New level of work with agreements in JSC UK Pipe Metallurgic Company

JSC Ust-Kamenogorsk Titanium-magnesium Works ("UK Pipe Metallurgic Company") is the Kazakhstan company, the leading world supplier and the producer of a high-quality titanic sponge, titanic ingots and magnesium of the Mg-90 brand for use in the aviation industry and other industries.

Exclude errors

In UK Pipe Metallurgic Company many agreements are signed that leads to a high load on the employees approving and vising documents.

For this reason the company management set the tasks for a project team:

• reduction of quantity of mistakes which are made by users by drawing up and sending agreements for approval (using implementation of expert evaluation);
• decrease in load of employees who will approve/vise agreements;
• increases in discipline of users, components and the documents executing sending.

Rating as solution

Building of rating assessment of users in the DIRECTUM system became one of tasks which should be solved within the project. In particular, changes concerned work of one of mechanisms of creation of documents – masters of actions.

Using it, the user creates the non-standard or standard agreement from a template independently.

The master of actions allows to create the agreement by two methods

Further the user can select an agreement type from several options

At a stage of creation of the agreement developers introduced the system of ratings of the users who are engaged in creation of contractual documents. So there was a gradation: "High rating", "Average rating", "Low rating". Can give a mark to the user approving when obtaining the draft treaty. Communication "the Sender – Approving" is for this purpose entered.

Depending on the rating of the sender the task is included in the corresponding folder

If at approving for this sender the appreciation is put down, then the task is included in the folder with the name "Agreements with High Rating". The user in this case can place priorities between documents and first of all work with those that were sent by the employees making the smallest quantity of mistakes.

At the same time at the initial stage each sender has high rating for any approving – 7-9 units (assessment indicators). The average level assumes existence of 4-6 units, low – 0-3. If approving after consideration of the draft treaty performs a task with result "On completion", at the sender the rating is downgraded (on 1 unit). If it does not occur, then assessment increases (also by 1).

All ratings of senders of agreements are kept in the reference book "Rating Responsible for Agreements" in which the user can look at the current rating on each category.

The reference book allows to learn both the rating of the sender, and the diagram of its changes

The sender can see the rating within the set period

On the basis of statistics which is displayed in the reference book the sender of agreements can receive recommendations from a system. For example, if documents from the user within a month most often returned to completion from inspection department of the prices, then to it council can come to pay special attention to drawing up competitive justification to the agreement.

The message of Recommendation allows to eliminate errors in drawing up agreements

The resolution in a separate window

One more project solution, significant for JSC UK Pipe Metallurgic Company, – implementation of the certain area (over all windows) for pronouncement of resolutions on incoming documents.

Within a task the separate application was written. When opening a card of a task in DIRECTUM the event which writes ID of a task and a task in the corresponding reference book works and starts third-party process. In separately opened window approving can write the text of the resolution on the course of consideration of the document at once. Using the mechanism the text of the resolution registers in the database of a system. The application became the convenient tool of heads who browse a large number of documents within one task and need continuous access to texts of own resolutions.

Project Results

Thanks to implementation of changes in DIRECTUM the approving persons in JSC UK Pipe Metallurgic Company had own ratings of senders of agreements. The innovation increased the speed of approval of documents (in particular from the users making the smallest quantity of mistakes). The new operation algorithm allowed to increase discipline among senders – they became more attentive to treat process of drawing up agreements as at downgrade time of consideration of their document increases.