YIT manages competitive procurement using '1C: Document Workflow'

2021: System Development

In April 2021, representatives of the TAdviser 1C: ERP Construction Organization Management "(hereinafter" 1C: ERP ODR ") 1C: CORP Workflow Russian Finnish YIT Concern, concern, Andrey Fisyuk the head of the department for support and development of business applications, and the Vyacheslav Strogalev director for management development answered questions on the project for the development of systems "and", "introduced in the division. They finance told why these decisions were chosen and how they help in achieving the goals of the concern. More details here. [1]

2020: Implementation of SED

'1C-Rarus' announced on July 7, 2020 that together with the YIT concern, they completed the implementation of '1C: Document Management'. As a result, more than 100 types of documents are automated and 65 complex business processes are developed. A function has been created to manage competitive procurement. In order to simplify monitoring of improvements and development of 1C software products, an application management system has been developed.

YIT Concern is a Finnish construction company engaged in the development of the urban environment. The company is engaged in the development and construction of housing, commercial premises, provides residential services, carries out comprehensive development of territories, and also specializes in the construction of complex infrastructure facilities.

In connection with the centralization of accounting and the formation of the General Service Center, which included the accounting, financial and treasury services, the management of the Russian division of YIT decided to create a unified electronic document management system. The system should improve the interaction between production sites, offices and SSC, organize the exchange of electronic documents according to single business processes, reduce the time for the formation and approval of contracts, automate the competitive selection process for centralized procurement. In addition, the system should support communication with ERP systems on the 1C: Enterprise platform.

At the time of the start of the project to create a subsystem for competitive selection for centralized procurement, 1C-Rarus specialists automated the recording and storage of more than 100 types of documents, contractual activities, and work with organizational and administrative documents. 65 complex business processes have been developed that work according to the common role model and cover all operations - from document scanning and passing through production areas to operations in a single accounting or single treasury. 80 types of internal documents are integrated with the corporate system '1C: ERP Building Organization Management'.

The specialists of the Kazan office "1C-Rarus" were tasked with creating a subsystem for managing competitive procurement. Prior to this, the process was not fully automated: records were made on paper, there were no uniform templates for issuing documentation, the process of concluding contracts was partially described. In this regard, approval was delayed, documents after the tender could be lost, and it was difficult to understand why it was decided to work with a specific supplier. The main goal was to organize a transparent process for selecting a supplier and conducting competitive procurement.

As a result of the project, the schema and basic requirements for the process were formalized, internal documents with mandatory details were created. A competitive business process has been created with a description of the mandatory steps in accordance with the regulations - from the initiation of the application to the conclusion of an agreement with the winner of the competition. As a result, the process became understandable for the participants, the time for conducting tenders was reduced, and the necessary documentation was made available. The system for July 2020 employs 270 users.

The development of this subsystem was initiated by the management of the St. Petersburg division of YIT. Due to the fact that the introduction of functionality gave positive results, a decision was made to replicate to other enterprises of the concern.

Over the past year, more than 500 improvements have been made to the enterprise system on the '1C: Enterprise' platform. The ever-increasing volume of refinements would necessarily lead to the problem of coordination. It has become important for the management of the IT service of the YIT concern to monitor and evaluate not only current needs, but also to have real-time access to information about system changes. It was necessary to quickly receive information about who, when and for what purpose was developing the software product. Together with 1C-Rarus specialists, a Task Management system was developed, which records changes in 1C objects in the context of tasks and performers.

Now each rework task is reflected in the implemented system - the type, functional block, date, author, performer and content are indicated. As it progresses, the performer reflects information on the changed objects, as well as filling in the functional requirements for the task and the description of the result.

Such detailing allows you to manage changes and simplifies the task of developers, since at any time specialists can check by whom, when and for what purpose changes were made. Thus, the system combines the knowledge base and the system for finding errors that have ever occurred. At the beginning of July 2020, 100% of the functionality is being transferred to the "1C: Document Management" solution for the convenience of users in the "one window" mode.

I was very pleased with the possibility of fast implementation of document management with compliance with all the necessary requirements for document harmonization at the level of business departments. We have a centralized but flexible business process management system that is consistent with our approved schemes.