Siberian Coal Energy Company (SUEK) - Saperion AG

Case Study
AT A GLANCE
Industry: Energy, fuel and related
industries
Core subject: Centralization of the
accounting system, DMS
Integrations: SAP ® R/3, 1C:PKK
Volumes: 1.5 million archived entries
SIBERIAN COAL ENERGY COMPANY (SUEK)
Centralized accounting and
archival system with SAPERION
The Siberian Coal Energy Company, also known as SUEK Group, has
undergone extensive structural changes in the recent past. As part of
these changes, the company decided to establish “regional control
centers” (RCCs) to bring together all companies within specific geographic
areas. Before the reorganization, nearly every company in the
group operated independently.
Not surprisingly, each company also had its own system of accounting
and invoicing. However, establishment of the RCCs also created
serious problems, since accounting documents must sometimes be
brought to the headquarters of various government authorities.

“Our company used to
squander a great deal of time
and money simply sending
documents, but now we can
scan and send documents in
real time.”
S. G. Jazenko
Department Manager SEA
SUEK
Objectives
The main task was to launch a uniform accounting system for all companies
in order to support accounting and tax calculations. An archive
of accounting documents is designed to improve effectiveness by
standardizing and improving processes throughout the entire SUEK
Group.
Strategy
After examining the available opportunities, SUEK selected SAPERION
as the foundation for its archive because of its ability to ensure longterm,
straightforward, and reliable archiving of electronic copies of
accounting documents. The system also allows the company to merge
its entire stock of accounting documents from headquarters and the
branch companies.
SUEK selected SAPERION as the
foundation for its archive because of
its ability to ensure long-term, straightforward,
and reliable archiving.
Implementation
In the first step of the project, implementation partner ProSoft-PC
(ELAR Corporation) examined the peculiarities of the client’s accounting
system in order to understand exactly which capabilities were
required of the document management system, such as how documents
would be found once they were placed in the archive.
The second step was to standardize the accounting systems used at
the individual companies of the SUEK Group and consolidate them
into one centralized accounting system. To fill the archive with data,
an input center with 100 scanners was established.

Case Study
Once data is uploaded, it is automatically or manually indexed and
transferred to the headquarters’ accounting system. This was achieved
by connecting the SAPERION system to the existing 1C:PKK and SAP ®
R/3 systems.
The connection between SAPERION and SAP ® R/3 is facilitated by
barcodes that are printed on every document from SAP. When the
same type of document is scanned repeatedly, SAPERION automatically
files each item into a document packet. Every version of the
document is stored in the archive. This facilitates a retrospective view
of the documents with all remarks and annotations.
SAPERION automatically files each
item into a document packet. Every
version of the document is stored in
the archive.
The SAPERION-based document management system allows SUEK to
minimize the amount of time that they spent locating the documents
they need.
THE CHALLENGE
THE SOLUTION THE BENEFITS
+ + Decentralized accounting creates
documentation problems for
authorities
+ + Multiple locations make it difficult
to access documents
+ + Unreliable financial reporting at
individual locations
+ + Centralize the accounting systems
of multiple locations
+ + Creation of an effective document
management system with SAPERION
+ + Connect SAPERION to the existing
1C:PKK and SAP ® R/3 systems
+ + Secure, rapid, and unlimited storage of a
large number of paper documents
+ + Accounting documents can be found much
faster
+ + Uniform methods for registering and
archiving documents
+ + Employees can quickly access, edit, and print
centrally archived documents from multiple
locations
The archive permits simultaneous access to accounting documents
from both the 1C:PKK and SAP ® R/3 accounting systems. This provides
for continuity and enables archiving of a large volume of valuable
information collected earlier.
After concluding the project SUEK Group decided to use ERP Office
to archive document attachments in the SAP HR module. This greatly
simplified how employees of the HR departments handle their documents,
covering everything from real-time inspection of completed
documents to automatic preparation of financial statements.

Company Overviews
Siberian Coal Energy Company (SUEK)
The Siberian Coal Energy Company (SUEK) is the largest association of coal mining
companies in Russia and is the only Russian company among the top-ten coal mining
companies in the world in terms of volumes extracted. Branches and subsidiaries of
SUEK are located in administrative regions Krasnoyarsk, Primorsk, and Khabarovsk,
in the regions of Tschitinskij and Kemerovo, as well as in Buratian and Khakassia. In
addition to coal mining, SUEK also has subsidiaries dealing with a variety of business
interests, including real estate, leasing, transportation, wholesale trade, finance and
investments, and IT services.
www.suek.ru/en
ProSoft-PC
ProSoft-PC is a specialized company of professional solutions in the field of mass
scanning and processing of paper documents, archiving information, micrography,
the establishment and equipping of corporate electronic records and data centers.
ProSoft-PC was formed in 1992 as part of the ELAR Corporation. It develops innovative
information systems and technological solutions, offers and implements stateof-the-art
scanning and archiving equipment. As the most experienced provider of
related turn-key solutions, ProSoft-PC is involved in important regional and national
IT programs and projects.
www.prosoft-pc.ru
SAPERION AG
SAPERION is a European manufacturer of high-performance Enterprise Content
Management software for medium-sized firms and multinational corporations.
As a long-term partner of major global players, SAPERION AG exhibits a straightforward
approach to business, tremendous flexibility, and impressive reaction speed.
SAPERION’s mission is to bring organizations, people, and processes together so
they can react faster and reach better decisions in the dynamic markets of today.
Numerous global corporations in virtually every industry use SAPERION to improve
the quality of their products, increase customer satisfaction, lower costs, and gain
critical competitive advantages.
SAPERION (Switzerland) AG | In der Luberzen 19 | CH-8902 Urdorf-Zurich
+41 (44) 735 46 00 | international@saperion.com | www.saperion.com
We look forward to helping your
firm achieve its objectives.
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V3/10-2013