Customer

The Accounts Chamber of the Russian Federation - СП РФ – a permanent supreme body of external state audit (control), the activities of which are regulated by Federal Law dated 04/05/2013 No. 41-FZ “On the Accounts Chamber of the Russian Federation”, and is accountable to the Federal Assembly of the Russian Federation.

The Accounts Chamber of the Russian Federation promotes transparency and efficiency in spending budget funds and government resources in general, promotes greater accountability of government bodies and increased focus of their activities on the implementation of public interests.

Project Description

Modeling processes in the SILA Union system and creating a single window for working with the processes of the Accounting Board of the Russian Federation.

Project deadlines: start – June 2022, launch – December 2022

Geography: The Accounts Chamber of the Russian Federation

 

Issues:

• Scattered information about organization processes
• Lack of transparency in process optimization projects
• Employees are not informed about the changes taking place
• The need for process modeling

Project goals and objectives 

• Collect and systematize information about all processes of the organization in a single information space
• Provide access to the information space to all employees of the Accounts Chamber of the Russian Federation (hereinafter - SP RF)
• Provide opportunities for employees to provide feedback on processes
• Provide the ability to initiate process optimization
• Provide the opportunity to apply for participation in a process optimization project

Project implementation

Before the creation of the process portal, process management tools were introduced gradually and in different information systems. Since the start of digital transformation, the Accounts Chamber of the Russian Federation employees have learned to analyze processes, create process models, optimize processes, identify problems and formulate proposals for improving processes, and prepare draft changes to internal regulations that comply with the process approach.

The process portal made it possible to combine all elements of the  Accounts Chamber of the Russian Federation process management system into a single product:

Complete modeling of processes and process groups was carried out in the SILA Union software.

SILA Union is a system for creating process models and process groups. The system specifies the order of actions, attributes and materials used in the processes. By means of hyperlinks to models, the process portal allows you to open the required process model in the SILA PMIS with a click.

The implementation of the Process Portal ensures transparency of work on changes in the processes of the joint venture of the Russian Federation, which in turn increases the involvement of employees in optimizing the activities of the joint venture: they are in a single information field of all current projects to optimize processes, can share ideas that will be considered, and can apply for participation in an optimization project or point out an existing problem in a process in relation to a specific process step or to the entire process.

Also, the Process Portal will accelerate the pace of digital transformation due to the presence of direct communication between the process owner, the  Accounts Chamber of the Russian Federation employees, and process management methodologists.

According to the catalog of processes of the Russian Federation Accounts Chamber  “Increasing operational efficiency” is the most important group of development processes, including such processes as:

• Maintaining a catalog of Accounts Chamber processes, a database of Accounts Chamber process models, preparing process passports

• Optimization of the Accounts Chamber process
• Organizing and conducting a study of the level of satisfaction with the quality of internal services in the Accounts Chamber
• Collection and implementation of initiatives from the Chamber of Ideas

After launch, the process portal affected all processes of increasing the operational efficiency of the Russian joint venture.

Examples of using the Process Portal in these processes are presented below in the customer journey maps.

Description of the works

The process of developing the process portal took place using a product approach.

1. Market analysis, search for a ready-made solution for creating a process portal.
2. First, product hypotheses for the future product were generated. Some examples of hypotheses:

If you collect all information about processes and analytics in a single portal, process owners, heads of the Accounts Chamber apparatus and departments will make more informed management decisions.

If you collect information about each process of the Accounts Chamber into a single portal, employees will find the information they need for work 2 times faster.

3. After this, a series of in-depth interviews with potential users was conducted, as well as an online survey for all employees of the Russian Federation Accounts Chamber.
4. Based on the information received, a product backlog was compiled and a clickable prototype of the future process portal was developed.
5. The prototype was tested with potential users and adjustments were made based on the information received.
6. Developed a product MVP that was tested from a technical and user experience point of view.
7. A working version of the process portal has been developed and filled with content.
8. Screenshots of the process portal:

Launch of a Process Portal with open access to all Accounts Chamber employees on the internal portal of the Accounts Chamber.

A basic page traffic analytics system has been implemented:

9. New layouts have been developed to improve the Process Portal.

Results

The process portal is a completely new product for government agencies. The products existing on the market have a narrow specialization.

For example, there are solutions for managing optimization projects or for describing process architecture and basic information on it. In government agencies you can find solutions that tie functions to regulatory documentation. The product of the Accounts Chamber of the Russian Federation is innovative due to the systematic assessment of all aspects of the process management of the Russian Federation AC.

To operate the product, it is possible to exchange information automatically with the following systems:

• Management of projects and assignments of the Accounts Chamber of the Russian Federation
• Process control system
• Email
• Consultant Plus
• Module "Chamber of Ideas"
• Microsoft AD

The product creates a culture of transparency and cooperation between those responsible for processes and ordinary employees, unique for a government agency. Each employee has the opportunity to comment on processes, their results, connect to optimization teams and create value for Accounts Chamber of the Russian Federation processes.

The product has flexible capabilities for changing the structure and architecture based on feedback from employees through a system of templates and custom macros, which allows for the continuous development of the product.

A 3-level search has been implemented, which allows the employee to know everything about the process online:

1. Search by matches in process/product names or by process owner.
2. Search through an associative series - through tags.
3. Search by any word, expression, in all process cards and files attached to them.

The product incorporates the unique experience of the Accounts Chamber process office in process optimization: built-in automatic generation of standard steps for implementing a process optimization project. The process portal was launched on the internal portal in December 2022.

Project results:

• During this time, cards for 204 processes of the Accounts Chamber of the Russian Federation were filled out
• Used 45 licenses for process modeling
• 550 employees of the Russian Federation Accounts Chamber completed training
• All employees of the Accounts Chamber RF have access to viewing
• More than 100 process models and process groups have been created in the SILA Union system
• 2 process optimization projects launched
• A competition was launched to collect employee initiatives
• 20 process passports have been prepared, 5 process passports are pending approval
• Initiatives in progress: 26
• Attendance approximately 100 employees
• Working groups (2 groups of 10 people)

The controllability of processes in the Accounts Chamber has increased - any manager can see the detailed structure of all processes, their diagrams, relationships and other information in order to make important strategic decisions.