Introduction
In recent years, the role of management information support has increased several times. In the conditions of the modern world, its social and economic development, it should be noted the growing importance of information support for the management process, which includes the collection of information, its storage, processing, transmission and archiving in order to make informed and effective management decisions.
In order to make effective management decisions in modern conditions of development and growth of a market economy, an organization requires a coherent and coherent automated documentation system.
Information processes (collection, processing and transmission of information) have always played an important role in science, technology and society. In the course of the evolution of mankind, there is a steady trend towards the automation of these processes, although their internal content has essentially remained unchanged.
Information does not exist by itself, it is manifested in information processes. A person lives in the world of information and participates in all kinds of information processes throughout his life.
The main information processes are: search, collection, storage, transfer, processing, use and protection of information.
Actions performed with information are called information processes.
The processes associated with the receipt, storage, processing and transmission of information are called informational.
Information process - a set of sequential actions (operations) performed on information (in the form of data, information, facts, ideas, hypotheses, theories, and others) to achieve any results.
Information manifests itself precisely in information processes that always take place in any systems (social, sociotechnical, biological, and others).
Information processes carried out using certain information technologies form the basis of human information activity. The computer is universal device for automated execution of information processes.
The purpose of this work is to analyze and consider automated information systems in the field of office work, to analyze the concept of "information systems" and analyze them when implemented in automated systems.
To achieve the goal, it is necessary to analyze the following tasks: to identify and determine the main tasks of the DOW service, to analyze office automation and electronic document management systems, to consider the principles of creating information support when introducing automated systems.
At the same time, the object of this work is automated office systems.
1. Basic concepts in office work and theoretical aspects of AS
1.1 Basic concepts of DOW
To disclose the topic of "automated office work", it is necessary to introduce the basic terminology of this aspect. Start by defining a document. The concept of "document" came to us from the Latin language from the word "documentum", which in turn means "proof", "evidence". Initially this term was introduced during the time of Peter the Great and had the meaning of "written evidence". Shortly thereafter, such terms as "business paper", "official document" and "act" came into use. These terms emphasized the importance of document functions in the management system. Federal Law No. 77-FZ “On the legal deposit of documents” gives the following definition of a document - “A document is a material carrier with information recorded on it in any form in the form of text, sound recording, image and (or) a combination of them, which has details that allow identify it, and is intended to be transmitted in time and space for public use and storage.
From this definition it follows that the concept of "document" is inextricably linked with the concept of "information". The Federal Law "On Information and Information Protection" dated February 20, 1995 gives the following definition to the concept of "documentary information" - this is information recorded on a material carrier with details that allow it to be identified. Later, this law was edited and republished. In accordance with the definition in Federal Law No. 149 - Federal Law "On Information, Information Technologies and Information Protection", "information" is information (messages, data) regardless of the form of their presentation.
In turn, documented information is information that is recorded on a tangible medium by documenting information with details that make it possible to identify such information or, in cases established by law, its tangible medium.
In the organization of any field of activity, the document acts as a means of managing activities in all structural divisions. In this field of activity, it should be said “official document”, not “document” An official document is a document that has the right to use in an organization, created by a legal or natural person, executed and certified in the prescribed manner.
The area of activity that provides documentation and organization of work with official documents is called Documentation Support Management.
DOW is engaged in the whole complex of works on the creation, execution of documents, as well as their execution and control of deadlines. Also, this complex includes work on document accounting, the formation of cases from already executed documents, the storage and use of current cases, and their preparation for transfer to the archive.
These functions are performed by a special service, which acts as an independent structural unit. At the same time, it can be called differently: the Records Management Department, the General Department, the Chancery Department, the Secretariat or the Case Management Department.
At enterprises with a narrow focus of activity, a fairly small amount of documentation is enough, so the creation of a separate department is impractical. In such cases, all work on document management at the enterprise is performed by the secretary of the head of the organization or an employee specially hired for this work.
The efficiency of the enterprise, as well as the quality and speed of making managerial decisions, depend on the skillfully thought out, organized and streamlined work of office work at the enterprise. Thus, we can say that providing management activities with enterprise documents is the most important management function in any enterprise.
However, it should be noted that each enterprise is unique, has its own personal form of organization and, therefore, it is necessary to choose the form of the DOW service in accordance with the form of government of the enterprise. Subsequently, the regulation of the chosen form of work with documents is fixed in the instructions for the office work of the enterprise.
The organization of work with official documents is currently regulated by GOST R 51141-98 “Office work and archiving. Terms and Definitions". In addition to the term "office work", there is a synonymous term "management documentation support", which most widely reveals the information and technical component in the modern organization of office work.
According to the state standard, documentation is fixing information on various media according to established rules. Documentation is a set of operations for the creation of documents, their preparation, compilation, approval, execution and production.
The DOE service process consists of several stages:
)creation and execution of documents;
)acceptance and transmission of documents;
)organization of the movement of documents within the organization;
)registration and execution control;
)information and reference work;
)storage of documents.
These activities are carried out to perform the following tasks:
)improvement of forms and methods of work with documentation;
)ensuring a unified documentation procedure;
)organization of work with documents;
)building information retrieval systems;
)control over the execution and preparation of documents for transfer to the archive in accordance with applicable standards;
)reduction of paperwork;
)unification of forms of documents;
)development and implementation of regulatory and methodological documents to improve the documentation support of management in the structure;
)introduction of the latest information technologies in work with documents.
For a deeper consideration of the functions and tasks of the Management Documentation Support and to understand what exactly the aforementioned service does, it is necessary to focus on the fact that in the modern world any work with management documents is based on computer and information technologies. The functions of the DOW service are not only the organization of effective document management, documentation accounting, as well as control over the execution of all documents within one enterprise and setting tasks in the development of automated information systems for working with documentation. At the same time, it is necessary to ensure the mode of access to information, as well as its protection from unauthorized access in order to improve work with documentation inside and outside the enterprise.
However, all these tasks are impossible if the information used in the creation of documents is not complete, objective, accurate, valuable, reliable and provided in a timely manner.
1.2 The main tasks of the management documentation support service
In modern conditions, when work with management documentation in many institutions is based on computer technology, the functions of the DOW service are not limited only to organizing the document flow of the institution, accounting for documents and monitoring their execution. The DOW service is directly involved in setting tasks in the development of automated information systems for working with documents, in providing access to information, and in improving work with documents.
Thus, the DOW service solves three main sets of tasks:
) ensuring documentation of management activities;
- organization of work with documents in the institution;
) improvement of forms and methods of work with documents.
The tasks facing the DOW service determine its functions.
1. The tasks of ensuring documentation of management activities can be solved by performing the following functions:
Development and design of forms, ensuring their production;
ensuring the production of documents, copying and replication;
quality control of the preparation and execution of documents, compliance with the established procedure for approval and certification of documents.
2. The tasks of organizing work with documents in an institution are solved by performing the following functions:
Establishment of a unified procedure for the passage of documents (document flow of the institution);
forwarding processing of incoming and outgoing documents;
registration and accounting of incoming, outgoing and internal documents;
control over the execution of documents;
systematization of documents, ensuring their storage and use; organization of work with citizens' appeals.
ensuring the protection of information.
3. The tasks of improving the forms and methods of working with documents include the following functions:
Development and revision of regulatory, instructive, methodological documents and bringing them to the attention of employees of the organization;
methodological guidance and control over compliance with the established rules for working with documents in the structural divisions of the organization;
advanced training of employees of the organization and their advice on working with documents;
streamlining the documentation of the organization, carrying out work on the unification of documents, the development of the Report Card and the Album of forms of documents used in the activities of the organization;
development and implementation of new forms and methods of work with documents, improvement of the organization's workflow, improvement of executive discipline;
setting tasks for the development and improvement of automated information systems and databases for working with documents.
Based on the above points, we see that without the implementation of electronic document management, an employee cannot perform all operations on his own.
1.3 Modern technologies for the implementation of electronic document management systems
The management system requires the organization and maintenance of an efficient workflow, which must be presented as a formalized business process. In this case, any document (electronic or paper) is the main tool for formalizing business interaction between business units and organizing external relations.
The steady trend of a significant increase in the volume of information necessary for making managerial decisions leads to the fact that it is necessary to receive, process and store documents in much larger quantities than before. Traditional methods of working with documents become ineffective at the same time.
An analysis of business processes showed that about 15% of documents are lost during work, and up to 30% of the working time of employees responsible for processing documents is spent searching for them. In this case, the irretrievable loss of even part of the information can result in significant losses.
To organize collective work with a typical paper document, it is necessary to copy it repeatedly, deliver it to various structural divisions, hold special meetings, and approve it, which takes an incredibly large amount of time.
Another problem is related to the long time it takes to find the necessary information on request. When working with electronic documents, the document search time, and, consequently, the response time to a request, is much less.
According to expert estimates, the replacement of paper workflow with electronic one contributes to an increase in employee productivity by 25-50%, and the processing time for one document is reduced by more than 75%. Classically, business, as a business process, is supported by the automation system by only 10-20%. These are, as a rule, only those tasks that can be clearly formalized and structured information. The process of formulation and formalization itself is not supported by traditional automation.
1.4 Office automation and electronic document management systems
Having determined the required level of automation, the organization selects a system that would satisfy the organization's automation needs.
An automation system is understood as any automated system designed to solve office work tasks, regardless of the object of automation, be it a public authority, a commercial bank, a trading company or any other organization. It is important that office work is carried out in this organization, and that it is conducted in accordance with the requirements put forward by Russian legislation, which makes it possible to clearly outline the range of tasks to be solved8.
When choosing a document automation system, as a rule, one of two options is considered:
office automation;
workflow automation.
Office automation systems mainly solve the tasks of accounting (registration) of incoming, outgoing, internal and organizational and administrative documents, accounting for issued resolutions and received information about their execution. The system databases can store not only the details of documents in the form of the so-called. "registration and control card", but also their content in the form of texts, files or images. Office automation systems allow you to control the execution of documents and each resolution or order, store data on the cases to which the documents are related. A quick search for the necessary documents by a given criterion or a set of them is an essential attribute of systems of this kind.
Today, there are three main ways to implement a document automation system:
development of an original automation system;
installation of a typical automation system;
setting up automation tools.
Ideally, the system should support both paper and electronic document management, as well as business processes of the organization. In practice, this is difficult to achieve.
An important factor that must be taken into account is the scalability of the program, that is, the possibility of increasing the number of workstations (computers) that work with the program and increasing the number of documents stored in the system over time.
Another point that you need to pay attention to is the possibility of working with documents for several years. In some programs, every year documents for the past year are moved to the archive and a new base documents for the current year. On the one hand, this simplifies work and reduces system load. But on the other hand, it can significantly complicate the control of execution and search through the documents of the last year. This is especially noticeable at the beginning of the year, when there are frequent references to documents 2-3 months old, which have already been moved to the archive.
Therefore, it is important that the program allows you to easily search for documents over the past years.
The program must be available so that the user can make some system settings himself (for example, dictionaries, directories, standard routes, etc.) without resorting to the administrator's services once again. The administrator should only perform functions to ensure the security of information, controlling the rights and actions of users.
Despite the preservation of all the main traditional functions of office work in automated systems, automation, of course, allows you to more efficiently than traditional ("manual") technologies, organize work with documents and with the help of computer networks solve many typical office work tasks in a new way, greatly simplifying and speeding up the process of document movement in the organization.
In general, an automated information support system may include the following blocks:
.an automated system of scientific and technical information (NTI), the tasks of which are the timely identification, accounting, selection and presentation to users of all documents, abstracts or addresses that correspond to the direction of the organization and the requests of managers and specialists.
Among the priorities of the system it is necessary to highlight:
)accounting for incoming NTI sources (books, brochures, scientific journals, articles, scientific and technical reports, etc.);
)automated accounting of user subscription services, including registration of the issuance and return of NTI sources;
)compilation and maintenance of various indexes, bulletins;
)informing management employees about current scientific, technical, economic, etc. achievements in accordance with their information needs on permanent or one-time requests (in the mode of selective dissemination of information and retrospective search);
) search and issuance of scientific and technical information corresponding to the problem being solved at various stages of the decision-making process;
.automated regulatory system. and legal information. These types of information act as basic regulators of decision-making, including on their basis the legal validity of the decision is checked. The limited ability of managers to manually process large amounts of this information leads to insufficient awareness of managers about the current regulations. One of the ways to improve the provision of legal information is automation;
.automated documentary system of organizational and administrative information;
.automated factographic information and reference system.
Each of these subsystems plays a very specific role in the decision-making process. The fact system is used to obtain and process specific information about the state and dynamics of the managed object. The automated system of scientific and technical information supplies managers and specialists with the necessary scientific and technical information, without which it is impossible to justify the solution. An automated system of regulatory and legal information is necessary for the legal support of decisions made. The central place in relation to other subsystems is occupied by an automated system of organizational and administrative information (ORI), which acts as a channel for operational communication between the control and managed systems and reflects the entire cycle of making a managerial decision from diagnosing a problem to choosing and implementing an alternative. Thus, the ARI system is not just an information retrieval system, it actively participates and influences the management process. Its main tasks are to create optimal conditions for the organization of the management system and processes, the implementation of timely decision-making and bringing them to specific performers, ensuring timely control over the timing, quality and volume of implementation of decisions at all levels of management.
2. Information systems in the implementation of automated systems for document management
1 Basic principles for the development of an information support system for the implementation of automated systems
electronic document management automation
The experience of designing domestic and foreign management information systems (MIS) shows that an important factor determining their effectiveness is the implementation of a systematic approach to solving information support problems. A systematic approach involves a comprehensive consideration and solution of economic, technological, psychological, engineering and social problems. It allows you to come close to the problem of creating an integrated management system that combines horizontal integration (coordination of all information necessary for decision-making, circulating at a certain hierarchical level) with vertical integration. The principle of integration is most fully implemented in automated systems, which we will consider as a design object in this chapter.
Sufficiently extensive experience in the operation of automated systems in management allows us to formulate the basic principles of their creation. These principles can be divided into 3 groups:
) managerial;
) technical;
)organizational.
The first group includes the principles of consistency, complexity, efficiency of the created systems and the principle of new tasks.
The principle of consistencyrequires that the design of an information system be based on a preliminary system analysis of the control object and the control system as a whole. System analysis involves the definition of the goals of the system, the construction of a formalized model of the functioning of the object.
The principle of complexityinvolves the interconnection of all work carried out in production, management, including automation work. The effectiveness of automation is achieved only with a unified planning of the entire range of measures aimed at intensifying production using a single methodological basis. In addition, as practice has shown, systems that automate not only a function or task, but their interconnected complex, are more efficient. The principle of complexity has received a real embodiment in the transition from the creation of local systems to the creation of integrated automated systems.
One of the most important provisions in the development of any automated system is automation efficiency principle. The efficiency of systems is associated primarily with the correct selection of the range of automated functions, technologies and tasks. Often there are systems whose effectiveness is either insufficient or negative.
Economic efficiency indicators are used as a criterion for evaluating the effectiveness of most systems. Efficiency criteria can also be: reducing service time, increasing user awareness and a number of other indicators.
The principle of new tasksassumes that the system being developed will not only provide a solution to traditional problems, but will also allow the use of new technologies, which means that new opportunities will appear in the information support of management decisions. Carrying out only local accounting and reporting tasks within the framework of an automated system turns out to be inefficient.
The second group of design principles includes technical principles, the observance of which is absolutely necessary:
)integrated use of computer technology and software;
)creation of a unified information base of the system;
)organization of direct communication between the user and the system.
Complexity in the use of hardware and software is becoming increasingly important as the scope of computer technology expands.
Since the creation of an integrated information system is a very complex and time-consuming process, carrying out the relevant work requires coordination of the activities of all developers, which is achieved by appointing a leading information support specialist. Such positions have already been introduced at a number of enterprises. The main functions of the information support specialist are:
.organization of work on the design, maintenance and development of an integrated database; study of information needs within the organization; summarizing the experience of creating effective information support systems;
.improvement and implementation of classifiers and codifiers;
.organization of work aimed at creating systems for integrating heterogeneous databases and improving distributed database management systems;
.ensuring reliable functioning of information support systems.
The chief information support specialist (IO) manages the work of the information support service, which develops, implements and operates the management information system in accordance with the plan. As part of the service, it is advisable to single out groups for working with internal and external information. Coordinating the work of these groups, as well as ensuring the interaction of the information support service with other services of the organization, is one of the most important functions of the chief specialist.
There are two approaches to the design of automated control systems (ACS):
)deductive (from a general task to particular management tasks);
)inductive (from specific functions to the general task of control).
Experience shows that combining these two approaches and subordinating them to a single goal seems to be the most promising. The general scheme for designing information support can be presented in the following sequence:
Analysis of the decision-making system. The process begins by identifying all types of decisions that require information to make. The needs of each level and functional area should be taken into account.
Analysis of information requests, i.e. it is necessary to determine what type of information is required to make each decision.
Decision aggregation. If every decision required a dedicated information system, MIS would be hopelessly complex. Decisions that require the same information should be grouped into one control task. In other words, MIS must be coordinated and integrated with the organizational structure.
Information Processing Design. At this stage, a real system is being developed for collecting, transmitting, storing and modifying information.
The last stage is creation and implementation of the system, the purpose of which is to evaluate the information issued by the MIS and recognize errors. In addition, it is necessary to admit that the system being designed will have many shortcomings, and therefore, it is necessary to create procedures for identifying them and correcting the system. Thus, the system must be designed to be flexible.
A common and effective research technique in the implementation of work on the design of the MIS is the analysis of decisions made in each link, at each level, by each leader. The analysis of the decisions made allows us to present the whole range of tasks that arise before the subject of management, to determine the tasks, the solution of which is mandatory for a given level or manager and to provide their information support, to substantiate effective methods for their solution. The development of methods should be focused on the maximum use of scientific achievements, including mathematical models.
UIS do not arise instantly. It takes 3-5 years for a company to implement such an integrated automated system. Therefore, in the development of MIS there is always an element of long-term planning. This thesis is also applicable to the organization of information support in the traditional form.
Experience in the design and development of automated control systems in the 1970-1980s. is reflected in GOSTs, which present the main recommendations and requirements that have passed the test of time.
In accordance with GOST 20914-75, the following stages of ACS design can be distinguished:
.pre-project stage;
.design stage;
Implementation.
The pre-project stage includes a pre-project survey and development of technical specifications for the automated control system. The most important results of this stage are the description of the goals and objectives of the information system; development of general requirements for its creation; development of a program for conducting a survey, within the framework of which the following are studied and specified: information model of management; the structure and functions of the organization, the list of tasks to be automated; approximate composition of technical means; technical and economic characteristics of the information support system.
The design stage is associated with the development of technical and working projects. The development of the terms of reference includes a survey of the existing facility (organization or division) and its control systems or the nearest facility (an analogue of a new facility). To solve the problems of information support, information flows, classification and coding systems, documentation forms are analyzed, as well as DBMS, the structures of existing databases and methods for their integration are studied. The results of these works are included in the initial technological requirements and are drawn up in accordance with GOSTs 17.195-76, 15.101-80, 7.32-81, taking into account GOSTs 24.202-80 and 24.205-80.
When developing a technical project, it is necessary to dwell in detail on the analysis of all information used in terms of its completeness, consistency, lack of redundancy and duplication, as well as on the development of forms of output documents. The results of such a study are formalized in the document "Description of information support", which specifies the requirements for the organization of the IO. Technological documentation must comply with the requirements of GOST 24.101-80, taking into account GOST 24.205-80. In accordance with the methodological materials, it is allowed to formalize the work of this stage in the form of a separate section of the technological project, the development of which is allowed to be completed at a time different from the established deadlines for the submission of design and estimate documentation, but no later than the beginning of the "Commissioning" stage.
At the stage of detailed design, one of the main stages is the development of working documentation for information support of IS, the purpose of which is to create the necessary software, prepare reference and production information on machine media for the initial download of the information base, as well as issue the necessary working documentation, including user instructions and operating instructions. At the same stage, it is advisable to develop and approve the regulation on the database administrator. The composition of the documentation should include: a technical design of the information system; description of the information base organization; description of classification and coding systems; list of initial data; list of output documents; description of local databases; output forms.
The MIS implementation stage includes the implementation of the main implementation activities; selection and training of personnel; preparation of premises and technical means. At this stage, the pilot operation of the system is also carried out by solving specific problems and analyzing the test results.
Carrying out work on the creation of automated systems of all types is regulated by GOST 24.601-86 “Automated systems. Stages of creation. General requirements and a set of works at all stages and stages are determined by GOST 24.602-86 "Composition and content of work by stages of creation."
.2 Information systems, their properties and characteristics
An information system is a system in which information processes take place that make up the complete life cycle of information: generation, transformation, transmission, reception, storage, processing (use), destruction.
The task of information systems- information support of the subject activity of the organization.
As for the characteristics and properties of information systems, first of all it is worth mentioning the size and complexity.
Modern systems of any nature tend to be large and complex systems.
complex systemlarge scale is a system consisting of a large number of interconnected and interacting elements and capable of performing a complex function.
The impact of random factors. A characteristic and very significant feature is the susceptibility of information systems to the influence of random factors, and not only such as, for example, failures, failures or errors of technical devices of personnel or users, but also such as malicious actions of people that are not only random, but also generally unpredictable or, at best, difficult to predict.
Participation in human information processes. The peculiarity is that the end user of information systems is always employees of the organization. The staff of the organization has its own interests and goals that must be taken into account when providing information (the presence of free will).
Uniqueness.Each state of the information system is unique and requires the information support to take into account all its features and, therefore, the individual application of various influences.
Dynamism.Information systems change their structure and state of elements over time.
distributionmeans the spatial arrangement of the individual components of the system.
The state of the information system is a set of systemically interrelated organizational, technical, procedural, informational and legal structural solutions.
Let us give definitions of the concepts introduced. A fixed organization of the composition, quantity, architecture (interconnection) of a complex of technical means and systems, as well as technical personnel and personnel directly involved in the implementation of information procedures, can be defined as a state of the technical and organizational structure of an information system or as an organizational and technical structural solution.
The fixed organization of the composition, the sequence of information procedures can be defined as the state of the procedural structure of the information system or as a procedural structural decision.
Under the legal framework of information technology, we mean the composition of regulatory documents that regulate information support in terms of the functioning of the information system. These can be: general provisions, functional duties of personnel, instructions and instructions on techniques, methods and methods for performing procedures and working on technical means, etc.
2.3 Information and control system, its goals and objectives
An information management system is defined as a formal system for issuing information to the administration that is necessary for decision-making.
IMS should provide information about the past, present and future. It must keep track of all relevant events within and outside the organization. The overall purpose of the IMS is to facilitate the effective performance of the functions of planning, control, production activities and the management process as a whole. Its most important task is to provide the right information to the right people at the right time.
It should be noted that IMS is not the only comprehensive integrated system to meet all the information needs of the administration. Since there may be a desire to obtain a system of this nature, it is necessary to stipulate this aspect that, due to the great complexity, the probability of creating it is small. One cannot overlook the fact that ICS invariably involves the use of computers. Indeed, recent advances in data processing technology have made a huge contribution to the creation of information management systems. Some types of IMS would not be possible without the speed and accuracy of data processing that computers provide.
The computer revolution has brought significant changes to how organizations process information. One of the studies in the field of management practice showed that electronic data processing and information management systems are the two most widely used tools in management. The widespread use of computers in organizations allows managers at all levels to use large amounts of information in their activities.
Thanks to computer technology, individual managers can now make decisions based on information prepared within their companies. Intracompany databases allow the manager to get information about his business, markets, competition, prices and forecasts in just a few hours.
Computers can provide managers with the information they need for any type of control that helps them compare planned and actual results, detect discrepancies early, and make adjustments to resolve problems. However, like all management tools, computerized information systems work the way they are designed and cannot be better. Therefore, in my opinion, it is necessary to consider the design of ICS and ways to improve their efficiency.
It would not be an exaggeration to say that the purpose of the IRS is not only to simply give out and process some information. The IMS should be user-oriented, that is, the information it processes should serve the needs of those managers who receive it.
When designing an information system, it must be borne in mind that the information needs of managers are different and depend on their level in the hierarchy and functional responsibilities.
Information and control systems and management activities
Studying the differences in the information needs of managers, we can conditionally divide the types of managerial activities into three categories.
1.Strategic planning is the process of making decisions about the organization's goals, changing those goals, using resources to achieve those goals, and about the strategies that govern the acquisition, use, and allocation of those resources.
2.Management control is the process by which managers ensure that resources are obtained and used effectively to achieve the overall goals of the organization.
.Operational control is the process of ensuring the efficient and qualified performance of specific tasks.
These categories of activities roughly correspond to the responsibilities of senior, middle and grassroots managers. The IMS should provide information that meets the various requirements for each of the categories.
For example, the activities of senior managers in strategic planning include, first of all, issues of future interaction between the organization and the environment. Thus, top managers require information from external sources. This information should not be very detailed and should be broad enough to show trends. It also does not require very high precision.
Information for managerial control is necessary for both top and middle managers. Naturally, it must come from both internal and external sources. For example, senior managers need information about the work of the main divisions of their company and the activities of competing organizations. The middle manager needs information about performance, costs, turnover, and possibly changes in customer or technology requirements. This information should be more detailed, narrower in scope, and more accurate than what is required for strategic planning. It should also come at shorter intervals, as the time frame for decisions is shorter here.
Information for the purposes of operational control, which relates to daily activities, should be very accurate, narrow and up-to-date. It must come almost exclusively from internal sources. For example, a factory manager must know exactly how many hours a day each worker works, what is the daily or weekly output, and how much material is used and wasted.
In addition, managers need specific information related to their particular professional area. Thus, the sales manager needs information about trade deals, consumer tastes, the competitiveness of new products, and so on. Detailed information about the specifications for a new product, which is of fundamental importance to the head of the Technical Department, is not essential for making marketing decisions. Indeed, if the IMS regularly issues such information to the sales manager, then this will only interfere with his work and take time.
.4 Sources of management information
Internal sources are documents created directly in an organization. It includes organizational and administrative, special documentation systems (personnel, financial, planning, etc.), as well as other company materials. Among the most interesting documents, we highlight reports: daily (loss analysis, labor efficiency statistics, time loss analysis, received orders); weekly (analysis of overtime, performance of work, project control); monthly (department activity report, personnel change analysis, overhead analysis, sales analysis, stock consumption report, sales change analysis, profit and loss account, balance sheet, accounting analysis, cash balance, overdue accounts); quarterly, semi-annual and annual (profit account, balance sheet, sources and use of funds, reports on the work of departments). Depending on the specific conditions of the functioning of the organization, reporting documentation may have its own frequency, form of information presentation. In addition, types of reporting can be generated that correspond to automation tasks. In addition to regular reports, long-term monitoring reports on individual factors and situations are compiled.
Internal sources can in turn be divided into primary and secondary. Primary sources include those in which specific operational data on the results of the organization's activities are recorded - these are accounting documents, ORD, etc. Primary sources are the most reliable.
Secondary documents - texts of a generalizing, summary and reporting nature, i.e. summaries, reports, reports, analytical notes, forecasts, etc. These sources contain, as a rule, aggregated data, certain conclusions and recommendations. Secondary sources are less reliable, since they contain a greater degree of distortion. The distortion of information can be influenced not only by errors in calculations and conclusions, but also by a high probability of deliberate distortion in order to hide certain official omissions, therefore, the information contained in the sources of this type requires rechecking.
.5 Information flow management
For the formulation and solution of many tasks in management, information is used, presented in several arrays. The central link in the organization of information flows is the determination of the routes of its movement and the frequency of circulation between sources and consumers.
So the consumption process information resources implemented in the form of information flows. When creating an IS, it is necessary to rationally organize information flows, as well as to achieve an increase in their intensity. To solve these problems, when designing an IS, it is recommended to analyze information flows, which allows you to study the existing information support organization system, creates the basis for further improvement and optimization of information flows. The analysis of information flows is carried out in two stages:
) examination;
) construction and analysis of the information model of the organization in question.
The basis for the design of the MIS is the results of surveys of information flows and workflow, characteristic of the subject area in which this information system is being created. Currently, there are no GOSTs, regulatory materials governing the survey and analysis of information flows in the design of IS. However, these issues are reflected in the regulatory materials for automated control systems (GOST 24.208-80, GOST 23.501.15-81, RTM 25575-83, etc.), which can be used to organize work in the cases under consideration.
When analyzing information flows, it is necessary to take into account the movement of information in the following directions:
Vertically, i.e. by hierarchical levels. An analysis of vertical flows along ascending and descending lines makes it possible to identify continuity, compaction, averaging, and information output. The analysis of the continuity of information highlights the cross-cutting indicators that pass through all levels of management, and highlight those that are characteristic of the same phenomenon at different levels, i.e. it becomes possible to unify the information. The conclusions of this analysis become the basis for determining information support at various hierarchical levels.
The analysis of the degree of compaction of information characterizes the correctness of the elimination of non-essential indicators and the aggregation of private into general ones. This is due to the general patterns of information transfer to a higher level;
Horizontal movement of information. The main focus of such an analysis is to compare the scheme of development and decision-making and schemes of information flow, since its routing is determined by the processes of development of decisions. The most acceptable method for analyzing information routes is network analysis, where events are the adoption of specific decisions, and paths are the flow of information.
During the analysis, the shortest paths are found to provide all the necessary solutions (for clarity, it is recommended to build a diagram). Graphical analysis gives a fairly complete picture of the rationality of information flows. In this case, it is necessary to take into account the directness of movement, rhythm, specialization of information flows, density (intensity), parallelism of the movement of flows.
The structure of information flows is revealed by analyzing the structure of the organization, the structure of the workflow and the movement of undocumented information.
.6 Key considerations in developing information systems
The main questions that arise before the system developer when he begins to think about the main information array are the following: how many data levels are needed; whether IS is able to serve all the levels of management available in the company with their different needs for information using a single main data set.
For example, in the MIS of a commercial bank, the cashier needs to have access to detailed information regarding each account, i.e. to the current balance, the amount of checks, etc. However, such information is not of interest to the level of operational management. Managers at this level are interested in cumulative information on groups of accounts. And at the policy-making level, senior managers need even broader information about loans, earnings, and deposit growth projections. Thus, the main task of the IS designer is to try to integrate the main body of data in such a way that it can be used by all levels of management of the company and its divisions.
In order to organize the information array, it is necessary to think over the appropriate classifier. The information contained in the array is classified according to the following criteria:
) direction of movement;
) method of obtaining;
) frequency of receipt;
) the nature of the application in the management process.
According to the direction of movement, information is divided into:
) incoming;
)intermediate (internal);
) outgoing.
According to the frequency of receipt, it is divided into:
)continuously coming;
) daily;
) weekly;
)monthly, etc.
These periods are set for each type of information.
According to the nature of participation in the management process, information is divided into:
) normative;
) reference;
) planned;
)analytical (operational);
) reporting.
3. Automated information systems
.1 general characteristics AIS
AIS - a set of information, economic and mathematical methods and models, technical, software, technological tools and specialists, designed to process information and make management decisions.
AIS is an interconnected set of data, equipment, software, personnel, standards, procedures designed to collect, process, distribute, store, issue information in accordance with the requirements arising from the goals of the organization.
Functional and supporting subsystems
The automated information system has functional and supporting subsystems.
The functional subsystem ensures the fulfillment of tasks and the purpose of the information system. Usually, in an information system, the functional part is divided into subsystems according to functional features:
.the level of subject activity, for example, management (higher, middle, lower);
.type of managed resource (material, labor, financial, etc.);
.scope (banking, stock market, etc.);
.control functions and control period.
The supporting subsystem includes “information, technical, mathematical, software, methodological, organizational and linguistic support.
3.2 Goals, objectives and levels of automation of preschool educational institutions
The goals of automation of preschool educational institutions of all organizations, regardless of their organizational and legal forms, are quite similar and are as follows:
.improving the quality and efficiency of organization management by improving office work;
.integration into a single office work cycle of all structural divisions of the organization, including territorially remote ones;
.ensuring prompt and at the same time differentiated access to information (documentation) resources of the organization;
.reduction of labor and time costs and overhead costs and, as a result, obtaining an economic effect;
.laying the foundation for a gradual transition to electronic document management at the enterprise, work for the future.
Achieving the set goals is possible by solving the problems of automation of the organization's preschool educational institutions, which can be conditionally systematized in the following areas:
) Preparation and execution of documents.
Automation of this area allows you to improve the quality and efficiency of the preparation of documents created in the organization, to unify the form of documents.
2) Organization of workflow and execution of documents. Automation of this area allows you to eliminate duplication of work on entering information about the document at various stages of working with it (simplify the registration process), by creating a documentary base of the organization to reduce the likelihood of document loss, streamline the organization's document flow (simplify the routes of documents), increase the efficiency and quality of work of performers with documents, reduce the time of execution and passage of documents, inform employees in a timely manner about received and created documents.
3) Organization of control over the execution of documents.
Automation of control over the execution of documents allows you to quickly obtain information about the status of execution and the location of any document, track the stages of the passage of documents in the departments of the organization from the moment they are received (created) until the completion of work with them.
) Organizing the storage of documents, a search engine for documents. Automation makes it possible to provide centralized storage of texts of documents prepared in electronic form, their graphic images and materials for them, organize an operational search, logically link documents related to one issue, and make selections of materials by thematic or other criteria.
Speaking about the need to determine the level of automation of the DOE in relation to each specific organization, one should decide what the process of automation of the DOW should cover:
the entire organization, including its territorially remote subdivisions;
the head office of the organization as a whole;
a number of structures actively involved in the organization's workflow (for example, the personnel service + the preschool educational institution service + accounting, etc.);
structures responsible for organization of a preschool educational institution(case management, preschool service, secretariat, office, etc.);
special structures (accounting, personnel service, etc.)
Conclusion
In this course work, we examined a wide range of functions of automated information systems. From the foregoing, we can conclude that automation significantly changes information processing technologies. Under the conditions of computerization, the entire process of information movement consists of many interconnected manual and automated operations, each of which is performed at one workplace. The main operations of the technological process of information processing: the collection and registration of primary data, their entry into the system, data reliability control, the formation and maintenance of a database, search and processing according to a given algorithm, the formation and output of final results, the transfer of processing results to the end user.
Unfortunately, there are not enough human resources to perform all the above operations accurately, quickly, efficiently and in a timely manner, which can lead to stagnation in the field of office work both within the same organization and internationally.
Moreover, it would be an obstacle to world progress, the collapse of world markets, international organizations.
Automated systems do the work of a person, but it is worth saying that no automated information system will work without the guiding hand of a Human.
Bibliography
1.Systems Theory and System Analysis - V.N. Volkova, A.A. Denisov, Yurayt Publishing House, 2013.
2.GOST 24.601-86
.SCRIBD (Electronic resource) - #"justify">. InfoManagement (Electronic resource) - #"justify">. Directum (Electronic resource) - #"justify">. Information support of management - Textbook. Mazur L.M.
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.«Automation of the enterprise. Where to start?", Ilya Kolomin, Furniture Factory magazine, No. 1-4", 2006.
.Gagarina L.G., Kiselev D.V., Fedotova E.L. Development and operation of automated information systems: textbook.-M .: Forum Publishing House: INFRA-M, 2007.
.Golitsyna O.L., Maksimov N.V., Popov I.I. Databases: textbook. Benefit. - M.: "Forum": INFRA-M, 2007.
Introduction
Mechanization
Under
Dialogue;
Local;
Multilevel;
automated enterprise management systems differ in their focus. For example, for "Best" or "Sail-5" the priority is the sphere of trade; Infosoft is one of the leaders in the field of automation of production accounting. In addition, there are universal “enterprise management systems”: “Sail-4”, “Infin”, “Abacus”, BOSS”, “Galaktika”, “Supermanager-6-7”, etc.
However, the purpose of this article is to assess the capabilities of systems for automating personnel workflow, and only the most promising, belonging to fourth-generation systems.
Integrated system M-2 based on the application modern technologies. M-2 is a single software package based on a centralized corporate database. At the same time, the openness of the M-2 system allows the use of existing enterprise databases with integration into a single complex, as well as modern software packages (Microsoft Office 97).
The M-2 system was developed on the basis of the Oracle 7.3 database server, which ensures high speed characteristics and a high degree of reliability and data protection. Client places are developed on the Delphi 3.0 software system and can function in operating rooms. Windows systems NT or Windows'95.
The fundamental difference between an integrated system and an arbitrarily complex set of workstations is, first of all, in the design ideology. Workstations are designed as an automation of existing jobs, and in the future they are linked to each other. At the same time, naturally, such an information system can implement only those management technologies that were available at the enterprise at the time of its creation, since the design of the modules itself was carried out based on specific existing jobs.
The integrated system is designed immediately as a single complex, focused on modern management technologies; jobs are created in the second stage in an already created integrated environment.
In addition, AWSs created within the framework of the file server architecture do not meet modern requirements either in terms of speed characteristics or in terms of system security and reliability. At the same time, it should be noted that the work that was carried out to create workstations will not be lost. First, many elements of the created jobs can be used as modules for creating jobs within the new system, especially considering that the design of jobs takes at least 50% of the creation time. Secondly, users have gained computer skills, without which it is impossible to implement any system. Thirdly, as part of this work, a cadre of programmers who know the specifics of the enterprise has been formed, which will also be needed when writing jobs in the environment of the new integrated system. Therefore, investments in previous developments will certainly pay off. Unlike the AWS complex, the introduction of an integrated system does not just automate existing jobs, but the entire information processing system is reconstructed with the design of new jobs in relation to new technologies.
Simultaneously with the introduction of the M-2 system, training of specialists is carried out with the issuance of appropriate certificates to them. Specialists trained in this way get the right to create their own modules in the M-2 system, as well as change existing modules within the limits specified by the certificate. Thus, the enterprise does not become dependent on the company that develops the system and is able to maintain the functioning of the system on its own.
Corporate Accounting System NS2000 meets the requirements of functional completeness and is the winner of the sixth International Software Competition in the field of finance and business. The system was designed and developed using BP-WIN, ER-WIN, PROGRESS 4GL tools.
The scheme of the complex, therefore, is a set of modules, all of which can be grouped into three main areas: management, finance, logistics.
Part R/3 systems includes the Oracle Applications (Oracle Human Resources) Human Resources module, which allows you to maximize the impact of employees through effective recruitment, personnel management, training, compensation and career planning. Today, in its class of products, the Oracle Applications HR Management module is one of the most functionally complete systems for organizing the work of the personnel department of a modern enterprise.
Its use allows you to solve the following tasks:
planning of organizational changes, including modeling of structural and job hierarchies of the organization;
planning of structural units, description of the category, positions, positions, maintenance of directories, etc.;
personal accounting of employees and candidates with a complete record of their professional qualities (for optimal use of labor resources), data for payroll, data on the use of working hours, track record of employees, needs for professional development and training results of employees;
· analysis and reporting on standard government forms, on non-standard reporting using Oracle development tools, operational data analysis and decision support.
System “Orakl-Personnel” all the advantages of previous systems are inherent. However, it also has a number of additional benefits. The system provides the ability to work with a database system (full-time employees, dismissed employees, archive, personnel reserve, temporary employees, etc.), which significantly reduces the time for processing requests. The second undoubted advantage is the content of the registration card, which includes 102 topics (according to the decision of the State Statistics Committee, the card must contain at least 55 topics).
There is the possibility of arbitrary modification of the staffing table with automatic calculation of vacancies, as well as a developed module for processing ad hoc requests. The system provides procedures for maintaining a time sheet (personal and for a department) with automatic control of vacations, business trips, material assistance, etc. Only some systems have all the mandatory sections of personnel records, but only in the Oracle-Personnel system they are available in full. Therefore, taking into account its acceptable cost (up to $500), it can be argued that at present this system is the leader among systems for automating the activities of enterprises, including all functions of automating personnel workflow.
Business Process Automation System (BAPS)- this is a class of software products that automate the description and execution of arbitrary business processes (in whole or in part), while documents, information, tasks are transferred to perform the necessary actions from one process participant to another in accordance with specified rules. The main concept of SADP is the flow of work (workflow).
Workflow is a system for ensuring the execution of workflows, within the framework of process management. Automation of business processes is not possible only through the introduction of an accounting system, since such systems do not solve the issue of interaction between participants in accounting processes. Similar problems are also designed to solve BPMS class systems. "PiterSoft: Process Management" on the 1C platform- an example of a software product of the BPMS class, which is implemented in order to resolve issues of interaction between participants in business processes.
Also, the SADP system is a subset of electronic document management systems (EDMS).
Introduction
A huge increase in the volume of information and large changes in the demand for information began to impose new requirements on the organization of information and documentation services in the organization.
The requirements for the services involved in information and documentation support began to change. Abroad, they began to be called the service of management (or management) of information and documentary resources, in our country - the service of documentary management support (DOE).
The main direction of improving the preschool educational institution, adapting it to modern conditions was the use of the latest computer and telecommunications equipment, the formation on its basis of highly efficient information and management technologies in working with documents.
The proposed teaching aid has been developed in accordance with work program discipline "Information technology in documentation management and archiving" training direction "034700 Documentation and archiving" (6th semester, bachelor). The objectives of mastering this discipline are: the ability to create a local regulatory framework for documentation support for management and archiving, as well as the ability to document management information, rationalize document flow, document processing technologies for the purpose of their preservation and transfer to storage.
Topic 1. Basic terms and concepts
Fundamental terms and concepts: mechanization and automation, information, information technology, computer technology, computerization and informatization, automated information systems
The management activity of any organization is based on the processing of incoming official documents, regardless of the methods of their receipt and types of media, as well as the production of documentary information and official documents intended both for internal use in the organization itself and for external use.
Incoming documents with the help of special technologies are converted into the information necessary to achieve a certain result. The very concept of "technology" is used in industrial production and is defined as a system of interrelated methods of processing materials and methods of manufacturing products in the production process. In the field of documentary support of management, taking into account the specifics of the information processes on which it is based, the technology of documentary support of management is defined as a system of methods and methods for collecting, transmitting, processing, accumulating, storing documents and documentary information based on the application of uniform methodological techniques and rules.
Technologies of documentary support of management in accordance with the difference in information processes are divided into:
technologies for processing incoming and outgoing documents;
technologies for transferring (bringing) documentary information to the end user;
technologies for introducing documents into the organization's information database, based on its internal structure;
technologies for processing documentary information and accumulating documents;
· technologies of storage and use of separate local groups of documents.
Thus, the documentation support of management (DOE) covers the issues of documentation, organization of work with documents in the process of management and systematization of their archival storage.
Information technology is a set of methods, production processes and software and hardware tools combined into a technological chain that provides the collection, processing, storage, distribution and display of information in order to reduce the complexity of the processes of using an information resource, as well as increase their reliability and efficiency.
Under information and communication technologies, it is proposed to understand a set of objects, actions and rules related to the preparation, processing and delivery of information in personal, mass and industrial communication, as well as all technologies and industries that integrally provide these processes.
Information technology has become actively used due to the computerization of enterprises. Computerization is understood as the process of introducing computer technology that ensures the automation of information processes and technologies.
Computerization allows us to talk about two sets of measures: mechanization and automation of processes associated with preschool education.
Mechanization office work processes is the use of technical means to perform operations for documenting and organizing work with documents. The purpose of office mechanization is to transfer the performance of non-creative (auxiliary) operations to technical means.
Under automated information technology(AIT) management is understood as a system of methods and methods for collecting, accumulating, storing, searching, processing and protecting management information based on the use of advanced software, computer technology and communications, as well as the ways in which this information is provided to users.
According to the degree of coverage of management tasks, automated information technologies are divided into the following groups: electronic data processing; automation of control functions; decision support; electronic office; expert support.
According to the class of implemented technological operations, AIT can be divided into: systems with a text editor; spreadsheet systems; database management systems; systems with graphic objects; multimedia systems; hypertext systems.
By type of user interface, automated information technologies are divided into:
Batch (centralized processing);
Dialogue;
Network (multi-user).
According to the method of building a network, AIT can be divided into:
Local;
Multilevel;
distributed.
Topic 2 The main stages in the history of automation of preschool educational institutions and archiving
2.1. Automation of work with documents as an integral part of the automation of management processes.
2 .2. The first stage (1960s - 1970s) - the concept of automated control systems (ACS). Creation and implementation of document processing systems within the ACS. Computing centers for collective use. The first information retrieval systems (IPS). Partial automation of some clerical and archival functions.
2.3. The second stage (1980s - early 1990s) is the development of technological solutions based on a PC. Creation and development of the concept of automated workstations (AWP). The emergence of the possibility of complex automation of preschool educational institutions and archiving. Development of specialized software.
2.4. The third stage (1990s - present) is the widespread introduction and use of new information technologies, which combine computer technology, communications and office equipment. Comprehensive automation of all stages of workflow and archival storage of documents.
The need for office automation is due to the rapid improvement of the technology for the production of computers, software, and the widespread introduction of information technology. Automation has traditionally been understood as the displacement of routine mechanical labor, the “liberation” of workers. However, cost reduction is not the main goal of automation. The main goal of automation is the acquisition of new qualities of management, obtaining effective management. This concept of automation involves the reorganization of management and the redesign of the information system.
Automation of preschool educational institutions and archiving began in the 1960s of the XX century. Automation was preceded by a stage of mechanization, which began at the end of the 19th century. In the period from the end of the 19th century. until the 1950s mechanization concerned mainly departmental archives. The use of "small-scale mechanization" was episodic and was limited to the use of matrix information carriers (manual punched cards, punched tapes, codes) and counting and punching devices for solving specific problems in the field of population registration (population census), planning, reporting in production, etc.
The first stage was the time of accumulation of empirical experience in the field of creating local and interarchive automated information retrieval systems - AIPS. The growth in the scope of application of automated systems in archiving is associated primarily with the evolution of information carriers (microfilms, magnetic tapes, cards, disks, forms, etc.) and technical support (electronic punching machines, ES computers, personal computers, personal computers), as well as with the emergence of special application packages for AIPS. The process of creating automated control systems (ACS) in all sectors of the economy also had a significant impact on the automation of archiving during this period.
Automated control system (ACS) - a complex of hardware and software designed to control various processes within the technological process, production, enterprise. The creator of the first automated control systems in the USSR is Nikolai Ivanovich Veduta, Doctor of Economics, professor, corresponding member of the National Academy of Sciences of Belarus, founder of the scientific school of strategic planning.
The most important task of the automated control system is to increase the efficiency of facility management based on the growth of labor productivity and the improvement of methods for planning the management process.
The period of the second half of the 1980s - 1990s. - associated with the beginning of spontaneous computerization, first in Moscow, and then in local state archives. The leaders of this process were the NRC TD of the USSR (RNITs KD), VNIIDAD, TsKHIDK, TsGAOR (GARF) and other archives. In the 90s. in the Russian Federation, more than 20 industry-specific automated office and documentation systems were put into operation by legislative and regulatory acts that create huge arrays of machine-readable (electronic) documents. The creation of arrays of electronic documents also takes place by digitizing sources on paper in state archives (in order to create an insurance fund and a fund for use), as well as creating full-text databases. In addition, new information technologies in the field of conservation and restoration of documents, the creation of an insurance fund and a fund for use allow extending the life of valuable historical sources.
At the present stage, the state of information technology in preschool educational institutions can be characterized by:
The presence of a large volume of databases containing information about the activities of the organization;
Creation of technologies providing interactive user access to information resources;
Expanding the functionality of information systems and technologies that provide information processing, creating local multifunctional problem-oriented information systems for various purposes;
Inclusion in information systems of elements of intellectualization of the user interface, expert systems and other technological means.
Comprehensive automation of all stages of workflow and archival storage of documents includes: automation of work with documents, workstations, electronic office systems.
The federal target program "Electronic Russia (2002-2010)" states that the development and widespread use of information and communication technologies is of decisive importance for improving the efficiency of the economy, state and local self-government. One of the areas of using information and communication technologies in the activities of public authorities, organizations and enterprises is the "development of an electronic document management system, office work and document flow standards." The relevance of improving traditional office work is determined by the need for the effectiveness of management activities, the acceleration of the movement of documents in the organization, and the reduction in the complexity of document processing. The created automated system (hereinafter referred to as AS) of office work should increase the effectiveness of management through the formation of a single documented information space, giving users the means to effectively collaborate with documents anywhere and at any time. Modern office automation and workflow systems (SADD) allow solving a full range of office work tasks:
Organization of complete and convenient accounting and processing of all incoming, outgoing and internal correspondence.
Saving all documents related to the activities of the organization in a more convenient and rational way, allowing you to quickly find any necessary document with the appropriate access rights.
Tracking the status of each document, the route of its movement, as well as the relationship with other documents.
Ensuring that document processing requirements are met in a timely manner.
Modern office automation systems allow you to build a complete system for managing document processing processes and monitoring their implementation. SADD covers all processes of creating, processing, replicating, transferring and storing documents, as well as automates the main procedures of modern office work. The life cycle of a document, from creation to its write-off or destruction, is presented as successive stages, each of which the document passes over a certain period of time. Office automation systems allow you to automatically record the transition of a document from one stage to another.
At present, the presence of a successfully operating system of automation of office work and document flow speaks of the well-being of the institution and its management. This means the complete controllability of those subordinate to the leadership of the apparatus, their competence, solidarity, discipline and interest in the most successful implementation of the assigned work. The automated system makes it possible to carry out a prompt and efficient exchange of information between all parts of the production process, reduces the time required for the preparation of specific tasks, and eliminates the possible occurrence of errors in the preparation of reporting documentation. The introduction of an automated system will provide convenience in work, rational organization of production and reduction of psychological stress. Also, physiological loads will decrease, because. with the introduction of appropriate software, the time spent on the same work will significantly decrease. This will positively affect the worker's performance, because. will lead to a decrease in the amount of processed information, and the staff will have additional time to analyze and make management decisions.
Stages of introduction of automated technologies for processing, creating, using and storing documents. The evolution of these technologies and their impact on documentation processes. The study of the features and patterns of working with documents recorded on new media (machine-readable documents, electronic documents).
Creation of a nationwide system for collecting and processing information for accounting, planning and management of the national economy (OGAS), automated sectoral control systems (ACS). Standard system of documentation support for management (TSDO). Creation of automated information retrieval systems for accounting and statistical documentation, automated systems for monitoring the execution of documents (ASKID).
Topic 2 International and national standards.
International legal acts. Okinawa Charter of the Global Information Society of 2000. Declaration of the World Summit on the Information Society of 2003 (as amended). International legal acts.
Legislative and by-laws of the Russian Federation. Law of the Russian Federation of April 6, 2011 No. 63-FZ "On Electronic Signature". Law of the Russian Federation of July 27, 2006 No. 149-FZ "On Information, Information Technologies and Information Protection". Codes of the Russian Federation.
Decrees and orders of the Government of the Russian Federation, federal and regional programs, concepts. Decree of the Government of the Russian Federation of September 06, 2012 No. 890 "On measures to improve electronic document management in public authorities." Decree of the Government of the Russian Federation of September 22, 2009 No. 754 "On approval of the Regulations on the system of interdepartmental electronic document management". Decree of the Government of the Russian Federation of September 07, 2011 No. 751 "On Amendments to the Rules of Paperwork in the Federal Executive Bodies". Decree of the Government of the Russian Federation of June 15, 2009 No. 477 “On approval of the Rules for office work in federal executive bodies”. Decree of the Government of the Russian Federation of December 25, 2007 No. 931 "On some measures to ensure information interaction between state bodies and local governments in the provision of public services to citizens and organizations." Decree of the Government of the Russian Federation of January 28, 2002 No. 65 “On the federal target program “Electronic Russia (2002-2010)” (as amended and supplemented, of August 15, 2006). Decree of the Government of the Russian Federation dated October 20, 2010 No. 1815 “On the State Program of the Russian Federation “Information Society (2011-2020)”. Decree of the Government of the Russian Federation of December 17, 2010 No. 2299-r "On the plan for the transition of federal executive bodies and federal budgetary institutions to the use of free software." Decree of the Government of the Russian Federation of February 12
2011 No. 176-r "On approval of the action plan for the transition of federal executive bodies to paperless document management when organizing internal activities." Decree of the Government of the Russian Federation of May 6, 2008 No. 632-r “On approval of the Concept for the formation of electronic government in the Russian Federation until 2010”. Decree of the Government of the Russian Federation of July 17, 2006 No. 1024-r "On the Concept of Regional Informatization until 2010". Decree of the Government of the Russian Federation of September 27, 2004 No. 1244-r "On the Concept for the use of information technologies in the activities of federal government bodies until 2010".
Strategy for the Development of the Information Society in the Russian Federation (Approved by the President of the Russian Federation V. Putin on February 7, 2008, No. Pr - 212).
Information Security Council under the President of the Russian Federation.
Normative-methodical documents and standards. GOST 34.03-90. "Information technology. A set of standards for automated systems: Automated systems: Terms and definitions, GOST 34.601-90. "Information technology. A set of standards for automated systems: Automated systems: Stages of creation. National standards developed on the basis of international ISO standards (GOST R ISO 15489-1-2007 "SIBID. Document management. General requirements"; GOST R ISO 23081-1-2008 "SIBID. Document management processes. Metadata for documents. Part 1. Principles”), GOST R ISO/IEC 26300-2010 “Information technology. Open Document format for office applications (OpenDocument) v. 1.0" and others.
International ISO and IEC standards. (ISO 26300, ISO 29500, ISO 19005, ISO 16175, ISO 13008, ISO 13028, ISO 30300 series, IEC 82045, etc.); MoReq 2, MoReq 10, etc.
TOMSK STATE UNIVERSITY (TSU)
History department
UDC 005.92
ADMISSION TO PROTECTION IN GAK
Head cafe history and
Document management
Doctor ist. sciences, prof.
N.S. Larkov
"____" ___________2010
GRADUATE WORK
AUTOMATION OF DOCUMENTATION SUPPORT OF MANAGEMENT IN THE ADMINISTRATION OF THE TOMSK DISTRICT
Tatyanenko Ekaterina Viktorovna
Scientific director
Art. teacher, Ph.D. Sciences
E.V. Tatyanenko
Tomsk 2010
Ministry of Education and Science of the Russian Federation
^ TOMSK STATE UNIVERSITY (TSU)
History department
Department of History and Documentation
APPROVE
Head cafe history and documentation
Doctor of History, Professor
N.S. Larkov
"___" ___________ 2010
EXERCISE
On the preparation of a thesis for a student Tatyanenko Ekaterina Viktorovna
1. Theme of the thesis: "Automation of preschool educational institutions in the Administration of the Tomsk region"
2. The term for the student to submit the completed thesis:
^ 3. Initial data for work:
The purpose of the study: to analyze the process of implementing the AS of the preschool educational institution in the Administration of the Tomsk region.
Objectives of the study: to get acquainted with the regulatory and methodological package of documents of the service of the preschool educational institution of the Department of Affairs of the Administration of the Tomsk region; assess the state of the current office work; consistently study the stages of automation of preschool educational institutions and the problems that arise in this case; to study the opportunities acquired as a result of the implementation of the program and further prospects for the development of the AS of the preschool educational institution in the Administration of the TR.
Subject of study: the introduction of AS preschool educational institutions, problems and prospects for automating preschool educational institutions in the Administration of the Tomsk region.
Research methods: analysis, synthesis, comparison, generalization, classification, induction, observation, survey, graphic, statistical, description, forecasting.
^ 4. Summary of the work:
Thesis Supervisor
Candidate of Historical Sciences, Senior Lecturer ________________ V.V. Mirkin
The task was accepted for execution on February 26, 2010 by ________________ E.V. Tatyanenko
ANNOTATION
The thesis discusses the functions, stages, problems in the implementation of automated systems of documentation support for management. The theoretical and applied aspects of the automation of preschool educational institutions are studied on the example of the Administration of the Tomsk region. A general assessment of the results of the introduction of an automated system of preschool educational institutions is given, a forecast is given for the development of electronic document management.
Introduction 6
Functions, stages, problems of implementation of AS DOW 15
management 15
1.2 Automation steps 21
1.3 Problems of automation of preschool educational institutions 28
2 Automation of preschool educational institutions in the Administration of the Tomsk region 47
2.1 Stages of automation of preschool educational institutions.
Studying the process of introducing AS DOW 59
2.2 The result of the implementation of AS "Kodeks" and prospects for the development of automation of preschool educational institutions in the Administration of the Tomsk region 68
Conclusion 73
List of used sources and literature 77
APPENDIX A List of legislative and regulatory framework for preschool educational institutions 86
APPENDIX B Quantity of documents 92
APPENDIX C
Correspondence 96
APPENDIX D Types of documents 97
APPENDIX E Schedule "Appeals of citizens" 98
APPENDIX E Correlation of documents
For the period 2008 and 2009 (from January to November) 99
APPENDIX G Scheme of traffic routes
Documents 100
APPENDIX H Terms of reference for the development of software (software) for an electronic document management and office work system 101
INTRODUCTION
At present, it is difficult to imagine your activities, any institution, organization without information technology (IT). Information technology (IT) is a wide class of disciplines and areas of activity related to control and data processing technologies, including those using computer technology. Recently, information technology is most often understood as computer technology. In particular, IT deals with the use of computers and software to store, transform, protect, process, transmit and receive information 1 . Thanks to computer technology, the burden associated with information processing has been significantly reduced. Management documentation is no exception. Many automated systems have been developed to improve office work.
According to the New Illustrated Dictionary, automation is the use of automatic machines, automatic and automated systems in production, scientific, managerial and other areas of human activity. The main goal of automation is to increase labor efficiency, optimize management, improve quality, and eliminate a person from working in conditions hazardous to health 2.
Today, the market offers a great many synonyms for the concept of "doe automation": a document management system, a computer document management and office automation system, an office management system, a distributed document management system, a document management system, industrial office automation technology, an electronic document management system, etc. The researchers of VNIIDAD offer to unite all available various software products under the conditional name of automated systems for document management support (AS DOW). In their opinion, this definition most fully reflects the existing state of affairs 1 .
Automation of office processes is a rational organization of operations taking into account the latest technologies with information and documents: compilation and execution, transfer (delivery), accounting, creation of an information and reference apparatus based on registration, organization of control over the implementation of decisions made, current storage, the possibility of destruction ( examination of value), creation and maintenance of an archive 2 .
The modern activity of any organization occurs with the help of automation of certain processes. So, in turn, local self-government bodies need a reliable foundation for organizing management processes, cooperation and fulfillment of instructions from the executive branch. The activities of the Administrations are carried out on the basis of the DOW. Therefore, there is a need to optimize this area through automated systems. The introduction of AS is a difficult job that requires an integrated approach.
In recent years, more and more organizations have come to the need to automate the work with documents in general. This circumstance was facilitated by the adoption of:
1. Federal Law of January 10, 2002 No. 1-FZ "On Electronic Digital Signature". This law significantly expanded the scope of application of documents in electronic form.
2. Decree of the Government of the Russian Federation of January 28, 2002 No. 65 “On the federal target program “Electronic Russia (2002-2010)”, which provides for “transferring into electronic digital form most of the document flow carried out between business entities, public authorities and local self-government bodies” 1 .
In this paper, we will focus on the introduction of modern technical means in the field of document management, both in the Russian Federation and directly in the Administration of the Tomsk region.
Any research work involves the study of theoretical material on a given topic. The main stages of the study include: the study of literature and other sources; study of regulatory and methodological documentation in the Administration, other documents used in the work; study of business operations; studying the compliance of the work performed with the rules and standards; interviewing employees of the Department of Affairs; study of the stages of implementation of an automated system (AS); analysis of the result of AS implementation; forecasting further work on the development of electronic document management.
However, it is worth noting that, despite the high demand for domestic literature on this issue, there is still a shortage of sources, a lack of work aimed at studying office automation. This can be explained by the relative novelty and extremely rapid development of computer and information technologies. Consequently, many textbooks, works, articles, etc. quickly lose their relevance.
Today, most of the sources offer information on the practical application of certain software products. To analyze and get acquainted with the possible problems and stages of automating the documentation support of management, such magazines as: "Secretary Business", "Office Management", "Handbook of the Secretary and Office Manager", and others help.
The authors of articles and other works are specialists in the field of document science and archiving, dealing with the problems of electronic documents, AS DOW, as well as employees of various organizations. Among them are the following specialists: O.I. Ryskov 1 - senior researcher at VNIIDAD, participant in annual scientific and practical conferences; S. L. Kuznetsov 2 - PhD in History, Head of the Scientific and Information Center of the Gorbachev Foundation; T.V. Kuznetsova 3, head. Department of Records Science IAI RGGU, Professor; G.A. Serov 4 - Ph.D.
Serova G. A. reveals in her articles the main objects and principles of automation of preschool educational institutions. A significant contribution to solving the problem of automation was made by T.V. Kuznetsova. Assistance in getting acquainted with the stages and functions of automation was provided by articles by S.L. Kuznetsov, as well as by Polina Kochetkova 5 (leading specialist of ZAO InterTrust Company).
Marina Tarasova highlights a practical approach to the implementation of electronic document management systems (EDMS) 6 .
ABOUT. Podolina, company employee "Inter Trust" , consultant of the Center for Consulting Services and Implementations examines the life cycles of documents within the framework of the EDMS and explains the significant ones from traditional office work 1 .
Zhuravleva N. in her articles focuses on document scanning and the need for recognition using various software tools. Pays attention to training employees when working with the EDMS and the problems that arise during the selection, implementation and operation 2 .
Belaya T.R., researcher of the department of preschool educational institutions VNIIDAD examines in detail the process of creating and organizing the implementation of AS preschool educational institutions 3 .
The data provided by scientists, researchers and specialists in the field of office work and automation of PEI processes can be divided into two types. The first type of work is a regulatory and methodological framework, analysis of legislative initiatives. Works of the second kind offer examples practical application, analysis of the possibilities of AS DOW.
The source base for the study was the legislative acts of the Russian Federation, as well as the State Standards (GOSTs), the charter of the Tomsk District Administration, the Regulations, the Regulations on the service of the preschool educational institution, instructions for the preschool educational institution, job descriptions of specialists, as well as rules that directly or indirectly regulate issues of use, creation of AS DOW. From the accounting and reference documentation, the following were used: the database (DB) of the automated system "Kodeks", the database of AS "KORD", the nomenclature of cases for 2009. As well as forms of documents and the documents themselves, instructions and manuals for users and administrators on working with the automated system "Kodeks".
Among the significant, main sources, the Federal Target Program "Electronic Russia" should be noted. Prime Minister of Russia Vladimir Putin signed Decree of the Government of the Russian Federation No. 721 dated September 10, 2009, by which he approved amendments to the Federal Target Program "Electronic Russia (2002-2010)" 1 .
The main objectives of the program are to create conditions for the development of democracy, increase the efficiency of the functioning of the economy, public administration and local self-government through the introduction and mass dissemination of ICT (information and communication technologies), ensuring the rights to freely search, receive, transmit, produce and disseminate information, expand training of ICT specialists and qualified users.
In the course of the program, several important federal laws have been prepared that directly regulate the field of information technology. On July 27, 2006, Federal Law No. 149 “On Information, Information Technologies and Information Protection” was approved, effectively introducing a unified system of office work in state bodies and local governments 2 .
The federal law "On Personal Data" fixed the requirements for the protection of databases on personnel. The law imposes a number of restrictions on office automation systems. For example, in accordance with Article 19, “when processing personal data, the operator is obliged to take the necessary organizational and technical measures, including the use of encryption (cryptographic) means, to protect personal data from unauthorized or accidental access to them, destruction, alteration, blocking , copying, distribution of personal data, as well as from other illegal actions” 1 .
The document is inextricably associated with authenticity, and consequently with legal force. Currently, the document is not only a material carrier containing information, but also electronic documents. In order to protect an electronic document from corrections, forgery and addition of information, the law "On Electronic Digital Signature" 2 was developed, which introduces the concept of "electronic digital signature" as a requisite of an electronic document to protect it from forgery.
Issues of creation, operation of automated systems are regulated by GOST 34.601-90 3 . GOST distinguishes eight stages in the creation of automated systems used in various fields of activity. In the management sphere: formation of requirements for automatic systems (AS), development of AU concepts, terms of reference, draft design, technical design, working documentation, commissioning, support of the AU. GOST 34.602-89 4 establishes the composition, content, rules for issuing the document "Terms of Reference for the creation (development or modernization) of the system", as well as the procedure for its development, approval and approval. This standard notes that the requirements included in the terms of reference should "not be inferior to similar requirements for the best modern domestic and foreign analogues."
The studied material demonstrates the inconsistency of the legislative framework in the field of regulating the work of electronic documentation. At the same time, the experience of legislative regulation is not great, and the problem is not disclosed from the point of view of document management, which is why there is reason to consider the topic of the proposed work as relevant.
This dissertation has practical implications as well. The analyzed information is presented in a concise and convenient form for use in work. This is a kind of practical guide for anyone who wants to master the basics of preschool automation. The theoretical part allows you to form a general idea of the automation processes, and the practical one gives confirmation or refutation of the accepted concepts. In each specific case, when it comes to automation, a dilemma arises - which automation system for document management support to choose, what to guide when choosing, how to draw up an "action plan", limit yourself to solving pressing automation problems, or create a system "for growth" 1 .
The object of the study is the all-Russian principles of automation of preschool educational institutions, automation of the preschool management service in the Administration of the TR and the introduction of electronic document management in the Administration as a whole.
The subject of this study is the problems that may arise at all stages of work with the automation of preschool educational institutions, the stages of the process of implementing the AS of preschool educational institutions, the problems and possible prospects for automation of preschool educational institutions in the Administration of the Tomsk region.
Research methods: analysis, synthesis, comparison, generalization, study of documents, direct observation, survey, graphic, statistical, forecasting.
The purpose of the study is: to analyze the process of implementing the AS of the preschool educational institution in the Administration of the Tomsk region.
Tasks that realize the purpose of the thesis: consider the functions of AS DOW; to study the stages of automation and the problems that arise during the implementation of optimization tools for preschool education; get acquainted with the regulatory and methodological package of documents for the service of the preschool educational institution of the Administration of the Administration of the Tomsk region; assess the state of the current office work; to investigate the problems that have arisen in the process of automation; to study the opportunities acquired as a result of the implementation of the program and further prospects for the development of the AS of the preschool educational institution in the Administration of the TR.
The diploma project consists of an introduction, the main part, which includes two chapters, a conclusion, a list of references and references, and an appendix.
^ 1. Functions, stages, problems of implementation of AS DOW
1.1 Functions of automation systems for documentation support of management
When examining the main functions of office automation systems, it is necessary to highlight the required set of characteristics that a full-fledged AS DOW must comply with.
First of all, it is the ability to create a document. The document can be created either independently in the appropriate editor (text, graphics), or based on prepared templates.
The program provides automatic registration of the document. For each accounting document, a registration and control card is formed, in which information about the document is entered. The system can register both documents created directly in it, and documents imported from outside.
AC allows you to work with correspondence. This function, as a rule, is characterized by the fact that the connecting beginning of the package of documents is the addressee - the sender, even if he writes on different issues.
The system supports technologies for registration, processing and control of administrative documents.
Documents combined according to certain criteria are formed into the user's working folders. Moreover, often they do not store the document itself, but a link to it.
The system allows you to implement control over the execution of documents. The execution of documents is monitored, both at the level of the author of the resolution, and centralized control with the possibility of generating reports on the execution of control documents.
Processing and storage of documents. The registration card offers the possibility of attaching files containing the document itself in a computerized form of representation (for example, text, audio or video material, etc.). The system should have the ability to merge documents, allowing you to bring together separate files of texts and graphics, forming a complete document.
Working with related documents. The possibility of establishing links between registration cards of documents related thematically, canceling or supplementing each other, repeated, etc. is supported. When working with a document, you can always view all the correspondence on the issue, its history, sent copies of cards to other departments, having instant access to each card of interest.
Movement of documents, input of resolutions and remarks. The document movement mechanism ensures the processing and transfer of documents between users of the system. The submission of a resolution may serve as the basis for the automatic transfer of documents. The document movement routing may be hard-coded or may be user-defined. The path of the document from the moment it is handed over to the head for initial consideration until it is written off to the case is recorded.
Support for nested subsystems. The office work system of an organization includes subsystems of departments with their own functions (accounting, control, movement of documents, etc.)
Tracking versions of a single document. When several users work together on the same document, the problem of "versions" and the problem of "copies and originals" take a lot of time and effort.
Accounting for numbered documents, reporting.
Distributed processing, sending documents by mail. The document processing process should be the same for all users of the system. For the exchange of information between users, the system provides for e-mail, the functions of which include: official and personal correspondence; automatic distribution of messages and notifications. The system allows you to create mailing lists.
Work through the Internet. The system implements a Web server for office work, which provides access to data about documents and the documents themselves from any local or remote computer via the Internet. The user is given the opportunity to generate a request to search for a document or a group of documents registered in the system.
The search system allows you to find a document by several criteria: document name, addressee, sender, date of the document, words contained in the text of the document, etc.
The system allows you to archive documents. After processing, the signed documents are archived. The archive administration workstation allows you to configure the modes of archiving and restoring documents, set access rights to archives.
Write-off of the document in the case. When an appropriate entry is made in the registration card in the automated system, the document is written off to the file.
Doing and automatic update dictionaries and reference books. The directories of the system include: users, departments, organizations, citizens, thematic rubricators of documents, standard texts, nomenclatures of cases, access stamps, mailing lists. In some systems, you can create new lookup tables yourself.
Ensuring automation of reference and analytical work. The system generates standard reports and graphs (references, summaries, magazines, lists of documents). It is also possible to download the generator of reports and graphs. During operation, system actions and user actions are recorded.
Regulation of access rights. User rights in the system regulate both the access rights to file cabinets and documents in accordance with their classifications, and the set of functions available to a given user (registration, editing, writing off a document to a case, removal from control, etc.). If necessary, employees of departments can be given the opportunity to work only with the documents of their department. Documents of other divisions will be inaccessible to them at all or only available for viewing.
Delegation of signing rights. The system provides for electronic signature of documents and resolutions on documents. If necessary, it is possible to delegate the right to sign one document or set up automatic delegation for all documents submitted for signature to the manager.
Data protection. Each workplace can be password protected from unauthorized access to information and perform actions on behalf of the user. At the same time, the system must comply with the existing record keeping practice, support the full life cycle of the document in the organization: from its initial registration to write-off to the case. The system must pass state certification for compliance with GOSTs for office work.
The creation of office work systems for organizations that have special requirements for information protection is carried out taking into account the fact that it is necessary to ensure the compatibility of the system with any special information protection tools, including certified ones, which will make it possible to harmonize its use with existing security standards 1 .
So, summing up the above, the following should be noted. Automated systems of preschool educational institutions serve the following functions: creation and registration of documents, transfer of correspondence, control, introduction of executors and subsequent control over the execution of documents, removal from control, write-off to the case, reference work and archival storage. As well as protecting information from unauthorized use, copying, modification, transfer and granting access rights.
Thus, it is possible to single out the main tasks of the AS DOW and automated processes.
The main tasks of office automation are:
Organization of order in working with documents without increasing the staff;
Reduction of staff if necessary;
Improving customer service and management of the firm, enterprise, organization;
Reducing the time of processing, processing and transfer of documents;
Exclusion of loss of documents;
Centralized tracking of the progress of business processes;
Improvement of execution control;
Improving the quality of document processing;
Ensuring the storage of documents;
Reduction of time for reference work.
Reception, registration, processing and distribution of incoming correspondence;
Preparation, signing, registration and distribution of outgoing correspondence;
Preparation, signing, registration and sending of internal and organizational and administrative documents;
Creation of instructions, resolutions for all types of documents and the possibility of registering responses to them;
Monitoring the execution of documents and resolutions;
Scanning a large number of documents, creating and maintaining electronic archives of documents.
Conducting business correspondence between organizations, individual divisions and employees 1 .
Restriction or expansion of access to information sources.
In addition, it must be borne in mind that office automation is only a reflection of the document management system operating in an organization (institution, enterprise, firm, holding, corporation). Therefore, any automation to achieve the best results should begin with the optimization of existing schemes for working with documents in the organization, and only on the basis of this optimized model should an automated office work system be built. Otherwise, the transfer to a computerized basis of an imperfect, contradictory and confusing scheme for working with documents will lead to the creation of the same contradictory and imperfect automated system. For successful automation of preschool educational institutions, this process should be divided into several stages.
^ 1.2 Stages of automation
First step automation of the preschool educational institution is the creation of a package of legislative and regulatory and methodological documents that describe and regulate the conduct of office work in the organization 1 .
The formation of a regulatory and methodological package of documents should begin with a selection of GOSTs that regulate the office work industry. Also, this package should include various federal laws that control the processes of working with documents, depending on the type, type of enterprise, organization of the institution, regulations of the President and the Government of the Russian Federation, documents of federal executive authorities. (APPENDIX A (informative))
I consider it appropriate to single out a separate section within the package of regulatory and methodological documents - manuals on office work and periodicals that consider office processes. Among other documents, it may be necessary Standard for the interaction of automation systems for documentation support of management 2 .
According to Dubrovin S., a professional view of the ongoing activities, the development of methods and means to achieve the goal, the development of requirements for software.
The first step on this path is the nomenclature of cases. Well, if it is, if it is not, it must be done. The existing recommendations for working with the nomenclature of cases are general, but they do not take into account all types of documents that a modern secretary or office has to work with. Among them are movies, photographic documents, sound recordings, raster and vector images. A special section is occupied by documents received as a report from databases. All this diversity must be considered from the point of view of workflow. The easiest way to organize your workplace is to create a list of folders on your computer that corresponds to the nomenclature of cases, with the corresponding numbering in the title. In this case, the order of the folders will not change when new ones are added, and the operating system will always allow you to sort them in ascending order. But at the same time, it is necessary to create an opportunity to take into account a different type of documents that are traditionally not included in the nomenclature of cases 1 .
^ Second stage– preparation of terms of reference containing a detailed description of what and how the organization plans to automate, what should change after the introduction of an automated system, how this system should work.
Starting automation, it is necessary to formulate detailed requirements for the system or, in other words, the terms of reference for automation. Taking into account this terms of reference (TOR), in cooperation with I The T-service of the organization will select and configure a program for use in office work. In many respects, the success of the introduction of modern technologies and the convenience of employees with the installed software package for computer office work depend largely on how detailed such a list of requirements is formulated. 2 .
For the preparation of technical specifications, such GOSTs as: GOST 19.201-78 Unified system of program documentation. Technical task. Requirements for content and design , GOST 34.602-89 Information technology. Set of standards for automated systems. Terms of reference for the creation of an automated system 1 . To date, the European specification MoReq-2 can be used in Russia. The document provides detailed recommendations on the formation of technical requirements for the construction of full-fledged automation systems for preschool educational institutions. 2
Thus, we can say about a fairly complete package of regulatory and methodological documentation for the effective work of employees of the preschool educational institution.
^ Second stage is a study of the current office work. In order to give an objective assessment of the state of office work, its study is required. The study of the preschool educational system includes two main parts:
Study of the composition and movement of documentation. This section gives a description of the quantitative and qualitative composition of documents, routes of their movement.
Study of the main business processes.
To study the characteristics of the quantitative composition of documents, the period from 01/01/2009 to 11/31/2009 was taken. The total number of all groups of documents registered in the Department of Affairs (UD) was 11795.
The entire set of documents in the Administration of the Tomsk region is 3 groups.
Incoming (incoming) - total 4897 1 ;
Outgoing (sent) - total 2596 2 ;
Internal documents - 4302 3 .
Analyzing the graph (APPENDIX B (informative)), we can say the following: a relatively small number of documents at the beginning of the year is associated with a large number of weekends and holidays. The increase in the mass of internal documents in the spring period is apparently associated with a large number of approvals of resolutions on land issues. It can be assumed that it is the weather conditions that set such a trend, since all construction and land works take place during this period. The general decrease in the summer months is associated with the vacation period, including the vacation of the Head of TR. The decrease in incoming documentation at the end of the year is due to changes in the rules for registering duplicate documents. Until September, all incoming duplicate documents were registered as duplicates and the program assigned them an additional through number. For example, if you already have 01-01-2365, additionally 01-01-2365/1, 01-01-2365/2, etc. Further, only the first incoming document was registered, in case of arrival of the original document (with a blue stamp by mail, bringing it with your own hand), it is applied without registration to the document with the resolution of the Head.
It should be noted that letters sent by fax and e-mail, are not re-registered, but delivery reports are kept.
For the most complete description, a table and graph on correspondence should be provided. (APPENDIX B (informative)).
The diagram shows the amounts of incoming and outgoing official correspondence on business issues. The numbers in the legend correspond to the data in the table (n/a No.).
The pie chart shows which questions are most often found in correspondence. The largest segment is occupied by correspondence on law enforcement activities with organizations (ATC, prosecutor's office, courts, justice). This is due to frequent requests from the prosecutor's office, participation in lawsuits, etc. Correspondence on issues of land resources and land management - a segment of 11% of the total number of incoming and outgoing documents. The third most important place is occupied by the share allotted to documents of state authorities sent for information (laws, decrees, resolutions, decisions, protocols). The work of the Administration is also based on financial activities, which confirms the section of 7%.
The diagram by types of documents (APPENDIX D (for reference)) shows all the names of documents registered in the Department of Affairs in the "Code" system (outgoing, incoming, internal). Of the total mass, such types of documents as letters, resolutions and orders stand out. These groups are determined by the activities of the organization.
Citizens' appeals are registered in a separate module of the Kodeks automated system (only incoming letters). Outgoing correspondence on citizens' appeals is registered in the traditional way in the journal of outgoing letters. Two sources were used to build the table and graph (APPENDIX E (for reference))
The number of applications from citizens is not large, but they are given special attention. All of them are under the control of the Head of Administration. A large number of appeals, both oral and written, are sent from the Administration of the Tomsk Region.
In a comparative analysis of the volume of documents for 2008 and 2009 according to the schedule and table (APPENDIX E (reference)), we can see an increase in incoming, internal and a slight increase in citizens' applications in 2009 compared to the previous year. The number of outgoing documents has slightly decreased. Thanks to the bar graph, it can be assumed that the volume of documents increases every year in the TR Administration.
^ Routes of movement of documents.
The route scheme for groups of documents (APPENDIX G (reference)) allows you to identify and eliminate repeated passages of documentation. This saves time and labor resources.
Absolutely all incoming documentation (official correspondence, citizens' appeals, emails, fax messages, etc.) passes through the Office of the DOE of the Office of Affairs. Documents can be received by mail, delivered by courier or visitor, received by fax, e-mail. Upon receipt of documents, first of all, the correctness of their delivery is checked. Mistakenly received correspondence is returned to the sender or forwarded to the addressee. After opening the envelopes, the correctness of the attachment and its integrity are checked, i.e. the presence of all pages of the document and all applications. For a fax, it also checks the total number of pages received, whether they correspond to the number indicated on the first sheet of the fax, and whether they are legible. If a fax message is incomplete or the quality of individual pages is poor, the sender will be notified.
If the documents are received by mail, all envelopes are opened, except for those with the inscription "personally". Envelopes are destroyed after opening, with the exception of letters from private citizens, since the return address can only be indicated on the envelope. Envelopes are also saved from documents that have already arrived with an overdue deadline. In this case, the stamp on the envelope can serve as proof of the day the document was received. Envelopes on law enforcement activities with organizations (ATC, prosecutor's office, courts, justice) are also saved.
Sorting is performed on unregistered documents - advertising and information letters, invitations and many others, citizens' appeals - they are registered by another employee (senior specialist) of the Administrative Department in a separate module of the Codex system, therefore, at a separate workstation (AWP). Unregistered letters are also, in turn, sorted by performers for subsequent transmission (attached to cells or folders).
Letters are registered only in the name of the Head and his deputies.
Letters subject to registration are opened. The employee responsible for registration gets acquainted with the content and sorts it into urgent ones (response time is up to 3 days). Further, first of all, urgent documents are registered and a route is assigned to them, and then others. The route is set in several directions: letters without registration are transferred directly to the executors (for example, the heads of departments, if the letter is addressed to them), registered ones are transferred to the head of the Department of Affairs for review and verification. This makes the work of the Head of Administration easier. If the issue is within the competence of the head of the Department of Management, the document is returned already with a resolution to be put under control. Others are submitted to the Head for consideration. Documents are returned from the head with a resolution for putting under control with an indication of the performers. Further, the document is transferred to the user for review and / or execution of the order subsequently. This is where the mechanism for outgoing documents starts. Upon completion of the execution, the document is checked, if necessary, given to the Head for review and removal from control by hand. If the answer is prepared on the letterhead of any Department, and not on the letterhead of the Administration, the signature of the head of the relevant department is sufficient (exceptions are documents personally put by the Head for control - they require mandatory signing by the Head, and must be prepared on the letterhead of the Administration). Ready signed documents are returned to the UD for registration and dispatch. The last step of the documents in the chain of events is writing them off to the file and placing them in storage places. Further, the document can be subsequently used, then transferred to the archive or destroyed.
The passage of internal documents has the following route. After preparation, the document passes for approval, then the manager gets acquainted with it, signs it and submits it for registration. Further, the document is sent to the performers and put under control. Upon execution, it is written off to the file, used in the future, transferred to the archive or destroyed.
Documents addressed to the Head of the District (Head of Administration), as well as without specifying a specific person or body of the Administration, are preliminarily considered by the Deputy Head of the Administration - the Manager of Affairs. We can say that additional passage of documents through the head of the Department of Management is justified. Preliminary consideration of documents is carried out in order to distribute the received documents into those requiring mandatory consideration by the Head of the District (Head of the Administration) and not requiring and sent to the Deputy Heads of the Administration, as well as those directly sent to the Administration bodies.
^ Study of the main business operations
Specialists of the preschool educational institution service are regulated by the instruction on office work, regulations, the Federal Law on the Treatment of Citizens, as well as job descriptions.
The main business stages are:
Registration;
Organization of execution control;
Operational and archival storage;
Reference work.
All documents received by the Department of Management are processed by a specialist of the first category. According to the list in the instructions for office work, unregistered documents are highlighted in the documentation:
The following documents are not subject to registration:
A) congratulatory letters, invitations, notices;
B) summaries;
D) price lists, their copies;
D) consumption rates of materials;
E) accounting documents;
G) anonymous appeals;
H) statistical reports, bulletins, collections sent for information.
The documents listed in paragraphs: c, d, e, f, h, are subject to special accounting in the relevant bodies of the Administration.
An important feature is that official correspondence must be registered on the day of receipt, and citizens' appeals within 3 days from the date of receipt in accordance with the Federal Law of May 2, 2006 No. 59-FZ "On the procedure for considering the appeal of citizens of the Russian Federation"
All registration is carried out in the Kodeks system. This system is divided into several modules. In the "Office Correspondence" module, the following are registered: incoming, outgoing initiative, responses to incoming documents. Registration is carried out by a specialist of the first category.
The Citizens' Appeals module is used to register only incoming appeals, complaints from citizens. The subsystem does not have a section for registering outgoing documents.
^ Organization of control over the execution of documents
Document execution control is a set of actions that ensure the timely execution of documents.
Control is carried out in accordance with the instructions for office work.
The main tasks of the execution control group (the employee exercising control) are:
Tracking the progress and fixing the actual execution of incoming, outgoing and internal documents that have fixed instructions from the management;
Summarizing the information obtained in the course of tracking the process and results of execution, bringing this information to management in a convenient formalized form;
Development of proposals for accelerating document flows and strengthening executive discipline
Statement of documents for control;
Checking the timeliness of bringing documents to specific executors;
Preliminary check and regulation of the progress of execution;
Removal of documents from control;
Accounting and summarizing the results of monitoring the execution of documents
Introduction
Document management systems are a means of automating a large-scale formalized business, converting documents from paper to electronic form. Automation of the office work and document management system (AS DOW) implies the possibility of using information from the database, reducing manual entry of information, which gives a gain in time and in reducing the number of errors. In addition to document forms, the database of the document management system stores data (addresses, contract numbers, dates of conclusion of contracts, amounts, etc.) that may be required in many documents (contracts, orders, certificates of work performed, etc.) . Once entered the above information allows you to generate the documents required in the administrative structures.
According to the ASAP magazine, » 6 billion documents are produced annually in the world; an average employee spends about 150 hours a year searching for lost information 1 . There is an urgent need to provide the necessary information in a form ready for “consumption” with its subsequent offer.
The modern application software market offers a number of automated document management systems. Among them DocsVision 3.6 by DocsVision, ESCOM.DOC©, J.D. Edwards OneWorld by Robertson and Blums Corporation et al.
Based on the foregoing, we formulated the purpose of the work - to identify and study the prerequisites for the development and modern conditions of automated document management systems.
The object of study of this work are automated document management systems, as well as systems that include this function.
Research hypothesis: the prerequisites for the development and modern conditions of automated document management systems will allow us to determine their advantages and disadvantages.
In accordance with the goal and hypothesis, the following tasks are set in the work:
to study the state of the issue in the literature;
identify and determine the prerequisites for the development of automated document management systems;
designate and define modern conditions for automated document management systems;
identify the positive and negative aspects of working with automated document management systems.
Relevance of the topic:
The creation in our country of a rule of law state with effectively functioning institutions of representative, executive, judicial authorities, production, science and education is determined not only by a comprehensive and full legal justification for their activities, but also by the formation of rational, specific rules and procedures for their functioning, including in the field of work with documents. To strengthen the Russian statehood, the rational management of documentation can serve as one of the important reference points for strengthening the administrative apparatus and an essential element of its stability.
Documented information is the basis of management, its effectiveness is largely based on the production and consumption of information. In modern society, information has become a full-fledged production resource, an important element of the social and political life of society. The quality of information determines the quality of management, since information, like a circulatory system, permeates all organs of control, providing them with energy potential and setting them in purposeful movement.
Information is recorded in documents that give it an organizational form and move it in time and space. Documents and documentary information underlie management decisions and are their material embodiment, provide legal force and thereby contribute to their execution.
The problems of documenting the activities of organizations and managing records are as ancient as the documents and management themselves. At present, this problem is actualized by the rapid development of new information technologies, the accelerated informatization of society.
The continuous growth of documentation volumes all over the world, the increasing use of electronic computers in information processing, the use of non-paper media and other objective factors lead specialists to the conclusion that it is necessary to search for new opportunities for mastering and managing documented information.
For modern records management, it is important to study the possibilities of modern information technologies from the point of view of their use in document management. It is necessary to analyze the accumulated achievements in the field of the theory and practice of document management, to identify trends in their further development and to obtain new scientific results on this basis.
The choice of the topic of this work is due to several factors:
firstly, the need to streamline the documentary environment as a means of improving management efficiency,
secondly, the need of the archival service for a deep study of the interrelated problems of document management and archival science in the new conditions for their transformation into applied scientific developments;
thirdly, the increasing pace of informatization of Russia and the urgent tasks of its entry into the global information space, including in the field of document management.
Solving the problem of document management in modern conditions will make it possible to purposefully form the information resources of organizations, ensure their effective functioning, and open access to information resources for consumers with the least expenditure of time, labor and money.
1. The need for automated workflow systems
Information resource management is of particular importance for the activities of any institution. In the modern world, institutions are faced with the need to process an enormous amount of information. Regardless of the legal status or organizational forms of activity, institutions are called upon to actively interact with executive and legislative authorities, structures involved in the regulation of the economy. All this, in turn, generates a specific workflow.
Thus, institutions are acutely aware of the need to organize effective management of information resources and are taking active steps to use computer technology in the field of document management (and information in the broadest sense).
Unfortunately, the use of computer programs in the field of work with managerial (organizational and administrative) documentation in some cases is not accompanied by a restructuring of work with documentation, which significantly reduces the effect of using even the most multifunctional specialized (and, accordingly, expensive) software systems. There are frequent situations when the introduction of computer systems is formal and is not accompanied by any significant optimization and unification of documentation processes.
In most institutions with a complex structure, the level of organization of interaction between departments and the procedure for exchanging information is important. Most of the information is transmitted in the form of documents on paper (exchange of official documentation and reporting).
It should also be noted that for a number of years there has been a fairly clear trend towards an increase in the volume of information flows passing through modern institutions. It is characteristic that there is an increase not only in document circulation on traditional media, but also in information passing through electronic channels, as well as documents related to the functioning of computer systems.
Work on the automation of office processes began in Russia in the early 1990s 1 . A significant step in streamlining work with official documentation was the introduction in 1997 of the Document Management and Office Workflow Automation System - SADD. The software package was developed by order of the Bank of Russia on the basis of a typical software product of one of the companies specializing in automating work with documents.
An electronic document management system (EDMS) or EDMS (Electronic Document Management Systems) is a system for automating work with documents throughout their entire life cycle (creation, modification, storage, search, classification, etc.), as well as interaction processes between employees 2. In this case, documents primarily mean unstructured documents (Word, Excel files, etc.). As a rule, EDMS includes an electronic archive of documents and a system for automating business processes.
Effective records management based on the EDMS is based on three components of the system:
technology (based on modern computer systems).
corporate rules for the creation and use of information resources (and their consolidation in regulatory documents).
psychology of users and their training (if necessary, individual).
In document management systems, registration of regulatory documents, administrative documents (orders, instructions), correspondence with authorities, institutions, credit organizations, other institutions and enterprises, as well as citizens is carried out. In addition, the EDMS is working with internal official correspondence and draft organizational and administrative documents created by structural institutions.
The EDMS provides control over the movement and execution of documents, contains complete information about the instructions given by the management and the actions of the performers. An important element of the EDMS is a system of formal and semantic references to related documents and orders. The search in the EDMS, in addition to the traditional office details, is based on a system of classifiers (including thematic ones), which allow contextual selection of documents.
The procedure for maintaining classifiers is strictly regulated. Part of the directories is formed by specialists who register (for example, a classifier of correspondent organizations). Making changes to the rest is the administrator's prerogative, in addition, the administrator constantly monitors new positions of the classifiers and, if necessary, corrects them. Thus, possible duplication of positions of directories is eliminated, and errors are eliminated when registering documents. The efficiency of the system can only be ensured if users are regularly trained and “soft” control over their actions in the system (correction of errors, compliance with the requirements for filling in mandatory information details, etc.).
The creation of an EDMS is also associated with a change in the role of the documentation support service: uniform technological requirements for the organization of workflow using the EDMS are defined, a system of “administrative frameworks” for working with documents is established, which is actually a methodological basis for organizing work with information.
In general, the establishment of a clear procedure for using the system and rules for working with information is one of the main factors that ensured the successful implementation of the EDMS and its full use.