Results of EDW implementation
About the start of EDW (electronic document workflow) implementation
Back in 2021, the Aurora chain began to think about implementing electronic document management. So the company started looking for a contractor. A working group was set up, and the search was led by a Project Manager who analyzed potential partners and organized interviews with them.
The full transition was completed in February 2022. A full-scale invasion took place and the company began to actively send documents to counterparties through the Vchasno system. At that time, paperwork and sending documents via delivery services became virtually irrelevant, as documents could get lost, and fast electronic signatures guaranteed their safety and availability at any time.
Why did you choose Vchasno?
The decisive moment was the All-Ukrainian Forum “Business without Paper”, an event organized annually by the Vchasno team for the country’s leading businesses.
There, the Aurora team personally met many entrepreneurs.
Representatives of different companies shared their cases and were constantly asked questions. At that time, TTNs (consignment notes) on the phone seemed like something out of reach. It was then that the Aurora team opted for Vchasno.
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About fears regarding EDW implementation
One of the main fears was the unwillingness of counterparties to change. This issue remains relevant even now, as part of the document flow is still done on paper.
Despite this, 4160 Aurora partners are already working in the EDW, and their number is constantly growing.
First steps of EDW implementation
Aurora formed a working group and began active preparations.
✔ First, we interviewed different departments to take into account their needs and customize the scenarios for each of them.
✔ We analyzed the business process in detail:
- tracked the movement of documents in each specific department,
- determined which documents were being used,
- developed an updated document flow model.
✔ The first documents to be tested were contracts and additional agreements. At this stage, the Vchasno team was of great help: they participated in the development of scenarios and helped correct errors.
Of course, not everything worked perfectly at first: there were times when the customized scenarios did not work, so we had to constantly interact and adjust the processes.
As of now, the following types of documents are signed in Vchasno by the Aurora network:
- Contracts and additional agreements;
- Requests and orders;
- Invoices and certificates of completion;
- Expenditure invoices;
- Specifications, official letters, annexes, etc.
About implementation stages
The EDW implementation process was divided into two stages: testing and scaling.
The legal department was one of the first departments to test electronic document management. Thanks to the introduction of EDW, Aurora’s legal team saves time on routine tasks, and in some processes their participation is not required at all – employees independently approve standard documents. More about this experience is described in the case study of the legal department.
After that, we moved on to the second stage — scaling the system to the entire company. This approach helped minimize difficulties and make the transition as smooth as possible.
How did the implementation go in the departments?
The EDW was implemented gradually, with about two weeks allocated for each department. Interviews were conducted in each unit, processes were analyzed, the system was set up in Vchasno, access was granted and keys were issued to employees. Thus, step by step, the changes were implemented in all 19 departments.
The easiest to implement EDW was in the legal and R&D departments, as they quickly adapted to the new process. The main difficulty was that not all employees were ready to communicate with contractors.
Team adaptation: how did the training go?
To facilitate the transition to EDW, Aurora developed a training course in the internal system. Each employee had to complete it before getting access to Vchasno.
Most colleagues understood the process, and if they had any questions, they could always contact the administrator. Of course, some employees were skeptical of the changes at first, but gradually everyone adapted to the new work format.
How long did it take to implement the EDW?
We started implementing EDW at Aurora back in 2021, but the active phase took place in 2022. The first stage lasted about a year: we tested the system, determined what worked well and what needed to be improved.
At the end of 2022, we started scaling, which took another year. The project was fully completed in December 2024.
It was thanks to a well-planned schedule that we gradually managed to implement EDW in all departments.
How does the document flow work now?
When it becomes necessary to conclude a contract, after checking it, it is sent for signature to an authorized person who is the customer of the relevant services or goods.
Then all the primary documentation is sent to the responsible manager for the contract. He or she checks the document, signs or rejects it.
In addition, the entire process has been automated: a lawyer determines which department the contract belongs to, selects the appropriate scenario, and adds the necessary labels. This greatly simplifies the search for documents.
Total savings from document management implementation
Thanks to the introduction of electronic document management, the total resource savings for the Aurora network have already amounted to UAH 5 million.
| ❌︎ Before EDW implementation | ✔︎ After the implementation of the EDW |
| Paper document logistics costs – UAH 7,500,000 per year
Printing 250,000 documents – UAH 76,200 per year |
Logistics costs – UAH 2,640,000 per year
We saved 21 trees We save employees’ time |
About counterparties
Aurora’s team is actively working to involve as many counterparties as possible in EDW. To do this, workshops are held in various departments with the Vchasno team, and a separate page has been created for counterparty training.
In addition to internal trainings, we have introduced training for contractors, where they can ask questions. It turned out that many people do not want to generate primary documents in electronic form as required by the system.
To simplify this process, a special tool was launched on the website: counterparties can follow the link, generate the necessary documents (acts, invoices, reconciliation certificates) and send them to Vchasno.
Approximately 60% of Aurora’s counterparties already work in EDW.
Employee feedback after EDW implementation
At the project closing stage, Aurora conducted a survey among employees. The overall level of satisfaction was high (97% for the implementation team, 94.4% for Vchasno service). However, there is always room for improvement.
Therefore, in addition to the overall assessment, the Aurora team collected detailed feedback on what is still missing in the processes. This gives a clear understanding of the direction in which to move forward to make the system even more efficient and convenient.
Next steps: automating and simplifying processes
When the process was already scaled up to the entire company, the main focus was on external documents and work with contractors. However, Aurora is striving to improve all processes further.
The goal is to reach a level of automation that would allow certain types of contracts to be concluded without the involvement of lawyers.
We want to standardize processes so that they happen automatically, without unnecessary involvement. This will allow us to optimize our working time and focus on more strategic tasks. And, of course, we want to transfer at least 99% of documents to EDW, if not 100%.
Plans for 2025: electronic archive
In 2025, Aurora plans to further digitize its processes, including the introduction of EDW and the creation of a unified electronic archive.
As for the archive, they have not yet found the perfect solution that would fully meet the network’s requirements.
The company is used to working with convenient services and expects high speed and ease of use. So far, there is no centralized archive: electronic documents are stored in Vchasno, and paper documents are stored in the classic archives of several departments.
How to successfully implement EDW: tips
The key to implementing electronic document management is a team. All members of the working group must be proactive, interested, and ready to drive change forward. When the team truly believes in the project and is motivated, the result will be much better.
It is equally important to find a reliable contractor who will respond promptly to requests, support your team, and contribute to a successful implementation.
For example, employees who actively promoted the EDW implementation project were recognized and given gifts at Aurora. This is not only a nice bonus, but also a great motivation for others to join the change.
So the key to success is a strong team, support, and sincere interest in the project.
What should you avoid?
Before issuing a qualified electronic signature, it is important to carefully assess the real need for it. It happens that certificates are issued, but employees do not use them, and as a result, resources are wasted. Therefore, it is better to determine in advance who really needs the qualified electronic signature and provide proper training for its effective use.
Get more information about Vchasno
Contact us! Learn how to quickly implement e-document workflow in your company and reduce costs and team time for documents processing.
