Vism uses the document flow automation equipment

On April 11, 2014 it became known of an implementation project in Upravlyayushchaya kompaniya Visma Ltd of an electronic document management system.

Project Tasks

Need of implementation of EDMS for UK of Vism is connected with the collected problems of paper document flow: long approval of documents, not controllability of execution of tasks, ignorance by specialists of the regulations existing in the company, violations of payment due dates of financial requests.

When choosing EDMS stopped on the 1C: Document Flow system because at the enterprise already used solutions of this developer: the specialists having experience with products of 1C work at the enterprise. It minimizes risks of procedures of integration of EDMS with the operating information systems. It was succeeded to avoid licensing costs.

Project Progress

Implementation is implemented by specialists of Vism. Before works appointed the contractor responsible for implementation project implementation, defined priority tasks, the sequence of their solution in a system and also the organization and carrying out training of employees.

The first stage provided automation of agreements and financial requests for a funds expenditure, providing access to IT resources, connection of the equipment, organization of jobs of new employees, approval of bonus sheets.

Approved the main agreement types of the company, worked routes and terms of their approval and began trial operation. All employees had to approve agreements through a system and within a week to perform double work - to keep agreements and requests manually and in the workflow system.

At the second stage transferred regulatory documents to a system and configured employee categories which should be acquainted with them according to the job responsibilities.

Upon termination of trial operation in the company faced resistance of colleagues:

• some did not want changes - it was simpler to them to run all over all offices, collecting signatures,
• others did not want to change usual way and a method of the solution of everyday tasks
• part of employees understood that by means of a system they can be checked, and to be covered with load it will not turn out.

However, three weeks later the personnel accustomed.

Project Results

Now the management company and five trading houses passed to an electronic document management system. Offices in other cities are connected.

"Further through a system decided to configure claims activities. Earlier difficulties with consideration of claims from clients faced because it was not possible to consider them in time. Issued on paper, the claim was long sent by mail. Happened that the plant did not receive any documents in time. Implementation of this task is thought already over, and the route of passing of documents is approved. We are going to implement also mobile access to a system" — Darya Shmakova, the HR director of Visma company told.