Implementation of 1C Solution in a Large IT Company with a Network of Branches

Customer

A large IT company with a network of branches, a developed structure, and numerous business processes requiring effective document management.

Task

Before the implementation of the system, document management in the company was conducted manually, leading to several problems: 

• There was no unified system for storing and searching documents, which reduced employee efficiency.

• Documents were lost, and approvals took a long time.

• There were difficulties in monitoring task execution and deadlines.

• Data needed to be duplicated across different systems (e.g., project and client data in Jira [project and task management system] and documents in 1C:Accounting).

Solution

The 1C:Document Management system was chosen for process automation. Within the project, the following actions were taken: 

1. Transition to Electronic Document Management: 

• Assisted in eliminating paper documents.
• Configured processes for document approval, storage, and retrieval. 

2. Integration with Other Systems: 

• Established data exchange with the 1C:Accounting system to automate the processing of primary documentation.
• Implemented integration with Jira (project and task management system) for task generation related to projects and client work.
• Integrated with 1C:ERP (Enterprise Resource Planning system) for accounting tasks, documents, and business processes.
• Set up integration with a document recognitionsystem (AI) for automatic data recognition from documents (e.g., specifications in contracts) and transfer to 1C:Accounting.
•    Established integration with a corporate messenger to simplify document approvals. 

3. Automation of Business Processes: 

• Developed and implemented customized business processes tailored to the company's specifics.
• Implemented a set of budgeting functions, including budget approvals and payment requests.
• Automated the approval processes for contracts, requests, and orders.
• Configured processing routes for incoming and outgoing correspondence.
• Introduced an AI module for automatic data recognition from documents.
•  Simplified event organization processes and task execution monitoring. 

4. Implementation of Artificial Intelligence (AI) Tools:

• Deployed an AI module for automatic data recognition from documents (e.g., specifications in contracts) and transfer to the 1C:Accounting system.

5. Employee Training:

• Conducted training sessions for users, including top management.
• Developed instructions and test examples to facilitate system usage. 

Result

1. 30% Reduction in Document Approval Time: 

Automation of approval processes and document routing significantly accelerated their processing. Employees now spend less time on routine tasks such as finding approvers and tracking statuses.

2. Search Time Reduced to 2 Minutes: 

The implementation of an electronic document archive and a full-text search system simplified access to information. Previously, searching for documents could take up to two days; now it can be done in just a couple of minutes.

3. Elimination of Data Loss and Information Duplication: 

All documents and correspondence are stored in a unified system, preventing loss during employee turnover or system failures. Data duplication has been eliminated, such as when tracking work hours across different systems.

4. Increased Transparency and Control Over Task Execution: 

All stages of approval and task execution are now tracked in real-time. Management can promptly receive summaries and reports on the status of tasks and documents.

5. Reduction of Labor Costs for Document Processing:

Overall labor costs associated with document processing have decreased significantly due to automation and improved efficiency.

6. Improvement of Budget and Expense Control: 

Automation of budgeting processes and approval of payment requests has simplified financial control. Errors and delays in processing financial documents have been eliminated. 

7. Implementation of AI for Document Processing Automation: 

The AI module automatically recognizes data from documents (e.g., specifications in contracts) and transfers it to accounting. This has reduced the time spent on manual data entry and eliminated errors during processing. 

8. Simplification of Client and Project Management:

Integration with Jira has enabled the transfer of data from 1C:Document Management to the project management system, improving the quality of assessment and decision-making.

9. Resource Savings:
Time and financial costs associated with document processing have been reduced. Budgeting and expense control processes have been simplified.

Future Plans

Expanding the use of AI for the automation of other processes. Training employees in remote branches.