The system supports collaborative work and mobile office, adopts advanced technology and design, puts the internal data of the whole organization into the system for processing, and perfectly combines with the Internet, so that the whole system breaks through the internal network and extends to every corner of the world. The system realizes centralized management. The system administrator can set up and manage the whole system conveniently and effectively through the system configuration module, and each user can communicate with others through the personal assistant module. Every office, every user, according to their respective functions and permissions, has different permissions to operate each module. Each user has his own account, in which the user's name, office location and user-defined password are stored, so the interface for users to surf the Internet with any machine is the same.
The system realizes the paperless office within the project, and the users are the managers of the project office, design unit, supervision unit and construction unit, so that all departments can exchange information in a closed network environment.
1. Home Page
The system uses important parts, scrolling screens and business information tabs to facilitate users to browse and query the latest information.
Including official document management, fixed assets, file management, office application, enterprise community, administrative office, information center, public information, personal space, personnel management, e-mail, IM instant online system. The purpose is to better improve office efficiency, reduce office expenses, and reflect the advantages of collaborative office, as shown in Figure 2-53.
Figure 2-53 Office Automation Home Page
(1) Notice announcement.
Publish the notices and announcements of relevant departments of the project on the home page, so that relevant personnel can view the information of relevant notices and announcements in real time through the network.
(2) Government information.
Publish government information related to the project on the home page.
2. Forest Management Bureau
Publicize the work priorities of relevant departments and units of the project at a certain stage on the home page.
Provide personal office assistant tools in daily administrative office, including e-mail, to-do list, schedule, IM real-time online, password modification and other modules.
(1) email. Users can exchange emails with other users and even Internet users. The information exchanged is not limited to text characters, but also includes multimedia information such as graphics and animations, as well as various files and programs, such as word documents and Excel tables.
(2) To-do list. Related tasks to be handled on the day of new warehousing or in the near future are convenient to query at any time.
(3) schedule. Users can arrange publishing plans for themselves or their subordinates. The connection with daily to-do list and meeting arrangement is established here. By filling in the schedule, you can arrange daily work items in a planned way, and it is also convenient to coordinate the time schedule of meetings and activities. You can also set up various reminder messages on your own calendar, which can be weekly plans, annual anniversaries or summaries before work every day, and there are alarm clocks to remind users at specific times.
(4) modify the password. Provide users with a place to modify the login password.
3. Public information
Public information is an auxiliary module of office service system, including memorabilia, project news briefing, project rules and regulations, bulletin boards and other information.
(1) Memorabilia records some important information of the management unit;
(2) News briefing is to release the latest briefing information of the management unit;
(3) The bulletin board is the important public information of the project office and the announcement of the unit, and the notice is the notice of the unit to some public activities. Employees can know the latest information and trends of the unit through the bulletin board;
(4) Rules and regulations are all kinds of rules and regulations issued by the management unit and the project office, and employees can know all kinds of management norms of the management unit and the project office through this information.
4. Information Center
The information center is mainly used to publish engineering information of construction projects, and it is also an important module for system administrators to screen, process and publish relevant information.
(1) Engineering information: It aims to quickly understand the project progress and related matters, mainly including information such as project briefing, project progress and labor competition. Through this module, the employees of all functional departments in the headquarters can know the progress of the project, and the leading departments can coordinate the work of all functional departments in time.
(2) Information screening: the processing center where the system administrator confirms and publishes relevant information in real time.
5. Information management
Official document management is an important part of office system, which mainly includes two sub-modules: incoming document management and outgoing document management. Through this module, users can complete online official document drafting, review, approval, distribution and other business processes, and at the same time, they can view the posting process of each post.
(1) receipt management.
Receipt management is the management process of handling official documents of the unit or other units, including tasks such as registration, planning, examination and approval, handling, auditing, issuance, circulation and filing. The basic process of receiving documents is: receiving documents registration → receiving documents plan → leaders reading documents → departments reading documents and circulating them → numbering and filing.
In this module, the person in charge of receiving documents will enter the relevant elements of the documents into the receipt management database after receiving the documents sent to his own unit or other units, and form a receipt registration form (document register) and a receipt label, and fill in the serial number, document classification and other contents. You can print a file processing card for the file register, and the relevant personnel with the right to read and approve files in the office can read and approve files quickly through this application system, so as to realize the automatic circulation of files within the enterprise. Attribute items (incoming, subject words, serial number, etc.). ) has a fixed format or a certain regularity and should be optional or automatically generated.
Processing function of confidential documents: For confidential documents with permission settings such as "Top Secret", "Confidential" and "Secret", only the receipt registration record can be stored in the system, but not the specific contents of the documents. Registration records can only be viewed by people with corresponding rights, and all unauthorized viewing behaviors will be recorded by the system for reference.
It should have the function of querying by classification, letter number, subject words, time of arrival, serial number, document title and document words, and the required documents can be found quickly through this query system.
Supervision reminder: the system will automatically find out the files that are about to expire, expire and expire, and form a manual reminder or send a page/email for automatic reminder. When the user logs in, the system will prompt him which files need to be processed.
The above is a simple description of the general receipt management process. In the specific implementation process, it can be further refined into communications from the CPC Central Committee, the State Council, state ministries, government agencies, subordinate institutions and local governments according to categories; Subordinate institutions mainly include documents of cooperative units. In the process of handling, you can choose the circulation direction according to the actual situation, support multi-process circulation, and provide corresponding receipt query for each receipt management process.
(2) post management.
Distribution management is used to realize the whole process of computer automatic control of enterprise internal documents, so as to realize the computerization of distribution. This application can be used for file input, department leader audit, countersigning of relevant offices, office manuscript audit, leader signing, office numbering, printing and other operations. This application can realize the automatic circulation, quick approval and distribution of internal files. At the same time, record the modification, instruction and reception of documents by all relevant reviewers, countersignators, reviewers and issuers. It has the function of signature and marking by leaders.
The application of document issuance is used to realize the computer automatic control of the whole process of document issuance in an enterprise, from the drafting, reading and issuance of documents to the final arrangement and filing of documents, so as to realize the automation of document issuance.
In this application, the drafters who are responsible for drafting documents in various departments in the enterprise input the documents into the posting database, and the documents are reviewed by the leaders of various departments, countersigned by relevant departments, audited by the office, issued by the leaders of the enterprise, and printed with the office number. Through this application, documents can be read and approved quickly, so as to realize the automatic circulation, quick reading and approval and distribution circulation of documents within the organization.
This application can record the modification, countersignature, review and issuer of relevant documents; It has the function of leader's signature and official seal: the handwritten signature of the leader can be pre-stored in the system by scanning and encrypted to ensure the uniqueness and security of this signature. When the leader issues the document, attach this information to the document.
Processing function of confidential documents: (same as receipt management).
This application has the function of querying any file according to the approval status, file status, file title, file number and file category (such as letters and notices), and provides full-text search function to quickly find the files that need approval and distribution.
6. Working face
Work plan is designed to facilitate the rationalization and scientification of individual and departmental work, mainly including individual work plan, departmental monthly work plan and departmental annual work plan. This module can improve the work efficiency of all departments.
7. Business sector
Enterprise community mainly includes enterprise culture construction and organization activity management.
This module mainly highlights the process and significance of corporate culture construction, such as the external publicity and display of enterprises, the planning, arrangement and implementation of various organizational activities within enterprises, and the achievements made by enterprises.
The management of organizational activities is mainly to inform and inquire about the relevant party organization activities, league organization activities and trade union activities within the enterprise.
8. Personnel management
It mainly includes four parts: personnel file, salary management, business trip management and personnel going out.
Among them, the personnel file is mainly the management of project personnel, which is divided into two parts: on-the-job personnel and waiting personnel. The business trip management module can register the business trip time, destination and business trip days of business trip employees. Salary management is to record the salary of project employees. Personnel going out is mainly to register employees to go out. For this information, authorized users can query by department, by name and by time.
9. Address List
It mainly includes two parts: public address book and personal address book. The contact information of the project headquarters staff can be registered by department, name, unit and place.
10. Fixed assets management
It mainly includes three parts: unit asset registration, asset delivery and scrap asset registration.
1 1. Office approval ratio
Office approval is mainly the process of application, review and approval for online use of office supplies by various functional departments within the enterprise. After the approval is completed, the office will uniformly handle the office needs of different departments for a period of time, which can enhance the planning and execution of office management.
12. File management
Project file managers can electronically manage project files through this module, including personal electronic files, enterprise document management, mechanical equipment electronic documents and other information management. Electronic file management is also one of the tabulation management modes of archives.
In the system, according to the requirements of Jiangxi Provincial Archives Bureau, all kinds of files produced before, during and after the project construction are managed electronically.
Mainly reflected in: classification of archives by type, maintenance of contents and information of archives, cataloging, archiving, statistics and inquiry of archives, and other daily maintenance, including the management of various audio-visual archives materials.
(1) File cataloging and coding maintenance: establish file cataloging, and add, modify and delete file cataloging according to user requirements. Users can also subdivide the archival cataloging information according to their needs.
(2) File template maintenance: establish and maintain templates of commonly used files. Provide convenience for users and reduce file entry work.
(3) File classification: users can maintain the classification of files according to their actual needs, and add, delete and modify them appropriately according to actual needs.
(4) File compilation: it provides the function of automatically compiling all documents into full citation catalogue, special subject catalogue, case file catalogue and document catalogue.
(5) Arrangement and input of file content information: Arrange files, complete catalogue compilation, scan and save some drawings and original documents, etc. , classify all kinds of files according to the types of files, and make corresponding test papers according to the classification results.
(6) Archiving: According to the user's settings, archiving can be divided into manual archiving and automatic archiving. The former is to register original information, fill in and make various information reports, fill in logs, and print reports and information; The latter is that the system automatically generates the archive file content directory according to the set time period and archive content.
(7) File query: provide convenient file query function, make fuzzy query according to the conditions set by users, and provide convenient printing function, which can facilitate the retrieval of files and documents. Provide full-text retrieval function. Query methods are diverse, fast, and there is no distance limit.
(8) Archive data access: it is mainly used for users to access and utilize relevant data and register access.
The arrangement of completion data in this module guides the construction unit, design unit, supervision unit, construction unit and other relevant personnel to collect, arrange and compile relevant data during the project, so as to avoid wasting a lot of time, manpower, material resources and financial resources to collect relevant data to complete the work in the later stage of the project. It mainly includes the electronic management and timely filing of all forms and materials in the process of engineering construction (according to the requirements of provincial archives bureau); Complete, accurate and complete management of completed documents; It provides powerful data retrieval functions such as information retrieval, complex retrieval, fuzzy retrieval and comprehensive retrieval.
Completion data collation is mainly to prepare the following documents and materials:
(1) Approval documents such as feasibility study report, preliminary design, budget estimate or adjustment budget estimate, design change and commencement report;
(2) Annual capital construction investment plan over the years;
(3) Audited annual financial statements of capital construction over the years;
(4) Preparation of construction drawing budget, contract, project settlement and other related materials;
(5) Relevant materials such as property and materials, statistics, financial accounting, labor wages, auditing and environmental protection over the years;
(6) engineering quality appraisal, inspection and other related documents, engineering supervision related information;
(7) the handover report of the construction enterprise and other relevant technical and economic data;
(8) Financial data of productive capital construction such as ancillary products, simple debugging, trial operation and heavy load debugging of the construction project;
(9) Land acquisition and demolition information (agreement) and written proof of land use right;
(10) Other relevant important documents, etc.
13. Meeting management
Meeting management is an important part of administrative management. By using conference management, you can publish and query the time, theme, meeting minutes and related hosts of various meetings. Among them, when querying meetings, you can view all meeting contents, and you can also query by meeting department, meeting host and meeting type.
14. Characteristics of office automation management
(1) has set up an information exchange platform for project offices, design units, supervision units and construction units, which can exchange construction methods, technologies and experiences.
(2) Realizing paperless office, improving work efficiency and reducing office costs. All kinds of notices, documents, letters and correspondence between contractors are published and transmitted through OA office automation, which realizes paperless office between contractors. There is no need for construction units and supervision units to travel dozens of kilometers, even one or two hundred kilometers, to collect or submit documents to the project office, which improves work efficiency, saves office expenses such as transportation fees and printing fees, and saves time.
(3) Keep the trace of document modification. In the process of document drafting and review, the system keeps the trace of document modification, and records the modifier, modification time, content before modification and content after modification.
(4) Support electronic signature, electronic signature and document red. The system integrates the functions of electronic seal, electronic signature and document copying. After the document is issued, it can be completed by the red pen of the general office and stamped with the electronic seal.
Electronic seal is to scan the official seal of each unit to form a picture and store it in a directory of the server. An administrator can be set separately for each official seal, and the access password can be set by the successor. Every time you want to stamp, you can automatically get the corresponding official seal on the server by name. When you get it, you need to enter the management password to stamp the electronic seal. After stamping, you can set the electronic seal to be immovable and unchangeable, and store your relevant information in the certificate information of the official seal to prevent others from editing it.