Document Management Automation with 1C: Document Management
The implementation of document management automation using 1C: Document Management has enabled the company to not only minimize operational risks but also enhance transparency in interactions with contractors. This transformation has led to a reduction in labor costs, fewer errors in data processing, and improved quality control processes for completed projects.
Client
The client is one of the largest federal developers in Russia, specializing in the construction of multi-storey residential complexes. Their primary areas of operation include the Central, Northwestern, Siberian, and Far Eastern districts.
Task
The company sought to automate the process of generating and approving motivated refusals based on completed work certificates. The key challenges included:
1. High Labor Costs: The document creation process was time-consuming and required input from multiple departments, including accounting, legal, and operations.
2. Errors and Data Inconsistencies: Manual data transfer between systems increased the risk of errors.
3. Delays in Document Processing: Complex procedures led to contractors not receiving timely notifications regarding the reasons for refusals.
4. Lack of Transparency and Analytics: There was no way to analyze the reasons for refusals, the volume of rejected work, or the quality of contractual compliance.
Processing Time Reduction: The time required for document processing has been cut by fourfold, now taking just 4 hours to prepare.
Solution
To automate these processes, we selected the 1C Document Management system, integrating it with the company’s existing IT infrastructure. The project involved the following implementations:
1. Integration with Bitfinance Construction: Automated data exchange minimizes errors related to manual information transfer.
2. Document Generation Automation: The system automatically creates motivated refusals using data from financial and accounting systems, eliminating the need for manual input.
3. Integration with Kontur-Diadok: This integration allows for instant sending of documents for signature to the counterparty.
4. Automation of Document Approval: Coordinated approval routes with task execution monitoring have been established.
5. Analytics and Reporting Setup: The analytics collection system facilitates the analysis of refusal reasons, the volume of rejected work, and the quality of collaboration with contractors.
6. Reduction in Manual Operations: Process automation has significantly decreased the amount of manual work required from accounting and legal teams.
Result
Reduced Document Processing Time: Document preparation now takes only 4 hours, down from 2 days.
Enhanced Contractor Interaction: Automation of processes has led to a transparent evaluation of claims and timely notifications to contractors.
Real-Time Document Management: The status of each document can be tracked in real-time at any stage of processing.
Lower Operating Costs: The elimination of duplicate tasks has enabled more efficient allocation of company resources.
Informed Contractor Selection: The collected data allows for thorough analysis of contractor reliability, enhancing the quality of collaboration.
Minimized Conflicts: Established clear guidelines for document handling have significantly reduced disputes with counterparties.