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Ecm program for workflow automation boss-reviewer. Informatization and education Boss referent operation manual

BOSS-Referent, developer - IT Co.

The BOSS-Referent system is designed to automate management workflow and office work. Its consumers are commercial companies, federal state unitary enterprises, government bodies authorities. The system has a GSDOU certificate of conformity, and its developer, IT Co., has a GOST R ISO 9001 certificate, which certifies the system of “... quality management of a certified company in relation to the design, development, production and maintenance of software for processing documents and solving organizational and economic problems ... »

The main results of the system implementation are:

Increasing the manageability of the organization;

New level of performing discipline;

Support for the regulations of intra-corporate interaction;

Increasing the speed of decision making;

Creation of conditions for the exchange of knowledge and information;

Improving the organization's processes, products and services.

Advantages of the BOSS-Referent system:

The BOSS-Referent system, built on the IBM Lotus Domino/Notes platform, occupies a leading position in the domestic market due to a number of advantages, including:

Means of creating a single information and management space for organizations of any complexity: distributed, multi-level, functional and design;

Support for complex document approval routes;

Solution development. Rapid automation of business processes due to the presence of built-in document processing processes, customizable and modified taking into account the specifics of the customer;

Reliable operation, high performance, ease of administration and scaling, Web access;

Availability of information security tools, the ability to build a legally significant system on the basis of BOSS-Referent electronic document management;

Ease of development by users;

Successful use of the system by leading companies and organizations in Russia.

Optima Workflow, developer - Optima company

The Optima Workflow system is designed to manage the processes of creating, processing, replicating and storing documents or other information objects, as well as to automate the basic procedures of modern office work and document management. The Optima Workflow system includes five software modules that can be installed on various client stations or server equipment in a corporate network, depending on the methods of organizing workflow processes and creating user jobs.

The introduction of such a system in an organization provides the following opportunities:

Centralized storage of documents in electronic form;

Formalization of procedures for creating and processing documents;

The presence of a case-like graphical editor for describing the processes of document movement and technological operations at the stage of working with them;

Unified management and control over the movement of documents within business processes.

The control over the execution of the document is implemented as follows: a special type of document is created - a “document under control”, which is placed on the “bulletin board”. The executors can not only get acquainted with the content of the order, but also enter information about the progress of execution directly into the document, note the fact of execution, etc. All this happens in one copy of the document, which is not replicated and sent to all the controllers, executors and co-executors mentioned in the document. Notifications are sent via MS Outlook/Exchange e-mail.

The Optima Workflow system contains tools for setting the routes for passing documents, auditing, tracking their status in the processing process, customizable to the specifics of the organization, and does not offer any standard procedures.

There is no information on the presence of a certificate of conformity with the State Standards for Educational Institutions.

3 Functional module "Office" Full cycle of work with incoming and outgoing correspondence: Using templates of document cards Registration of correspondence Sending documents for consideration, making resolutions Formation of familiarization sheets Monitoring the location of the paper original of the document Execution, familiarization, sending "on file" Scanning documents and processing documents received via and from the fax server Reservation of numbers for outgoing documents Support for centralized, decentralized and mixed forms of workflow

4 Creation of the AC of an incoming document create a new counterparty from the document card check the document for re-registration specify the registration log for this type of document specify the deadline and incoming resolution 1) print a sticker or card with a barcode 2) attach a scanned document image: from a local disk from a scanner (regular or scan with barcode)

5 Registration Support for complex registration numbers. Set up numbering templates for all types of documents. Ability to use multiple formats for one counter. A registration stamp, number, and a barcode are affixed to the document. It is possible to use a simplified RK - expedition.

6 Review Possibility of reviewing the document by several employees. Ability to use standard routes for incoming documents. Ability to create draft resolutions and use resolution templates put a document under control by specifying the type of control select a controller or controlling unit add a resolution clause manually or from a template view / change a previously created draft resolution

7 Paragraph of the resolution The responsible executor and co-executors, subject, term, controlling person are indicated. Instructions are created for the control points of the resolution, for non-control points - the document is sent for review. fix the transfer of the original create an order with periodic control

8 Orders The executor receives a notification about the receipt of an order for execution. The author and the controller of the order can: adjust the deadline change the performers cancel the instructions The author, controller, performers receive notifications about violation of the deadlines.

9 Execution of orders The executor of the order can: create a new order based on his order (a chain of orders), if necessary, enter a report on the execution for co-executors by creating a new document Taking a report from the order of a co-executor or a child order Placing an attachment Link to a previously prepared document Simply placing a comment on the execution order execution report

10 Execution control The author and controller of the order can approve the order or return it for revision. Performance discipline control: performance discipline reports (ReportsMan report generator). the order is executed the order is overdue the order is being executed the controller can approve the order directly in the document card

12 Preparation of the outgoing 1. Fill in the fields of the card required fields are marked with the icon some of the fields can be filled in by default the value is entered directly in the field

13 Preparing the outgoing 2.Place the document enter the text in the "Content" field add an attachment from the local disk from the database Templates from the scanner An attachment can be attached to the card template in advance. Attachment size can be limited by the system administrator.

15 Preparing outgoing 3. Generate a route by changing an existing route The route can be set: 1) "hard" - you can not change the approvers and the order of approval 2) "flexible" - you can delete and add approvers 3) you can add new ones, but you cannot delete the default ones . Parameters are configured for each negotiation stage.

21 Approval of the document Additional approval and Delegation Add. approval – an additional approval branch. The visa of the main coordinator is affixed in the document, regardless of the decisions of the additional. coordinators. Delegation - the visa of the employee to whom the approval was delegated is affixed in the document.

28 Module "Appeals of citizens" Full cycle of processing oral and written requests: Registration of an appeal Consideration Formation of resolutions, execution Preparation and approval of a response to an appeal Formation of related requests to external organizations Registration of responses to requests from external organizations

30 Authors of appeals Work with authors of appeals: Ability to connect the reference book "Classifier of Russian Addresses" (KLADR) Full information about the author: full name, address, place of work, social status, preferential composition, etc. EDMS BOSS-Referent has passed the FSTEC certification required for certification in terms of personal data protection class at levels 2-4.

31 Support for decision-making processes Types of documents processed in the decision-making process: The documentary component of the decision-making process is automated in the BOSS-Referent system. Application for ORD Service memo Contract Draft outgoing document Business processes in the Decision Making module are implemented using standard decision-making processes.

32 Functional module "Decision making" In the database Decision making is carried out: Formation of the document movement route Change of the route "on the fly" Document movement control Registration of documents (including automatic registration) Reservation of numbers for contracts, ORD and draft outgoing documents 37 Notification Service The user is informed about all system events, as well as about the actions that need to be performed in the system, through notifications that arrive: Notifications are divided into: Tasks Information messages to the DB Cabinet (displayed in the Diary on the start page) to the mailbox of Lotus Notes or other mail system

This system was developed by IT Co. (http://www.it.ru). Refers to system categories oriented to support the management of the organization, effective work employees and the accumulation of knowledge, and at the same time has developed additional services.

The main application is the creation of a corporate system that covers the activities of employees at their workplaces and supports management business processes. Supports office work, organizational management, coordination of documents. Its distinctive feature is that, being a full-fledged document management system, it already has all the necessary functionality for the implementation of office work. From the very beginning, it contains concepts, roles and functions inherent in organizations with a complex hierarchical structure in Russia. Other distinguishing feature BOSS-Referent system: it implements the functions of a CRM system, contract control, accounting for material assets, streaming scanning and recognition (the FineReader system is integrated into BOSS-Referent), an electronic conference and a bulletin board.

The system is implemented on the LotusNotes platform. Thanks to this, in addition to the functions of the BOSS-Referent, users have at their disposal all the richness of the functionality of the LotusNotes environment itself, including email, data replication, the ability to work remotely, etc. "BOSS-Referent" is the most open system in every sense - it comes with full source texts. It is additionally accompanied by a developer's toolkit with a full description of the functions of the application programming interface.

1.1. The purpose of the "boss-referent" system

The BOSS-Referent system is designed to automate management workflow and office work. Its consumers are commercial companies, federal state unitary enterprises, state authorities.

The main results of the implementation of the system are:

Increasing the manageability of the organization. A new level of performing discipline.

Support for the regulations of intra-corporate interaction. Increasing the speed of decision making.

Creation of conditions for the exchange of knowledge and information. Improving the organization's processes, products and services.

Advantages of the BOSS-Referent system

Means of creating a single information and management space for organizations of any complexity: distributed, multi-level, functional and design.

Support for complex document approval routes.

Solution development. Rapidly automate business processes with built-in document workflows that are customizable and customizable.

Reliable operation, high performance, ease of administration and scaling, Web access.

Availability of information security tools. Possibility of building a system of legally significant electronic document management on the basis of BOSS-Referent.

Ease of use by users.

Successful use of the system by leading companies and organizations in Russia.

System functionality

The BOSS-Referent system provides process automation:

Documentation support for decision-making, including the creation of a draft document, its approval, approval and sending to the archive;

Control of executive discipline, including the processes of formation of instructions and control of their implementation;

Handling incoming and outgoing correspondence.

These functions can be implemented in organizations and companies that have a multi-level, geographically distributed and functional design structure.

Automated Functions

Documentation support for decision-making:

Automation of approved regulations and management of their changes. Regulations- a document that lists and describes in order the stages (steps) that a participant or a group of participants must take to complete a business process, usually indicating the required deadlines for completing the stages (steps).

Maintaining the work of end users in accordance with the regulations.

A substring of the rules as they are used on the fly.

Control over the passage of documents in accordance with the regulations: dates, visas, versions and revisions of documents.

Support for complex matching schemes: parallel, sequential, with conditional transitions.

Work with versions and revisions of documents.

Processing of incoming and outgoing documents:

Registration of correspondence received by various types. Linking documents "by question".

The imposition of resolutions. Forwarding documents within the organization via customizable routes. Resolution(lat. resolution - decision, permission) - a decision made official or an advisory body, an international organization.

Support for complex registration numbers.

Ensuring the operation of several offices.

Control of performance discipline.

Fast access to documents related to new and previously created orders.

Formation of instructions, adjustment of the list of executors and deadlines for the execution of instructions.

Control of deadlines and work on the execution of orders.

Monitoring and statistics of the execution of instructions and processing of documents. Monitoring- the process of observing and recording data on any object at time intervals that are inseparably adjacent to each other, during which the data values do not change significantly.

Support for complex organizational structures of companies and organizations.

Maintaining data on subordinate companies, divisions and employees of organizations.

Mechanism support proxies, delegation of authority and combinations.

Management of the rights of employees to create, approve, sign, register documents, etc.

Functional structure of the BOSS-Referent system

Scanning and text recognition systems

The BOSS-Referent system is integrated with ABBYY FineReader (version 4.0 or SE 7.0) and CuneiForm (version 10 and higher) scanning and text recognition systems . FineReader- an optical character recognition system developed by a Russian company ABBYY. CuneiForm(eng. cuneiform cuneiform - cuneiform), Cognitive OpenOCR - freely distributed open system optical text recognition Russian company Cognitive Technologies. The presence of integration allows you to organize a quick automatic conversion of documents from paper to electronic form and easy entry into the system. Integration- restoration, replenishment, rallying, unification of political, economic, state and public structures within the region, country, world.

BOSS-Referent offers three options for using scanning tools in electronic document management and office automation systems:

Using a desktop scanner to organize personalized scans. It is recommended to use in organizations with a small amount of incoming documents.

Using Network Scanners for Workgroups

Use of a streaming line of scanning, providing fast automatic conversion of documents to electronic form in a continuous streaming mode. Such scanning is performed using barcode technology and is recommended for use in organizations with a large volume of incoming correspondence, with a geographically distributed structure of the management apparatus, in the central offices of ministries and departments.

An electronic document management system built on the basis of the BOSS-Referent can be conditionally represented as a combination of several layers:

- "hardware" (servers, client workstations, networks, etc.) and a platform (network operating system Windows/Linux/Sun and transport protocols) that combines all the "hardware" into a single complex

IBM Lotus technology is a technology platform that is an "add-on" over a network operating system

The BOSS-Referent system, which is a Lotus Domino application consisting of databases in the nsf format.

IBM Lotus Domino Server is an application server of the Lotus Notes system, it basically provides a number of services (DBMS, directory server, mail server, web server, collaboration) and can be used to build corporate systems electronic document management, teamwork, other applications. It includes a large set of modules. Of the main ones, this is a mail server, http server, database server. The set of modules can be extended with solutions from IBM and other third parties.

2. Terms of purchase and cost of the "boss-referent" system

System acquisition

The project of creating an electronic document management system involves:

acquisition of necessary licenses;

implementation of work on the implementation of the system and user training;

organization of EDMS support.

Purchasing licenses

Licenses for creating EDMS BOSS-Referent are purchased by the number of users of the system and include:

licenses for software BOSS-Referent;

licenses for the IBM Lotus Notes/Domino platform.

BOSS-Referent does not sell licenses to end users.

The software required to create an electronic document management system based on the BOSS-Referent system includes:

Licenses for BOSS-Referent: application software that solves specific tasks of document flow and office work

Lotus Notes/Domino Licenses: Teamwork System Software

EDMS BOSS-Referent is licensed by the number of users. Discounts are possible depending on the volume of purchased licenses.

Price for licenses BOSS-Referent

Conclusion

The results that the implementation of the EDMS BOSS-Referent gives

In the authorities:

improving the quality of public services;

improving performance discipline, increasing manageability;

increasing transparency and openness of activities;

reducing the cost of ensuring the work of government bodies;

creation of the basis for an integrated information system such as "electronic government" (interdepartmental document management, EARs, archives, portals of public services).

For commercial companies:

increased manageability;

prompt response to changes;

increase the company's competitiveness in the market.

The payback period of the system is from six months to 2 years.

What are the advantages that determine the leadership of the EDMS BOSS-Referent

The advantages of BOSS-Referent EDMS are determined by the broad capabilities of the IBM Lotus platform, high-tech architecture and rich implementation experience. We can single out the following advantages of the solution in comparison with competitors: rapid implementation and rapid automation of document processing processes;

easy learning by users of the basics of working with the system due to the fact that the interface is convenient and intuitive;

the possibility of full-fledged work of users with the system both through the Lotus client and through the web;

wide opportunities for adapting the system to the needs of the organization, including by the forces of the customer's specialists;

the possibility of building a truly unified information space in organizations that have a geographically distributed structure;

great potential for the growth of the scale of the system - in terms of the number of users, sites, types of processed documents;

reducing traffic when working in a distributed environment due to the implementation of the principle "the document is delivered only to where it is needed for work";

ensuring the reliability and fault tolerance of the system 24 hours 7 days a week;

ease of maintenance of the system and the possibility of administering the EDMS in all branches from a single point;

ensuring a high degree of data security;

one of best offers on the market in terms of price / quality ratio;

the effectiveness and benefits of the system are confirmed by the experience of many successful implementations.

"BOSS-Referent" is an electronic document management system designed to automate management workflow and office work, created in 1996 as a subsidiary of a large system integrator of IT Co. Currently "BOSS-Referent" is the leading EDMS in the Russian market.

"BOSS-Referent" is used by many federal and regional authorities, state unitary enterprises, commercial companies, both large holdings with a large number of branches, and small organizations.

The use of the EDMS "Boss-Referent" helps in solving the following management tasks:

1) organization of effective work with contracts;
2) to create an intra-corporate document flow as paperless as possible;
3) automate the workflow of federal or regional authorities;
4) ensure reliable control over the execution of managerial instructions;
5) improve the efficiency of work with applications and appeals;
6) to implement the project document flow and the possibility of more cohesive teamwork;
7) establish document management within the framework of a high quality management system.

Also this system includes functionality allowing to implement:

- support for task coordination processes:
- monitoring the execution of instructions from the management:
- Dealing with incoming and outgoing documents.

BOSS-Referent EDMS has a number of unique advantages, both commercial and technological, that can ensure the leadership of this system in the Russian market of document management solutions. Responding to the needs of large and small organizations of any industry, the system allows public authorities to create complex information systems.

Advantages of the BOSS-Referent system

1) Means of creating a single information and management space for organizations of any complexity: distributed, multi-level, functional and design.
2) Support for complex document approval routes.
3) Developability of the solution. Rapidly automate business processes with built-in document workflows that are customizable and customizable.
4) Reliable operation, high performance, ease of administration and scaling, Web access.
5) Availability of information security tools. Possibility of building a system of legally significant electronic document management on the basis of BOSS-Referent.
6) Ease of development by users.
7) Successful use of the system by leading companies and organizations in Russia.
8) Convenient interface.

The main functions of the EDMS "Boss-referent":

1) Documentation support decision making:
2) Automation of approved regulations and management of their changes.
3) Maintaining the work of end users in accordance with the regulations.
4) Substring of regulations during their use "on the fly".
5) Control of the passage of documents in accordance with the regulations: dates, visas, versions and revisions of documents.
6) Support for complex matching schemes: parallel, serial, with transitions according to conditions.
7) Working with versions and revisions of documents.
8) Processing of incoming and outgoing documents:
9) Registration of correspondence received in various forms. Linking documents "by question".
10) Imposition of resolutions. Forwarding documents within the organization via customizable routes.
11) Support for complex registration numbers.