"The first BIT" automated settlings with students in MAMI

Specialists of The First BIT company automated at the end of 2015 at the Moscow state machine-building university (MAMI) process of settlings with students using the program "BIT. university.calculations ".

Some time ago the university needed complex automation of settlings with students which would allow to optimize accounting and work with agreements of students. Decrease in labor costs, temporary and financial losses and also an exception of the errors connected with a human factor was the purpose. Priorities were set: to timely monitor changes of personnel information on students; reduce labor costs and dead times by data entry on payments; to automatically calculate the size of a penalty fee and penalties at delay of payment for an exception of errors and monetary losses; execute mass transactions over agreements of students (indexation of payments, group closing, etc.); exclude duplication of functions between employees.

Personnel information about students, such as information on agreements and payment on them, were stored in base of a software package "BIT. University". However the part of tasks work-related with students required additional automation.

A large number of time and forces was taken away by data entry about training payment. There were no mechanisms of calculation of a penalty fee and penalties for payment delay that led to monetary losses and errors at manual calculation of a penalty fee. Time for repeated entering of the same data in the different systems was wasted.

Staff of First BIT, office "Moscow, M Semenovskaya" was involved to the solution of these tasks. Long-term experience of First BIT in automation of organizations of an education system, first of all — universities, played a crucial role in the choice of integrator.

Specialists of First BIT added a software module to already available functionality "BIT. Settlings with students". It allowed to facilitate and accelerate work of staff of university.

Within the project the new feature "Calculation of a penalty fee" which gave the chance to calculate the size of a penalty fee and penalties and also to configure a type and the size of penalties individually for each agreement was developed. Tools for operational change tracking of the personnel information entered by dean's offices are added (transfer, transfer from a rate, an academic leave, recovery, etc.). Are developed loading procedure and information analysis on payments and automatic distribution of payments by agreements of students. The convenient tool for group editing the students given in agreements is created. The accounting systems of university are united in uniform base. The staff of dean's offices and contractual department got an information access about a financial indebtedness of students that saved them from need to request data in accounting and to duplicate information in the bases.

As noted, the project was complete in short terms — in 3 months. On a response of the customer, consolidation of the accounting systems in a uniform complex allowed to get rid of repeated data entry and to considerably reduce labor costs and temporary losses of staff of university. The block of calculation of a penalty fee allows to charge quickly penalties and penalty fee for delay of payment by students. It exempted employees from the calculations which are carried out manually and allowed to avoid financial losses. Mass transactions over agreements of students and automatic tracking of personnel information allowed to reduce time spent for this work and to reduce quantity of errors in data. Function of loading of information on payment allows to support base in current status, saves personnel of university from a large number of laborious work and also reduces quantity of errors.

"Automation of settlings with students allowed to lower loads of specialists of the university significantly. Earlier parallel operation in several programs led to problems with synchronization of data and duplication of functions of employees. 'The first BIT' helped us to eliminate these defects. Now different divisions, including branches, keep account of the contingent of students and payment of study in the uniform software. There were additional opportunities for planning of financial and economic activity and control of debt on payment" — Ekaterina Afonina, the deputy chief of UEF of the university of mechanical engineering reported.