CLIENT INFORMATION
RMMT is the largest distributor of meat products in the Far East. Production of semi-finished products from meat, poultry, meat by-products under our own brand “Favorite Meat”
WHAT PROBLEMS DID THE CLIENT COME WITH?
It was necessary to develop a report on the effectiveness of task completion, automate the company's document flow - the process of agreeing and approving contracts, as well as all related organizational procedures. And create an electronic register of contracts.
The main problem was that paperwork slowed down the company’s work:
- All contracts were printed and agreed on paper
- Copies may have been lost during the approval process
- An archive of scanned contracts was kept in Google Drive
- Third-party cloud service with the ability to be blocked by the provider
- There are no options for searching and sorting contracts
- Risks of leaking contracts from open mail
- The contract was passed sequentially from 5 to 11 employees and was agreed on on average 1 week
- It is impossible to quickly understand the status of the contract and the responsible employee
- You cannot send a contract for parallel approval
IMPLEMENTATION PROCESS, PROJECT FEATURES
First of all wecompleted the transition from the cloud version to the box version and began developing a custom report on task efficiency. It takes into account the hierarchy of employees in departments and shows how many tasks are completed, the number of comments, efficiency broken down by department, and calculates the total indicators of departments and employees.
Next weconducted an audit of customer needs and got acquainted with the current scheme for signing contracts. We compiled technical specifications for automating this process using the capabilities of Bitrix24.
We have developed a business process that includes a flexible procedure for agreeing and approving contracts, taking into account all the needs of the customer. Including tasks for entering data under contracts into 1C. We also added the ability to track statuses at any stage.
Implemented a universal list for storing contract data, which are consistent through the developed BP. Comments from approving persons are stored in a separate multiple field and are visible both at the approval stage and for viewing after approval. This allows you to make the process of finalizing documents as transparent and efficient as possible.
Also weprovided for various scenario options during the approval processcontracts if there are comments from the approving persons. Numbering for income and expense contracts is performed automatically using a created numberer.
WORKING WITH THE SOLUTION. RESULTS ACHIEVED
The initiator of the process of agreeing and signing the contract can be any employee.
He fills out a special form in which he indicates the name of the agreement, the subject of the agreement in the form of brief information for managers, and attaches files: agreement, application, documents of the counterparty.
Selects the type of contract: expense or income; the numbering in the register of contracts depends on this (it can be entered automatically or entered manually).
Next, the process goes to six managers for approval; they have access to read all filled fields and can agree on the contract or return it to the initiator for revision.
In case of a return for revision, a mandatory “Comment” field is provided; its contents are entered in a separate multiple field of the element and are visible to all approval participants.
In this case, the initiator can choose 2 options:
- Make amendments to the contract yourself and re-send the documents for approval.
- Send a letter to the head of the legal department and, together with lawyers, draw up a protocol of disagreements.
After this, the initiator receives the task and agreed documents for further signing with the counterparty, and then uploads them into the appropriate field in the BP card.
The final signing of the contract by the general director is handled by the legal department. And the accounting department receives the task of entering into an agreement in 1C.
During the process of approval and signing, when changes are made, document fields are overwritten with the current updated versions.
ADVANTAGES
Before implementing Bitrix24, the company kept all documentation in Excel and the initiator had to personally go to all managers to approve the documents. After automation, this procedure significantly reduced the time for agreeing and signing contracts. Previously, agreement on paper took about 1 week. In some cases, the process took up to 1 month; now the contract is agreed upon on average in 1 working day.
We introduced parallel approval of the contract by employees.
The possibility of losing documents is also eliminated, since now they are all stored in a common register with the ability to search and sort. Now for each contract you can see:
- current status (approved/pending/rejected)
- responsible officer
- comments from those approving
The convenience of work for all departments has increased, since all comments and remarks during the approval process are visible. It is convenient to track the contract thanks to statuses.
Managers monitor the effectiveness of task completion thanks to the developed report.
