The State Property Fund of Ukraine is the central executive body responsible for implementing state policy in the areas of privatization, leasing, usage, and disposal of state property. It comprises a central apparatus with 47 divisions and 14 regional branches.
State Property Fund of Ukraine Automates Processes and Centralizes Data
The State Property Fund has developed a system for managing a unified real estate registry and automating processes.
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Industry
Government
Company size
>1000 employees
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About the State Property Fund of Ukraine
The Challenge
There was no centralized registry for real estate objects that contained comprehensive information about the objects, their characteristics, financial details, documentation, correspondence, etc. Employees gathered information about objects for sale (privatization) on various media, so the central apparatus and regional branches had no access without a special request.
There was no information system with standardized processes for the sale (privatization) and management of real estate registry, which could monitor and control deadlines, task statuses, and potential issues delaying the sales process.
Nectain’s Task
Centralized Real Estate Data System
Create a unified centralized system to store all information about small privatization objects, particularly real estate.
Distributed Access for Central and Regional Branches
Distribute access so that both the central apparatus and all regional branches can view all data for each real estate object and control them in a single system.
Solution Details
STEP 01 Inclusion in Sales List
The sales (privatization) process begins with the inclusion of the object in the list of objects for sale (privatization).
STEP 02 Decision-Making
Next, a decision is made on the sale (privatization) of the object.
STEP 03 Preparation for Sale
The final stage involves preparing the object for sale (privatization).
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STEP 04 Roles and Task Assignment
Business processes were developed for employees with three roles – dispatchers, operators, and controllers. Dispatchers assign operators tasks related to the sale of real estate objects, set deadlines, and view real-time task statuses. Controllers monitor task execution and reassign dispatchers if necessary.
STEP 05 Object Case Creation
For each object, a case (card) is created with parameters such as object type, region, location, name, registry code, owner's code (EDRPOU), owner's name, owner's location, object size, starting price, sales methods, sales format, etc. Users can also add custom parameters and attributes without involving vendors or IT specialists.
STEP 06 Digital Documentation and Signature
Each real estate object's card can include photos, videos, plans, and other related documents. The system enables signing any documents in the real estate object's case using a digital signature (DS/ECP).
Project Highlights
Vacancies Increased by 3x
More job openings have been created.
Vacancy fill time reduced by 50%
Filling open positions with suitable candidates is much faster.
Unified database
A unified database displays important data on real state objects.
Results
Accelerated Document Processing
Nectain standardized and automated document-centered processes involving real estate sales, evaluation, and application review. Ever since, the time spent searching and processing these documents has vastly decreased. In turn, this has accelerated the overall sales process.
Enhanced control and efficiency
Thanks to the new system, managers can more quickly and effectively control the work of all departments and employees and monitor the entire privatization process for each object.
Improved data organization
The Fund has a centralized registry with all real estate object cases accessible to all organizational branches. The information is structured by various parameters such as regions, object types, and processing statuses, among others. Consequently, searching for data of any object is much easier and quicker.
Faster sales process
The time required to search and process documents related to real estate objects has decreased, accelerating the sales processes.
Step into the future
of intuitive document management
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