents and  tasks  and also  would be engaged in development of the unified document forms and  formalization of office work processes.  As a result in  each division there were rules of maintaining documentation that prevented effective interaction of staff of different divisions  within "end-to-end" business processes. 

For the solution of assigned tasks the 1C: Document Flow system was selected.  The Portal-Yug company became the partner in implementation.

The implementation project lasted 6 months and  was complete in  planned dates and   within the planned budget. For  September, 2020 in  a system more than 300 employees of the enterprise work.

Key results of the project:

• The performing discipline of employees  due to formalization and  control of tasks increased. The management of the enterprise can constantly exercise control over performing discipline now. Contractors of tasks can  quicker execute the job responsibilities, having before eyes the task list with  specific completion dates and  the formalized description. The adherence to deadlines of execution of tasks is tied on  the system of motivation of employees. The delay of tasks was reduced by  80%.
• The uniform storage of the entering and  outgoing correspondence, contractual, organizational and administrative and  normative and methodical documentation is organized. It allowed to provide to employees quick access to  documents. Now on  document retrievals  3 times less time is spent. The problem of loss of documents is also completely solved.
• Process of approval of agreements from  2 weeks to  3 days accelerated. The possibility of electronic approval allowed to solve a problem of long approval. Now the initiator of the agreement does not have need to physically transfer the agreement from  one approving person to  another. Also the initiator can quickly trace a document status, and  at emergence of notes at  the approving persons, quickly to make changes.
• The structural division  — department of office-work to  which functions of centralized accounting and  document registration  and also methodical user support of a system are assigned is created.  As a result interaction of divisions improved, and  processing administrative and  the normative reference documentation  and also entering and  outgoing correspondence accelerated  twice. For example, if earlier the incoming letter reached to the addressee on  execution  within 3-4 days, then  now  — a maximum  within 2 days.

The electronic document management system  based on the solution "1C: Document Flow" allowed to increase performing discipline of employees. The management received the instrument of control of  operational activity of the company. Thanks to the program, agreements are approved not  weeks, and  few days now. Smagin Igor, the head of the department of information technologies told