Reefs of system implementation of approval of agreements in development company

RG-Development LLC, the investment development company implementing in Moscow three housing projects under the umbrella Hometown brand implemented the system of approval of agreements based on the Russian platform of document management and Docsvision business processes. 70 employees became active users of EDMS, thanks to a system the term of approval of documents managed to be reduced to 3-4 working days.

Reefs of system implementation of approval of agreements in development company

It would seem that can be simpler than system implementation of approval of agreements? Configured a route, taught approving to click "Yes/no" — and forward. But experience shows that difficulties face when documents are started and approved by the people having a different idea of what is the correct agreement.

How to permit contradictions? The implementation team often tries to make it at the expense of new "frills" in a system. But users issue occasionally quite contradictory requirements for completion, without uniform methodological concept. As a result a system becomes complicated, and terms of approval and a labor cost increase.

The option of development of uniform methodological base for review of agreements also has a double bottom. Many are sure that it is enough to write and approve regulations, and then only to control its execution. But filling of regulations follows from the same contradictory comments of users mentioned above.

Our experience showed that success of all project directly depends on as far as the implementation team plunges directly into document flow process. Here the key, in our opinion, moments which need to be provided to a project team:

• concreteness — it is necessary "to dig out" each unusual situation, to sort to a letter under what conditions it arose what notes to the document were and as they were fulfilled;
• objectivity — it is important to collect and check the facts on the history of approval of the document, but not to rely only on subjective opinion of the employees working in EDMS;
• powers — it is necessary to create conditions in order that at emergence of problems employees addressed an implementation team, and an implementation team, respectively, to provide powers that to solve these problems.

If these requirements are fulfilled, the further analysis of the saved-up business cases, decision making and their execution become for a project team simple and clear.

To colleagues to whom similar implementation of automation of process of approval is necessary, we recommend to pay attention to several important tasks which solution helped us to implement the project:

• separate the agreement into key blocks (sections) and appoint responsible for check of each of blocks;
• define in what situations the agreement can be approved and in what is not present, for example, it is inexpedient to wrap the agreement because of one comma;
• configure the convenient mechanism of delegation of tasks to the subordinated employees;
• create the mechanism providing protection against accidental or deliberate adjustment of the text from the moment of approval in EDMS and until printout of the original of the agreement for the signature.

Besides, it is important as arguments at decision making to rely on the specific examples, situations and nuances relevant for this organization. People often consider that the companies are similar in an issue of automation, and try to make the program such what it was on their most favourite work location.

It is important to understand that system implementation of electronic document management in construction company is not assembly of the designer, and more likely cultivation of a tree when all set of the changing conditions, people, corporate culture sets the most optimal form of approval of documentation. A system should be started quickly and be upgraded constantly at the expense of the saved-up cases. It is necessary to be ready to the fact that on the main part of making changes several months can leave.