The group of companies Soft Xpansion International successfully completed the first stage of the implementation of the electronic document management system, including legally significant workflow, on Microsoft Office 365 and K2 platforms at Kernel.
Procedures of legally significant document workflow with the main partners of the company were introduced, which allowed to shorten the terms of agreement and signing of documents significantly, to standardize these processes, and also to do away with logistics costs for moving paper copies between territorially distributed offices.
The solution enables you to approve documents using all modern channels, and implements an adaptive design that completely covers all the capabilities of the system. The solution also allows processing tasks from email clients and in the Telegram messenger, which is especially important for company employees who often work outside the office.
As part of the implementation of the electronic document management system, a unified information space was created for the collective work of employees, approval processes, work with recommendations of internal audit, HR procedures and managerial documents flow were automated, archives of normative and reference information, legal documents and court cases were created.
More than a dozen of typical applications of employees are automated: ordering lunches, meeting rooms, cars, employment confirmation letters etc. A universal approval mechanism has been created that provides users with a flexible tool for automating everyday work tasks without programming.
“We believe that any implementation of software solutions should bring to our customers a clear managerial and financial result: save time and money, positively influence productivity and quality, improve management efficiency, and ensure the safety of business processes. We are confident that we are successfully coping with this task”, the company’s director Eduard Prodyedovych stated.
A single entry point into the information space of an enterprise is the personal office of the employee, which includes:
- Aggregate search facilities for all information resources of the company, including internal portal, archives, organizational structure of the enterprise, personal documents
- A consolidated list of tasks and assignments set to the employee, with the ability to track the timeframe and performance discipline
- A general list of tasks and processes that are under the control of the employee
- A general corporate catalog of business processes and applications that are available to the employee, depending on his authority
- HR-module: a block of information about the career, data on the employee’s subordination, strategic tasks.
The solution widely uses the basic capabilities provided by the Office 365 platform: teamwork on documents, personal and shared calendars, corporate social network Yammer. The analytical reporting subsystem is implemented using Microsoft Power BI, which is also part of the Office 365 platform.
The modules of the system are closely integrated into the corporate landscape of the enterprise: integration with the Navision ERP system, the accounting module, the project management system on the JIRA platform, corporate directories and catalogs.
As they stressed in the company Kernel, the classic document management systems are not able to meet the needs of a dynamically developing business. The implementation of the innovative solution based on the Microsoft Office 365 cloud platform is designed to significantly increase the speed and quality of management decisions, to ensure transparency, standardization and control over the execution of business processes, as well as the possibility of their sequential optimization. At the end of the first stage of the project, significant results were achieved in terms of reducing the time for implementation of the harmonization procedures. In particular, after the introduction of a legally significant workflow, the time for reconciliation and signing for certain types of documents was reduced on average from 2-3 weeks to 2 days, cases of loss of documents and logistics costs were excluded. Further development of the system involves automation of the project work of the company, expansion of the catalog of automated business processes and automation of the activities of the company’s structural divisions.
Information on Kernel
Kernel is one of the world’s largest producers and exporters of sunflower oil, the leading producer and supplier of agricultural products from the Black Sea region to the world markets. It accounts for about 8% of world production of sunflower oil. The company supplies its products to more than 60 countries.
Soft Xpansion International has extensive experience in the development and implementation of electronic document management / ECM products, electronic archives and portal solutions based on Alfresco, EMC Documentum, Microsoft SharePoint and K2 platforms. We offer these solutions for business and industry, public and financial sectors around the world.