Clients cases
22 December 2021
Case Techenergoservis 2014
How to optimize business processes and implement electronic document flow, reducing document processing time by 80%
“TECHENERGOSERVIS 2014” LLC is a company engaged in operational and operational and repair services of electric substations, overhead power lines of voltage class 35 kV and above. Since 2014, it has been a leader in the field of technical and maintenance services, carries out major repairs of electrical equipment of lines and substations, power transformers, engineering support for new construction of energy facilities. It is also an official dealer of Uralmashzavod PJSC.
The desire to maintain a leading position in the market and to use advanced technologies to improve the quality of work of the entire enterprise became the main reason for the search for a system for automating internal business processes and electronic document management.
The important tasks facing the company’s management were:
- Correct registration of incoming / outgoing documentation, minimizing the loss of documents.
- Reduction of office work time (registration of contracts, coordination, sending). Since the main operating offices of the company are located in two different cities (Nur-Sultan and Karaganda), the full cycle of working with the document took about 10 working days.
- Storage of documents, and management of the process of agreement and execution of instructions on the document.
In order to optimize internal processes, improve the efficiency of task performance and reduce the time spent working with documentation, the company’s management decided to implement a modern business process automation system and electronic document flow. For the implementation of this project, a number of Kazakh and foreign software products were analyzed, and based on the tender, the Almexoft software product with a built-in business process automation module, an online editor, and native mobile applications was selected. Implementation of the system, analysis and optimization of current business processes. Almexoft Kazakhstan employees also skillfully and quickly set up chains of coordination and execution of documents.
The flexible functionality of the system made it possible to implement the following tasks:
- Optimize and bring to a unified view all business processes of the company related to record keeping.
- Ensure transparent document flow, registration of incoming / outgoing documents, correspondence, personnel documentation.
- Create the necessary reports: a report on the registration of incoming / outgoing documentation, a report on the completion of tasks and assignments.
- Control executive discipline.
The full implementation of the system took about 8 months and took place in two stages.
The first stage took 6 months and consisted of forming templates, working groups and setting up processes.
During the second stage, Almexoft specialists provided detailed instruction and training in system administration. Our colleagues note a high level of system penetration, a clear and simple interface of the web version and mobile applications for Android and iOS. Also, thanks to the open API, the platform allows interaction with other internal systems and services of the company, which enables high-quality and fast integration of the Almexoft platform into the company’s unified IT landscape.
The most indicative results of the implementation of the Almexoft platform:
- The time for processing and agreeing documents, and delivering them to addressees, was reduced by 80% .
- The company’s total costs related to sending documents (printing costs, courier services) were reduced by 10% .
- A significant reduction in paper document circulation, which solved the problem of document loss.
- Thanks to the Almexoft platform, the company’s main problem related to the long chain of document coordination due to the location of the company’s offices in different cities was solved.
- Ensuring a high level of security of corporate data thanks to several levels of protection.
- Effective and fast search of electronic documents in a single system within the framework of role policy and security regulations.
Cooperation with Almexoft and the introduction of a system for automating business processes and electronic document flow made it possible to solve problems that arose in the process of business growth and scaling. To implement a number of strategic goals of the company’s top management.
The implementation of the project affected the improvement of the work efficiency of both ordinary employees and the company’s management and reduced the company’s administrative costs. After the end of the project, the Almexoft support service proved itself as a reliable team of specialists, which knows how to respond efficiently and quickly to urgent requests.
