Developing unified system to manage enterprise data

Project goals

• Developing unified information space to make managerial decisions;
• Managing master data;
• Ensuring reliable and prompt cost accounting in terms of orders and cost items;
• Maintaining and analyzing costs by orders;
• Calculating cost of an order (contract) and work in progress (WIP) by cost item;
• Eliminating data gaps in reports due to users operational work arranged and complex system calculations performed;
• Regulated accounting as required by Russian legislation, including Federal Law No. 275-FZ on the state defense order;
• Obtaining up-to-date operational accounting data in real time;
• Development of analytical reports in the required terms.

Project deadlines

October 2018 – December 2019

Baseline

Before the actual project implementation gets under way, the enterprise operated several outdated information systems to automate accounting functions, some units were not automated (inventory control, contracts and orders accounting, part of business and tax accounting). These resulted in:

• Lack of a unified master data, data between different systems had to be compared in virtually manual mode;
• Repeated entry of the same data into different accounting systems, and as a result, high labor costs for accounting;
• Time delays between the fact of economic activity, the reflection of primary documents in the information system and the generation of reports;
• Difficulty of further maintenance of obsolete software products;
• Inability to support the latest changes in legislation;
• Manual generation of external reporting, including under state defense order contracts, using a large number of various paper reports and electronic data in various formats;
• High labor intensity of reporting preparation due to the low level of automation of management processes and accounting mechanisms;
• Lack of reliable and prompt accounting of costs in terms of orders, costing of an order (contract).

Project summary

Here are the functions automated in the project to implement information system powered by 1C: ERP Enterprise Management:

• Accounting;
• Tax accounting;
• Accounting for payments and purchases under state defense order contracts (Federal Low No. 275-FZ);
• Inventory management;
• Production cost accounting and costing;
• Personnel accounting and payroll.

The system supports the generation of all reporting documents for regulatory authorities, ensures the unloading of payments for their subsequent upload to the client bank.

Project unique features

• The project covered all departments that perform the input of primary information;
• In developing a system, Borlas Group revised most of the regulations related to the work of the enterprise;
• A prototype solution to be deployed in other enterprises of the customer was made using the example of one legal entity.

The key feature of the project is implementation of legal requirements in the area of state defense orders, management of financial and economic activities segregated for accounting purposes, including:

• Custom accounting;
• Linking procurement and work of contractors to executable contracts;
• Separate accounting of materials and semi-finished products;
• Cost calculation (to consolidate costs and generate cost calculation documents, the Cost Accounting Center workplace was created).

Project results

• Development of a unified management information system covering business processes of all customer departments;
• Effective management of master data, a significant reduction in the volume of key directories by removing duplicates of their elements;
• Improving the quality of accounting, reducing the routine work of accounting;
• Timely entry of all data required for calculating the cost of an order (contract), accounting for WIP by cost items, etc.;
• Minimization of errors that occur in costing guaranteed by preliminary search using reports and timely correction;
• Segregation of accounting by activities for generating state defense order reporting;
• Automation of the maintenance of contracts, obtaining of up-to-date operational credentials by users and management, development of analytical reports in the required terms;
• Prompt preparation of reports on government contracts in terms of activities;
• Timely development of regulated reporting as required by Russian legislation, reduction in labor intensity of reporting generation, elimination of data gaps.

The number of automated workstations is 150.