Business Situation

Unanswered users’ complaints, wishes and proposals and documents lost and failed to be found or extended on time resulted in inefficient communication with both the external and internal environment of the Company.

Situation Overview

Klaipėdos Energija AB consists of many divisions and units which directly communicate with users, receive their complaints, wishes, etc.
Large flows of incoming documentation used to cause a loss of some of users’ enquiries or complaints, failure to respond to them, or if one had to find a particular letter, it was impossible to find it in a quick and timely manner.
This situation caused the Company to search for a solution, which would help to deal with the Company’s documentation and thus improve communication with persons or organisations approaching the Company.
Proposed Solution
Seeking to resolve the existing situation in the Company and to deal with all of the Company’s documentation, a DocLogix solution has been proposed.  
At present, the most active system users – the persons who work mainly with incoming/outgoing letters, orders and contracts – claim that the primary purpose has been achieved and the system has justified the expectations.

Solution

A DocLogix solution has been proposed to resolve the problem of the Company’s documentation control. The DocLogix system was chosen due to the best price to proposed solution ratio for the project of this level.

Benefits to the Company:

#1 Full Control of the Company‘s Documents

The main goal of implementing the system was to assure that all documents of the company (contracts, incomming/outcomming correspondence) are settled in one and secure place and accessible to all responsible employees at any time.
This goal is already completed – DocLogix not only saves all the documents of the Company but also reminds managers of the expiration of validity of their documents, the need to update or extend them, etc. Having in mind the fact that the Company employs approx. 500 employees and work safety instructions and work regulations are signed with each of them, one can imagine how much time had to be spent only for the performance of this function. Today, DocLogix reminds of the documents, the validity of which has expired, automatically according to the manager’s choice either by electronic mail or message in the system itself.
After the implementation of the system, the organisation work of the Company has improved as well: there are such reports that leave the Company without its managers of the highest level being aware of that (e.g. different statistical information). Today all reports are placed in the DocLogix system, and managers can find, review and compare, etc. those reports at the time that is convenient for them.

#2 Improved external communication
After implementing DocLogix the external communication of the Company was improved. Having in mind the fact that Klaipedos Energija is the company of the utilities sector, it’s not hard to imagine the flow of incoming information Company receives everyday: complaints, proposals or enquiries from the users of electricity. According to LR laws and inner rules of the Company, it is obligatory to response to every enquiry by determined period of time. It is quite complicated to assure this without any delays without specific programs, such as DocLogix.
Now, any incoming or outgoing document of the Company is recorded in the system; and therefore, there is not the slightest risk that a letter or document may be left unanswered, lost in the archive or failed to be found quickly.

#3 Operational Expenses Saved by the Company
Not all employees of the Company use the system on an equal footing; however, the most intensive users have already been able to feel the benefit provided by the DocLogix system.
The implementation of the system helps to save time: earlier, one had to print the document, to collect necessary signatures and to take the document to the secretary so that she would register it. Now, the document is simply placed into the file intended for secretaries who receive an automatic notice of a new task. After secretaries have registered the document with the system, the responsible person simply receives a message that the task has already been performed. Following the pro rata calculation, it may be claimed that paperwork has been reduced twofold. If the objective to automate some of the work processes with the help of the system is achieved in the immediate future, it would be possible to save more worktime.
Paper expenses decreased by approx. 10%. Now it is particularly convenient to get acquainted with documents: a document is placed into the system and responsible persons may get acquainted with it at the time convenient for them. There is no need to print or copy documents.

Foreseen Further Steps
As the primary objective – to deal with the Company’s documentation – has already been achieved, Klaipėdos Energija is planning to try new undiscovered possibilities provided by the system: to automate some of the work processes. Only after this function has been put in place, it will be possible to evaluate the main benefit provided by the DocLogix system, i.e. control of performance of allocated and received works improved Internal and External Communication of the Company.

Software and Services
• SQL server
• DocLogix
• Exchange
• DocLogix
• . NET