Solutions from Ukraine: charitable fund utilizes digitalization to streamline processes and support war-torn children through electronic document management
Photo: State Tax Service
Charitable funds are often hindered in their work by the time-consuming process of operational preparation and document signing. In times of war, challenges such as electricity shortages and people being located in different parts of the world make it even more challenging to establish document flow.
Serhiy Lukashov, the director of the charitable organization "SOS Children's Villages Ukraine," discusses with Rubryka how to automate processes in the charity sector through electronic document management.
What is the problem?
As the full-scale invasion commenced, the charitable organization expanded its operations and established new locations and projects. Its staff is present throughout Ukraine, including the Mykolaiv and Kharkiv regions, Kyiv, and various cities in western Ukraine.
The charitable organization frequently undergoes tender purchases that involve the collaboration of numerous colleagues and the signing of relevant documents based on the outcomes. Sending out the documents was a lengthy process. Furthermore, in cases of amendments, the entire procedure had to be restarted. This motivated the organization to find a solution to this problem.
What is the solution?
The charitable organization "SOS Children's Villages Ukraine" has sent over all necessary paperwork, including tender documents, supplier contracts, agreements, completed work reports, and other relevant documents, to the digital business solutions service "Vchasno."
The organization provided a goal-oriented presentation for its employees involved in this service, ensuring they have all the necessary instructions and knowledge. The team consists of forward-thinking individuals who are always open to streamlining processes, implementing modern approaches, and embracing innovation.
As a result, no challenges were encountered – in fact, staff found the new method to be significantly more convenient and efficient than exchanging paper copies.
However, it's a bit different when it comes to suppliers because not all of them use electronic document management. The charity organization doesn't necessarily require them to use electronic documents. However, when the opportunity arises, the company tries to persuade its partners to embrace the convenience and efficiency of electronic document management, and many are willing to do so.
Pros and cons of electronic document management
- Electronic document management is beneficial because it allows all involved specialists to review the document simultaneously, enabling different departments and employees to approve and reach an agreement on the documents.
- Other times, there can be challenges. Not everyone prefers using electronic services and may forget to respond to new documents quickly.
- In general, the charity organization did not encounter any significant difficulties. Of course, there were some challenges in registering a large group of colleagues at once. However, the organization has successfully resolved this issue.
The primary benefit of electronic document management is saving employees' time and streamlining the document signing process. Instead of spending three or more days manually signing and forwarding papers, it can now be done with just a few clicks on "Vchasno." Additionally, the charity organization successfully passes audits by submitting electronic documents, a significant advantage many of its colleagues appreciate.
Serhiy Lukashov notes:
"As an organization, we constantly strive to stay updated. Just five years ago, the majority of our documents were on paper. But now, almost everything is stored in our electronic archive. Every process within our organization has been expedited and streamlined. Digitization has truly helped us operate more efficiently, especially during times of war when prompt aid is crucial, and speed is essential."
For reference:
It is worth mentioning that in just one year, Ukrainian businesses were able to save over 48,000 trees and preserve an area of 30 to 60 hectares, all thanks to the use of electronic documents and checks. This has also resulted in significant electricity, water, and fuel consumption savings.
