Automation of the Bidding Committee business processes – Naftogaz Group

Functionality

• User's personal account is a single corporate standard for presenting the decision information with centralized access to all System functions:  

1. my tasks – register of current user tasks  
2. register of issues  
3. register of meetings  
4. register of orders  

• The same type of information presentation logic: the same type of cards, tasks, and business intelligence elements  
• Thin client: to work with the System, you only need an Internet Browser, a modern responsive design, view and edit documents directly in an Internet Browser 
• Automation of the procedure for submitting applications (questions) to the Bidding Committee: control of issues, approval, consideration, signing of the minutes using the QDS  
• Automation of the meeting processing procedure: meeting planning, adding issues, consideration of meeting issues by members of the Bidding Committee  
• Automation of order processing and monitoring of execution  
•  Automatic generation of the meeting minutes using a template, displaying information about signatory QDSs in the minutes  
• Automatic quorum detection and processing of voting results  
• Flexible configuration of alerts to System users about the need to adopt certain decisions or approaching events  
• Attribute search by criteria, search by logical operators, saving search templates for future reference  
• Managing templates for standard issues, alerts, task instructions, and printed document forms  
• Configuring directories, registration number masks, and distributing users by role 
• Audit log of user actions in the System

Implementation results 

• Online organization of a Bidding Committee meeting from the preparation of documents to signing (using QDS) the minutes 
• Saving labour time due to fully automated key processes, which allowed to reduce the time spent on approving, signing, searching documents and free up employees' time for other priority tasks
• Document versioning control  – employees work with the latest version, and collaboration tools provide the ability to edit documents simultaneously 
• Reduced risk of document loss or leakage of confidential information due to reliable and secure storage of documents, as well as information within the System 
• Simplified organization of the employee workflow  – you only need an Internet Browser (thin client) to get started 
• Improved performance discipline

Related case studies: process automation for Metinvest, administrative services center auto – Mariupol City Cou, document management for Dongorbank, document management for Niva Pereyaslavshchiny, e-petition service for Eastern Europe Foundation.