1.2 Description of the Boss Referent EDMS

The use of the BOSS-Referent EDMS in the management process leads to the optimization of the movement of corporate documents, the acceleration of decision-making by the management of the organization and the improvement of the quality of management, the improvement of executive discipline and the efficiency of personnel work. Boss-Referent electronic document management system pays off within 6 months to 2 years.

The BOSS-Referent program helps organize document flow according to the standards of the quality management system and is a reliable assistant in solving managerial tasks.

System Usage:

Allows you to refuse paper workflow to the maximum extent;

Helps to optimize work with contracts, applications;

Organizes effective project management;

Improves control over the execution of tasks and instructions from the management.

When introducing the BOSS-Referent electronic document management system in state and government structures, a basis is created for establishing the exchange of information with external users by the type of "electronic government" and organizing the work of public service portals. The BOSS-Referent software product ensures the transparency of activities and improves the quality of services provided by the state. The system makes it possible to reduce budget expenditures on the maintenance of government bodies, increase the productivity and efficiency of management, and better control executive discipline. In private organizations, the creation of a system increases the efficiency of management decisions, the productivity of staff by reducing the time it takes to process a document and search for the necessary information.

EDMS BOSS-Referent has a number of undeniable advantages, namely:

Creation of a single information field in organizations with a wide branch structure;

Rapid implementation with adaptation to the requirements of the organization with the involvement of customer specialists in solving these issues;

A convenient and accessible interface allows the organization's staff to master the work in the system without stress in a short time;

Efficient work of users is carried out through the client Lotus and web;

Reliable operation of the system, support and administration in all branches from a single center in 24/7 mode;

Reducing traffic when working in a distributed environment;

Ample opportunities for the growth of the system in terms of the number of users, types of documents, sites;

High level of information security;

Rich and successful implementation experience, professionalism of developers;

Attractive and affordable price with high quality of the system.

The creation of an electronic document management system in a company includes the purchase of the required number of licenses, work on setting up and implementing the system, training personnel, organizing support and maintenance of the system. BOSS-Referent partners sell licenses to end users. It is necessary to purchase licenses for the BOSS-Referent program and licenses for the IBM Lotus Notes/Domino platform according to the number of users in the system.

As a result of the introduction of an electronic document management system, the organization gets the opportunity to put things in order in the document flow, reduce the time for processing documents, and improve control over the execution of documents. The efficiency of decision-making by the company's management increases due to the quick search for the necessary information. In competition, an important aspect is the safety of information, which the BOSS-Referent EDMS provides in full. The creation of a single information space improves the interaction between authorities, makes the activities of state structures more transparent.

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

The BOSS-Referent system consists of the following modules:

Server hardware, client workstations, local area networks, modems, printers, scanners, uninterruptible power supplies and other technical means.

Figure 1 - Layers of the BOSS-Referent management documentation system

Operating system: network operating system Windows, Linux, others and transport protocols that combine all the hardware into a single complex.

Lotus Notes/Domino is an application software platform that is an add-on to a network operating system and includes tools for storing documents, replicating (synchronizing) data, full-text search, e-mail, and other important mechanisms.

BOSS-Referent - applied interconnected software modules that work in the Lotus Notes/Domino environment and support business processes of management and, in part, functional workflow.

Organizational and regulatory support: regulations, work rules, instructions for users and system administrators, etc.

The BOSS-Referent includes a set of interconnected subsystems designed to create an electronic document management system and office automation.

Figure 2 - The structure of the electronic document management "BOSS-Referent"

The BOSS-Referent electronic document management system is an excellent example of how highly qualified specialists approach the tasks assigned to them. It was developed by BOSS-Referent to automate management workflow and office work. Established in 1996, today BOSS-Referent EDMS is one of the leaders in the Russian market of ECM (Enterprise Content Management) class solutions. Of all the EDMS jobs installed in 2008, 25%, that is, every 4th, was implemented on the BOSS-Referent system (according to the EDMS market survey data released by DSS Consulting).

The largest EDMS in Russia was built on the BOSS-Referent platform in the Federal Tax Service of the Russian Federation (FTS) - more than 85,000 users, and in the MTS company - the system unites more than 25,000 employees.

The above facts quite fully explain why, when searching the Internet for a combination of the words "boss referent" almost immediately after describing the profession of a referent or assistant secretary and the history of the origin of the word "boss", along with articles on how to interact with these same bosses in professional activities, you can find links to this product.

The main screen visually gives the user an idea of ​​the current state of affairs. The employee can easily assess the number and essence of the immediate tasks, the volume of mail and documents received by him for processing, and, if desired, move on to a specific document, letter or assignment. New tasks will not leave the worker alone until they are completed.

Figure 3 - Main screen of the program

One of the goals of the program is to keep the workplace clean and tidy. Typically, a user works with several dozen documents. In order to limit the number of displayed documents, radio buttons that work together are used, which do not radically change the context, but refine the current view of the list of documents.

Figure 4 - Order Screen

The users of the BOSS-Referent electronic document management system are federal and regional authorities, state unitary enterprises, commercial companies, including both holdings with a large branch structure, and small organizations.

Automation of document management with the help of BOSS-Referent leads to an increase in the productivity of employees, facilitating access to information for making management decisions, improving performance discipline, and, consequently, to a general improvement in the quality of management.

Management tasks solved by EDMS BOSS-Referent:

Organize effective work with contracts;

Make internal corporate document flow as paperless as possible;

Automate the workflow of federal or regional authorities;

Ensure quality control over the execution of instructions from managers;

Increase the efficiency of work with applications;

Establish document management within the quality management system.

Not surprisingly, the queries "boss referent" are often entered into search engines by representatives of both commercial organizations and government structures.

Implementation of EDMS BOSS-Referent gives the following results:

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).

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

Automation of accounting for the presence and movement of personnel

The management of any effectively operating enterprise pays considerable attention to personnel policy. Personnel accounting and planning are an integral part of a single enterprise management process...

Automated information systems for enterprise personnel management

Of course, one of the most common domestic automated personnel management systems on the Russian market is BOSS-Kadrovik, developed and successfully promoted by IT Co. ...

Implementation of information technologies in the process of managing an organization

The functionality of the complex integrated management system BOSS covers all the main business processes of the organization: - management and accounting - financial management - personnel management - logistics - marketing and...

The activity of the assistant secretary in a modern organization

Woman and business

The portrait of an ideal woman was depicted by M. Hening and A. Jardin. This is a bright personality, she is feminine, not cruel and not cold, intellectually and physically active, she makes decisions herself ...

The IT Co. group of companies and its partners have implemented a significant number of projects to create electronic document management systems based on the BOSS-Referent platform at enterprises of various industries, scales and forms of ownership...

Boss-Referent electronic document management system

The Federal Real Estate Cadastre Agency (Rosnedvizhimost) is the federal executive body...

Strategic management of an organization on the example of Ernst & Young

Ernst&Young is now a global partnership of national audit firms. The largest of them operates in the USA. The company has 709 offices in 140 countries around the world...

The essence of the profession "referent"

1.1 Spivvіdnoshennia understand "secretary", "secretary-referent" and "caretaker's assistant" In the skin industry, organizations, firms, the secretary is engaged in documenting management activities, organizing documentary arrays ...

The essence of the profession "referent"

The essence of the profession "referent"

Among the minds to practitioners, and to the secretaries-referents themselves, who fold and draw up service documents, it is important to: knowledge of the normative basis of business. Next designate...

This system was developed by IT Co. (http://www.it.ru). It belongs to the category of systems focused on supporting the management of the organization, the effective work of 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. Another distinguishing feature of the BOSS-Referent system: it implements the functions of a CRM system, contract control, inventory accounting, 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 "BOSS-Referent" functions, users have at their disposal all the richness of the functionality of the LotusNotes environment itself, including e-mail, 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 mail.

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 in various forms. Linking documents "by question".

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

Support for complex registration numbers.

Ensuring the operation of several offices.

Control of performance discipline.

Quick 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.

Support for mechanisms of trusted persons, 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 is a freely distributed open system of optical text recognition by the Russian company Cognitive Technologies. The presence of integration allows you to organize a quick automatic conversion of documents from paper to electronic form and convenient 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.

EDMS is focused on the needs of that part of commercial and government organizations that choose EDMS, first of all, to introduce and maintain regulations that ensure quick decision-making and control over their implementation.

The leaders of such organizations consider the introduction of EDMS as a necessary condition: a) increasing the manageability of organizations, b) maintaining the integrity of the organization in the face of growth and expansion of business, c) giving organizations the ability to quickly change in response to external requirements and to solve internal development problems.

Project results

In the course of projects for the implementation of EDMS BOSS-Referent, the following main tasks are solved:

• Analysis and clarification of the document flow regulations adopted in the organization. In the absence of regulations, they are developed.
• Implementation in the EDMS of approved regulations for office work and document flow.
• Correspondence automation.
• Development and implementation of procedures for monitoring performance discipline.
• Training end users to work in the EDMS in accordance with the regulations.
• Training of customer's specialists in setting up, adapting and developing electronic document management procedures.

As a result of the introduction of the BOSS-Referent EDMS, organizations, as management structures, get the opportunity to become significantly more controllable, adaptive and, therefore, more competitive.

Emphasis on management

BOSS-Referent EDMS, which has a long history of use in government structures, includes advanced functionality for working with correspondence and orders. Therefore, when developing a new, third, version, the emphasis was placed on the automation of decision-making procedures for documents.

These efforts have been implemented in two new modules of the system: “Setting up decision making” and “Decision making”, using workflow mechanisms. The first of them allows you to quickly create and modify electronic regulations for working with documents, the second one provides end users with work on them.

The new BOSS-Referent EDMS modules cover three processes of working with documents:

• preparation of a document (creation and approval), i.e. preparation of a decision that is recorded in the document;
• actually making a decision on the document (signing, approval).
• execution of the decision contained in the document (registration of the document, sending to the addressee, formation of instructions, familiarization, distribution).

This approach guarantees the ability to track the performance discipline of the organization at all stages of the adoption and implementation of managerial decisions, including in geographically distributed structures.

Custom solution and constructor

EDMS BOSS-Referent v.3 is a combination of a ready-made custom solution and a constructor that allows you to automate workflow procedures that are unique to this customer during the project.

• The customizable core of the BOSS-Referent EDMS is formed by the standard electronic regulations for the workflow of general management documents included in the basic delivery of the system: contracts, memos, applications, letters and organizational and administrative documents.
• Adapting the system to take into account the specifics of the customer consists in designing standard workflow regulations for specialized documents from ready-made blocks of the system - the stages of passing documents (preparation, approval, registration, etc.), approval blocks (parallel, sequential, with transitions according to conditions) and cards documents. Design is performed by means of IBM products - Lotus Domino Designer and Lotus Workflow Architect.

The built-in workflow procedures can be modified and new specialized procedures can be created by the customer's specialists (if they have the necessary qualifications) or, as part of custom development, by employees of Aplana and its certified partners.

Send your good work in the knowledge base is simple. Use the form below

Students, graduate students, young scientists who use the knowledge base in their studies and work will be very grateful to you.

Posted on http://www.allbest.ru/

PROFESSIONAL EDUCATIONAL ORGANIZATION ASSOCIATION

"REGIONAL FINANCIAL AND ECONOMIC COLLEGE"

COURSE WORK

discipline: "Electronic document management systems"

on the topic: "Boss-Referent electronic document management system»

Completed by a 1st year student

Specialty: 230701 Applied Informatics (by industry)

Mysina Anastasia Nikolaevna

• Introduction
• 1. Characteristics of the EDMS Boss-Referent
• 1.1 Electronic document management: essence and relevance
• 1.2 Description of the Boss Referent EDMS
• 1.3 Advantages and disadvantages of EDMS BOSS-Referent
• 2. Analysis of the experience of implementing EDMS BOSS-Referent
• 2.1 Implementation practice of BOSS-Referent in the Federal Tax Service of the Russian Federation
• 2.2 Experience of using BOSS-Referent in Rosnedvizhimost
• Conclusion
• Bibliography

Introduction

The introduction of an electronic document management system is relevant for any government agency, especially in the light of the state program to create "electronic government".

The introduction of the system will increase the level of control over the fulfillment of their duties by employees, the performance discipline will increase, and at the same time the organization will acquire:

- transparency of the movement of documents;

- a single information space, informationally connecting departments of the Department and contractors;

- guaranteed availability of information and instant access to it;

- accelerated exchange of documents and deadlines due to the absence of the need for physical reproduction and movement of documents;

- managed and controlled information flows and, as a result, increasing the manageability of the organization as a whole.

The main idea of ​​the methodology for choosing an effective model for implementing an EDMS is to analyze the characteristics of the requirements, study the capabilities of the members of the development team and the user community, and also depends on the type of project and possible risks.

The methodology for choosing software for an electronic document management system is based on a comparison of the requirements for a future system with the functionality of a particular software, comparative analysis, as well as satisfaction of the requirements of the EDMS itself to the hardware and technical infrastructure.

The purpose of this work is to study the Boss-Referent electronic document management system.

To achieve this goal, it is necessary to solve a number of tasks:

- describe the EDMS Boss-Referent;

- consider users of the BOSS-Referent electronic document management system;

- identify the advantages and disadvantages of EDMS BOSS-Referent;

- to analyze the practice of implementing BOSS-Referent in the Federal Tax Service of the Russian Federation;

- evaluate the experience of using BOSS-Referent in Rosnedvizhimost.

The object of study is the Boss-Referent electronic document management system.

The subject of research is the automation of documentation support.

1. Characteristics of the EDMS Boss-Referent

1.1 Electronic document management: essence and relevance

electronic document management referent

World practice, supported by a number of studies, shows that when deciding to implement an EDMS, organizations are usually influenced by three factors: the desire to increase their efficiency, optimize business processes and ensure compliance with legal requirements. The Russian market is no exception in this regard. By the way, the relevance of the transition to electronic document management of Russian companies is largely fueled by the law “On Personal Data” (No. 152-FZ), which has come into force, which imposes serious requirements on the storage, collection, transfer and processing of customer data. The increase in the volume of stored information and the need to ensure its reliable protection make the choice of companies in favor of information systems even more obvious.

At the same time, let's not forget about the specifics traditionally inherent in Russian office work. Draft documents, familiarization logs, transfer logs, instructions for documents and projects, tasks for instructions, execution control, variable document approval processes - all these features of the Russian document flow should be taken into account in the EDMS. At the same time, it is necessary that the system meets the requirements of managers at the same time, contributing to an increase in managerial efficiency, as well as the needs of employees, creating the necessary conditions for increasing labor productivity and the quality of customer service.

The modern manager expects from the EDMS, of course, the main thing, namely, to increase the efficiency of the enterprise. Today, not all companies can boast of the efficiency and transparency of their business processes. The situation when it is not clear who is responsible for performing certain functions, employees perform numerous routine operations, a huge amount of paper documents are created, and information is lost is not uncommon.

EDMS allows not only streamlining office work, saving time and consumables, but also contributes to a clearer organization of the company's business processes, often significantly increasing its efficiency.

The employee from the EDMS expects, first of all, the reduction of the routine component and the convenience of working with documents, the opportunity not to waste time searching for the necessary information. An important factor is the ease of use of the EDMS, the “friendliness” of its interface. The system should be clear and understandable to an ordinary employee who has to work with it daily.

Consider the benefits of SED. So, the main advantages of electronic document management include:

1. Increasing transparency and manageability of the business by improving access to information and clearer control over processes. In order to increase the transparency of business processes for management and reduce the likelihood of fraud, any electronic document management system has a module that clearly shows the processes of agreeing and changing all documents in the system.

2. Reliable storage and prevention of loss of documents, including as a result of force majeure, which means reducing legal and economic risks.

3. Cost reduction. The introduction of electronic document management allows to reduce the cost of storing documentation, as well as consumables that are used in paper document management.

4. Monitoring the execution of instructions through flexible reporting, which allows management to analyze the number of processed, agreed and overdue documents, and take measures to correct the situation.

5. Increasing employee productivity. By reducing the number of routine operations, saving time and improving the convenience of work, the productivity of employees also increases. In addition, the correct organization of electronic document management makes it possible to eliminate errors associated with the so-called human factor.

6. Quick search. The ability to quickly and easily find the necessary documents is one of the main advantages of the EDMS.

7. Collective work with documents. Workflow automation allows several users to work with the same file at the same time, as well as search through a single document database.

8. Differentiation of access to documents. Each user of the system sees only those documents to which he is allowed access.

9. Speeding up the process of coordination and approval of documents.

Note that when choosing an EDMS, it is important to pay attention to the flexibility of the system, the ability to customize it for specific business tasks, as well as the potential for further development. The latter may include: setting up business processes for reconciling financial documents, integrating with 1C and other accounting systems, barcoding, creating an archive of primary documentation, integrating with a digital signature system, streaming scanning and recognition of documents with automatic creation of cards, etc.

The relevance of electronic document management is determined by the objective requirements of the time, such as the growth of the information flow and the dynamism of the information environment, and is increasingly confirmed by the statements of the country's leadership. As the President of the Russian Federation D.A. Medvedev at a meeting of the Presidium of the State Council in Petrozavodsk: "Electronic document management should become a reality in 2010." Of course, it is not yet possible to say that the president's “order” has been fully implemented, but many Russian companies have already become convinced in their own practice of the effectiveness of the EDS as a tool to reduce risks and gain competitive advantages in the market.

Of course, with all the obvious advantages of the EDMS, it is not yet possible to completely switch to electronic document management, both from the point of view of the legislation of the Russian Federation, according to which paper is still considered the main form of the document, and due to objective life realities. However, the opportunity to obtain an effective management tool necessary for business development in modern conditions is available to Russian companies today.

1. 2 Description of the EDMS Boss-Referent

The use of the BOSS-Referent EDMS in the management process leads to the optimization of the movement of corporate documents, the acceleration of decision-making by the management of the organization and the improvement of the quality of management, the improvement of executive discipline and the efficiency of personnel work. Boss-Referent electronic document management system pays off within 6 months to 2 years.

The BOSS-Referent program helps organize document flow according to the standards of the quality management system and is a reliable assistant in solving managerial tasks.

System Usage:

- allows to refuse paper workflow to the maximum extent;

- helps to optimize work with contracts, applications;

- organizes effective project management;

- Improves control over the execution of tasks and instructions from the management.

When introducing the BOSS-Referent electronic document management system in state and government structures, a basis is created for establishing the exchange of information with external users by the type of "electronic government" and organizing the work of public service portals. The BOSS-Referent software product ensures the transparency of activities and improves the quality of services provided by the state. The system makes it possible to reduce budget expenditures on the maintenance of government bodies, increase the productivity and efficiency of management, and better control executive discipline. In private organizations, the creation of a system increases the efficiency of management decisions, the productivity of staff by reducing the time it takes to process a document and search for the necessary information.

EDMS BOSS-Referent has a number of undeniable advantages, namely:

- creation of a single information field in organizations with a wide branch structure;

- rapid implementation with adaptation to the requirements of the organization with the involvement of customer specialists in solving these issues;

- a convenient and accessible interface allows the organization's staff to master the work in the system without stress in a short time;

- effective work of users is carried out through the client Lotus and web;

- reliable operation of the system, support and administration in all branches from a single center in 24/7 mode;

- reduction of traffic when working in a distributed environment;

- ample opportunities for the growth of the system in terms of the number of users, types of documents, sites;

- high level of information protection;

- rich and successful implementation experience, professionalism of developers;

- attractive and affordable price with high quality of the system.

The creation of an electronic document management system in a company includes the purchase of the required number of licenses, work on setting up and implementing the system, training personnel, organizing support and maintenance of the system. BOSS-Referent partners sell licenses to end users. It is necessary to purchase licenses for the BOSS-Referent program and licenses for the IBM Lotus Notes/Domino platform according to the number of users in the system.

As a result of the introduction of an electronic document management system, the organization gets the opportunity to put things in order in the document flow, reduce the time for processing documents, and improve control over the execution of documents. The efficiency of decision-making by the company's management increases due to the quick search for the necessary information. In competition, an important aspect is the safety of information, which the BOSS-Referent EDMS provides in full. The creation of a single information space improves the interaction between authorities, makes the activities of state structures more transparent.

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

The BOSS-Referent system consists of the following modules:

Server hardware, client workstations, local area networks, modems, printers, scanners, uninterruptible power supplies and other technical means.

Figure 1 - Layers of the BOSS-Referent management documentation system

Operating system: network operating system Windows, Linux, others and transport protocols that combine all the hardware into a single complex.

Lotus Notes/Domino is an application software platform that is an add-on to a network operating system and includes tools for storing documents, replicating (synchronizing) data, full-text search, e-mail, and other important mechanisms.

BOSS-Referent - applied interconnected software modules that work in the Lotus Notes/Domino environment and support business processes of management and, in part, functional workflow.

Organizational and regulatory support: regulations, work rules, instructions for users and system administrators, etc.

The BOSS-Referent includes a set of interconnected subsystems designed to create an electronic document management system and office automation.

Figure 2 - The structure of the electronic document management "BOSS-Referent"

The BOSS-Referent electronic document management system is an excellent example of how highly qualified specialists approach the tasks assigned to them. It was developed by BOSS-Referent to automate management workflow and office work. Established in 1996, today BOSS-Referent EDMS is one of the leaders in the Russian market of ECM (Enterprise Content Management) class solutions. Of all the EDMS jobs installed in 2008, 25%, that is, every 4th, was implemented on the BOSS-Referent system (according to the EDMS market survey data released by DSS Consulting).

The largest EDMS in Russia was built on the BOSS-Referent platform in the Federal Tax Service of the Russian Federation (FTS) - more than 85,000 users, and in the MTS company - the system unites more than 25,000 employees.

The above facts quite fully explain why, when searching the Internet for a combination of the words "boss referent" almost immediately after describing the profession of a referent or assistant secretary and the history of the origin of the word "boss", along with articles on how to interact with these same bosses in professional activities, you can find links to this product.

The main screen visually gives the user an idea of ​​the current state of affairs. The employee can easily assess the number and essence of the immediate tasks, the volume of mail and documents received by him for processing, and, if desired, move on to a specific document, letter or assignment. New tasks will not leave the worker alone until they are completed.

Figure 3 - Main screen of the program

One of the goals of the program is to keep the workplace clean and tidy. Typically, a user works with several dozen documents. In order to limit the number of displayed documents, radio buttons that work together are used, which do not radically change the context, but refine the current view of the list of documents.

Figure 4 - Order Screen

The users of the BOSS-Referent electronic document management system are federal and regional authorities, state unitary enterprises, commercial companies, including both holdings with a large branch structure, and small organizations.

Automation of document management with the help of BOSS-Referent leads to an increase in the productivity of employees, facilitating access to information for making management decisions, improving performance discipline, and, consequently, to a general improvement in the quality of management.

Management tasks solved by EDMS BOSS-Referent:

- organize effective work with contracts;

- make internal corporate document flow as paperless as possible;

- automate the workflow of federal or regional authorities;

- to ensure quality control over the execution of orders of managers;

- improve the efficiency of work with applications;

- establish document management within the quality management system.

Not surprisingly, the queries "boss referent" are often entered into search engines by representatives of both commercial organizations and government structures.

Implementation of EDMS BOSS-Referent gives the following results:

- improving the quality of public services;

- improvement of performing discipline, increase of controllability;

- 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).

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

1.3 Advantages and disadvantages of EDMS BOSS-Referent

Benefits for commercial companies:

- increase of controllability;

- prompt response to changes;

- Increasing the competitiveness of the company in the market.

The advantages of BOSS-Referent EDMS are determined by the broad capabilities of the IBM Lotus platform, high-tech architecture and rich implementation experience. The following advantages of the solution compared to competitors can be distinguished:

Advantages:

- 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;

- ample 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;

- 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 the 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.

Among the shortcomings, one can note the lack of offline work and a slightly outdated interface. There is a biased attitude towards the platform on the part of users. Extremely inconvenient management of access rights to documents in the conditions of normal staff turnover, lack of group access rights. Problems with the release of new software versions, poor warranty support.

2. Analysis of the experience of implementing EDMS BOSS-Referent

2.1 Implementation practice of BOSS-Referent in the Federal Tax Service of the Russian Federation

IT Co. Group and its partners have implemented a significant number of projects to create electronic document management systems based on the BOSS-Referent platform at enterprises of various industries, scales and forms of ownership.

The Federal Tax Service of the Russian Federation is the largest department in the structure of state bodies of our country. Every year, the Federal Tax Service receives and processes more than 200 thousand documents from citizens, legal entities and government agencies. In this regard, one of the main tasks of the Federal Tax Service is to create a document management system.

The BOSS-Referent software package, developed by IT Co. on the Lotus Domino/Notes platform, was chosen as the basis for the departmental electronic document management system of the Federal Tax Service. The joint project of IT Co. and the Main Research Computing Center of the Federal Tax Service of Russia (GNIVTS) to create an EDMS is carried out in three stages.

Currently, the number of users of the system exceeds 88 thousand, and after the completion of the project, more than 120 thousand people will work in the system. Already today, the electronic document management system of the Federal Tax Service of Russia is the largest in our country.

As of the middle of 2008, the departmental electronic document management system of the Federal Tax Service of Russia includes more than 800 organizations. Including: the Central Office of the Federal Tax Service, more than 80 Territorial Departments of the Federal Tax Service, 7 Inspections of the Federal Tax Service for the Federal Districts of the Russian Federation, 9 Interregional Inspections for Large Taxpayers, more than 750 district and city inspectorates of the Federal Tax Service.

Quantitative indicators of document flow in 2007 are impressive. The number of incoming and outgoing letters delivered and registered using EDMS in the central office was: 185,000 incoming and 235,000 outgoing documents, respectively. For example, for the territorial administration of the Federal Tax Service in the Republic of Tatarstan, these figures are equal: 113,000 and 132,000 documents.

Figure 5 - Electronic document management system of the Federal Tax Service

The electronic document management system of the Federal Tax Service is designed to automate the main document management processes in the Central Office, Departments (UFTS) and Interregional Inspections (MRI) of the Federal Tax Service of Russia, IFTS (Inspectorate of the Federal Tax Service) of Russia and ensure their effective interaction with each other in the process of work.

The EDMS of the Federal Tax Service of Russia consists of three levels, between which information interaction is carried out:

Level 1: EDMS CA FTS

2nd level: SED UFTS (MRI) ("SED-Region")

Level 3: SED IFTS.

The Lotus Notes/Domino family of products is used as the basic components of the FTS EDMS.

The Notes/Domino system maintains a multi-level hierarchical system of certificates for users and servers. The project uses a single system of certificates for the entire organization, taking into account the three-level organizational structure and the territorial distribution of divisions. In accordance with this scheme, the Lotus Notes/Domino infrastructure is based on a single root certifier - FTS. By analogy with the certificate of the central office of the CA / FTS, a level 1 certifier of type CodeUFTS / FTS has been created for each FTS - for example, R05 / FTS.

Each FTS (MRI) has its own Notes domain. All UFNS servers are installed as the first servers in their domains. The servers in the region inspections are set as second servers in the same domains.

All FNS (MRI) servers have their own Lotus Notes (Domino Directory) address book.

The unified catalog of the Federal Tax Service is provided by:

Replication of all address books to the central Hub server (push);

Using the Directory Catalog database and the Lotus Notes Dircat standard task;

Replication of the Directory Catalog database to regions (pull).

This makes it possible to carry out arbitrary mail exchange and interaction between various FTS, MRI, IFTS.

The main feature of the Federal Tax Service is a three-level system of offices. Not only the head of the department, but also his deputies, as well as heads of departments, have their own office. In this regard, a multi-office structure operates at the levels of the target audience and departments, which makes it possible to ensure that only those users who are endowed with the appropriate access rights can work with documents of various groups. Employees of district inspections work with databases "Chancery - IFTS", created specifically for each inspection. EDMS automatically generates weekly registers of documents delivered and registered in the tax service departments, which are transferred to the target audience. Similar registers come from the district inspections to the relevant department.

In the EDMS of the Federal Tax Service, the possibility of archiving documents of the DB "Chancery" is implemented. Archives of regional departments, inspections and Central Asia are autonomous.

Especially for employees of the tax service, a distance learning system was developed that takes into account all the features of the EDS of the Federal Tax Service and is its module.

2 .2 Experience of using BOSS-Referent in Rosnedvizhimost

The Federal Agency for Real Estate Cadastre (Rosnedvizhimost) is a federal executive body responsible for managing state property and providing public services in the area of ​​maintaining the state real estate cadastre, carrying out state cadastral registration of real estate, cadastral activities, state cadastral land valuation, land management and state monitoring land, as well as functions of state land control.

The construction of the EDMS of Rosnedvizhimost was carried out in two directions: automation of document circulation in the central office of the department and the introduction of electronic document management systems at the regional level - in the Rosnedvizhimost Offices for the constituent entities of the Federation and cadastral chambers.

As of the middle of 2015, the EDMS of Rosnedvizhimost included more than 220 organizations of the department (Central Office, Territorial Administrations of Rosnedvizhimost for the subjects of the Federation, Federal Cadastral Chambers for the subjects of the Federation) located in time zones from Chukotka to Kaliningrad, the number of active users of the electronic document management system exceeded 2000 .

Almost from the first days of implementation, the Agency received a powerful tool that ensures the unconditional execution of all government instructions. The system allows all executives to monitor the execution of instructions independently. A very important result of the introduction of EDMS is the removal of the problem of storing documents, including current correspondence.

The system is deployed and operates on dedicated servers. This means that in each subject of the federation a regional electronic document management system is deployed on its server base and subscriber network, but all these regional EDMS are integrated into a common system. That is, a hierarchical structure has been built that allows employees of territorial departments to independently conduct work in the EDMS.

The system includes software components that allow to automate the following main production processes to the maximum extent:

- registration of incoming and outgoing documentation (multi-level complex database "Office");

- distribution of documents;

- processing citizens' appeals, as well as monitoring the execution of decisions taken on them (database "Statements of citizens");

- control over the execution of instructions given by the management of the Agency, according to incoming documents (DB "Instructions", DB "Office of the Head");

- registration, storage of orders, instructions, instructions of the management, etc. (DB "Organizational and administrative documents");

- approval of draft documents and their submission for approval and subsequent registration;

- work with documents “For official use;

- searching for documents.

Each territorial administration has at its disposal a similar set of databases for conducting independent work on maintaining documentation support for the administration.

Work has been carried out to optimize the process of registering documents and converting them from paper to electronic form. A specialized software and hardware complex has been connected, which allows you to simultaneously scan large volumes of documentation, automatically attaching document images to EDMS registration cards.

During the implementation of the project, training sessions were organized and conducted for all categories of users, including those in territorial departments. This was an additional positive factor for starting their work in the system and adapting to new conditions for working with documents.

Technical support is carried out centrally by the departmental EDMS administration group from the Agency's Headquarters.

At the moment, it seems interesting to develop the system in the following areas:

1. Automation of the processes of organizing meetings, managing decisions and reporting on them.

2. Automation of the processes of storage and management of project documents in the structural divisions of the Agency.

3. Interaction of the EDMS with other automated control systems and management of the publication of services provided by the system and documents.

4. The possibility of end-to-end control over the execution of documents in the Territorial Administrations and the receipt of reports in the Central Office. This will provide additional mechanisms for obtaining information about the current status of documents that are sent for execution to the Territorial Departments of the Agency and instructions created on them.

5. The possibility of automated monitoring of the EDMS-TU from the central office (collection of statistical information). Availability of structured data on the quantitative indicators of work with documents in the EDMS of subordinate organizations. Ability to generate statistical reports.

Conclusion

Increasing volumes of information, such as incoming / outgoing / internal correspondence, faxes, contracts, applications, instructions and other working documentation, have long become an integral part of business processes and require regular processing and ordering - generation, sorting, analysis, coordination and approval.

EDMS facilitates the processing of documents, ensures the relevance of stored information, and significantly reduces the time it takes to search for the necessary data.

The selection of the optimal EDMS should take into account the tasks to be solved and the characteristics of the enterprise or organization. At present, it is possible to implement both complex EDMS covering all areas of office work in large organizations and distributed structures of holdings, as well as simpler, uncomplicated systems for small and medium-sized enterprises.

The main functions of the electronic document management system

- registration and storage of correspondence, including electronic correspondence and internal documentation of employees;

- optimization of the processes of coordination and approval of documents;

- ensuring reliable, operational and long-term archival storage of documentation with a customizable mechanism for automatic archiving of documents;

- unification and standardization of forms and document templates;

- maintaining a list of clients, tracking the history of interaction with them;

- creation of a single information space and ensuring the possibility of full-functional work of employees in the office and in remote access mode;

- Planning of general and personal events.

The great advantage of EDMS is the ability to convert not only documents, but also communication processes of employees into electronic form, which makes it possible to speed up and simplify the organization of meetings and discussions, the exchange of relevant and strategic information, and the coordination of actions of employees regardless of location (other offices, other cities).

Stages of implementation of the electronic document management system:

- examination of existing regulations for maintaining documentation, requirements and functionality of the EDMS

- commissioning with software installation

- training on working with the system for employees-users

- support during trial operation

The introduction of an EDMS qualitatively changes the workflow process in an organization and provides the following advantages:

- reduction of the search time for the necessary documents due to end-to-end search in the corporate database;

- reducing labor intensity and increasing the efficiency of interaction between various departments;

- increasing the efficiency of interaction between various departments;

- improvement of the system of administration and control of the documentation processing process;

- reducing the delivery time of management information: orders, instructions, assignments;

- reducing the risk of losing documents;

- the possibility of prompt decision-making due to the completeness and relevance of the information provided;

- reducing the number of paper documents in the company's workflow by scanning all incoming and outgoing documentation;

- increasing the security of storing documentation by introducing authorized access to the system, taking into account the access roles and the employee's rights to this information.

One example of an EDMS is the BOSS-Referent system considered in this paper. As can be seen from the examples presented, a number of institutions (Federal Tax Service, Rosnedvizhimost) have already implemented it in practice and were able to evaluate the results associated with the practical optimization of document flow.

List literature

1. Baikova I.Yu. Document flow and office work: how to organize work with documents. - M.: Eksmo, 2014. - 483 p.

2. Bardaev E.A., Kravchenko V.B. Document management. - M.: Academy, 2012. - 291 p.

3. Basakov M.I. Office work and correspondence in questions and answers: A textbook for students of economic universities and colleges - 5th ed., Revised. And extra. // Series "Textbooks and study guide" - Rostov n / a: publishing house "Phoenix", 2013. - 320 p.

4. Bobyleva M.P. Issues of analysis of the organization's workflow in the context of the use of automated systems. Paperwork. - 2012. - No. 8. - p. 50-56

5. Bobyleva M.P. On the way to information management (issues of assessing the activities of document management services in the context of document management automation) // Paperwork. - 2014. - No. 2. - With. 67-69

6. Bykova T.A., Kuznetsova T.V., Sankina L.V. Documentary support of management (office work): Proc. allowance. - 2nd ed. M.: INFRA-M, 2012. - 260 p.

7. Vigera A.M., Dorofeeva O.P., Gubskaya E.K. Secretarial business. Series "Training course". Rostov n / a: Phoenix, 2011. - 270 p.

8. Grinberg, A. S. Documentary support of management [Electronic resource]: a textbook for university students studying in the areas of "Economics" and "Management", specialties "Informatics", "Documentation and documentation support of management", "Automation and control" / A. S. Grinberg et al. - M. : UNITI-DANA, 2012. - 391 p.

9. Paperwork (Organization and technology of document management); Textbook for universities / Kuznetsova T.V., Sankina L.V., Bykova T.A. and etc.; Under the editorship of prof. T.A. Kuznetsova. - M.: UNITI-DANA, 2013. - 359 p.

10. Documentation support of the organization's activities. Baranovsky V.P. Tutorial. - M.: Association of Authors and Publishers "Tandem". Publishing house Ekmos, 2005. - 276 p.

11. Documentation support of management (office work): Proc. settlement / T.A. Bykova and others - 2nd ed., revised. and additional - M.: NITs Infra-M, 2013. - 304 p.

12. Kuznetsov S.L. Automated systems of registration and execution control // Secretarial business. - 2011. - No. 4. - With. 48-49

13. Kuznetsov S.L. Modern technologies of documentation support for management. - M .: MPEI; 2012. - 361 p.

14. Kuznetsov, I. N. Office work [Electronic resource]: Educational and reference manual / I. N. Kuznetsov. - 6th ed., revised. and additional - M. : Publishing and Trade Corporation "Dashkov and Co", 2013. - 520 p.

15. Kunyaev, N. N. Confidential office work and secure electronic document management [Electronic resource]: textbook / N. N. Kunyaev, A. S. Demushkin, A. G. Fabrichnov; under total ed. N. N. Kunyaeva. - M.: Logos, 2011. - 452 p.

16. Electronic government. Electronic document management. Terms and definitions: Textbook / S.Yu. Kabashov. - M.: NITs INFRA-M, 2013. - 320 p.

17. Strastenko V.V. STC IRM. Why do you need business automation? - Access mode: http://www.mdi.ru/library/analit/avtom.html

18. Overview of electronic document management systems. - Access mode: http://www.ixbt.com/soft/sed.shtml

19. Electronic document management - Document management systems. - Access mode: http://www.IT.ru/

20. Automated enterprise management systems. - Access mode: http://www.cmdsoft.ru/

21. Electronic resource: Computer Technology Center: N-System electronic document management system. - Access mode: http://www.cland.ru/

Hosted on Allbest.ru

Similar Documents

Office automation software systems. Evaluation of the effectiveness of the implementation of electronic document management systems. Analysis of office work service in ZAO Tekhnoliga. Creation of an electronic document management system based on the EDMS "BOSS-Referent".

term paper, added 03/04/2015


Essence and spivvіdnoshnja to understand "referent", "secretary-referent" and "helper of a kerіvnik". Qualifications of another assistant referent. Normative documents for the profession of a referent in Ukraine. Documents that regulate the activity of the referent behind the cordon.

term paper, added 03/22/2015


Analysis of modern office automation systems in the organization and electronic document management, features of their classification. Problems of automation of electronic document management. Benefits of implementing an electronic document management system.

term paper, added 01/15/2013


The essence and significance of electronic document management, its impact on improving efficiency in the process of enterprise management. Determination of a parallel or sequential scheme for processing documents. Classification of electronic document management programs.

term paper, added 04/22/2014


Basic concepts and principles of electronic document management, the advantages of its implementation. Portable Document Format (PDF) as a portable, platform-independent, portable electronic document format. Electronic digital signature: purpose and application.

presentation, added 01/31/2016


Concepts and definitions of electronic document management (according to the text of federal laws). The need of small enterprises in the electronic document management system (EDMS). Classification of EDMS functions, basic requirements for it. Attributes and details of documents.

presentation, added 03/21/2015


Classification of the problems of introducing electronic document management tools: excessive science, environmental resistance and reverse engineering, customization, underproject. Conservatism of employees and management. Giving legal force to an electronic document.

abstract, added 05/17/2011


Technical features, specifics, time frame and complexity of implementing an electronic document management system in an enterprise. Analysis of the problems of a psychological nature arising from the motivation and retraining of personnel associated with the introduction of EDMS.

term paper, added 12/04/2014


The essence and types of electronic document management; principles of its organization. Rules for the execution of administrative and reference documents. The concept and nature of the archival fund. Regulation of electronic document management in the organization.

term paper, added 10/16/2014


Characteristics of the information management subsystem. The concept and typology of regulatory documents of the organization. Study of document flow at the enterprise LLC "Plant of large-panel housing construction". Ways to implement electronic document management "Delo".

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 "to 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 due date and incoming resolution 1) print a sticker or card with a barcode 2) attach a scanned image of the document: (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 (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 into 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 appeals: Registration of appeals Consideration Formation of resolutions, execution Preparation with approval of the response to the 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) Complete information about the author: full name, address, place of work, social status, benefits, 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 note Agreement 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 , familiarization and mailing Formation of instructions for documents and control of their execution 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, by means of notifications that are received: Notifications are divided into: Tasks Informational messages in the Cabinet database ( displayed in the Calendar on the start page) to a Lotus Notes mailbox or other mail system