customer story

Russian Post

Development of a unified and comprehensive e-document management system based on the 1C:Enterprise low-code platform, for more than 36,000 seats of the country's largest postal service enterprise.

Customer

Russian Post

Industry

Service

Country

Russia

Product

1C:Enterprise

Russian Post, a key federal postal operator and a strategic entity in Russian Federation, offers a range of services including postal, transport, logistics, and financial solutions to individuals and businesses across the Russian Federation. Additionally, it conducts international deliveries, catering to tens of millions of clients annually. With 86 branches, over 1000 structural divisions, and approximately 42000 postal offices, Russian Post plays a crucial role in the nation's communication infrastructure.

Challenges

Russian Post recognized the need to upgrade its existing Electronic Document Management System (EDMS)

The existing system, designed for a smaller user base, proved to be unstable and low-productivity, incidents of disruptions were recorded daily.

Within the project, these technological challenges have been addressed:

Minimize paper document flow and “patchwork” automation
Ensure uninterrupted operation of the EDMS under agreed-upon functional characteristics
Ensuring control over the execution discipline for performing regulated operations within automated business processes.
Increase the accessibility of the EDMS for Russian Post employees
Enable end-to-end document processing workflows (review, approval, execution, etc.) at all branches (86), structural divisions (1000), and postal offices (~42000)
Improve the speed of document processing in the EDMS

The Russian Post project stands out due to the unprecedented scale of its EDMS, connecting 36,000 workplaces across all regions of the Russian Federation.

The vast scale of the project necessitated collaboration with multiple entities, including the 1C Company, National Informatization Center, Lanit, 1C-KSU (1C Corporate Management Systems), and 1C-SoftRise – renowned experts in creating and integrating high-tech information systems.

1C:Enterprise Platform

Highly adaptive and configurable low-code development platform for streamlining corporate processes such as financial operations, accounting, production management, sales management, corporate services and more. 1C:Enterprise empowers developers with a comprehensive toolkit to build flexible and customizable business solutions.

Learn more

What was done

To facilitate real-time document exchange with the regions, unique data exchange mechanisms have been developed. These mechanisms not only ensure regular operational exchange but also have a 10-times performance reserve for unforeseen massive document distributions across the regions.

Several mechanisms have also been implemented to enhance user convenience, flexibility, and precision in document operations.

The new EDMS architecture uses the advanced 1C:Document Management CORP platform (based on 1C:Enterprise).
A mechanism for creating separate assignments (e.g., for different employees) based on points in an order or directive.
Flexible delegation settings for different types of documents and tasks (e.g., keep a record of who de facto completed the task: the deputy manager or their assistant).
Document themes – a versatile classifier that enables the customization of unique document processing routes different from general rules.
Applying electronic signatures via a mobile application using the 3rd party solutions.
A mechanism for simultaneous editing of documents, allowing for real-time corrections and viewing of colleagues' comments.
The functionality to record and manage hierarchical levels of employees and departments, and create communication rules according to these levels.
Task escalation mechanism, allowing the document processing to continue if a staff member's position changes during or if the staff member is absent.
Protocol of disagreements – a mechanism for escalating contentious remarks to a higher-level manager for resolution.

Results

More than 36,000 seats were automated while maintaining the system's capacity for potential future system development and expansion (increasing the number of users, expanding functionality) while maintaining productivity through the mechanisms of the 1C:Enterprise low-code platform.

Uninterrupted operation of the EDMS of the Russian Post has been ensured in accordance with the specified functional characteristics.
End-to-end document processing workflows (review, approval, execution, etc.) have been implemented at all: both at the enterprise management level and at the regional divisions down to the postal offices.
Decentralized registration of incoming and outgoing correspondence and citizen inquiries has been provided.
The share of paperless document flow has increased (35% of documents have been converted into electronic format.
The speed of document processing in the EDMS has been increased compared to paper processing.
The workload on employees has been reduced through automated support for document management operations.
Operational discipline has been improved through monitoring of deadlines for task completion, as well as the collection of analytics and reporting.
The system's capacity for development (increasing the number of users, and expanding functionality) has been ensured while maintaining the specified performance.

Here's an outline of the notable improvements after the implementation of 1C:Enterprise:

36k+
automated seats
35%
reduction in paper document flow
10%
faster document processing within divisions
10%
acceleration in document exchange between structural divisions
50%
reduction in time spent on document search and selection
20%
increase in employee discipline

The content on this page is sourced from the 1C implementation base.

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