The efficiency of large companies and organizations largely depends on the level of optimality of the built business processes. The Development Bank of Kazakhstan (DBK, a subsidiary of the “Baiterek” National Managing Holding JSC) has completely modernized the internal information environment and IT infrastructure. The course of implementation of lean management, or lean manufacturing methods, was taken back in 2019 in order to increase productivity, while saving time and resources. The result is visible already - the meeting of DBK’s Board of Directors was held in the BPM Simbase system for the first time. According to the representatives of the Bank, it has become much easier to schedule meetings, send materials and also record the results of voting, records of decisions and other resulting documents, since they are automatically generated in the system, allowing members of collegial bodies to focus on the main thing.
The automated system allows participants to receive materials for consideration simultaneously both in Russian and English languages, get acquainted with the materials posted on the agenda of the meetings, and also, if there are questions, to register them to the initiator immediately, make a request for additional information or send the submitted package of documents for the revision. Moreover, such system allows voting on the agenda in real time, after which the program recognizes the electronic digital signature (EDS) of each participant, including non-residents of the Republic of Kazakhstan, and automatically generates extract of the resolution from the minutes of the meeting and sends it to the initiator with QR code , applications to the solution. This function is a great advantage for the initiator of the question first of all, as it makes it possible to quickly receive extract from the minutes resolution for further activities.
“The BPM Simbase is an excellent endeavour. DBK is moving full heartedly with its objective of creating optimization through digitalization/technology. In the first instance, there is an extra layer of security/data protection by only being able to access Simbase through a VPN. Simbase also allows for real-time voting which substantially reduces the voting process whilst instilling exactitude. The ability to comment on the Agenda Items (before the Committee meetings) organizes the flow of information and efficiently engages all participants. I fully support the usage of Simbase,” emphasized the independent director of DBK Marcia Favale.
The introduction of automated process system allows monitoring of all internal corporate processes, measuring performance indicators and providing information, as well as achieving organizational flexibility.
"The capabilities of this automated program are impressive. Itsconvenient and absolutely safe to work, since all approvals, reconciliation, voting, confirmation are made only by the owner of the EDS and after the signing process is completed, the program does not allow applying corrections to any documents, replacing materials / applications", noted the DBK’s Corporate Secretary Aiman Kassenova.
Ensuring comprehensive data security, which is not limited solely to encryption, access control and multifactor authentication, has become the main criterion when choosing a business process management system for the Development Bank, which is required by the specifics of the organization. DBK is one of the largest financial development institutions providing sufficient funding for large infrastructural and industrial projects for the private sector and the Government. The large industrial and infrastructural giants in various sectors of the economy, from mechanical engineering to the food industry, are among the Bank's clients
“Assessing the effect of new systems, first of all, should take into account the implementation of the internal control system without the intervention of the human factor, and of course the amount of the time saved as a result of its implementation, since automation is designed to optimize processes and perform part of the work for people. The use of the BPM Simbase system in the work of the Board of Directors is an important step and tool aimed at improving the quality of the Bank's supervisory authority. Automation allows its members and independent directors to have constant access to documents, contacts, events, decisions made and monitoring the execution of orders - the entire history of interaction and statistics of task execution are not lost and are available at any time,"said DBK’s Chairman of the Board Abay Sarkulov.
The process of introducing a new system of automated interactions became possible thanks to the comprehensive IT modernization of the Bank, which DBK began in 2019. Now, after 2 years, information transformation has made it possible to qualitatively rebuild the organization's business processes: all employees received EDS, internal work is carried out in paper-free format, client service and the process of reviewing projects are automated, and our own CRM system has been developed. Moreover, with DBK’s initiative the Ministry of Culture, the Ministry of Digital Development, Innovation and Aerospace Industryis now considering the possibility of amending legislative acts, in particular in the Archival activity (List of standard documents generated in the activities of state and non-state organizations, indicating the storage period, approved by order of the Acting Minister of Culture and sports of the Republic of Kazakhstan dated September 29, 2017, No. 263 and the List of basic documents subject to storage, and the terms of their storage in second-tier banks, approved by the resolution of the Management Board of the National Bank of the Republic of Kazakhstan dated February 29, 2016, No. 66), in order to convert paper workflow of collegial bodies of legal entities into electronic format, which will significantly reduce administrative costs and time spend on decision-making.
According to the Bank’s senior managers, in many respects such a transition became possible with the support of the parent company - “Baiterek” National Managing Holding.
“The Development Bank of Kazakhstan is the first and only subsidiary of the Holding , which has launched the process of automation of collegial bodies and is actively introducing modern IT technologies into a daily work. Nowadays it has become a basic necessity, and we are glad that DBK, as a locomotive of the national economy, keeps up to date and follows the market demands,” said Aidar Arifkhanov, the Chairman of the Board of Directors of DBK, Chairman of the Management Board of "Baiterek" NMH" JSC.
In addition to ample opportunities, security and efficiency in automating the work of the Board of Directors and its Committees, the system allows you to significantly save the Bank's funds that were previously intended for the expenses of collegial bodies. According to DBK representatives, this automation system has great potential and in the future it is planned to work out further improvement of programs in order to synchronize information systems with potential Applicants, Borrowers and other counterparties.
