Migration of data from the old version of 1C to the new one, optimization of types of calculations and development of a unified payroll process for 5 legal entities of the client

A case on how to organize fast and uninterrupted work of all departments that ensure the company's business processes, and optimize the interaction between them as much as possible.

Client

A large Russian research and development company, one of the world market leaders in the production of innovative medical and diagnostic equipment, medicines and baby food. 

Problems

The client contacted us with several requests at once:

• create a single base for the smooth operation of all interconnected departments;
• bring different settlement systems to a single form, optimize and customize them for several legal entities of the holding;
• ensure the calculation and payment of wages to employees in a clearly defined time frame;
• submit reports to regulatory authorities in accordance with Russian law.

Tasks

1. Prepare a single database 1C ZUP (Salary and Human Resources) 3.0 for collaboration between employees of the client's HR department and Accetera payroll accountants.
2. Transfer to it all personnel and settlement documents for 3,500 employees over the past two years.
3. Set up and optimize the necessary types of calculations, reports and taxation in the new database.
4. Ensure simplicity and transparency of work with this system.
5. To train 20 employees of the client in the functionality of the new 1C ZUP 3.0 database and form a habit in them to work in it.

Difficulties

Our team had to develop a number of solutions and in a given timeframe most effectively:

• meet the needs of the client by creating a single settlement system for 5 legal entities of the company;
• optimize and debug all interconnected processes;
• set up the process of uploading customer transactions to SAP in a unique form, in accordance with the customer's terms of reference;
• set up numerous internal reporting forms.

Chronology of the project (terms, stages)

Stage I. Development and approval of the terms of reference for the implementation of the tasks in accordance with the planned deadlines - 2 weeks.
Stage II. Development of a unified staffing table in the database 1C ZUP 3.0 - 2 weeks.
Stage III. Migration of all payroll and personnel data for 3,500 employees over the past two years - 2 months.
Stage IV. Setting up and optimizing unified types of calculations, taxation and forms of internal and external reporting - 4 weeks.
Stage V. Setting up all the necessary interconnected client systems - SAP, Benefactory, Workday - 2 weeks.

Solutions

To work on such a large project, we have attracted a team of 14 Accetera specialists:

• Payroll accountants – 6 people
• 1C technical support team - programmers and analysts - 8 people

A team of accountants took care of all issues related to payroll, organization of payments to employees within a clearly defined time frame and submission of reports to regulatory authorities in accordance with Russian legislation.

The 1C technical support team ensured the implementation of tasks related to the automation of business processes:

• Prepared and implemented the 1C ZUP 3.0 database for the client, organizing the work of the client's employees and the Accetera team in a single space.
• Transferred all personnel and settlement documents promptly and without loss.
• I set up and optimized single views of all the necessary forms and interconnected systems of the client.

Result

The result of the four-month work on the project was:

• Creation of a single database.
• Simplification of business processes of work for all departments of the client.
• Implementation of a single window of communication for exchanging incoming and outgoing documentation with the client directly, and not through the postal service, which ensured the safety of work information and eliminated the risk of loss or disclosure of personal data of the client's employees.
• Ensuring prompt resolution of technical and process issues in the mode of daily and fast processing of requests from the client.