About the client
MAUDAU is an online marketplace for everyday shopping with a convenient service that will allow users to spend much less time on routine shopping and make a comprehensive purchase in one place. MAUDAU is part of the Fozzy Group
Today, the marketplace has more than 160,000 products, including food, household chemicals, toys, alcoholic beverages, health and beauty products, electronics and appliances, and so on.
In fact, we are talking about the Ukrainian analog of Amazon, with high requirements to service, with its own warehouses, and with merchants who sell both from MAUDAU warehouses and their own.
Delivery of orders is carried out by “New Post” and “Ukrposhta”. Delivery in Kyiv and suburbs is carried out by MAUDAU courier. There is also a possibility of self-delivery of orders from some Silpo stores in Kyiv.
MAUDAU has hundreds of employees, which required the implementation of a complex solution for document management and automation of business processes. Therefore, MAUDAU company turned to LITIKO for recommendations and implementation of an electronic document management and business process automation system. After a number of meetings and elaboration of requirements, MAUDAU was offered to implement the platform “ALMEXOFT”.
But it was only a means. The main task was to replace the Customer’s current system and to increase the efficiency of information and document support processes in the new system due to:
- document standardization;
- reduction of time for creation, search and coordination of documents;
- ensuring remote approval of documents;
- increasing executive discipline;
- acceleration of document flow,
At the same time, the requirements to the system had its own peculiarities. One of the key requirements for the system was flexibility and adaptability to business needs. In particular, MAUDAU needed the following functionalities:
- Detailed counterparty cards: The customization of the counterparty card allowed the creation of a single profile of each counterparty, which greatly simplified the contracting process and reduced the number of errors associated with data entry. For example, when preparing a contract, the user can quickly find all the necessary data about the counterparty directly in its card.
- Document versioning: The versioning retention feature made it possible to track all changes made to a document during the approval process, which ensured transparency and accountability for all participants. Thanks to this, the company could easily restore previous versions of documents in case of need.
- Ability to control the workload: The internal monitoring functionality of the ALMEXOFT platform allows you to track the number of new documents received by an employee for a certain period (e.g. 3 months), as well as the number of documents processed by him/her. This further helps to optimize the workload of employees, evaluate the efficiency of employees and improve the planning of department resources.
Structure of problem-solving
LITIKO has customized a system that takes into account the rapid growth of MAUDAU and the need for a flexible approach to document management. For this purpose, we introduced the concepts of “document group” and “document type”.
Document group is a group of contractual documents for which the approval process will be configured. For example, “Supply contracts”, “Contract contracts”, etc.
Document type is a group of business process templates, which are united by attributes of a certain group of documents. It includes a detailed description of all stages of processing a document of a certain category, necessary tasks for the user, deadlines and other parameters.
This approach allows:
- Simplify document creation: Users do not need to fill in all fields manually, as most of the information is filled in automatically.
- Ensure a unified approach to document design: All documents within the same category are designed according to a single template.
- Automate routine operations: The system automatically redirects documents for signing to the necessary persons and controls the fulfillment of tasks.
- Increase the speed of document processing: By automating and standardizing processes, the time to process documents is reduced.
- Improve the quality of your documents: By using ready-made templates, the risk of errors is reduced.
For example, the Standard Contracts Group was created, when the document author can select the necessary one from the templates of contracts created in the company. After that, the author fills in the necessary fields in the document card to transfer the information to the selected template. Then this document passes the stages of approval according to the customized process. Thus, taking into account all the nuances of the transaction with the counterparty, the responsible employee can select the most suitable template for each specific case.
Method of project implementation
At the first stage of the project, the LITIKO team conducted a detailed analysis of MAUDAU’s business processes. Personalized profiles were developed for each employee, taking into account their roles, rights and access. This allowed to customize the system in such a way that each user had access only to the information he needed.
And then LITIKO analysts set up directories in the system. This was done to reduce the time for processing documents, to reduce possible errors that may occur when manually entering information, to standardize data and improve their accuracy, to ensure quick search and navigation in the system. A total of 27 directories were created for various categories of documents.
Contractual documents were divided into three types of contracts:
- non-consensual contract,
- contracts that need to be negotiated,
- other documents that also relate to the contractual documents: specification, protocol, supplementary contract, etc.
System data:
– Today about 70-80 users are actively working in the system;
– More than 500 contracts were processed and about 200 counterparties were entered for four months
The system provides detailed control of access to documents. Each user sees only those documents that relate to his/her area of responsibility. This improves data security and prevents unauthorized access to confidential information. In each register, filters are available by counterparty, date of creation, number, document status and type of signature
Advantages of the system compared to the previous one:
convenience of working with files ;
– possibility to add files of different formats to the document card;
– convenient work with the approval process and convenient control tools;
– intuitive and user-friendly system;
– possibility to work with both mobile version and desktop version
Project results:
As a result of the implementation of the ALMEXOFT electronic document management and business process automation system, MAUDAU:
- Reduced time for creating and launching the contract approval process (due to filling in information from directories);
- Standardization of contract negotiation processes;
- Regulated time and participants in the harmonization;
- Introduced transparency and informativeness on each approval process.
- Ability to adapt the system to changes in the company’s business processes
- Saving on paper and printing
- Creating new contract templates and customizing workflows to meet specific customer needs.
- Reduced document storage costs.
- Reduce document storage costs
- Transparent control at all stages of the contract negotiation process.
- Ability to work remotely with access to the electronic database of contracts
Conclusion:
The implementation of the ALMEXOFT electronic document management system at MAUDAU proves that the automation of business processes is not just a trend, but a necessary step for modern enterprises that seek to increase their efficiency and competitiveness. Thanks to the implementation of the system, the company has realized a number of benefits, including increased efficiency, transparency and quality of work with documents. This experience demonstrates that automation can become a powerful driver of growth and development of any business.
