Automation of 2000 procurement and 1100 HR processes accelerated the company's work and reduced paperwork

1. To create a corporate portal based on the Bitrix24 boxed version

2. Register 253 employees, customize department structure and roles (7 roles)

3. Synchronize the exchange of counterparties from 1C:Accounting for Kazakhstan in Bitrix24

4. Set up procurement funnels: creation and coordination of purchase requisition; coordination of contract with suppliers; creation, coordination and control of payment to suppliers; creation and control of delivery requisition

5. Set up HR processes: request for vacation, request for sick leave

6. Set up registers of requests: contracts, vacation and sick leave requests

7. Prepare detailed instructions for onboarding current and new employees

1. Speed of processing applications: the time for processing applications and contracts has been reduced to a few minutes.

2. Single platform: all applications and transactions are maintained in one space, which simplifies control and management.

3. Elimination of losses: all documents are stored in a register, which eliminates the loss of applications and simplifies the search for old data.

4. Procurement transparency: every step of the procurement process is monitored and agreed, preventing errors and delays.

5. Digitized HR processes: approval of vacation and sick leave is done online in a couple of minutes.

6. Minimized paperwork: most processes are now done electronically.

The main difficulty of the project implementation for Abdi Ibrahim Global Pharm LLP was the scale and multistage nature of the processes to be automated. The company's network included more than 250 employees, each of whom had their own tasks and access rights. It was necessary to configure the system to take into account individual roles and rights for each employee, creating a complex hierarchy of users within the corporate portal.

Automating the procurement process was also a challenge, as a requisition could contain multiple commodity items, each of which required individual processing by logisticians and coordination at multiple levels. It was important to customize the system so that each department could access only the data for which it was responsible, while maintaining transparency and control at all stages.

Digitization of HR processes and setting up approvals (leave and sick leave) also required individual adaptation to take into account the company's internal rules and approval stages in different departments

The project started with the creation of a corporate portal on the Bitrix24 platform. The First Bit team set up an interface adapted to the company's business processes and added all employees with individual access rights.

One of the key tasks was to create and customize the funnel for purchase requests. Now the company's employees can fill out requisitions, specifying the required goods, which go through an automated approval process. At each stage, the system sends the task to responsible persons, including the manager, finance department and logisticians. If a requisition is rejected, the initiator receives a notification stating the reason for rejection.

After the purchase is approved, the request enters the smart process “Contract”, where logisticians generate a contract card and start the procedure of its approval with lawyers, accountants and financiers. This process is also digitized and each step is recorded in the system, eliminating paper errors and delays.

A separate funnel has been created for payment requests, where amounts are monitored and sequentially reconciled, including with the CEO if the amount exceeds a set limit. All payment data is synchronized with 1C, which allows for quick and accurate processing of financial transactions.

The delivery process has also been automated: logisticians can track the status of goods delivery and record their completion in the system. The entire process, from order to delivery, is now visible to the initiator and other responsible persons.

In addition, First Bit specialists have automated HR processes related to vacation and sick leave. Employees submit requests online, which then undergo automated coordination with managers and the HR department.