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TECHNICAL SCIENCE
Смагулова А. С., Дюсембаев У.М., Дюсембаева А.Н.
Карагандинский государственный технический университет
г. Караганда, DOI: 10.24411/2520-6990-2019-11020 РАБОЧИЕ ПРОЦЕССЫ АВТОМАТИЗИРОВАННОЙ СИСТЕМЫ ДОКУМЕНТООБОРОТА
КАФЕДРЫ ВУЗА
Smagulova A.S., Dyussembayev U.M., Dyussembayeva A.N.
Karaganda state technical University, Karaganda,
WORKING PROCESSES OF THE AUTOMATED DOCUMENT MANAGEMENT SYSTEM OF THE
DEPARTMENT OF THE UNIVERSITY
Аннотация
В настоящее время происходит активное изменение образовательных технологий, в свою очередь, эти тенденции объясняются необходимостью получения новых знаний, изменением принципов доступа к образованию, а также запросом унификации данных, полученных с учетом особенностей определенной сферы науки, развитием информационных технологий. Одним из важных вопросов при реализации образовательных стандартов и программ является внедрение автоматизированной системы для организации документооборота кафедры вуза. В статье была исследована предметная область автоматизации документооборота в общем, определена актуальность разрабатываемой системы автоматизации на кафедре ВУЗа, обозначены функциональные требования к системе.
Abstract
Currently there is an active change in educational technologies, in turn, these trends are explained by the need to acquire new knowledge, guidelines change, access to education, and request the unification of the data obtained with the features of the certain sphere of science, information technology. One of the important issues in the implementation of educational standards and programs is the introduction of an automated system for the organization of document management of the Department of the University. In the article the subject area of document flow automation in General was investigated, the relevance of the developed automation system at the Department of the University was determined, the functional requirements for the system were designated.
Ключевые слова: документооборот, автоматизация, кафедра,система, программа, информационные технологии
Keywords: document management., document management, automation, Department, system, program, information technology
The management of information resources is of particular importance for the activities of any institution. In today's world, institutions are faced with the need to process a large amount of information. In most structural complex institutions, the level of organization of interaction between units and the order of information exchange is important. Most of the information is provided in the form of paper documents (exchange of service documentation and reporting).
The document flow of an institution is a set of interrelated procedures that ensure the movement of documents in the institution from the moment of formation or receipt to the end of execution or dispatch.
For the purpose of rational organization of document flow, all documents are divided into document flows: registered and unregistered documents, incoming, outgoing and internal documents, documents received or sent to higher departments, documents sent or received from subordinate institutions, etc.under the flow of documents is understood as a set of documents
that perform certain objectives in the process of document flow. Incoming documents to the organization are incoming streams of documents, which are divided into sub-streams in the form of specific tasks received by specific employees for review and execution, having passed the necessary stages of processing.
In departments, document flows are created, which are formed by employees, and, as a result, are included in a single flow of outgoing documentation. And the documents created in the organization and not intended for departure outside its limits, make a stream of internal documentation .
The most important characteristic of document flow is its volume. The volume of document flow is understood as the number of documents received by the organization and created by it during a certain period of time (usually a year). The volume of document flow is an important indicator used as a criterion for choosing the organizational form of office work, organization of
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information retrieval system for documents of the institution, determining the structure of office work, its staff, etc.
Along with the organization of document management, storage of documents and their use in the activities of the institution. Document storage system is a set of means, methods and methods of accounting and sys-tematization of documents for the purpose of search and use in the current activities of the institution.
The most important concepts for the document storage system are "nomenclature of cases" and "case". The nomenclature of Affairs is understood as the systematized list of titles of Affairs formed in office work of establishment, with indication of terms of storage, systematized; under business the set of documents on a separate question or a site of activity formed in chronological or other order and filed in a separate cover is understood.
Management documents form the core of the institution's documentation. They provide facilities management both within the state and in a separate organization. These documents are represented by a set of systems, the main of which are the following documentation systems.
1. organizational and legal documentation. The organizational activity of the institution consists in the development and approval of a set of organizational and legal documents containing rules, norms, rules determining the status, structure, staffing and official composition of the organization, the functional content of the organization as a whole, its divisions and employees, their rights, duties, responsibilities and other aspects. The organizational and legal documents include: the Charter of the organization, the Regulations on the organization; the regulations on structural units; in terms of the duration of job descriptions, rules, memos, etc. for employees, organizational and legal documents are indefinite and are valid until their cancellation or approval of new ones.
2.administrative documentation. The main purpose of the administrative documents is to regulate the activities that allow the management body to ensure the implementation of its tasks, to obtain maximum results from its activities and the activities of organizations included in its system. Administrative documents include decisions on the management system from top to bottom: from the governing body to the Manager, that is, from the higher authority to the Department, from the head of the organization to the structural units and employees.
3.information and reference and analytical documentation. Information about the specific state of Affairs in the management system is contained in different sources, but among them an important place is occupied by reference and information and reference and analytical documents: acts, certificates, memos, correspondence and other documents provide information that encourages the adoption of certain decisions, in other words-initiate management decisions, allow you to choose any way of activity.
4.accounting documentation. Records are documents containing data on results of operations over a period of time - a year, half year, quarter, month, ten
days. Reporting documents can be drawn up in different areas of the organization: the results of the functional activities of departments and the organization as a whole, the results of research or research and implementation activities, the results of advertising activities (advertising campaigns), the implementation of individual, one-time activities.[1]
The intensive development of progress over the past few years requires a constant solution to the problems of creating, storing and processing a large amount of information.
The volume of documentation produced in institutions around the world, as well as in our country, tends to grow steadily and more rapidly. In connection with scientific and technological progress, the increase in the volume of management documentation is an equilibrium change in the volume of production and productivity growth. These are the main regularities of document creation.
All documents in the form of storage can be divided into paper and electronic. It is more convenient and faster to create, edit, store documents in electronic form.
Each company is forced to make a decision on the introduction of an electronic document management system and choose which system will be used. Currently, the software market presents a significant number of electronic document management systems. But they all have a high cost, have an excessive set of functions, or Vice versa, the function is not enough.
The organization of work of the Department of the University has a special specificity and is not similar to the organization of business enterprises, in which the majority of electronic document management systems are designed. The organization of the document management system the rules in which the movement of documents in the institution. Document management provides efficient movement of documents, including document operations, as well as all move them in the administration, i.e. their receipt, consideration, transfer for execution, organization, execution, issuance and sending of the certificate.[2]
The document management system is usually implemented to solve certain tasks facing the organization, among which is often found:
- mission to provide more effective management through automatic control of performance, openness of all organizations at all levels;
- support of quality control system in compliance with international standards;
- support effective collection, management and access to information and knowledge.
- mission ensuring personnel flexibility by allowing maximum formalization of the activities of each employee and preserving the entire history of its activities;
- logging of activity of the enterprise as a whole (internal office investigation, the analysis of activity of divisions, definition of "hot spots" in activity );
- optimization of business processes and automation of their execution and control mechanism;
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- minimization or exclusion from circulation of paper documents in the enterprise;
- save resources by reducing the cost of managing the flow of documents in your organization;
- elimination or significant simplification and reduction in cost of the need to store paper documents due to the availability of an operational electronic archive.
The introduction of electronic document management at the Department of the University will greatly facilitate the work with documents, namely: greatly facilitate the work with electronic documents;
- increasing the productivity of the Department staff due to the search service and reducing the time for drafting documents;
- practice allows to establish the right of employees of the Department to access information depending on the position.;
- the company provides access to information not only from computers located at the Department, but also from any device that accesses the Internet;
- the report of the Department is formed on the basis of annually created data.;
- the practice allows teachers to keep an electronic journal of progress, in which, in addition to evaluating students, marks on participation and accumulation of data entered, it is possible to independently put different types of works in which grades are exhibited. After filling, the electronic journal can be sent to the Dean's office;
- the program makes it possible to maintain a single database on various courses, intensives, schools, schedules.
There is a sufficient number of foreign and domestic electronic document management programs. All foreign programs are very expensive, have extra functionality, it is difficult to maintain and install them on the work of the Department of the University is impossible.
In the electronic document management system, all life periods are passed, from preparation for the creation of an electronic document to its transfer to the archive. At the same time, special attention is paid to the collective preparation of the document, its coordination, adjustment, approval of the final version and publication. There are different approaches to the separation of the process of implementation of EDMS into stages and subfunctions. In most cases, the transition to electronic document management approach is used, which provides for the division into several stages: pre-project, project, post-project.
The pre-project period is one of the most important stages of the implementation of EDMS, as it includes the formulation of the task. The main component of this phase is understanding the need for transformation. At this stage, the company's management assesses the importance and timeliness of the implementation of the electronic document management system, as well as the risks associated with it. During this period the former (paper) documentary activity of the organization is considered [3].
The purpose of the preliminary inspection is to study the composition, scope, timing, cost of the project. Preliminary examination is carried out by highly qualified specialists. In the process of this study the working group of experts establishes the necessary list
of aspects of the enterprise for the implementation of EDMS:
- Description of the formulation of records management;
- Consideration of the company's workflow;
- Organizational structure of enterprise management.
The purpose of introduction of SED: increase of efficiency of activity of the organization at the expense of rationalization of office work.
- The implementation tasks of the project:
- improving the quality of document management;
- reduction of labor costs and time for documentation management;
- integration of all structural units of the University into a single cycle of records management, including territorial distance;
- gradual transition to electronic (paperless) document management.
Based on the results of the expert study, recommendations were developed, a number of measures were recommended to optimize the current system of documentation support of the University of culture management.
It was necessary to carry out before the introduction of measures to address the identified shortcomings. In particular, it is planned:
- Document templates for working in EDMS ;
- instructions for determining the list of documents received on paper and eliminating the need for a full scan;
- Table definition of the list of documents to be monitored for execution in the SED, definition of the area of responsibility for reporting data in the SED;
- determination of the area of responsibility for compliance and control of the timing of the movement of documents;
- click document list to save the list of documents electronically only. [4]
List of references
1. Analysis of the process of implementation of the policy of import substitution / / in the collection: Innovative approaches to solving socio-economic, legal and pedagogical problems in the development of modern society materials of the I international scientific and practical conference. 2015. Pp. 139-142.
2. Egorikhina M. S., Kozlov S. N. Theoretical aspects of program budgeting as a process of improving the efficiency of state and municipal Finance. Vestnik NGIEI. 2015. No. 7 (50). Pp. 15-20.
3. Naumenko T. V. Marketing and marketing communications in the system of modern economy / / Competitiveness in the global world: Economics, science, technology. 2016. No. 3 (15). Pp. 171-176.
4. Grishentsev A. Yu., Korobeynikov A. G. Statement of the problem of optimization of distributed computing systems / / Software systems and computational methods. 2013. No. 4. Pp. 370-375.
5. Regional innovation system / / in the collection: Theoretical and applied issues of science and education collection of scientific papers on the materials of the International scientific and practical conference: in 16 parts. 2015. Pp. 62-65
