The Volga Organic synthesis implemented Directum

Implementation project of DIRECTUM in JSC Volzhsky Orgsintez, Volzhsky, the Volgograd region

The Xeon company completed system implementation of electronic document management and interaction management of Directum on large enterprise of the Russian market of chemical products - Volga Organic Synthesis company.

Together with expansion of a product line of Volga Organic Synthesis company and geography of deliveries (the partner network of the enterprise contains more than 30 companies in 7 countries of the world) also the enterprise naturally grows: so, own paroproizvodstvo is rather recently constructed and put into operation. Within a general course towards upgrade of IT infrastructure, company management Volga Organic synthesis made the decision on workflow automation at the enterprise and implementation of an ECM system.

Having studied possibilities of several developments in the field of ECM, the company stopped the choice on an electronic document management system and Directum interaction managements. Such system performance as ease of use end users, scalability, existence of own platform and a development environment allowing to increase easily necessary functionality and also a possibility of easy integration with the existing enterprise information systems formed a basis for decision-making.

At a project organization stage the company management defined the key purposes of implementation: creation of a common information space for ensuring collective work with data, transition to paperless technologies of work with documentation; performance improvement of work due to information processing automatization, reductions of delivery dates of instructions to final contractors; ensuring timeliness of execution of instructions, increase in transparency of business processes and effective management of the enterprise in general.

Implementation started in July, 2009. During the project the Xeon company in close cooperation with specialists of "the Volga Organic synthesis" automated processes, both standard, and specific for the company. In particular, completely work with the organizational and administrative documentation, agreements entering and outgoing correspondence was transferred to an electronic form.

At the same time, works on planning and carrying out payments were optimized. Passed into the Directum system processes of preparation and the approval of payment schedules and also approvals and signings of requests for payment. Within automation of these processes special attention was paid to integration of Directum with a 1C system: Enterprise.

In addition, planning process of repair work was automated: preparation and approval of monthly plans for carrying out repair work and also approval and registration of orders for repair implementation. In electronic form also process of approval, signing and registration of purchasing requests Inventories began to be performed.

By the time of project completion in July, 2010 automation covered practically all divisions of the Volga Organic Synthesis enterprise, including production. The total quantity of the users working in a system at the moment reached 390 people. Based on implementation at the enterprise 14 business processes are automated, in each of them the electronic digital signature is actively used. In the closest plans of company management - expansion of a scope of a system and automation of new processes.

Project terms: 07.2009 - 07.2010

Project Objectives:

• 1) Activity standardization. Creation of a uniform order individual and joint work with documents in structural divisions of the enterprise.
• 2) Acceleration of accomplishment of the regulated business processes, work-related and exchange of documents between employees. Collective work with documents.
• 3) Reducing costs of paper, supplies and service of office equipment.
• 4) Increase in transparency of work of employees.
• 5) Creation of corporate storage of documents. Online access and exception of loss of documents, security, reliability, relevance and invariance of documents.
• 6) Reduction of costs for maintenance in current status of documentation of SMK.
• 7) Creation of the IT platform for further development of the environment of internal communications.
• 8) Quality improvement and speeds of acceptance of management decisions on the basis of online access to up-to-date and reliable information.
• 9) Improvement of reputation of the enterprise, increase in image, improvement of customer service quality.
• 10) Increase in transparency of processes, controllability of the enterprise, optimization of number of staff of the enterprise.
• 11) Increase in interchangeability of employees, succession of the personnel.
• 12) Decrease in labor input of control of fulfillment of requirements of SMK, carrying out audits.

Description of works:

Automation of the following processes of the enterprise is made:

• 1) Preparation and approval of memos, control of execution of instructions according to memos;
• 2) Preparation, acquaintance and control of execution under orders, orders and instructions;
• 3) Registration of white incoming documents, pronouncement of resolutions, control of performance of resolutions;
• 4) Preparation, approval, signing and registration of white outgoing documents;
• 5) Preparation, approval, signing and registration of agreements;
• 6) Preparation, approval and statement of forms of standard agreements;
• 7) Preparation, approval and approval of requests for carrying out payment;
• 8) Preparation, approval and approval of requests for payment for the payment schedule;
• 9) Preparation, approval, signing, registration of orders and estimates for carrying out repair work;
• 10) Preparation and the approval of plans for month on carrying out repair work;
• 11) Preparation of holding meetings, acquaintance with the made decisions and control of execution of solutions;
• 12) Preparation, approval, signing, registration of purchasing requests Inventories, choice of suppliers;
• 13) Preparation, approval, signing and acquaintance with documentation of SMK.

• Integration with the accounting system of enterprise 1C8 is carried out. X Institute of Model Solutions.
• Barcoding of documents is implemented.

The achieved results: To project finish in July, 2010 about 400 jobs, i.e. almost all our enterprise, including production were automated. The software package of automation of 14 most significant processes, a complete packet of the user documentation is developed for effective training of employees in the new principles of work. The mechanism of the electronic digital signature was also very effective tool to go to paperless technologies of work. He allowed to refuse certain document types in paper form in some cases. All users of DIRECTUM use the electronic digital signature. At present EDMS actively develops, we try to use this tool most effectively.

quantity of the automated jobs: 400 Implementation term: 12 months