The results of ODE implementation
The speed with which a charitable foundation operates often depends on how quickly documents are prepared and signed. It is more challenging to establish document workflows during times of war. This is due to the disruption of the electricity supply and the dispersion of employees across various locations globally.
Serhii Lukashov, Director of SOS Children’s Villages Ukraine, discusses how ODE streamlines processes in the charity sector and outlines the key benefits of the Vchasno service for the organization.
What prompted the company to make the transition to ODE?
Since the full-scale invasion began, our employees were dispersed all over Ukraine: to Mykolaiv and Kharkiv oblasts, some moved to Kyiv and other cities in western Ukraine.
And the charitable organization SOS Children’s Villages has significantly expanded its activities, opened new locations, and initiated new projects.
Tender procurement is a standard procedure that requires the ongoing involvement of numerous colleagues, as well as the signing of a substantial number of documents based on the results. All documents were required to be sent via mail, and in the event of any changes, the entire process had to be restarted.
In light of these challenges, we sought to identify a solution.
Read also: The way VUSO Insurance Company saved UAH 2.5 million and valuable employee time via digitalization
How did you prepare your employees and suppliers for this transition?
We conducted a comprehensive presentation for our employees on the specifics of how to work with ODE, ensuring they were all equipped with the requisite knowledge. Our team always strives to provide support for optimization, innovation, and the search for modern solutions.
Particularly when these solutions are more convenient than exchanging paper documents and streamline day-to-day operations.
In general, we transferred a range of documents, including tender documents, contracts with suppliers, agreements, certificates of work performed, and other documents, to the Vchasno digital business solutions service.
The situation with suppliers is distinct, as not all of them utilize the ODE platform. While we do not require documents to be signed electronically, we do offer this as an alternative. We focus on convenience and efficiency. Many of the suppliers are receptive to this proposal.
What challenges did you encounter during the ODE implementation process?
Overall, the implementation of the electronic document workflow proceeded smoothly. Naturally, there were some initial challenges when the service was first implemented. Registering a large number of employees at once posed a challenge, but our team was able to overcome it successfully.
Additionally, some employees did not respond promptly to new documents sent to them for signature because they were not accustomed to working in an electronic service. However, we are addressing this issue as well.
What outcomes did the organization achieve following the implementation of an electronic document workflow system?
Our organization is committed to keeping up with current trends and technologies. At present, the majority of our documents are stored in an electronic archive, whereas five years ago, all documents were in paper format. The implementation of an electronic document workflow has brought about several significant advantages for our organization.
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1Simultaneous viewing of documentsAll relevant departmental specialists can view the necessary documents in real time, as well as approve and sign them.
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2Savings in timeOne beneficial outcome of the new process is that it has reduced the amount of paperwork, allowing our specialists to dedicate more time to providing assistance.
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3Faster document signingPreviously, the process of signing and sending documents took up to three days, but with Vchasno it takes just a few clicks.
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4Optimization of business processesAll company processes have been optimized and accelerated.
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5Easier and more efficient auditsOur company is able to speed up the auditing process by simply submitting electronic documents.
The digitalization of charitable foundations has enabled them to operate more efficiently, which is crucial in times of war. Providing assistance in a timely and uninterrupted manner is of paramount importance in such situations.
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