"1C: Document Flow 8" helped to optimize work with 500 subtenants of station complexes of the Russian Railway

Specialists of 1C-Rarus company implemented the 1C: Document Flow 8 system in group, engaged in management of station squares of structure of the Russian Railway — JSC Catering Services at Stations, JSC Transsvyaz and JSC Transmarket. Operational interaction with 500 subtenants of stations of the Russian Railway is as a result organized.

Project Tasks

"Catering Services at Stations", "Transsvyaz" and "Transmarket" companies — the network operators working in structure of JSC RZD manage the areas rented at the Russian Railway at 348 stations located in Moscow, St. Petersburg, the administrative centers of the subjects of the Russian Federation, the cities with the population more than 200 thousand human. The group has 500 subtenants, with each of which individual conditions of cooperation work. Process of interaction with them is organized according to the uniform standard. Each potential partner is required to be estimated on a financial status, an object format, compliance of the concept of trade premises of the station. At the same time the number of the outlets which are already placed at the station with the similar range is considered. After the choice of the subtenant the warranty obligation or the provisional agreement of sublease is signed, and then — the basic agreement.

It is necessary to register and process quickly incoming letters, to create and approve the decisions made according to these letters with the management. Agreements of sublease and supplementary agreements to them need to be approved not only in the companies, but also with Directorate of railway stations — Russian Railway branch of JSC. At the same time it is necessary to control tightly financial conditions and validity periods of each agreement.

For increase in efficiency of the solution of these tasks the information system which would allow to organize operational correspondence with subtenants was required for the companies, to accelerate decision making about cooperation, to provide reliable document storage and quick access to each of them, to reduce time of approval of agreements and to exclude their loss.

It was decided to automate work with documents using the 1C: Document Flow 8 PROF system. The 1C-Rarus company became the contractor.

Project Progress

During the project the technology of implementation which assumed quick start of small blocks of a system and instant start of their operation was developed.

Business correspondence with partner subtenants, Directorates of railway stations, administrative and the manager structure of stations / station complexes is automated. Accounting of three types of the entering and seven types of outgoing documents is organized: requests for sublease, for termination, notification on change of a rate of lease, etc. It allows to inform the staff of contractual department on need of introduction of amendments to agreements quickly. Preparation of drafts of outgoing letters for tenants became simpler, and their electronic approval of the management – quicker. The letters requiring the resolution of the CEO are submitted to him for approval already in finished form, issued according to the intra-corporate standard. As a result correspondence with 500 partner subtenants accelerated and became more controlled – each letter, all parts and arrangements can be traced quickly in a system.

All corporate documents are categorized by types that provided convenience of access to them in a system. For read seconds it is possible to find documents on each subtenant: the lease agreement or the supplementary agreement, the protocol of approval, details, visualization, the warranty obligation or the delivery and acceptance certificate of the premises according to the lease agreement or subleases — only 23 document types.

Approval of documents is transferred to an electronic form. The new regulations of approval are developed, actions of users in lifecycle of the document are standardized, appointed responsible for performance of resolutions. Approval routes are optimized, acquaintance with agreements, their approval and execution is executed by 15 unified rules. Introduction of templates of actions of employees accelerated document handling. The errors and misunderstanding connected with a human factor were reduced. All processes of work with agreements and performances of resolutions of the CEO became clear and coordinated.

Online access of the management to incoming documents in a system is organized. It became simpler to control accomplishment of instructions. It was succeeded to refuse long tabular registers in which the director manually fixed to whom and when order according to each specific letter was issued. Secretaries enter the resolutions received from the CEO into the system and direct instructions to contractors. Daily the electronic register of outgoing instructions including completion dates and all connected information and correspondence forms, thus, in any day it is possible to trace quickly what solutions should be already performed. As a result the performing discipline of employees increased.

At last, integration of a system with Spark Riski service allows to estimate reliability of potential partners quickly. Obligatory check of the partner at a stage of the choice of the subtenant helps to reduce risk of rental of premises to unfair partners and to save high quality of the services provided to passengers.

Implementation Results

The project was implemented in only 2 months. 20 automated jobs are in total created. The uniform electronic storage of 23 document types with convenient search in partners is organized. On search of the required agreement of sublease, the related supplementary agreement, data on the subtenant and correspondences with it leave read seconds now. The quality of work with documents is increased, control of performance of resolutions is strengthened. It became simpler and more convenient to work with each tenant that allows Directorate of railway stations to start quicker new outlets and to provide the optimal range of goods and services at station squares.

The works performed within the project allowed "Catering Services at Stations", "Transvyaz" and "Transmarket" companies to make quickly decisions on cooperation with subtenants, to create and approve accompanying documents. As the result, group was succeeded to save the high rate of business correspondence and execution of agreements at the volume of work with documents which increased by 25-40%.

Besides, at the companies the branch in Yekaterinburg which is also engaged in involvement of subtenants and placement of their outlets at stations is open. Transfer of approval of documents to an electronic form simplified work of staff of branch. Now they start processes of approval of agreements and control them. Formation and document handling from Yekaterinburg accelerated twice.

Creation of a new electronic document management system allowed us to solve the main tasks — to adjust rhythmical and operational work with partners and subtenants, to make decisions on cooperation quicker and more quickly to start new outlets at stations. "1C: Document Flow" helped us to implement the system of uniform standards of management and to provide high quality of services. Having adjusted operational work with subtenants, we strengthen image and reputation of group and directly railway stations as most important components of transport infrastructure of Russia. We strengthen a mission of group of our companies — to give the chance to end consumers to receive high-quality service and to raise the service level and comfortable stay of passengers at stations of the country — Andrey Shvengert, the CEO of JSC Catering Services at Stations, JSC Transmarket and JSC Transsvyaz summed up the project results.