How UCMS Group implemented 1C:ZUP 3.1, built the processes and passed the SFR audit

An international manufacturing company with a plant near Moscow turned to UCMS Group for comprehensive support: it needed to implement 1C:ZUP 3.1 and the timesheet portal, and to set up payroll processes. The client needed a partner that would not just tick tasks off a list but take responsibility for the whole process, from auditing past periods to support in difficult situations, including an SFR audit.

How the UCMS Group team handled this challenge is described byNatalia Kupavtseva, head of the customer service department.

Priority tasks of the project

The client took the choice of provider seriously: it ran a tender, asked for references and spoke to our existing clients to understand how the cooperation works in practice and to confirm its expectations of working with us.

Initially we had several tasks: migrate from 1C:UPP to 1C:ZUP 3.1, implement the timesheet portal, run payroll and optimise processes. We started the project with the move to 1C:ZUP 3.1. The previous accounting system was overloaded with customisations and its support from 1C had been discontinued.

How the implementation went:

1. We analysed the client's business processes, interviewed HR department employees and prepared a statement of work with a detailed description of the system's functionality.
2. We identified the minimum set of data required for correct record keeping and requested it from the client. As a rule, we provide templates for export, but we are always ready to adapt to any data format convenient for the client.
3. We configured a prototype of the system, which UCMS Group's HR administrators and payroll specialists tested. We took their comments into account and made the necessary adjustments. The client itself did not take part in testing the prototype.
4. The UCMS Group team ran parallel calculations: payroll in the new system was processed at the same time as calculations in the previous program. This stage made it possible to verify that the system worked correctly, identify possible discrepancies and resolve them promptly.

Changing an accounting system is always a large and complex task, because you cannot simply transfer data from one program to another. Every solution is unique and involves many customisations.

Payroll

The project began with careful preparation: we interviewed the client's team, collected the source data and carried out a detailed analysis of the payroll process that existed in the company; we do this stage for every new client.

For the first three months parallel calculations were run. Any discrepancies were traced to their causes - from errors in the source data to incorrect settings - and resolved.

Natalia Kupavtseva, head of the customer service department
We only start work in a new service when we are confident that everything runs without failures, from payroll calculation and payment to period close and loading the bank statement. This makes it possible to deliver stable, accurate work with no errors from day one.

Taking over HR and military records

Initially HR administration was handled by the client's in-house team. To optimise processes, the company ran a tender and, as a result, handed HR records to UCMS Group. At the first stage our specialists worked remotely: they kept the records promptly, supported the client's internal employees and helped resolve emerging issues. Later the client needed a specialist who could handle HR tasks directly at the office near Moscow.

Natalia Kupavtseva, head of the customer service department
Initially two employees worked at the office. We proposed optimising the process and moving all tasks to one implant and one remote employee.
As a result we filled the vacancy within a month, which pleasantly surprised the client. The new employee settled into the work quickly and ensured stable HR record keeping.

Then, after a successful tender, we began maintaining military records. Before us they had been handled by another provider.

Natalia Kupavtseva, head of the customer service department
We carried out audits, restored part of the military registration information, put the card index in order and closed the errors and inconsistencies left by the previous provider.

We implemented the timesheet portal

Some of the client's employees work at the plant near Moscow, and keeping timesheets manually was inconvenient. To simplify the process and minimise errors, we implemented the timesheet portal.

The timesheet portal is a tool in 1C:ZUP that creates timesheets automatically. Based on the employee's work schedule and information about sick leave, vacations and business trips from 1C documents, it generates a reference timesheet and a main timesheet.

Results of the implementation:

• We implemented the time tracking system and launched the timesheet portal, which was important for the client.
• Collecting time data became simpler: the portal replaced manual entry in Excel, minimising errors and speeding up the process.
• Timekeepers can now adjust data in the system, and the HR department receives a reconciled, up-to-date timesheet for payroll.
• The system automatically finds discrepancies between planned and actual hours, reducing the risk of errors and payment delays.
• Deadlines for entering data have been set, which simplifies control over timesheet submission.
• All information is available in one place, and the HR department spends less time collecting and processing data

More about the timesheet portal -in this article.

An unexpected SFR audit and how we passed it

One of the significant challenges was an unexpected audit by the Social Fund of Russia (SFR). It covered social insurance expenses for the last three years: two years covered the period of the previous provider and one year the period of UCMS Group. The audit was detailed and required prompt preparation of a large volume of documents.

• Within a week our specialists produced a full package of the required documents. The team worked overtime to prepare everything on time.
• During UCMS Group's period the inspector found no violations.
• Thanks to thorough preparation and accurate calculations, penalty charges were minimised.

Natalia Kupavtseva, head of the customer service department
The SFR inspector checked everything very thoroughly. We were in touch with him every day. We prepared a huge package of documents for the audit and tried to find all the inconsistencies from previous periods. In the end the company passed the audit!

The client's feedback on working with UCMS Group

UCMS Group is a company you can trust. Over several years of working together we have built a friendly team of permanent employees (which is very important when staff turnover at the service provider is minimal).

UCMS Group is a very customer-oriented company, ready not only to implement additional settings according to our requests but also to advise and help choose the best option for us.

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