I. Background
Modern enterprises, departments and personnel more information transfer large amount of heavy workload. In order to enhance office efficiency, reduce staff workload, saving office expenses, so remote and office paperless enterprise, resource information, decision-making more scientific and knowledge-sharing technology, then the client's file for partition management, departmental documents monthly statements and online check stock, so it is necessary to establish a high-quality, high efficiency, intelligent office systems, to help enterprises achieve office automation, networking, electronic, enterprise build a universal and personalized balanced business office solution platform.
Second, the need for development
Modern enterprise heavy work transaction generated a lot of documents and information, which documents and information to flow between the relevant departments, but we are usually home by submitting the fax, telephone etc to carry out, requiring frequent land knock on the door, fax information, not only interfere with someone else's work, also increased the intensity of work, but also increases the management cost. Today, all departments are now using computers to carry out office, documents, information storage itself is electronic format, but using a manual transmission, need to do a lot of printing, copying work, wasted a lot of paper and time also increases the labor intensity, reduced efficiency. In addition to data transfer, the employee may also do some work, communication and leadership, obviously, the traditional way is difficult to provide a unified platform to accomplish these tasks; other times equipment, project procurement, applications may also be a result of individual leadership not countersigned can not be completed, resulting in work can not proceed. In addition to our unit many departments and personnel departments in their respective offices, information was divided into a one of the island, can not connect, as the leadership is not your first line of first-hand grasp of timely information, information about not comprehensive enough in a timely manner, not conducive to your policy-makers.
Here we are now the traditional office model to be compared with the automated office mode:
The use of traditional office automation office
Through the above analysis, the shortcomings of the traditional office model is obvious.
Overall, many departments, office complex process, management complexity, the traditional manual way of the evils of office the most obvious: on the one hand by hand delivery to bring the management of irregularities and inefficiency, waste of resources, information is not timely ; other hand, the information office did not manually continuity and opacity to bring office problems, make work more complex. From the enterprise information construction and for their own development challenges, improve product quality, accelerate the pace of office and reduce office costs and improve their social image, is one of the cross-century information strategy. Therefore, the demand for office automation system is very necessary.
Third, the implementation of the content and objectives
1 Introduction
Office Automation System is the enterprise information construction of a platform for business decision-making an information center, contact a window company's external and internal communication of a bridge, is a multi-professional management system, a reasonably integrated. It not only standardize and improve the business management within the department document management, business process, operation mode and management mode, and the use of Internet coverage capability for the management of customer profiles, monthly reports, inventory on-line inquiry and to our customers, partners electronic products and operating policies of the release, electronic application, processing and related sectors with the electronic processing system connected to form the electronic virtual enterprise. Using open system platforms and development platforms, and the design for different environments and applications has good scalability and adaptability. Allows user-defined custom document workflow and format of real-time monitoring of the implementation process. Give full play to Domino / Notes enterprise integration capabilities and technologies, the use of DECS, LEI and the relational database to connect, to achieve integration with existing business systems. Three-tier architecture implemented through Web applications and IT applications, the organic integration of the e-Enterprise specific concepts, functions, decision makers can fully, grasp the overall status and trends of sector operations, to become a complete enterprise office decision support system solutions.
2, office automation systems need to be resolved
OA difficulties encountered:
People over a broad area: OA application coverage of a large staff, related to the work unit;
Different levels of information technology units, varying levels of computer applications;
Different processes and forms: Each unit has a lot of work processes, workflow and the various units of the same application form is not;
Changing needs: management reform, restructuring, personnel changes, business process reengineering and so on.
Korea office automation software system from two aspects to consider to solve the problem of office automation: first, a solution based on Lotus Notes, as Notes on the text processing advantages, the flexibility of the customized document workflow and security and easy to operate suitable for government agencies, business daily office; 2 is based on Browse / Server structure solution, the structure of low investment, no training, will use the browser can start to use, easy to operate.
OA is to create an integrated office environment, so that all the office staff are in the same work with a desktop environment, out of time and geographical constraints, to achieve collaboration and knowledge management.
Specifically, the main means to achieve the following:
An internal communication and information dissemination platform;
To achieve automation of work flow, and the transfer process, real-time monitoring and tracking;
Achieve document management automation, information on various types of knowledge and stored in an orderly manner, and permissions can be used to query;
Supporting Distributed Office and Mobile Office;
Information integration, data from various operational systems will be integrated into the OA system;
Korea office automation system to support the software process from the definition, fully into account the safety of the system, adopting hierarchical rights management and ensure that the system is practical and reliable, advanced the principle of full use of advanced computer and communication network technology to establish office operations, information sharing, decision support integrated office information system to improve office efficiency units for unit leaders to provide timely and effective decision-making information.
In the context of the entire unit construction enterprise communications platform, to achieve e-mail, administrative documents, business data and information transmission network of public information.
The establishment of Document Flow for key administrative office automation systems, enterprise information sharing, and achieve business flow automation, electronic transfer graphics, document management integration. To optimize the mode to further enhance the administrative and business management, unified standard in business operations.
Provide efficient and convenient information retrieval means to achieve the various applications of information collection, providing scientific data to business leaders in the full use of existing corporate resources on the basis of competitive advantage for a greater and more cost-effective.
3 Features
Application of WEB based solely on IE
The whole system of "knowledge management" philosophy as a guide to LOTUS WEB groupware technology and technology-based, with B / S structure, to ensure that different users can be the best way to use the systems, common use need only use the browser to access all the necessary information, resources, documents and completion of the related operations: WEB user registration, automatic generation of user ID, e-mail database, and rights management to achieve all of the WEB. Truly the Web browsing, all users, including administrators, can completely set aside the client browser to carry out all work in offices all over the unity of the deployment, maintenance, upgrades provide an enormous convenience, but also support remote offices.
Personalized
Free loading and unloading of software modules. Users can use the demand at any time to increase, decrease or modify the System module. Modular design can reduce the users to upgrade maintenance costs, greatly improve the system scalability.
Knowledge
The product of "knowledge management" concept as the guide, the full realization of the functional management from the traditional way for process-oriented management to change the way the business of the review and decision-making point positioning in the Business Process Execution Department, reducing information communication channel and time to improve customer responsiveness.
Wireless Application Support
Support a variety of ways remote and wireless application mode, the remote users real concept.
Support for remote office: WEB-based applications for remote users with convenient, fast and uniform application platform.
Support SMS: Support for event-driven mobile phone short messages, it can be a short message by means of information transmission.
Organization and management structure of
Provide a structure well-organized architecture in the definition module, the system administrator by defining the positions Bianma, so that system's various Quanxianshezhi and Juti the user separation, not only for the organization adjustment provides powerful flexibility while dramatically Jianqing system in the future to maintain the workload.
Standardization of work processes
Standardized work processes that regulate the work of an important means to improve efficiency. Can customize the type of business, processes can be customized, dynamic set of work processes, and can save a good process has been set for you to call at any time. Take into account both process flexibility, while ensuring regulatory process.
Operating cost of
Pure browser mode allows businesses to reduce the cost of purchasing client software, thus reducing the use of the software cost, system management work has thus reduced.
4, system function
According to function relatively independent and deal with the principles of convenience, our office automation system is composed of document management, personal affairs, public information, e-mail systems, system settings of five parts, the other based on customer needs to increase the module, its function is as follows:
Man Management received 5.1
Receipt by the management module is used to receive communications from relevant units to implement the registration of receipt, handling, marking transfer, archiving and management. Reading and approval documents to send fully completed on the computer network, and can achieve Wen Jian and drawing the distinction between management and related operations, applicants have to set permissions and control of all process can customized by users.
5.2 issued a document management
Issued a document application is used to achieve internal documents from the draft, marking, issuance, to file the final order, issued a document archive of the entire computer automatic control processes to achieve issued a document automation.
This application by the department responsible for drafting the draft document will file input issued a document database, the department heads vetting the draft, countersigned by the relevant offices at the division, the Office of peer review, leadership issue, the office number to print, can be quickly read and file this application in order to achieve internal company document circulation and rapid access to the automatic approval, distributed circulation.
5.3 daily
In our work, in addition to sending and receiving official documents, we also need some daily work flow of processing, such as: expenses, equipment damage reported by other reporting, the main routine processing can complete these tasks.
5.4 File Management Module
Completed for the registration of various documents archiving, classification, search, borrow and so on. The decision by its security classification of the archive documents, the general users are visible, users can file number, title, and so a variety of search methods to query and to borrow.
5.5 Custom process
We can work according to their actual need for a process to one or more. In carrying out the work we only need to use the appropriate processes can be. Can also be uncertain process (in the circulation of approval by each person to choose who the next deal). It may also achieve the following functions:
A, documents that have been initiated by units or individuals applying for event handling and processing status of the inquiry process;
B, can investigate and deal with the outcome or processing time as pre-set time in advance, notify the relevant processing staff, to remind staff to go through the event handling;
C, set in some process definition part of the deal at a time, when the user logs on, if there's to-do event has expired, users do not go through, to remind the user to go through.
5.6 Conference Management
Primarily provide routine and ad hoc meetings to plan, prepare, record, query functions. Including conference and meeting arrangements for the two parts, provides a conference program, arrangement, personnel, time, venue, meeting notices, meeting minutes and so the whole process automated management capabilities.
5.7 Public Address Book
Address Book provides a list of all departments, from which all employees can easily check to contact the department staff, according to the name, by position, classification of queries by offices at the division, which greatly facilitates the daily work. The department concerned is responsible for the department personnel address book entry, updating, maintenance.
5.8 Bulletin Board
This application module is an electronic bulletin board, notice, notification, important things that the report can be published in this application, this application can also obtain the appropriate content of the notice.
5.9 Company News
To all employees operating company level dynamic information.
5.10 Events
Events list of units.
5.11 Policies and Regulations
To release all Internal and state policies and regulations.
5.12 Freedom Forum
Groups for the majority of employees interested in online discussion topics provide a broad sky, so that employees have the same interest to exchange views, opinions, Jing Yan, learn, make reasonable suggestions Tuidongzhishi and management innovation, within the system for the office Zi Donghua provides a mutual exchange, mutual learning another way.
5.13 Useful Information
Providing public information services, not only make the Internal sources of information to share other information, also the community can-sharing government, enterprises and institutions to disclose the information, Ru Qi Ye image promotion, Shangpin knowledge, logistics dynamic, international domestic business development, market dynamics, flight schedules, train schedules, zip code, telephone area code and other information inquiries.
5.14 Transport
Vehicle management system includes the driver file management, file management of vehicles, vehicle accident management, vehicle repair management, vehicle defect management, vehicle management costs fees, vehicle transfer of management, production planning management car registration, query, statistics, printing features .
Duty Manager 5.15
Duty management module provides the internal organs of duty status records, the query function. System based on pre-prepared auto-shift arrangement to send to the staff on duty the day of notification prompt. Duty officers on duty during the recorded work (such as all kinds of emergencies, received telephone, fax, email, etc.). System in accordance with the time on duty name, record type and other means to query the event features to lead the officers on duty at any time to master the work.
SMS 5.16
We can use the SMS function to achieve: 1, information, single, bulk. 2, can be used as mail-do, schedule, notice the prompt. So that we can achieve computer - mobile phone communication.
5.17 Personal Message
To provide internal e-mail communication among staff. Users can send and receive signals from simple to complex multimedia online information can also be a variety of documents including the system of the database attached to the system message; on the system database files, users can go directly to receive forward; Users You can change the message format 和 headers, can the message An Butongfangshi classification; Tongshi also can Liyong Domino / Web Fu Wuqi connected with the Internet, receive, send Waibu message.
5.18 Schedule
Including meeting arrangements, anniversary, calendar, forms, out of all available documents. When a new schedule, you can find every day in the calendar view to what is beneficial to schedule, the full use of time. View task completion, so that office staff do not have to spend energy for the memories, every day schedule as long as the check, it will not delay matters.
5.19 Personal Address Book (business card)
Personal Address Book contacts with the public completely independent, public address book stored on the server can browse all the office staff, and personal contacts stored on the local machine, only you can modify and view, no permissions to others.
5.2-do
Processing system users to exchange information, is on the lower main channel for transmitting information, such as: referrals to reports, supervise the investigation and handling, conference management systems to transmit information generated by user-do to complete, is the major component of office automation system part.
5, network topology
6, after application to achieve results
In building a safe, reliable, open, efficient information network and office automation, information management, electronic systems, may provide for management modernization of Ri Chang office conditions and rich information services to achieve records management automation and office automation of transaction processing to improve office efficiency and management level of enterprises and departments daily operations of the standardized, electronic, standardized, to achieve information (monthly reports, inventory) of online inquiries, loan, eventually to achieve "paperless" office, so that our Information is no longer a one of the island, and to our leaders can grasp in time the primary line of information for our decision to provide a reliable basis.
Fourth, the advanced nature of the technical feasibility
Korea office automation software system is based on Internet / intranet network, using Browser / Server model to IBM's Lotus products and technologies.
On the server side using IBM's Lotus Domino server platform, which is an integrated Web and Internet application development platform, integrated application development environment is the Lotus Domino Desiger R5 communications infrastructure very important part of the strategy is to enable the user to the infrastructure true in the business development process an important tool to play an active role.
It has the following features:
1, open and intuitive development environment
Domino Desiger R5 offers an open design, build, debugging, implementing enterprise-level Web application development environment, an intuitive, task-oriented features, to meet the professional and enterprise-level Web application development staff needs. Not only for Web developers, but also for Notes developers. Powerful design tools include:
(1) outline (Outline) Designer? Make an application easier to link interconnected to create, manage and update, a link to another node as to define a new profile item as simple;
(2) structure (Frameset) Designer? To provide more convenient graphical way to create multiple interfaces to Domino applications;
(3) page (Page) Designer? Supports a wide range of development technologies, allowing users to increase their willingness graphics, image, form, link, Java applet, and other media;
(4) Domino UI Applet? Notes of a common user interface components, like to use as a Java Applet that can help users quickly realize all Domino features with the browser application;
(5) to enhance the programming window function? Can consistently operate in different language environments (including the @ function, java script, LotusScript, Java) in the objects and events;
(6) new rapid development capabilities? Allow a named window, carried out in various working sessions, Ti Gong can be moved Nenggou fast operation object Zhu Xing's property box This new design allows users to freely De Dagang operation and application-related all the information.
2, access to corporate data and applications easier
The enterprise's back-end data into everyday business processes to no doubt be able to effectively increase the value of Domino applications. Domino Desiger R5 has received the test of practice in the security control, transfer forms, approval and management based on the core technology, an increase of advanced enterprise integration, successfully previously difficult to reach into the enterprise business enterprise data management process to vital component. Domino Desiger R5 provides enterprise data connectivity tools include:
(1) Domino Enterprise Connector (DECS)? Provide dynamic access to enterprise data and applications capabilities, including relational databases, transaction processing systems and ERP systems.
(2) LotusScript Data Object (LS: DO)? LotusScript to access any line through the standard ODBC data source.
(3) Java Database Connectivity (JDBC)? Agent or JDBC access through Java relational database.
(4) Lotus Domino Connector? Provide enterprise-class data source (Native) access method and by DECS, LEI, LotusScript or Java to access.
(5) Lotus Domino Connector Classes? To provide a consistent, object-oriented programming interface, through Lotus Script or Java program to call.
3, extensive development tools
Domino Desiger R5 supports a variety of development tools, including page and site design tools, content creation tools such as: NetObjectFusion, Domino Toolkit for Java, IBM Visualage for Java, HTML text creation tools, allowing developers to choose their most familiar development tools Web application development with high efficiency. Developers can also visit the Domino Domino Object applications and services, Domino Object provides more than 20 kinds of operations can be effectively integrated in different Web application development environment, to improve development efficiency.
4, support for multiple client
Domino Desiger R5 provides a wealth of Web structure, and further enhance the support of Notes on the Web, including enhanced support for HTML4, java script, Java and other new Web standards, and the previous work only in the Notes on the design elements can be improved into a Java Applet, the browser can do the same function. As the Domino Desiger R5 provides CORBA / IIOP distributed object processing, etc., therefore, the communication between the Client and the Server is no longer just rely on their own NRPC Notes agreement.
5, the security infrastructure
Domino has a complete security system, including the authorization / authentication, digital signature, data and communications encryption, access and execution control, password protection and so on. Domino R5 is fully integrated SSL3 and X.509 authentication mechanism, support for CDSA and S / MIME. In other words, the infrastructure in Domino R5, has fully integrated all the Internet security mechanism, therefore, regardless of whether the other communication infrastructure using Domino as a communication, as long as support for Internet standard security protocols, secure communication can be carried out.
6, the current application status
Because of this platform to provide users with a secure Web environment and network connectivity through external customers and suppliers of enterprise-class communications infrastructure to meet the corporate Intranet from the e-mail to the workflow and then to all the needs of interactive Web applications, so that Users can more simple, more efficient and faster to build enterprise-class communication infrastructure to achieve based on Internet / Intranet collaboration comprehensive electronic. Notes From the beginning to have the computing power of group collaboration software, developed to become a single structure of enterprise information integration and knowledge management platform, workflow automation, as well as standard Web services, applications and development environment, as the technology rapid development of software by a few long term concern to the industry, and more and more users preferred products. Today, worldwide as many as 56 million Notes users, thousands of domestic large enterprises and government agencies have already implemented Notes / domino establish an information technology infrastructure and communications network management. China's State Council and the U.S. Pentagon's Office is using IBM's Lotus Domino platform.
The client of the system using pure WEB technology, used for hundreds of millions of IE users are familiar with and accepted by the browser, without having to install special code, Internet users will be almost no training, system functions all the server-side focus on implementation and management, system maintenance upgrades more difficult and workload decreased, so that system availability and ease of maintenance compared with traditional methods has been a qualitative leap, to ensure the system can play in the shortest possible time benefits.
5, the feasibility of infrastructure
1, the feasibility of network equipment
From my company's network-building point of view, the basic distribution network has to use various office locations of the existing network system can meet the system requirements, no need to add other equipment. As the terminal in the network using a B / S structure, without the use of client software, so if you want to add future sections of the used office network terminal simply can roll to the specified location, allows us to extend the simple extension .
At present our company mainly OFFICE software applications and financial systems that the network bandwidth was not high, Moreover OA system itself demands on network bandwidth is not high, so network bandwidth is sufficient to meet the current application of these systems .
2, the feasibility of the operator
Our information technology should belong to the older units, usually have contact with the computer, What is OA system client using IE browser operation, as long as the staff are easy to get online to use. Even without using a computer, as OA system, user-friendly, simple operation, through our simple training fully capable of the office operation of the system.
6, program configuration
Client system requirements
Intel? Pentium? II processor or above
64M or more memory
10/100M Ethernet card
Microsoft? Windows 98/2000/XP Chinese
Microsoft? Internet Explorer 5.0 or above
Microsoft? Office 2000 Chinese version or above
Lotus? Notes R5.07 Chinese (some of the administrators side required)
Server system requirements
Intel? Pentium? III processor or above
512M or more memory
CD-ROM or DVD drive
At least 30G of free disk space
100M Ethernet
Microsoft? Windows NT 4 (Server Pack 6) or later
Microsoft? IIS 5.0 or above
Microsoft? Internet Explorer 5.0 or above
Lotus? Domino R5.07 Chinese
Lotus? Administrator R5.07 Chinese
7, Benefit Analysis
Through the use of office automation can be achieved:
Electronic various departments and network office, to improve corporate image;
Departmental computing and networks through information sharing, coordination of office real-time communication (including remote offices);
Standardized enterprise management, improve the quality of management, standardized operations and file management;
Improve the quality and efficiency of office and reduce maintenance costs;
Save a lot of paper, communications costs and time;
Realization of office business process automation;
Provide comprehensive information services, to provide decision support;
A large number of custom features, easy management of enterprise constantly changing.
8, Conclusion
In the enterprise information construction in our use of information technology, establishment of office automation systems can not only speed up the document flow and processing enterprises, expansion of information sources, to improve the quality and efficiency of office, and the potential for mining employees, use of existing computer equipment performance, success of the "management of things, good service" work, to improve the external image and promoting the development of an active role. Actively develop and utilize a variety of information resources, to speed up the process of building office automation system for promoting the development of effective enterprise protection.