Implementation of DIRECTUM in the Russian Sea Group is complete

The Akelon company completed an implementation project of the DIRECTUM ECM system in Russian Sea group of companies. Under management of a system processes of office-work and work with contractual documents are transferred that allowed the customer to increase quality of business and level of corporate culture of staff of the company.

Situation

In recent years the Russian Sea Group significantly grew. As a result of it, the volume of document flow both with partners and partners, and in the company considerably increased. At such development of the situation conducting traditional paper document flow already not fully provided accomplishment of the high standards to quality of work with documents shown by the company.

Being the advanced company with highly skilled personnel and modern management style, the Russian Sea Group relied on use of the latest technical and technological solutions for automation and optimization of work with documents. The management of the Russian Sea Group also understood that in the conditions of fierce competition similar strategy will be additional benefit of the company. Therefore the decision on need of system implementation of the class ECM was made.

Selection

The choice of the DIRECTUM ECM system as a corporate system of electronic document management and interaction management in the Russian Sea Group was influenced by the following reasons:

• a large number of successful implementations in different sectors of business;
• modular architecture and rich, constantly expanded functionality;
• debugged implementation methodology, support and dokumentirovannost;
• full compliance to the Russian standards of office-work;
• compliance to the current IT infrastructure of the company;
• simplicity in mastering and use.

Besides, the DIRECTUM system was the most attractive on economic indicators, i.e. the cost of licenses, implementations and supports.

All works on consulting and system implementation were executed by Akelon company, the General partner of DIRECTUM company.

Task analysis

Within an implementation project Akelon's consultants together with the working group of the Customer should solve the following problems:

• transfer work with documents to an electronic form;
• increase efficiency of preparation and approval of contractual documents;
• minimize circulation of paper documents, reduce the probability of their loss or damage;
• to completely automate processes of office-work and contractual management;
• make integration of the DIRECTUM system with a corporate portal under management 1C: Bitrix.

Solution

The specialized solution based on the module "Contract management" of the DIRECTUM system was developed for management of contractual documents for the Russian Sea Group. The solution uses an augmented matrix of approval that allows to configure flexibly the list of participants of contractual process depending on a type and parameters of the contractual document.

Approval of contractual documents was completely transferred to an electronic form, and the "live" signature of approving is replaced with electronic and digital (EDS).

For process automation of work with the entering, outgoing and internal documents the standard functionality of the module Office of the DIRECTUM system implemented in full accordance with GSDOU was used. This solution provides to the clerk all required functionality, allows to work effectively with documents and to prepare the required reporting.

For convenience of mass access for staff of the Russian Sea Group to organizational and administrative and directory documents the possibility of the automatic publication of documents of DIRECTUM on a corporate portal under management 1C was implemented: Bitrix.

Akelon's specialists carried out works on initial filling of key reference books of DIRECTUM by automatic data loading from other corporate systems used by the Russian Sea Group.

Also for an exception of the subsequent duplication of information input data integration of DIRECTUM and corporate portal 1C was performed: Bitrix on divisions and the staff of the company. Development of the connector allowed DIRECTUM to monitor automatically change of data of the portal and to update own base.

Results

Thanks to the DIRECTUM system process of registration of paper documents became simpler, time for search of the necessary document was considerably reduced, and need of work with originals was almost excluded. It allowed to organize at the same time archive document storage, to reduce the probability of their loss and to reduce costs for repeated copying. The office was completely automated, and the most part of work with the entering, outgoing and internal documents was transferred to an electronic form, including pronouncement of resolutions and control of their execution.

Transfer of a contracted work to an electronic form using the EDS allowed to reduce, first of all, approval terms, to increase transparency and controllability of this process. Thanks to the developed approval matrix, the structure approving a system automatically determines for each type of contractual documents. Everything that the initiator needs to make to start process of approval is to prepare the draft document and to send it along a standard route. Further a system will automatically distribute works between participants of process, and the initiator will be notified on a work progress and the current location of the document.

In addition specialists of Akelon company developed a number of the reports allowing the staff of the Russian Sea Group to create pivot tables on contractual document flow at any time to obtain up-to-date information in different cuts.

Prospects

The Russian Sea Group is going to support and develop the DIRECTUM system, to increase functionality, to automate new business processes and to connect remote branches to a system.

Among perspectives of development of the DIRECTUM system in the Russian Sea Group it is possible to note integration with 1C 8.kh and other business applications, implementation of technology of fast identification of documents of RapID and business solution "DIRECTUM: Financial archive".

Impressions

A.V. Filippov, director of the department of IT: "Automation of contractual management allowed us to reduce terms of approval of contractual documents considerably. Now there is no need to repeatedly print agreements and to transfer them to the employees participating in approval. Besides, it is very convenient that development was made taking into account that different contractual documents at us will be approved by different employees. If someone from workers passes to other position or leaves, we simply change responsible approval in a matrix — and everything works correctly. Also the DIRECTUM system was integrated with our corporate portal. It allows us to publish automatically documents on the portal and to maintain their relevance. Thus, access to documents from the DIRECTUM system is got by the staff of remote divisions and branches".