Volma employees got access to work with electronic documents remotely from mobile devices

2021: Access to electronic documents remotely from mobile devices

Top management and employees of Volma Corporation gained access to work with electronic documents remotely from mobile devices as a result of updating the Docsvision platform. The update of the previously introduced system and the organization of access to the system through the web interface was implemented by Erker, one of the partners of DoksVision.

The goal of the project is to maintain the high efficiency of already digitized business processes for employees who are often on business trips in a geographically distributed organization, providing access to the electronic document management system through a web client. The updated interface implements all functionality previously available only in the desktop application.

Volma Corporation has been operating on the Docsvision platform since 2009 and solves the problems of automation of internal document management and office management. The system is configured for the work of the office, business processes with service notes, task setting and control of executive discipline. Erker specialists develop the system, update and implement additional functionality according to the required requirements. In particular, the upgrade of the Docsvision platform to version 5.5 made it possible to implement an updated interface for working with the system - the web client. The adaptive web interface supports operation on mobile devices.

Historically, Volma employees create new documents in the SED from previously approved templates, of which the company has about 100 pieces. For convenient work with them, Erker specialists implemented an atypical setting for display in a web client. To ensure convenience and speed, templates are grouped into folders according to a previously accepted hierarchy, instead of a linear list.

The functionality available on the web client is fully consistent with the desktop application. The company left a choice of a convenient interface for employees: work with the usual version on a computer or go to the web.

We believe it is important to keep pace with the times and keep business-critical systems up to date. The upgrade to Docsvision 5.5 supports existing business processes and creates a backdrop for digitalizing new processes. Plus, now we have provided remote access to the system for working with documents from mobile devices, "commented Alexander Lyubimov, head of IT management at the Volma management company.

2016

About the customer

VOLMA Corporation is a large company in the construction industry that produces building and finishing materials based on natural gypsum and cement.

The main office of the company is located on the territory of the VOLMA-Volgograd plant, and in total the corporation unites 7 production sites in Volgograd, Voskresensk, Chelyabinsk, Orenburg, Maykop and Absolamovo. The corporation is a holder of numerous quality certificates, takes an active position, participating in the life of the industry and society, using modern technologies to provide the highest level of services.

As of November 2016, VOLMA occupies a leading position in a number of segments in Russia and the countries of the customs union:

• No. 1 on the pazogrebnev slabs/GWP market in the Russian Federation and the EAEU
• No. 2 on the gypsum board/GKL market in the Russian Federation and the EAEU
• No. 3 on the market of gypsum dry building mixtures in the Russian Federation and the EAEU

Situation

The prerequisites for the implementation of the electronic document management system were:

• need for improved manageability with dynamic company growth and geographically distributed departmental structure
• increased printing costs
• loss of paper documents
• complexity and cost of the procedure for monitoring the time of completion

The solution to increase the speed of decision-making and control of executive discipline was the electronic document management system.

The Docsvision platform was chosen during a long analysis of market offers due to distinctive factors:

• Windows-like interface,
• system scaling capabilities,
• rich standard functionality,
• Flexible customization for unique company processes.

The Docsvision implementation project was carried out by specialists of VOLMA Corporation with the support of Erker, a partner of Docsvision in the Southern Federal District (g Krasnodar.).

Decision

In Docsvision today:

• claim work with dealers is underway
• Prices for key customers and construction sites are dynamically approved
• Automated inbound, outbound, and internal workflow
• a convenient archive has been organized
• about 500 new document cards and about 400 new tasks and approvals are created in the system every day

A complete set of internal document templates has been implemented: from service notes to orders and orders, which are quickly prepared both from the parent company and from production sites, brought to the performers in the form of tasks and effectively controlled using developed reports.

Users are employees of all departments. The directors of functional directions also use the Docsvision mail client, which allows you to negotiate documents in the interface of the mail program without having to enter the SED.

In 2016, the transition to the latest version of Docsvision 5.4 was completed, which provided a more modern interface, the ability to use applications for mobile work and more flexible tools for configuring cards and negotiation routes.

Project Results

• With the implementation of the system, printing costs in the company were reduced by 32%
• Faster document movement, especially at geographically remote offices
• Excluded loss of documents, reduced time for their search and control of execution
• Docsvision is supported today by one employee, which indicates a high level of users and setting up the system properly.

Alexander Lyubimov, Head of IT Management of Volma Management Company, on the results of the project:

{{quote | "For a high-quality implementation of an IT project, three factors are needed: a system configured for consumer processes, trained users and high-quality data guides. All this was implemented during the project with the transition to the new version of Docsvision 5.4. If the company uses 80% of the proposed system functionality, and all documents, with the exception of those that go outside and require signature, are in the SED, I consider the implementation project successful! }}