Planning and Design of Mobile OA Remote Office System

Overview of OA functions

Handling documents

The operation of the document writing and approval process within the organization or between internal and external parties, fully realizing supervision, urging, and document monitoring, is also the primary problem solved by the office automation system. Document processing is not limited by time and space, and supports mobile and remote work.

Holding meetings

Meetings are one of the main administrative management methods for handling affairs, solving problems, disseminating ideas, assigning tasks, discussing issues, and making government affairs public. Organizing a meeting is the management of a series of processes and contents related to the meeting, including organization initiation, time and place, personnel, topics, minutes, etc. The informatization of organizing a meeting is an important solution to office informatization and automation.

Handling affairs

Handle affairs of various departments and related units in XX Department, provide daily work processing records, schedule memos, etc., arrange and arrange transaction processing time reasonably, and improve the efficiency of unit and individual work. It can integrate resources to form comprehensive transaction processing and comprehensive office.

Knowledge management

Reasonably allocate, allocate, and plan all resources to achieve unified management and knowledge sharing, providing a fast and convenient environment and resources for daily office work, business processing, decision support, etc. Meanwhile, knowledge management is also the core content of office automation systems in the new era.

Software Function Design

The Office Automation System of XX Department in XX Province will be built on the basis of the application support platform, with corresponding functions and characteristics of the platform. According to the actual needs of the XX Department of XX Province, the Office Automation System of XX Department can be divided into seven subsystems according to the interface: daily office subsystem, supervision management subsystem, public information subsystem, professional affairs subsystem, personal affairs subsystem, archive management subsystem, and system management subsystem. The system adopts the Browser/Server mode, where the user end adopts a browser mode. Below, we will briefly introduce the main functions of the system.

The system interface can be flexibly and conveniently customized, and can be displayed at different levels according to the specific ideas of XX Department in XX Province. The system will automatically set and display an appropriate interface based on the permissions granted to each office worker and the nature of their work, striving to achieve a concise and intuitive operating interface. The system will use familiar terminology and good menu layout of XX office staff, making it easy to learn and use, and easy to read. The homepage interface can display various information, such as reminder messages, important notification announcements, etc.

【 3.3 】 Daily Management Subsystem

Daily office is one of the core subsystems of the system, including document receiving management, document sending management, authorization agency, and report signing management. It realizes the circulation and approval of various official documents, provides a simple and easy-to-use real-time monitoring mechanism and query and statistical functions for document processing, and facilitates leaders to timely grasp the work situation of staff. At the same time, trace retention is implemented in the processing of official documents, supporting multiple approval methods.

【 3.3.1 】 Subsystem functions

【 3.3.1.1 】 Document Collection Management

Computerized document management mainly includes the registration, receipt, preparation, approval, distribution, circulation, handling and co handling, and archiving of official documents. The following is a commonly used process for receiving documents, for reference only. We will customize a reasonable process for XX Hall after conducting detailed requirements research on the actual receiving process.

1) Registration and entry of incoming documents: refers to the process of recording future documents in various ways (electronic documents provide program interfaces, automatically importing them into the main text area of the received documents; paper documents are scanned and entered, with a high-speed scanner capable of inputting 40 to 80 pages per minute) on a computer, and can be easily processed to submit proposals. If necessary, the scanned files can be recognized by OCR. The registration of incoming documents is usually completed by the General Document Department of XX. When processing the registration of incoming documents, it is convenient to use a computer to scan and input documents, collect online documents, etc. The registration of the receiving unit, document number, receiving date, receiving number, secret level, urgency, title, proposed opinions, and other situations can be done on the computer. The vast majority of them are automatically prompted by the system for selection and input, without the need for manual typing and input.

2) Proposal: generally refers to how to handle documents based on reading, processing, and document content, including the need to fill in the proposal for handling official documents, approvers, handling departments, and collaborative departments. It is generally completed by the office director. The person in charge of the task can simply process it on the computer. For example, simply click on the "To Do" button to open the file to be processed. You can take a look at the main text and add the processing comments in the "To Do Comments" section (you can input them using a keyboard, handwriting pen, or using the original fixed comments), and then click "Finish" to complete the file.

3) Sub handling: The designated personnel (usually the general document of XX department) distribute the documents to the leaders or departments based on the proposed opinions, and distribute the documents to the department level co handling department according to the opinions approved by the leaders. The setting of sub offices is mainly to save the operation of leaders sending documents. Leaders add opinions and instructions on the documents, and sub office personnel complete the transmission of the documents. Of course, leaders can also choose to send them themselves.

4) Instructions: Referring to the proposed results, the leaders of XX department provide instructions and add approval opinions. This system fully considers the actual office habits in China, and there are four approval methods to choose from during the approval process of XX department leaders:

The system summarizes the processing opinions added by each department, and then prints them out. After being approved by the leaders of XX department, the secretary inputs or scans the approval opinions of the leaders into the computer;

The leader of XX department directly adds instructions and opinions on the computer;

After the leaders of XX department sign their opinions on the note, they directly scan the instructions to the designated area;

The leader of XX department can use the handwritten input system to input the original handwriting for approval.

For the approval of XX department leaders without any order requirements, the system provides a flexible approval method, which can adjust the approval order flexibly based on the leader's on-the-job situation. For urgent and special items, after receiving the document, it can be submitted to the leadership for review and copied to the proposed department to save reaction time. The leaders of the handling department can send documents to their own personnel, and for documents that need to be handled by other departments, they can send them to other departments.

5) Circulation: According to the official document circulation form, the system automatically distributes it to recipients and circulates it in order or parallel. The system provides file circulation signature function and notification and automatic signature function after reading. If an official document only needs to be read by an individual without processing, it will be automatically displayed in the circulation module.

6) Undertaking: After receiving a document, the handling department handles it according to the instructions, and after completing the processing, fills in the processing status.

7) Form a forwarding document: According to the needs, form a forwarding document for the received document, so that it can be circulated according to the sending process.

8) Co handling: After receiving a document, the co handling office processes it according to the instructions, and after completing the processing, fills in the processing status.

9) Reminder: The system automatically sends reminder notifications and reminders based on the processing status of official documents and the set reminder time, and registers the reminder results (please refer to the detailed analysis below for details).

10) Archive: Official documents can be regularly and automatically archived into the document system through the automatic archiving function. Manual archiving can also be achieved at any time. During file archiving, available documents can be used for some pre archiving processing, including classification, grouping, and archiving, mainly to facilitate the formal processing of file archiving by archive administrators.

11) Other functions: For example, "Query" can perform permission restricted query operations on the processed files; The "monitoring" system can visually monitor the records and situation of document circulation, in order to facilitate understanding of the direction of document circulation, and to facilitate understanding of management and control information such as the organization receiving the document (please refer to the detailed analysis below for details).

【 3.3.1.2 】 Document Management

Document management refers to the system's ability to automatically complete the entire process of document issuance after the user sets up document processing and workflow. The system can meet the requirements of various types of documents issued by XX Department, such as the document submission form of XX Department in XX Province, the document submission form of XX Department Party Committee in XX Province, the document submission form of XX Department Office in XX Province, and joint document issuance with other units.

The approval process for document issuance mainly includes: drafting of official documents (draft), departmental review, document co signature (when co signature is required), office review, document issuance, document writing, printing, stamping, sealing, archiving, and other processes.

The following is a schematic diagram of the commonly used document approval process. We will develop an accurate document approval process after conducting detailed requirement research.

1) Document drafting: Select or customize the official document circulation template, schedule the circulation procedure, and then draft it. The system can create templates for various types of official documents according to the requirements of document writing, and embed document writing assistants into document writing software to improve the accuracy of document writing. When drafting, the system can directly access the editing system (which does not require or rely on any text editing software, such as Word, WPS, etc.) to draft the document. The drafted document will become the main body of the composite document and will be circulated with the publication. When drafting, you can directly add the following information to the system: file name, drafting department, drafter, organizer, and theme words; Add main, CC, and CC units, and the system can automatically record the reporting unit. Next time, you can choose your own reporting department without manually entering it. The system can easily add attachments to files, and multiple attachments can be added. The attachments can be easily modified in future circulation.

2) Review: It is the process by which the reviewer reviews the manuscript, fills in revision comments, signs, etc. The review can also be done in the text editing system, and the system automatically retains the reviewer's editing traces. And it can be printed when modification traces need to be printed. Modification traces can be saved along with the original text. If the review fails, it can be returned to the drafter.

3) Joint processing: If the system requires joint processing, according to the order of joint processing in the review process, send it to the leaders of the joint processing department for joint processing (using a handwriting pen). After the meeting, automatically or manually enter the review. During the signing process, the handling department can annotate the parts of the original text that need to be modified or express opinions, rather than directly modifying the original text. At the same time, the system can define the order.

4) Review: The review is mainly conducted by the office director. When sending documents to the office director, there must be a signature from the head of the organizing department, otherwise the system will not send them. The approved documents will be sent to the supervisor of XX department for signature, otherwise the documents will be returned to the drafter. During the review process, not only can the reviewer modify the document, but they can also modify other attributes of the document, such as the submitting department.

5) Issuance: The document must be sent to the leadership of XX department through the office, otherwise it will not be sent. After the leader reviews the manuscript, based on the review comments, co signature comments, and review comments, it can be issued or rejected to the drafter or others. The leaders of XX department have four methods for issuing documents:

Print out the document, after the leader of XX department signs the opinions, the secretary will input or scan the opinions into the computer;

The leaders of XX department can directly handle the process on the computer, and can make modifications and add comments to the files with modification marks;

After the leaders of XX department sign their opinions on the note, they can directly scan it into the designated area.

The leader of XX department can use the handwritten input system to input the original handwriting for approval.

6) Forming formal documents: After being signed and issued by the leaders of XX department, the documents will be automatically sent to the office for printing and writing. This can also add relevant attributes of the documents, such as the submitting unit and document number.

7) Printing: The process of outputting the written text into a paper file as required.

8) Seal: Seal paper documents (including archived documents) with the actual official seal.

9) Sealing and sending: The system sends files out by various means according to the scope of the document by the office. If electronic documents are sent through the official document exchange platform (see further description) or by email address, paper documents will be distributed in the usual way.

10) Archive: Automatically convert the original text and processing into official document management, which can be archived automatically or manually.

11) Query: It is a permission restricted query on the processed files.

【 3.3.1.3 】 Signing Management

In the actual office of XX Department, in addition to various external communications and external publications, various requests, reports, and reports are also required within XX Department. During system implementation, it is also possible to manage processes such as drafting, initial review, summary review, submission for approval, leadership approval, reviewing approval comments, searching, and archiving. The above signed reports, such as requests and reports, can be drafted by the requester, reviewed by the department (unit) leader, and then submitted to the XX department leader for approval by the XX department office.

The following is an internal request example, and the specific situation of XX Hall will be determined after research:

【 3.3.1.4 】 Authorized Agent

The system provides a personal authorization agent function. If a staff member is unable to process the required documents in a timely manner due to various reasons such as business trips or leave, they can transfer their work to the designated agent for processing within a certain period of time through the authorized agent. All documents that need to be processed by the user during the authorized agent period will be automatically transferred to the agent for processing, and the authorizer can modify or cancel the agent authorization at any time.

During the authorization period, you can also receive the same documents, so that when you come back, you will know which transactions the authorized person has handled on your behalf.

Due to the remote office function provided by this system, of course, you can also use mobile office to complete business trips or other remote office affairs.

[3.3.1.5] About Process Description

1) Our understanding of processes

All processes (including official documents and various business processes) can be divided into the following four categories as shown in the diagram:

Fixed/Conditional Flow: Refers to a predetermined flow or automatic flow based on conditions, without the need for human intervention or conditional flow based on certain conditions during the flow process.

Free circulation: The next step is determined by the superior personnel, who can select one or more personnel from a batch as the next approver for the document.

Management based circulation: To avoid excessive and tedious operations by a few personnel (such as leaders of XX department), documents will be automatically sent to the document transfer center, and the document sender and receiver will send the documents to relevant personnel according to the opinions of the leaders.

In this system, we comprehensively utilize the above four process operation methods to flexibly and conveniently assist the XX Department of the province in achieving electronic and networked office and business processes.

[3.3.2] Characteristics of subsystems

1. Characteristics of the process

1) Effectively implementing a custom flow environment for e-government

The government work of government departments (including office work and all business transactions) is basically achieved in the form of processes, and the core of e-government circulation is to achieve the electronic process of circulation. This system provides a comprehensive e-government circulation platform for XX Department, providing a powerful, flexible, and user-friendly custom circulation environment for document processing and all business management in various departments. In this way, through the comprehensive circulation platform provided by this system, we can not only achieve the circulation of various official documents in the information system, but also provide a robust business circulation environment for the next step of business system construction. And all the processes actually used can be flexibly and conveniently customized.

2) Powerful visual customization features

The traditional approach of OA is to design the process into the system, which can result in changes to the system code when the requirements change (such as simplifying approval procedures, such as changing from two-level approval to first level approval). Sometimes, it may even occur that due to errors in the original process design, it is only discovered during system testing that the system code needs to be changed again. As a user, of course, I don't want this situation to happen. I hope the system can have some adaptability, and it's best to draw a picture like usual