Rosneft NK (1C-Bitriks24)

2021: Shareholder's Personal Account

Task

In 2017, Rosneft entered the experimental state program for digitalization of processes. The task is to translate into online and optimize the process of working with shareholders using digital solutions. So started the development of the personal office of the shareholder.

Execution

Communication Portal

To inform shareholders about the meeting, employees prepare official letters, agree on details and send invitations by mail.

Thanks to the work performed by Extyl specialists, announcements of the meeting simply appear in the personal offices of shareholders. Information about planned future events, and about those that have already passed, is displayed on the calendar. Documents, presentations and reports from past events are stored there - at any time you can go see the results and decisions that were made earlier.

Rosneft employees can now quickly inform all shareholders about changes in the agenda of the meeting. Shareholders, in turn, can prepare a proposal in advance, add their comment to the agenda or ask a question. Moderators see and process real-time information. All this accelerates communication at times.

The personal account allows shareholders to attend meetings online if necessary. Inside the portal, we provided for the possibility of online broadcasting and the voting function - for example, for the composition of the board of directors or the issuance of additional shares. The number of shares affects the weight of the shareholder's vote. You can distribute your votes between nominations, the final result will be shown as a diagram.

To take into account the special security requirements for confirming the identity of a shareholder, a digital signature with a key on a flash drive has been introduced. After authorization with it on the portal, all actions are automatically digitally signed.

Appeals to Rosneft

Not only Rosneft spent enormous resources on communication with shareholders. Shareholders also often took a lot of effort to get feedback from the corporation. For example, to order an extract, find out how many dividend payments they were supposed to pay when they were charged, you had to send an official letter through the Russian Post in the old way and wait for a response. Rosneft redirected the request to the RN Register (a separate archive) and only then sent the necessary information. Each request went through several specialist processors.

Now, entering the personal account, the shareholder can:

• see how many shares he has
• find out how many dividends he will receive
• order statements and inquiries
• see dividend calculation schedule, stock transaction history
• download payout report by period

To display current data, we implemented integration with the registry directly. And if you still need a paper certificate, you can order it in one click - on readiness a notification will come. To securely receive personal data from the registry, we connected a separate service to an internal bus, through which we integrated with encryption and decryption of data to avoid theft.

Achieved result

Rosneft was one of the first state-owned companies to begin digital transformation with our help. This was only a small part of the processes that required digitization. We reduced the cost of the company's resources for organizing and processing a large flow of information related to shareholders, reduced the workload of employees. It's easier for shareholders to interact with the company, "Extyl said.

2020: Creation of the AIS portal "Corporate Governance"

Project implementation dates: April 2019 - April 2020

Task

Automate the processes of preparing and holding meetings of Rosneft shareholders (GOSA and VOSA).

Execution

Processes are automated within the AIS portal.

• Add role-specific differentiation to tasks (Manager/Responsible/Co-Executive)
• A form designer has been developed that allows you to create and output them in the desired tasks. Set up subtask generation
• Selection of cities, sites for OCA, their approval, approval of the budget.
• Formation of working groups on activities
• Formation of the CCA action plan from the last year template, with the possibility of Export/Import Excel, printed forms, indication of responsibilities and deadline.
  • Multi-level negotiation (both sequential and parallel)
  • Automatic alerts of approaching deadlines. Reporting for each activity.

• An interface has been implemented for processing incoming shareholder appeals, as well as monitoring the response time for already received appeals.
• Implemented reporting for Management.
• The possibility of forming a list of candidates based on the current composition, the list of reserve candidates, the choice of the chairman.
• Negotiation of the list of candidates with the security service
• Generation of printed forms for GUIDE signature.