"First Bit" automated document management and contract management at Ruskon

2022: Document Automation and Contract Management

The company "First Bit" automated the processes of document management and contractual work in the company "Ruskon." Within the framework of the project, the processes of coordination of counterparties and contracts, selection, admission and support of employees, issuance of powers of attorney were automated. This was announced by the company "First Bit" on August 26, 2022.

Before the introduction of automation systems, the entire document flow was carried out manually - agreement of contracts was carried out in the mail, on paper. Many processes were conducted in Excel tables. The main problems with such a document management system are the lack of information on the timing of tasks, the location and availability of original documents, errors associated with the human factor due to manual entry of data.

Ruskon ports and terminals are located in different regions of Russia, as well as abroad. Several workflow loops required automation. Due to the increased volume of services by 2.5 times, the company needed to establish a transparent and simple process for coordinating counterparties, contracts and additional agreements. And also digitize the process of hiring and accompanying personnel.

It is important for a commercial organization to conclude contracts quickly. To speed up this process, you have set up approval routes depending on the contract type and the counterparty. The acceleration of the approval process gave a 30% increase in the productivity of the selling divisions.

The work of the HR division is digitized with the documents "Selection Request" and "Job Offer." Thanks to them, you can build analytics about the number of job vacancies, candidates who received a job offer, and the number of closed vacancies. Reports have been created to assess the effectiveness of recruitment.

The company employs 1,300 people. To organize internal work of employees, a set of access to regulations, instructions and access to programs is organized. When forming an order for admission, transfer or dismissal, the IT department receives tasks to issue or remove a set of rights and access. When accepting an employee, such a process significantly improves adaptation to a new place of work.

The process of coordinating travel expenses and taxi trips has been automated. The data on agreed costs is transferred to the 1C:ERP, which facilitates the work of accounting when generating the financial results of the departments.

All exchanges between software products, 1C: Document Flow,, 1C: Accounting:, 1C: Salary and Human Resources 1CERP the corporate portal Bitrix pass through the RabbitMQ message broker.

With the automation of the company's internal processes, the approval processes under contracts have become transparent, the issues at which the contract is located are no longer raised. The company also ensured the automatic formation of all the necessary documents for the employee's life cycle - from admission to dismissal, and determined their storage locations. All this not only allowed the state to grow in number by a third, but also to reduce production costs by 20%, told Artem Yegiazaryan, head of the project department of the Krasnodar office on Kozhevennaya.