The Syassky pulp and paper mill implemented 1C: Document Flow the company Neosystems Northwest

December 17, 2014. On Syassky pulp and paper mill it is successfully implemented^[1] the 1C: Document Flow system.

The competition among producers of paper is high. Nevertheless, the Syasky PPM manages to increase the presence in this market. Business partners become more and more, the number of contracts with them grows. It leads also to increase in document flow. Monthly leading employees of plant should approve not less than one thousand agreements, agreements, requests for a funds expenditure and other documents. It took away more and more working time from employees of an administrative link.

Choosing a Solution

Until recently document flow of the enterprise was conducted on paper. To approve or sign the necessary document, the staff of the central office which is in St. Petersburg regularly had to come to the enterprise to Syasstroy. Each such trip took full time of the specialist. Heads had to distract often from affairs to accept employees who needed to deliver, for example, the visa on the agreement. It was not less difficult to keep track of location of the document at approval. Delays in approval of documents generated discontent of clients and partners, increased risk of penalties from their party, negatively were reflected in a goodwill of the enterprise. For more effective work the enterprise needed to optimize the workflow system, to develop and implement its accurate regulations.

The plant's management asked for the help in the solution of this task Neosystems Northwest LTD company which more than once successfully executed different projects of automation of accounting and management for the enterprise. Specialists of this company helped to develop regulations of work with documents, and for automation of a new operating procedure suggested to use the 1C: Document Flow system. A system was unrolled in 100 workplaces, it is daily used by economists, personnel officers, accountants, lawyers, suppliers, logisticians, environmental protection, security regulation specialists, control of an operation mode of the enterprise and other employees of both an ordinary, and key element.

Project Progress

The effect of implementation became noticeable from the first days of use of a system. The first the chief financial officer who ceased to be distracted constantly from workflow for signing of the next document estimated its usefulness. The strict regulations according to which by certain time all documents had to be at it being approved were defined. It allowed to make approval process more ordered and productive.

Result

Transition to electronic document management allowed employees to distribute the working time more rationally, releasing it for the solution of other important tasks. The staff of the central office which is in St. Petersburg minimized the forced long-distance trips connected with approval of documents. All documents go to approval in electronic form, in a system it is always visible in what point of approval there is a document at the moment. Each responsible can see all document list, been submitted to it for approval, a system at the same time acts as the assistant who reminds of what is required to be made. Losses of paper originals of documents are almost excluded.

The system of electronic exchange of documents allowed employees to react quicker to requests of customers, to accelerate execution of transactions, to observe diagrams of payments. Costs for support of the transaction were reduced. The relations with old and new suppliers became stronger due to timely and accurate obligation fulfillment. At the enterprise interaction between departments improved, it suffered also company management. Now, if necessary, any user of a system can find the document necessary to it in read seconds. A system finds it even in the presence of the minimum information, for example, of contract amount or on the remembered phrase. At the same time users can see only those documents to which access according to the position held by them is opened for them.

Cost reduction on office supplies became cooperative effect of transition to electronic document management: the number of the used paper decreased, costs for supplies for printers, etc. were reduced. For several months, passed after project completion, the enterprise saved more than one million rubles on these expenses that completely paid back the project.

With the help of 1C: Document Flow approval of agreements, requests for a funds expenditure and other documents is transferred to an electronic format. Speed of approval of documents doubled. Timely accomplishment of agreement obligations is provided, closing of transactions accelerated. It helped to strengthen partner relations on business. Reduction of paper document flow allowed to reduce costs on office supplies. As a result the enterprise for several months saved about 1,000,000 rubles and paid back the project.

Development Plans

The management of the enterprise is not going to stop on the achieved results and, in particular, is going to transfer administrative department to electronic document management. It is supposed that it will also cut down expenses on office supplies, and creation of documents on templates and their electronic approval will reduce load of department and will increase labor productivity of employees.

The Deputy General Manager for Economics and to finance of JSC Syassky Tsellyulozno Bumazhny Kombinat Rogal Kirill Vladimirovich noted: "Certainly, the 1C: Document Flow system was for us very useful. I personally suffered changes: I ceased to be distracted on trifles because of "urgent documents" which in actual fact were not such urgent at all. Work with documents became more rhythmical and ordered".

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