Development of automated system and regulatory documentation

At the time of the project coordination, the system of execution of tasks in the organisation was organised as follows: secretaries gave to the executors the cards with the tasks either assigned by the manager personally or created on the basis of minutes of the meetings. All minutes, assignments, grounding documents attached to the assignments, reports of the executors with attachments were executed on paper. There was a need in regulation of the documentation and a system to perform these functions.

Expert advice: it was decided to carry out an analysis of the business processes for the assignment and performance of tasks, develop an automated system as well as regulatory documentation for use of the software in the enterprise.

We automated the following functionality:

• creation of minutes during the meetings of the organisation;
• establishment of cards of complex events in the organisation;
• appointment of both individual tasks and those based on the minutes of complex events;
• processing of assignments by managers and secretaries including their creation, control, altering and making comments, attachment of additional files, postponement, cancellation, sending back for revision;
• processing of assignments by the executors including performance with attachment of reports and additional files, re-assignment, requests for explanation and postponement;
• workplace of the manager and the secretary with reflection of operational information on the assigned tasks, reflecting information on expired status, terms of execution, requests from the executors;
• workplace of the executor with reflection of operational information on the assigned tasks, reflecting information on expired status, terms of execution, comments of the managers and secretaries;
• generation of reports on the execution of assignments in the context of various filters, reports on complex events; weekly, monthly, annual reports on compliance with standards on regulated forms of the enterprise;
• development of methodical materials and conducting of training courses for employees of the enterprise on operating the system.

Goals achieved::

1. In the part of compliance with standards on the enterprise, a full transition from paper carriers to implementation of these functions in the automated system was fulfilled.
2. Thanks to the implemented system, it became possible to significantly increase the percentage and reduce the terms of assignment execution in the organisation at the expense of operational control by the managers, quick generation of queries avoiding the cases of documents loss.
3. We achieved transparency of labour productivity and performance of employees.
4. Productivity of the employees increased through the implementation of convenient working tool that reflects all personal operational tasks of the executor.
5. Reduction of labour and time consumption for reports generation.

Training of system users, as well as administrator, who performs configuration of the software.