Automated system of accounting and control of decisions of the Scientific Council of University

There is a permanent work with documents in Tomsk State University. A sizable part in making this work is brought in by meeting of the Scientific Council (SC), which takes place with certain periodicity. A result is a list of the decisions taken on control. The secretary of the SC creates a text document, containing the list of these decisions. Subdivisions of University must execute task and present a corresponding report. In time, there is the accumulation of bank of decisions and reports of subdivisions, that complicate work on watching execution of decisions. In addition, both a secretary and subdivisions require to execute identical monotonous work on the hand filling and viewing dozens of documents very alike on each other. A conclusion is obvious about the serious lack of organization efficiency of work with the SC decisions. So, it was decided to create the dedicated system electronic circulation of documents. This system solves the next problems on automation: 1. one-time registration of the SC regulations, exception of necessity of frequent printing-down and unsealing of decisions; 2. storage of all decisions in a single base that allows to avoid loss papers or origin of doublets; 3. access to the system from any computer with an internet connection, which greatly improves the efficiency; 4. possibility of attaching to the tasks, sent to subdivisions, of auxiliary informative files, that releases from the necessity of transmission of stacks of papers or independent search subdivisions of corresponding documents and forms; 5. intrasystem exchange by reports for simplification of communication needed to address emerging issues; 6. possibility of archiving both decisions of the SC and tasks put before subdivisions; 7. simple monitoring system allowing without delay and effectively to communicate to subdivisions; 8. timely reminder about unfulfilled tasks, term of handing over of which passed already, that diminished a possible damage from similar situations; 9. transparency of all activity related to execution of the SC decisions, and as a result is possibility qualitatively to analyze this activity for the search of bottlenecks.

Keywords

Authors

References