Real estate administration in UK "Solo" became more effective with 1C: Document Flow

In July, 2010 the Solo Management company jointly SoftBalance group completed implementation of the 1C: Document Flow 8 software product. A system allowed to organize accounting of internal and external documents in uniform information base, to automate procedures of their approval. At the moment 25 users actively use an information system for input and approval of documents, extraction of necessary information from archive of documents. Having received the first positive results, the management of UK "Solo", plans expansion of the sphere of use of 1C: Document Flow and increase in number of active users to 50, and in the long term up to 100.

The Solo management company was created as a result of merge of several St. Petersburg development companies operating in the market of the commercial and residential real estate of St. Petersburg more than ten years. The Solo company is engaged in management of a large number of objects of a commercial real estate and also construction and design of new objects owing to what pass through the secretariat daily tens of entering and outgoing documents.

Besides, in the course of formation and development of the company the large volume of provisions and regulations in the form of internal documents was saved up.

During increase in paper document flow began to arise more and more errors connected with loss of documents with impossibility to control completion dates and approvals of documents.

For increase in company performance the management made the decision since January 01, 2010 to construct electronic document management. Streamlining of storage of the saved-up internal documents and systematization of the entering and outgoing documents were priority problems of automation.

In selection process of the automation system the Solo management company considered different workflow systems. The solution "1C: Document Flow 8" on the new platform "1C: Enterprise 8.2" was as a result selected.

Served as the main selection terms: functionality of the solution, confidence in the 1C:Enterprise 8 platform and positive experience of use of other systems based on 1C:Enterprise 8. The possibility of use of licenses from earlier purchased products of the 1C:Enterprise 8 family allowed to optimize expenses on acquisition of a system.

The 1C: Document Flow 8 software product was implemented in the shortest possible time.

Thanks to flexibility of the standard solution, specialists of SoftBalance Group needed two weeks to put a system into operation. For this period the following tasks were implemented: the existing processes of document flow in the company are formalized; the sketch of a system within functionality of a standard configuration 1C: Document Flow is constructed, the structure of the reference information is worked out; templates of business processes are developed for acquaintance, approval and execution of internal and external documents; primary user training to work in a system is made.

The 1C: Document Flow 8 system allowed to automate the most part of problems of electronic document management in the company:

• All entering, outgoing and internal documents are registered the secretariat in the unified information system that provided ordered input of documents. Classification of document types according to which unique numbers are assigned to documents is developed for accounting of documents;
• The entering and outgoing documents have a binding to the partner that allows employees "lift" quickly all history of correspondence on the partner;
• The hierarchical reference book according to divisions and types of internal documents is developed for storage of internal documents that allowed to systematize all archive of documents;
• Templates of business processes are developed for different types of documents, and according to these templates reconciliation procedures, execution and acquaintance of employees with documents are automated. Automation of the corresponding procedures provided respect for performing discipline;
• Possibilities of full-text search for data allow any employee to find and obtain the information required quickly;
• Possibilities of flexible configuration of access rights allowed to differentiate access for users to documents and tasks of several parameters, for example, on document types, security classifications, authors of tasks, document accessory to division.

CIO of Solo LLC Butrameev Fyodor Aleksandrovich: "The management set for us the task of implementation of the automated electronic document management system in tough terms – start was planned for January, 2010. Possibilities of 1C: Document Flow and qualification of specialists SoftBalance allowed to meet the set deadline, at the same time in addition to originally planned automation of document storage the subsystem of business processes was also implemented.

Expenses on implementation were scanty, and the result is considerable. "Losses" of documents stopped, the speed of passing of the document "on instances" in the company increased by 40%. Thanks to use of the mechanism of business processes we could strengthen control of the performed works.

In plans of the company increase in number of users of a system and development of functional use of business processes. There are plans for implementation of the block of a time recording for calculation of time expenditure of staff of some divisions".