Lithuanian Post

According to representatives of Lietuvos Paštas's Process Management Department, the effect of DVS implementation was most noticeable after identifying, analyzing, standardizing, and automating key company processes: drafting, harmonizing, approving, signing, and controlling customer contracts, internal and public procurement. The risk of missing public procurement deadlines was completely eliminated because a standardized process was configured using system tools, eliminating the need to consider who does what and when. The system itself reminds users about approaching deadlines or exhausted procurement budgets. Documents created in the system and sent for harmonization and approval are routed only to employees designated in the process. From now on, document management in the company is carried out according to the Electronic Document Management Rules approved by the Chief Archivist of Lithuania, ensuring efficient use of electronic signatures and open standard documents to increase the company's operational efficiency and transparency.

Lithuanian Post's benefits received:

By digitalizing many of the company's operational processes and transferring documents to the electronic space, Lietuvos paštas has shortened many operational processes by several to several tens of times, which has increased productivity and helped save hundreds of thousands of euros annually.
Standardized processes have ensured operational transparency. All processes and employee actions are easily traceable in the system, which increases confidence in the company's operations. From now on, all necessary documents and their latest versions can be quickly found using the search function.
Electronic signatures have been implemented for document approval. Employees sign internal company documents with an advanced e-signature directly in the system. Qualified electronic signatures are used to sign external documents generated or registered in the system.
The system makes it easy to monitor processes: who prepares how many documents and in what timeframe, how long the contract preparation process takes (both with clients and procurement), where the "bottleneck" is, and so on.
The contract preparation cycle has been shortened from 1-1.5 months to 7-9 days. This change has improved customer service, increased customer satisfaction with the services provided, and generally improved the quality of Lietuvos paštas' operations.
Intranet has helped to implement smooth internal communication at Lietuvos paštas. Here, employees find all relevant information, news, and achievements, and management can easily conduct employee surveys, etc.

Decisions

Intranet
Personnel Management
Document Management
Correspondence Management
Contract Management
Activity Document Management

"Implementing the project has led to tangible benefits such as the digitization of various procedures and document forms, and the use of electronic signatures."

Vaidas Klimas

Project Manager

Efficiency indicators

3x

Faster integration of new employees

5x

Faster information retrieval

5x

Contract drafting accelerated

60%

Paper consumption has decreased

80%

Reduced time spent on document preparation and approval

7x

Faster document coordination and approval processes

100+

All processes automated

200+

Number of public procurements generated in the system per quarter

Testimonials

5.00

"The process and document management system has provided us with extensive opportunities to transparently and efficiently manage our internal processes, and we are delighted that both Lietuvos Paštas's customers and employees are benefiting from it."

Asta Sungailienė

CEO