Office automation program. Basic functionality of DeloPro. Brief Product Description

The responsibility for record keeping usually rests with the secretary. This position does not require special education, and applicants with minimal work experience are often accepted for it. But document management is a responsible and important matter; the successful operation of an enterprise largely depends on its accuracy and correctness.

Office work can be:

• general - concerning the main company activities,
• personnel - for documentation on personnel, maintained HR department,
• secret - found in some government agencies and has standards of conduct,
• electronic - when part of the information is transmitted in digital format.

It is not difficult to master the basics of office work on your own. It’s better to start with the most important and fundamental document - the list of cases.

Nomenclature of cases

This is a document with a list of all the “to-dos” in the organization. Under "case" in in this case refers to a collection of business papers of the same type or focus.

Nomenclature is a system that allows you to analyze the documentary activities of an enterprise. To compile it, you need to determine a list of all available types of documents. Then combine them according to directions. Each type is assigned a number - a code; it can consist of several numbers or letters, for example, the number, year or even month of publication, if the volume of documents is significant.

For example: 01/BU/2017, where 01 is the sequential number, BU is accounting, 2017 is the year. The storage period and place in the archive when the file will be submitted there are also indicated. You can approve the nomenclature at certain period- for a year, 3 years or 5 years, if no changes are expected. Before approval, the contents of the nomenclature must be checked by the heads of departments insofar as they relate to their work.

A nomenclature is compiled for the purpose of convenient archiving of papers, as well as for bringing cases into the system. It helps to outline the basics of office work briefly, reflects the main types of business papers, taking into account the characteristics of the enterprise. Usually it is compiled in the form of a table - name of the case, code (number), place in the archive, storage period. It is better to group cases by type and department of their publication.

Types of documents in an organization

The number of cases and types of documents is directly related to the specifics of the company’s activities. Often the document flow is divided into blocks, which are carried out by specialists in the areas of work. But there is a list that is typical for any company, be it commercial or state-owned:

Incoming - everything entering the organization from the outside - everything that came by mail, with couriers, personally delivered by representatives of other organizations.

Outgoing - sent from the organization - everything addressed to others legal entities, and individuals(responses, letters, decisions).

Internal - not beyond the boundaries of the organization, regulating the work of the enterprise (orders, instructions, regulations, regulations, etc.).

As a rule, a separate registration journal is kept for each type, which records the serial number, date, name, where the document came from or where it was sent, and the name of the person responsible.

If documents handed out to employees are recorded in the journal, a field is left for signature on receipt. Also, a note can be made in the journal in which file, according to the nomenclature, a copy is filed for storage.

The organization can also keep logs of internal business trips, records of the delivery of keys, time of arrival at workplace and even phone calls. Sometimes the number of ledgers leads to the establishment of a journal of ledgers. It all depends on the need and the current practice at the enterprise.

Magazines need to be numbered, stitched and sealed; this is done to eliminate the possibility of replacing a sheet.

Record keeping is the basics of office work and document flow. The number of journals and files depends on the company’s needs and desire to record all available papers.

Regulations on document flow

After developing a nomenclature of cases and a list of necessary journals, it is reasonable to draw up a Regulation on the organization’s document flow. This is a regulation that explains the rules for compiling, transmitting, archiving all existing papers. It describes the procedure for each flow of documentation and sets the deadline for its transfer from one department to another.

Sample Regulations

The provision will help avoid confusion, shifting responsibility and loss of important business papers. For each stream, a route is prescribed - for example: publication, approval, registration, sending to the recipient, filing in an archive.

Seals and stamps

Often newcomers, and not only them, cannot figure out in which cases an organization’s seal is needed and in which cases it is not. The answer is very simple: outgoing forms are certified with a seal, because the presence of a seal certifies the origin of the letter. Internal papers do not require printing, because The signature of the management in this case is quite sufficient.

Incoming documents, after their registration, are transferred to the manager for making a decision and appointing someone responsible for execution or response. They also don't need a stamp. Seal and stamp should not be confused. Stamps can be very different, from “Incoming No...” to “Copy is correct,” and no legal force they do not have. It's simple auxiliary tool for secretary work.

Automation of office work and document flow confidently occupies its niche in the field of enterprise automation systems. But, before making a decision about office automation, it is necessary to correctly understand the terminology. Sometimes for purely clerical tasks they turn to programs that are not intended for this purpose.

If we talk about things that distinguish us from the rest of the world, then the first things that come to mind are ballet, vodka, gas, flax, hemp and the first satellite. Almost all of the above is no longer only the prerogative of Russia, only in the field of language and culture no one seeks to compete with us. The area of ​​working with documents was no exception. Office work in modern form born in Russia in 1811, it was and still remains so original that it is quite possible to talk about its national characteristics.

What is the difference between office work, document flow and business procedures?

From manufacturers software in the field of working with documents, you often hear the words “office work”, “document flow”, “ electronic archive of documents", "business procedures", etc. As a rule, they use all these concepts as synonyms to promote their solutions and technologies.

As a result, a significant difference arose in the opinions of manufacturers and users on everything, even the most simple questions. Sometimes, for purely clerical tasks, they turn to solutions that are not intended for this purpose. This certainly harms the market, confuses users and slows down development Russian industry office work. Perhaps we are already ripe for the creation of some kind of professional association designed to carry out educational work, bringing terms and definitions to a common denominator and setting standards for the automation of Russian office work.

But this is a topic for a separate discussion, and we will not touch on it in detail below. The purpose of this article is to attempt to classify the basic concepts found within office work and document flow at the enterprise, as well as documentation support for management, give basic definitions and describe the main features of national office work. We will also look very briefly at some products designed to automate work with documents on Russian market, and we will try to consider them from the point of view of these definitions and the essence of the decisions themselves. This may be useful, for example, for those who consider the OCR system to be the most important component in automation of corporate document flow. In conclusion, we will try to assess the prospects for the development of the Russian office automation and document management industry.

To begin with, let us briefly dwell on the concepts, terms and our vision of the place of office work in ensuring the management of Russian enterprises. Let us immediately make a reservation that these definitions are components of such a science as document management.

How does office work differ from document flow?

For many, these two concepts are synonymous. In our opinion, they need to be distinguished.

Documentation support for management (DOU) covers issues of documentation, organization of work with documents in the process of management and systematization of their archival storage.

Documentation represents the creation of documents, i.e. their preparation, execution, approval and production.

Office work: a set of measures to provide preschool education for an enterprise or organization. It is sometimes said that the preschool educational institution is the main function of office work.

Organization of work with documents- ensuring the movement, search, storage and use of documents.

Systematization of archival storage of documents- determination of rules for storing information created in the organization, its retrieval and use to support management decisions and business procedures.

Document flow- movement of documents within the preschool educational institution.

Business procedure- a sequence of certain operations (work, tasks, procedures) performed by employees of organizations to solve any task or goal within the framework of the activities of an enterprise or organization.

Electronic archive solves the problems of systematizing the archival storage of electronic documents within the preschool educational institution.

Office work is responsible for documentation support for enterprise management.

Business procedures are responsible for the conduct of business or performance objective function and are a way of implementing practical management of enterprises and institutions.

What is an electronic archive?

The popularity of the term “electronic archive” in Russia is, in our opinion, one of the national features of the Russian electronic office management(as well as the triumph of the ideas of OCR scanning). In the West, the term “datawarehouse” is more popular. In our country, apparently, data is mainly understood as the contents of documents and records in the database. Hence the popularity of the office work term “archive”.

In office work, the archive is responsible for systematizing the storage of documents and is one of the three main office work tasks (creation, processing technology and systematization of documents). One often hears that a certain “ archival system ideally solves the problems of organizing document flow.” This, based on our definitions, cannot happen in principle, since in fact documents are moved (the essence of document flow) as part of solving all three problems, and not just as part of systematizing archival storage.

Record keeping and business procedures

The difference between office work and business procedures is most easily illustrated using an example from real life. So, a simple business procedure for selling a product to a client might look like this:

1. the customer calls the company to place an order;
2. the order is registered in the customer database;
3. an invoice for the goods is issued;
4. the invoice is transferred to the accounting department;
5. The accounting department receives money for the goods, which is recorded in accounting system;
6. the goods are shipped from the warehouse, which is noted in the warehouse database;
7. an invoice and delivery note for the goods are issued;
8. the goods are shipped to the client;
9. the invoice and delivery note are transferred to the accounting department.

Rice. 1. Difference between office work and business procedures

In this business procedure, items 3 (invoice creation), 4 (invoice transfer), 7 (invoice and delivery note creation) and 9 (invoice and delivery note transmission) are relevant to office work. If sales are more complex, for example, if there are formal internal relationships between the sales department, warehouse and accounting, then additional procedures may appear in office work.

Thus, office work operations are, as it were, woven into business procedures where they need to be accompanied by documents. In some cases, this is especially typical for government organizations, business procedures may consist solely of clerical operations. From here follows the main difference between office work and business procedures, which consists in their functional difference: office work is responsible for document support for enterprise management; business procedures - for conducting business or performing a target function and are a way of implementing practical management of enterprises and institutions.

In all cases, office work includes documentation support for business procedures.

Another, no less important national specific feature is the long-standing and clear separation of the concepts of “office work” and “business procedures”. Perhaps this is due to the fact that document science as a science that studies documents was born at the beginning of the 19th century. in the depths of the Russian state apparatus. In addition, both then and now we have much stricter legislation, unlike most Western countries, requiring clear documentary evidence of all steps in almost any area of ​​enterprise activity. For example, contracts must have a seal, information in databases is not official, electronic documents are not considered legally competent, etc.

Accordingly, an additional difference between automation products and technologies in the West and in Russia is that solutions for Russian enterprises should take into account the presence of paper documents in office work to a much greater extent and, paradoxically, offer a less rigid scheme for automating business procedures. This thesis probably requires a more detailed explanation.

Western office automation systems in Russia

Basic computer programs for office work and business procedures can be divided into four main categories (not including tools for creating documents and data warehouses):

1. workflow systems ( automation of business procedures);
2. groupware systems (teamwork);
3. systems document management(mainly provide registration, storage and retrieval of documents);
4. email systems (used for exchanging documents).

This division emerged in the market approximately three years ago. Now it is quite conditional due to the fact that latest versions most popular applications are trying to combine all these and many other technologies, for example Lotus Domino. In addition, each of these technologies (with the exception, of course, of e-mail, the popularity of which in business from the very beginning was approximately the same as that of document creation tools), fashionable in the West 2-3 years ago, has given way to new concept collaboration&messaging (“collaboration and messaging”).

The reasons for this, in our opinion, are approximately the same for them and for us (if we do not take into account purely linguistic, linguistic and technical problems localization, support for code tables, search, recognition, etc.)

The thing is that automating business procedures and teamwork is, in principle, very difficult. Firstly, no one has yet come up with universal rules of conduct successful business. Each organization is completely unique in this regard. In addition, within the framework of an automated procedure, it is not always possible to adequately respond to emergency situations, from the occurrence of which no one is, of course, immune. Sometimes automation only harms business; often a number of employees ideally solve their problems in informal relationships, and the framework automated system they are only shackled. However, counter examples not at all rare.

As a result, at the moment, it is reasonable to recognize the following as the most rational way to automate business procedures: “Do not try to program employee behavior for every possible situation, but instead create a common one for them.” information environment, in which they can collaborate (i.e. jointly solve business problems) and exchange messages.” In our opinion, this calls into question a cloudless future existing systems workflow, in which the emphasis is on creating complete chains of automation of business procedures.

In addition to those listed above, there are also whole line circumstances that until recently seriously hampered the implementation of these technologies in Russia:

1. lack of completed Russian programs automation of document flow and office work;
2. lack of active demand for automation of business procedures;
3. confusion in the positioning of programs from Western manufacturers for office automation purposes, etc.

Today the situation has improved significantly. Complete Russian products have appeared, and confusion in terminology and positioning is gradually being overcome.

To increase demand for office management programs, two major challenges must be addressed. Firstly, explain the importance of improving and automating documentation support for management (office work), and, secondly, improving and automating business procedures.

While the second task is more or less clear, the first one should be discussed in more detail.

Three sources and three components of the preschool educational institution

Organization of work with documents is important part management processes and management decision-making, which significantly affects the efficiency and quality of management.

The management decision-making process includes obtaining information; its processing; analysis, preparation and decision making.

These components are closely related to documentation support for management. To obtain an economic effect, first of all, the quality of information is important, which is determined not only by its quantity, but also by its efficiency, degree of complexity and cost. If the enterprise does not have efficient work with documents, then, as a result, management itself deteriorates, since it depends on the quality and reliability, efficiency of receiving and transmitting information, the correct organization of a reference and information service, and the clear organization of search, storage and use of documents.

It is customary to distinguish three main tasks solved in office work (DOW).

1. Documentation (drafting, execution, coordination and production of documents).
2. Organization of work with documents in the process of management (ensuring movement, control of execution, storage and use of documents).
3. Systematization of the document archive.

Why is it vital for organizations to improve preschool education?

Because management documentation has a direct impact on the quality of management decision-making. Unfortunately, at present, documentation support for the activities of Russian enterprises is carried out mainly spontaneously, without taking into account the existing regulatory framework and the rich experience in improving preschool educational institutions accumulated in Russia over the past 175 years.

Rice. 2. Components of enterprise management

With the growth of the scale of the enterprise and the number of its employees, the question of the effectiveness of documentation support for management becomes increasingly relevant. The main problems that arise in this case look something like this.

1. Management loses the holistic picture of what is happening.
2. Structural divisions, lacking information about each other’s activities, cease to carry out their activities in a coherent manner. The quality of customer service and the organization's ability to maintain external contacts inevitably decline.
3. The consequence of this is a drop in labor productivity; there is a feeling of lack of resources: human, technical, communication, etc.
4. We have to expand our staff, invest money in equipment for new workplaces, premises, communications, and employee training.
5. For manufacturing enterprises, an increase in staff may entail a change in production technology, which will require additional investment.
6. In a situation of unjustified staff growth, falling productivity, and the need to invest in production, there is a need to increase working capital, which, in turn, can lead to new loans and reduce planned profits.

Eventually further expansion the enterprise occurs in a purely extensive way due to previously accumulated profits or an increase in the budget deficit.

Having realized the importance of improving the preschool educational system, organizations often make a lot of mistakes when trying to automate it, and the determining factor in this situation is the problem of choosing automation methods.

The most common solution is the automation of individual workstations (AWS): secretary-assistant, manager, accountant or executive. The main disadvantages of this approach, as a rule, are: the lack of ways to organize electronic information exchange between employees and departments of enterprises; absence functional connection automation of application procedures with office automation.

As noted above, one of the most important factors successful development of an enterprise is its quality management. The consequence of this will invariably be an increase in turnover, profits and employee well-being.

If you try to identify the main functional parts (components) in the management of enterprises and organizations, they will look like this.

An office automation program should include tools and rules for creating documents and maintaining them electronic archive, support document flow and at the same time be based on software and hardware platforms of the enterprise. To provide efficient use information, all other management components must be based on the records management program; only in this case can the problems facing the organization be solved. From point of view complex automation activities of enterprises, their applied information systems should be based on software and hardware platforms and a program for automation of office work and document flow.

Thus, an enterprise seeking to create an effective information processing environment to improve the quality of management faces serious challenges.

1. Improving all work on the preparation and processing of documentary information by creating a mechanism for document support of the enterprise (DOU).
2. Choosing the right automation strategy, including choosing the right products.

How to automate office work, business procedures and document flow in an enterprise?

This may seem incredible, but to automate this, it would seem simple object When working with documents, you have to use the latest technological advances:

1. database management systems;
2. document search and text analysis systems;
3. systems for scanning and recognizing documents (printed and handwritten);
4. client-server environment;
5. Internet/intranet.

It should be noted that in modern world Very few solution developers use all of these technologies at once. As a result, users often receive eclectic solutions from different manufacturers, and this significantly increases the cost of purchase, implementation and operation, and also reduces the quality of the operated system. When choosing an office automation program and business procedures, pay attention to their quality and suitability for your tasks individually and as a whole (i.e. integration). It is also necessary to take into account the positioning of the versions of the offered products.

Main categories of users of office automation and document management systems

A feature of the Russian computer market is its increasingly clear division into two large areas, one of which covers home users and small offices (1-25 computers), while the other - corporate clients, medium and large companies and institutions (25 or more computers).

If home users prefer to install best samples software for free, then medium and large companies are mainly concerned with increasing the efficiency of using existing computer systems and are willing to pay for products and related services.

It is clear that a solution for home users should not be expensive and should take into account the growing popularity of working on the Internet to a greater extent than the problems of office work.

Office solution for corporate users must be based on modern methodology for record keeping in Russia, client-server technologies, Internet/intranet, e-mail, scanning and recognition of paper documents, mass and online document entry, search and retrieval of documents, as well as be able to use various DBMSs and be easy to use and administration.

TO corporate system automation of business procedures and document flow has similar requirements: it must be based on the concept of “collaboration and messaging”, use e-mail technologies, client-server, Internet/intranet, planning and event registration, be able to work with various DBMSs and be easy to use and administration.

Prospects for the Russian office automation industry

With the development of market relations and changes in forms of ownership in Russia, there is a steady demand for solutions in the field of automation of work with documents and business organization. The huge potential demand for office automation programs and services is due to a number of reasons.

1. Absolutely all organizations work with documents and a large number of individuals.
2. Almost every organization faces problems in office work, even if we are not talking about its automation: documents are lost, not controlled, not executed, etc.
3. By improving record keeping, enterprises and organizations get a real chance to improve the quality of their management, which is one of the most pressing tasks of the modern Russian economy.
4. The qualifications of secretaries and persons responsible for office work in organizations are insufficient and require an increase in their level.
5. User requests for improvement of office automation programs and their integration with numerous automated workstations, information and application systems are extremely high.

A number of national peculiarities in record keeping, language and culture do not allow the use of Western ready-made applied solutions. Fortunately, everything appears large quantity Russian manufacturers offering low-cost, high-quality solutions in this area. This gives hope that the prospects for the development of the industry are quite favorable, and the need for specialized events aimed at promoting solutions, developing standards and creating professional associations of subjects of this market is already visible.

Description of the software package “Office Management 3.0”,v.3.2

The software package “Office Management 3.0” is designed to automate standard office work processes at an enterprise in accordance with GOST R 6.30-2003 “Unified documentation systems. Requirements for document preparation", as well as GOST R 51141-98 "Office management and archiving".

The program uses terms and definitions according to GOST R51141-98.

The program runs on the platform of modern MS SQL Server 2005 Express Edition and makes maximum use of its performance and scalability, implementing such key performance indicators as high performance and flexibility of customization to suit the specifics of the enterprise.

The development technology we have chosen allows us to avoid additional costs for purchasing licenses and upgrading computers. The PC you have is sufficient, for example, with a Pentium 800 processor and 256 MB of RAM. All office work processes can be organized both on a local network and on one clerk’s computer. The complex is designed using an intuitive interface and does not require special training for employees. Based on our experience, the average, inexperienced PC user learns independent work

with the program in about 1 hour. All users are installed with a single client application based on the number of client licenses purchased. Purchased basic package

The program initially includes 3 users, of which 1 user has the rights of a clerk and a database administrator. User access rights, directories and settings are determined by the database administrator (usually the clerk). If necessary, you can purchase any number of user licenses.

Application components " Templates and STP The software package “Office Management 3.0” is designed to organize the work of performers with uniform document forms approved in the organization, as well as to use in practical activities enterprise standards (STP) that determine the procedure for organizing and conducting production and management processes.

Along with the clerk, the program can be successfully used by assistants and assistant directors, employees of the general's office. director and secretariat. Additional component "Referent Secretary" allows you to organize meetings, the director’s schedule, organize control over the implementation of meeting activities, record the current tasks of the secretary, etc.

The structure of processing and registration of an incoming document looks like a “classic” image + the opportunity is provided to create an Order for the executor:

All notifications to Contractors are generated in the Office Work 3.0 program and duplicated using the organization’s mail systems. If the Contractor does not have the Office Work 3.0 application installed, he will receive a reminder by e-mail through the enterprise LAN mail server.

As can be seen from the description, we actively use such a form as “Order”. This significantly expands the functionality and effectiveness of the program and provides the manager and clerk with broad control functions. In general, we receive such an important management effect from the program as an increase in executive discipline.

If the organization is small, then maintaining “Order” cards is not necessary. You can limit yourself to only registering correspondence and orders.

Main accounting objects "Office work" 3.0

Incoming documents

Outgoing documents

• Orders

Additional (component “Secretary-referent”)

Meetings

Manager's schedule

Auxiliary services

Envelope printing;

Formation of the “List of Postal Items”

Scanning documents (in-line)

Templates and STP;

In total, the system provides 4 categories of users:

Clerk;

Supervisor;

Executor;

Secretary-referent.

Main menu of the program

Fig.1

When launched, the program informs the clerk about the status of work with documents and about the employees’ birthday. By opening the “Log of Executable Documents” we receive more detailed information about the status of the work. The status of the document as “new”, “on execution” and “expired” is underlined in the appropriate color. If necessary, the clerk can highlight “overdue” ones and send a notification to the executors by e- mail.

Fig.2

Registration of documents. Incoming document

For each document, an accounting card is created in which information about the document is entered.

The form of the “Incoming document” card is shown in Fig. 3

Fig.3

The presence of the “category” field allows you to perform analytical queries within the “Inbox” nomenclature file and select documents of interest by topic, for example, “complaints”, commercial proposals, etc. The addressee field indicates not only the sender's address, but, if necessary, the person who signed the document. The program provides for accounting of Contractors and persons who have read the document. After registering on the original entry. document, you can print a standard secretariat stamp (top menu button “print stamp”). It is possible to print the “input” accounting card itself. document." For control, the incoming document has 3 statuses: “new”, “on execution” and “executed”.

Can be attached to an electronic account card electronic files any format (tab “Electronic documents”). If this information about the document is not enough for you, you can add any other fields in the “Additional” tab. information" (fields are created in the "Settings" directory). You can also search for a document using new fields.

Considering that different organizations have their own registration number template, we suggest pre-configuring the template Fig. 4:

Fig.4

The incoming and outgoing document numbers are generated automatically or manually.

Outgoing document

The form of the “Outgoing Document” card is shown in Fig. 5

Fig.5

All linked documents are easily tracked: it is possible to link to a link to an incoming document, i.e. We take into account all responses to incoming messages. The registration card records who prepared and signed the document and to whom the document was personally sent.

Orders

The form of the “Orders” card is shown in Fig. 6

Rice. 6

The card contains data on orders and instructions from managers who have the right to issue internal regulatory and administrative documents.

We have not limited ourselves to only registering an order, but also allow us to record all instructions under this order (as a rule, these are points in the administrative part of the order, which indicate who, by what date and what actions must be performed). Thus, we allow you to control the execution of the order. Employees to whom instructions have been given receive appropriate notifications.

Orders

The form of the “Orders” card is shown in Fig. 5

Rice. 7

The order card can be filled out by both the clerk and other authorized employees (assistant director, assistant secretary, etc.). The order is recorded as a derivative of the manager’s instructions in the form of a resolution on the input. document or administrative part of the order.

In some cases, data from the Protocols based on the results of working meetings can be entered into the Instructions card. This method will increase the efficiency of meetings and executive discipline in the enterprise.

Directories

The “Employees” directory has a dual purpose, the first is for assigning the Contractor in the account card, the second is “informational” because informs employees of the enterprise about the birthdays of colleagues, their telephone numbers and e: mail. Typically, the relevance and accessibility of such information is always a big problem.

The appearance of the directory is shown in Fig. 8

Rice. 8

The directories implement the output of information “as is, in tabular form", and export to the formatExcel. Organized data search by filter. The directory also stores information about dismissed employees.

Movement of documents

The clerk is responsible for the registration and movement of documents. The fact that the original document was issued to the responsible executor is recorded on the card. The card indicates the employees who received copies of documents (familiarized). The procedure for registering an outgoing document occurs only after it has been approved and signed by the manager. In nomenclature files we see all the documents that have been registered (Fig. 9). At the same time, you can view any of the documents in the case, select nomenclature files by year, transfer the case to the archive, and print out the inventory of the case.

Rice. 9

Reference and analytical work

The clerk, assistant secretary and director have full access to the document database and can instantly find all the necessary materials in the corresponding category. A flexible search system developed in accordance with Russian office management standards allows you to independently determine the necessary parameters of documents, and the search can be carried out using all user-specified attributes, including in attached files . The system has introduced such a concept as a “category” of a document. You can filter complaints, statements, commercial proposals and other documents by category. The number of concepts in the “category” directory is not limited.

The search for a document is carried out by clicking the “document search” button Fig. 10

Rice. 10

Regulation of access rights

User rights in the system are determined by the database administrator (clerk). In the “Employees” tab, the access level is indicated (2 levels in total, administrator and user). Users have limited rights, they can view cards (and electronic files for them) for which they are Executors, enter the result of execution into them, search for letters and orders related to them, view Journals (only their letters are displayed), but are not able to enter changes to cards (except for “execution result”), directories, settings.

Basically, users have the opportunity to view documents to which they are related as an executor, see their status and receive notifications about the status of work with the document.

The complex's compatibility with e-mail allows you to inform employees about events in the system.

and in the “Office Management 3.0” system:

Execution control

The accounting system monitors the progress of document execution by all executors. When the program starts, all users receive a notification on the screen about the status of work with the execution of documents and orders.

When you start the program, information is provided about the arrival of the deadline for the execution of documents (orders). When you click “Yes”, the “Executable Documents” Journal opens, which reflects this document to view.

When opening the corresponding Journals, the clerk, secretary-assistant and the head of the organization see the result of work with documents and instructions. The contractor sees only his instructions and documents. Fig.11

Fig.11

The program will remind the employee about the approaching response deadline and summarizes information about the progress and results of working with documents. The search (selection) system is implemented through a filter. Provides information output in Excel.

Document flow analysis.

In the system, it is possible to obtain a set of standard reporting forms that determine the volume of the organization’s document flow and the progress of document execution.

Rice. 9

Reports

Incoming correspondence

Outgoing correspondence

Orders and instructions from management

Management instructions

About the status of work:

from input documents

on preparation of ref. documents

to carry out orders from management

to carry out instructions from management

Fig.9

The appearance of the “Register of incoming correspondence” report is shown in Fig. 12

Fig.12
The system provides (Fig. 13) printing of cards of all types of documents

Fig.13

Maintaining an electronic archive

Allows you to organize the work of the archive in accordance with the legislation of the Russian Federation on archival matters. The clerk can view any document from the nomenclature file of the archive. At the same time, the program has created a convenient mechanism for searching documents in the archive. The search time for documents in an array of 10,000 units is about 3 seconds.

Use of common templates and enterprise standards by personnel

The use of the “Templates and STP” component of the “Office Management 3.0” software package is designed to organize the work of performers with uniform forms (blanks) of documents, as well as to use in practice enterprise standards (STP) that determine the order of organizing and conducting production and management processes.

Component "Secretary assistant"

Architecture of the software package: “Office Management 3.0” is an interconnected Automated Workplace (AWP): AWP “Clerk”, AWP “Manager”, AWP “Secretary-Referent” and AWP “Executor”. Below are their main ones:

AWS "CASE PRODUCER"(with database administrator rights)

Organization and maintenance of the office management system in full (registration, accounting, control, storage, statistical analysis);

Formation of nomenclature affairs;

Maintaining directories, distribution of access rights;

Copy\restore database.

Generating reports from the database.

AWP "Secretary-referent"

Create and keep up to date the Manager’s Schedule;

Schedule meetings. Formulate the meeting agenda, appoint participants and speakers. At the same time, the program automatically sends an invitation and reminders to participants.

Keep minutes of the meeting and track the results of decisions.

Assign assignments to performers and track the progress of their execution;

Keep records of your own tasks;

AWS "Manager"

Convenient viewing of the Schedule (per day, week, month);

Schedule meetings;

Monitor the progress of execution of decisions and instructions;

If necessary, view the Minutes of any meeting and its history (a card showing participants, questions, speakers).

Workstation "CONTRACTOR"

Receiving notifications of the receipt of correspondence or instructions addressed to him;

View your correspondence and instructions;

Filling out the Order card (filling out the fields execution result, execution date...)

Generating reports on your documents;

Using the “Employees” directory as a telephone directory and directory of full name, position and email addresses employees of the enterprise.

Timely and fast access to information today is a necessary condition successfully solving the entire range of problems facing enterprises and organizations. Therefore, factors such as the efficiency and quality of document generation, the smooth operation of the reference and information service, the clear organization of storage, search and use of documents directly affect the quality of management and, consequently, the economic efficiency activities of the enterprise as a whole.

One of the main ways to increase employee productivity and organizational efficiency is to reduce the time that is unproductively spent on searching. necessary information, for execution certain actions as part of the business document processing process.

Management of organizations and enterprises is based on the following processes:

• Receiving information and processing it;
• Analysis, preparation and decision making;
• Implementation of decisions;
• Accounting and control of decisions made.

Office work and document flow processes are considered primarily as documentary reflection and support management processes. Management documentation covers three main tasks in relation to automation software systems:

• Documentation (creation of documents supporting and recording management activities, i.e. their preparation, execution, coordination and production);
• organization of document flow (ensuring movement, search, storage and use of documents);
• systematization of archival storage of documents (definition of rules for storing information created in the organization, its search and use to support management decision-making and business procedures).

To solve these problems, documentation management support has been developed Information system"DeloPro". The DeloPro system is designed to automate the traditional model of domestic office work. She provides step by step control movement and execution of the entire set of documents at the enterprise, its structural divisions and branches at all stages life cycle documents: from reception or creation to transfer to the archive or destruction.

The system supports technology that is completely consistent with the office work technologies traditionally established in Russian enterprises. It was developed in accordance with the “Standard Instructions for Office Work in Ministries and Departments” Russian Federation" and other regulatory documents regulating this area activities. As a result, a system was created that, if possible, reproduced the organization and attributes of traditional domestic technology and was fully compliant regulatory requirements in terms of document registration, distribution, execution control, etc.

The DeloPro system uses the most modern technologies working with documents. Built on client-server technology, the system supports the distributed organization of corporate document flow. The system implements a work progress management mechanism to manage the passage of documents through organization and determine the role functions of users when working on documents. Document management functions (storage, search, etc.) are implemented using modern systems enterprise-scale database management. The system also supports the exchange of documents using e-mail, which makes it possible to build on its basis a geographically distributed document management structure.

The system is ready for use. Commissioning of the system does not require programming. You just need to install it in computer network, enter parameters describing the structure of the organization and accepted rules of office work, and conduct staff training. Thus, the system can be considered as ready technology office work.

Brief Product Description

The main automation object for the DeloPro system is information flow associated with registration and control functions of office work. As a result, the main storage unit in the system database is the document registration card - an electronic analogue of the traditional registration and control card. The database itself, which stores document registration cards, by analogy with traditional document flow, is called a card index.

The functionality of the system supports maintaining a registration card at all stages of document execution and provides for the following operating procedure:

• registration of a document (institution of a registration card for a document);
• transfer (report) of documents to the manager;
• review of documents by the manager (resolution);
• entering information from the resolution (names of executors, deadlines for execution) into the registration card;
• transfer of documents to the contractor;
• control over the execution of documents;
• execution of the document;
• writing off the document for use.

However, the focus on automating office work functions does not mean that the system cannot be used for direct work with documents: each registration card can be attached unlimited amount files forming electronic version document. In this case, the files can be not only text, but also any other formats (for example: graphic, audio, video, etc.) supported by the operating system and created using any Windows applications. When the user opens a document, an integrated call to the corresponding application is made.

Formation mechanisms built into the system standard reports and queries to the document database allow for operational control of the execution of documents and quick search necessary information.

Users of the DeloPro system are employees of the enterprise who are granted the right to work with the system. Wherein different users may be provided different possibilities. For example, one user may be allowed to register documents, while another may not have access to these functions. This mechanism for delineating functional user roles in combination with multi-level customizable help system allows you to flexibly adapt the program to the peculiarities of working with documents in a particular organization.

When automating the office work process using the DeloPro system, various approaches to distribution can be implemented custom functions, which provide for varying degrees of involvement of enterprise employees as users of the system. Thus, if a procedure is envisaged in which performers continue to work with paper documents, and registration and control functions are subject to automation, then a limited number of employees can be involved as users of the system. If the goal of automation is the transition to paperless technology, i.e. performers are expected to work only with electronic copies documents, then all participants in the paperwork process, including managers and executors, should become users of the system.

The office automation and document flow system "DeloPro" belongs to a number of software products, developed taking into account domestic specifics and regulatory framework, and intended for implementation specifically at domestic enterprises. Emphasize again this feature This is due to the fact that the traditional rules of office work in Russia and abroad differ significantly from each other. And therefore Western software systems, aimed at automating office work, often cannot be used directly, i.e. without changing (adjusting) the workflow scheme and office work rules to Western standards.

Main functionality of DeloPro:

• registration and storage in the database various types documents;
• formation of instructions and resolutions to the document;
• generating a list of documents related to the current one and searching for documents using the connectivity list;
• putting resolutions and instructions under control;
• maintaining registration and control files with the ability to set complex document search criteria, create own species reports, etc.;
• distribution and receipt of documents between divisions of the organization (by local network) and to other organizations (by email);
• creating an archive of documents at the end of the calendar year;
• setting permissions to enter, edit and other actions on documents for each user.

To operate the system you need:

• Computer with i486 processor or higher, RAM at least 8 MB and free space at least 4 MB on your hard drive.
• operating system Windows 95/98/Me/NT/2000/XP.
• SQL server FireBird 1.5.
• To receive reporting output forms, you must have any user on the computer text editor, supporting RTF format(MS Word 6.0 or higher recommended).