PIK Group completed implementation of EDMS

On February 25, 2014 the Akelon company announced the beginning of an implementation project of a single system of contract management of Directum in PIK Group.

Project Tasks

The main premises for upgrade of document flow in PIK Group:

• need for reduction of time for creation and document retrieval,
• development of horizontal communications in the company,
• reduction of paper document flow.

For the purpose of optimization of the operating business processes in the company, the Board of JSC PIK Group makes the decision on need of implementation of the single system of contract management (SSCM).

The supplier of the solution - Akelon company.

Project Progress

For the maximum adaptation of the Directum system to tasks of JSC PIK Group, even prior to works on implementation created the working group from the customer. Heads of departments, chiefs of departments, senior specialists and the leading users entered it.

ESUD is based on business solution "by DIRECTUM: Contract management" it is also intended for optimization of key business processes of work with contractual documents of divisions of PIK Group and affiliated enterprises – participants of contractual process:

• increases in effective management of process of activity of divisions and services of the enterprises of PIK Group regarding accounting of contractual commitments with external partners;
• providing the top management of PIK Group and the interested officials with information for acceptance of management decisions;
• reductions of terms of preparation and approval of agreements of external partners;
• gains of control over proper execution of contractual commitments;
• creations of the common information space integrating processes of contract activities and adjacent business processes using integration solutions;
• document flow optimization, both between the enterprises of PIK Group, and in each enterprise.

The project will last till fall of 2014. During this time frame specialists of Akelon should execute implementation of a single system of contract management and to provide training of staff of the company. The mechanism of interaction Directum and the third-party systems of the customer is implemented by means of web services of integration of the Directum system.

Project Results

On April 28, 2015 the Akelon company announced system implementation of DIRECTUM in JSC PIK Group.

Implementation of an ECM system automates more than 1100 jobs of users at the central office, ten subsidiaries and affiliates of Group.

Feature of the project – the development and deployment of the solution on work with contractual documents significantly expanding standard functionality of the module "Contract management".

DIRECTUM is integrated into the operating Group IT infrastructure, providing automatic data exchange with an accounting system, treasury, archive of tenders, CRM and other systems.

For ensuring convenient transition of work of users, before the project more than 80 thousand legacy contractual documents in the last two years are loaded into the DIRECTUM system. It reduced labor costs during creation of new subordinates of documents (supplementary agreements, agreements on termination and so forth) and to provide existence in the system of complete "chains" of contractual documents.

For April 28, 2015 in the DIRECTUM system about 250 contractual documents are daily created (taking into account automatic data acquisition from other information systems), more than 1 thousand tasks of different standard routes are started.

"The project proceeded about a year. The system design stage became the most long – the project team should consider features and nuances of work of all divisions with different types of agreements that at the exit to put convenient, flexible mechanisms of use and maintenance of a system in a system. Such approach was applied not only to ten pilot enterprises, but also with the purpose to provide further replication of a system with the minimum completions. The system of work with contractual documents developed on the DIRECTUM platform having as a user-friendly interface, high speed of work and reliability, and necessary flexibility and simplicity in setup became result" — Valentin Poteshkin, the head of department of quality control and internal efficiency of JSC PIK Group, the project manager noted.

"At the beginning of the project quite ambitious goals were set for us: it was necessary to start a system at once in 11 enterprises, the number of users in which was more than 1000 people, to integrate a system with the existing Group IT infrastructure, to post migration more than 80,000 contractual documents. DIRECTUM became a smart choice as the platform capable in enough short time of the project to provide accomplishment of all requirements of the Customer. Confirmation to it are results of implementation and reliability of the system providing creation and approval of more than 2000 contractual documents in day. Now a system is transferred to commercial operation, works on replication of a system in other enterprises of Group are conducted" — Sergey Romashev, the project manager of Akelon company told.