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Contracts 2021: Time of Digital Assistants

More than 650 Kellogg's Employees Work in Directum RX Cloud

675

users

150

configured approval rules

131

document types

2

tailor-made modules

Kellogg's is a manufacturer of cereals, cookies, crackers, and savory snacks. The company’s portfolio includes more than 100 products.

Today the company has 3 prosperous factories, a regional center, and sales offices located all across the country. With such a large-scale manufacturing and supply chain, it is extremely difficult to manage business processes without an information system. That is why the company decided to implement an ECM system.

How Kellogg’s Selected System and Checked Security

Already back in 2017, Kellogg’s started looking for an ECM system. The company announced a bid and specified its requirements for the solution. In addition to platform functionality and performance, the bid commission assessed availability of cloud solutions, mobile apps, and solutions for electronic document exchange.

After the first bid stage, the company formed a short-list of five systems and tested its real business processes in all of them.

Extensive features of the system, competence of Directum team, and positive feedback from other customers were the main reasons why Kellogg’s eventually opted for the Directum RX software.

«The decision of the bid commission was not the last stage at all. As a vendor, Directum also passed a security check, and the Directum RX system was subjected to the risk assessment using RSA Archer. The final decision was made after the project was presented to and approved by the US parent company».

Timur Shaikhutdinov

Deployment project leader, Directum Ltd.

From Contracts to Product Passports: All Documents Digitalized

The project started in the middle of 2018. For two weeks, implementation specialists were researching the company’s business operations. The proposed project solution contained full description of digital business processes, system modifications, and integration solutions. The project team has also provided Kellogg’s with detailed information on the architecture of the cloud system.

The company planned to transfer all its main business processes to the Directum RX system. For each of them, the Directum specialists developed a special document type and configured approval rules. All aspects were taken into account in order to get the best outcome.

Here are the key project achievements:

  • All contact management is now digital. Each contract and addendum is reviewed and approved in accordance with configured rules. Document approval is speeded up and becomes more manageable. At any moment, employees can monitor at what approval stage a document is and see who is currently working with it. The system protects approved documents from further editing by converting them to the PDF format.
  • A tailor-made MyHR module for management of HR processes helps to manage applications to open vacancies, hiring, vacations, and retiring. MyHR will also allow Kellogg’s specialists to monitor changes in work schedules and to transfer employees from one position to another.
  • Event planning is now carried out in Directum RX. The system ensures that all participants of a scheduled meeting get acquainted with the meeting agenda. Each follow-up action item can be attached to a certain meeting, and its execution can be monitored.
  • Production documents are now digital. Product sheets, production recipes and experimental recipes, consumption rates are stored in the system and approved in accordance with approval rules. Employees’ access to the company data can be limited by configuring special access rights.
  • Specifications and product passports are prepared, approved, and stored in the system. Employees create documents using templates based on the adopted standards. The company issues a product passport for every new production batch. Now with Directum RX, the approval process flows smoothly, and the risk of delayed shipment has been decreased.
  • Writing off the fixed assets, e.g. IT equipment, has become easier for property custodians. An employee can create inspection reports using the preset template, and send a memo on replacing a fixed asset, for example, a monitor, right in the system. The memo is approved by an accountant and employee responsible for writing off the fixed assets. With all procedures preconfigured in the system, equipment can now be replaced many times faster.
  • Directum RX provides the feature of employees’ substitutions. If an employee is on a vacation or business trip, all his assignments are delegated to his or her colleague. Therefore, all urgent tasks are guaranteed to be taken to work. To use the feature from the first day of employee’s absence, system administrators should know in advance about the substitution period and the substitute employee.
  • Business processes do not stop even when an employee is on a business trip and cannot properly work in Directum RX. All assignments are sent to the employee’s corporate email so that he or she can review, edit, approve, or send a document to rework. Each of these actions synchronizes with the system.

Also Directum RX was integrated with the accounting system. Now data on the company’s structure and counterparties is transferred from the accounting system to Directum RX, and contracting documents are transferred vice versa. This way the Directum specialists managed to avoid duplication of information and configured business processes in accordance with the Kellogg Company’s rules.

Features of Project

Kellogg’s deployed the Directum RX cloud system, and 675 employees are currently working in it. The company selected the Web Client as the main form of access to the working space. That way the system is easier to administer and has minimum technical requirements to user computers.

The Directum specialists held 17 training webinars aimed to help the employees of Kellogg’s master the system features. Since the users knew how to use the system from the first days of testing, the project results were not long in coming.

Only for the period of operational testing, the employees sent 893 tasks including 458 approval tasks. Due to the limited deadline for each approver and convenient work with document versions, document approval now takes much less time.

The company’s managers appreciate transparency of business processes and the ability to monitor the employees’ workload. Even the top-executives work in Directum RX. For their convenience, the system interface has been localized into English.

Another project feature is implementation of the two-factor SAML (Security Assertion Markup Language) authentication. This authentication method is more secure as employees must enter not only their login and password, but also the second factor of another type.

«The second authentication factor used in Kellogg’s is the list of questions with answers. When a user tries to pass authentication, he or she should answer one of the questions (there are 3 attempts). Therefore, the mechanism increases security of access to the system data».

Timur Shaikhutdinov

Deployment project leader, Directum Ltd.

Project Results

The company’s employees are already using Directum RX in their daily work. Specialists of Kellogg’s are planning to maintain the system by their own and optimize business processes taking into account the solutions features. The company is considering implementation of the digital document exchange with counterparties and integration with the SAP system.

“It was a right choice to go with Directum RX. The system functionality meets our company’s needs, including the new ones. Optimization of current business processes in Kellogg’s continues, and we are improving our procedures taking into account the existing product.

Despite the fact that not all planned processes has been put into operational testing yet, the management of contracts and requests to the Group of Reference Information Registration has been successfully digitalized. Within the project, we found optimization possibilities on the level of company’s regulations, and right now, we are improving them. The system users have already given us feedback with proposals on further development and extended use of Directum RX in Kellogg’s.

We consider Directum RX deployment project to be successful. We’d like to make a specific mention of well-coordinated work of the Directum deployment team. The work schedule and implementation stages are the exemplar for any project.”

Dmitiy Dolgov

Deployment project leader, Kellogg’s.

675

users

150

configured approval rules

131

document types

2

tailor-made modules

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