Abstract
Содержание
- Introduction
- 1. Theme urgency
- 2. Goal and tasks of the research
- 3. Quality quide. Quality Management System ISO 9001: 2008
- 4. Improving the process of managing records through a single database
- Conclusion
- References
Introduction
Management activities are carried out with the help of documents that are at the same time the source, result and instrument of activity. In the office of an industrial enterprise, the technology of working with documents may be inextricably linked with the technology of its main production activity. It involves not only uniform documentation rules – paperwork, but also a single procedure for organizing the movement of documents (document flow).
In accordance with the regulatory requirements, the organization’s document flow covers the movement of documents from the moment they are received or created until the completion of the execution, dispatch or return to business.
To restrain the onslaught of competing enterprises and organizations, a business must successfully adapt in a changing environment, so there is a desire of company management, on the one hand, to restructure management systems and improve management procedures and business processes, and, on the other, to reduce paper volumes information, reducing the cost of processing information and increasing the efficiency of its management in the way of organizing joint access of specialists to information, storage and retrieval of documents.
1. Theme urgency
The relevance of the topic is to improve the process of managing the documentation in the QMS.
The thesis was developed on the basis of the curriculum for the preparation of bachelors in the specialty March 27, 2002 “Quality Management”; in the process of study, she completed the full course of training and control activities stipulated by the curriculum.
The subject of the thesis is the organization of the workflow process on the example of the leading enterprise of Donetsk, DonFrost LLC.
This work is characterized by a sufficiently deep study of the theoretical aspects of building a document flow at an enterprise, by scientifically based design of measures to improve the existing workflow system, taking into account the material studied.
The main documents that underlie the preparation of bachelors are the Basic educational program, Curriculum, Work program of the discipline, as well as lecture notes and guidelines on various teaching methods.
The main documents that underlie the WRC are:
ISO 9001: 2008, Quality Management Systems. Requirements
ISO 10013: 2001 Recommendations for documenting quality management systems
Orders and Regulations:
On improving the quality system
;
About the management representative
;
About the project manager
;
About the service quality system
.
2. Goal and tasks of the research
The task of the WRC: to study the management activities, the movement of documents, to come to the decision that the transition to paperless management technology is necessary for high – quality and fast work.
Research methods: theoretical studies of the process of improving a single enterprise database, methods of graphical analysis, expert assessments.
New information technologies offer the means to achieve these goals using two approaches:
Business Process Reengineering;
transition to paperless control technology.
This paper discusses the content of the second approach the selection and application of methods and means of organizing paperless management technology, which is based on the use of three basic concepts: the transition to electronic documents, the creation of document management systems and electronic document management systems.
Unlike paper documents with their rigid framework, static form and limited capabilities, the transition to dynamic digital electronic documents provides special advantages in creating, sharing, distributing and storing information. They can increase the performance of many applications used in business, reduce the size requirements of drives, reduce or completely solve the problem of loss and incorrect placement of documents.
Electronic documents can be simultaneously used by employees within a single workgroup, department, or the entire enterprise.
They are accessed in a few seconds, not minutes, hours, days, and sometimes weeks, which happens when using documents on paper.
Accelerated access to strategic information along with significant cost savings can provide important competitive advantages.
Today, an electronic document is a form of a familiar type, which is processed using the consistent application of closely interrelated technologies within the framework of the so – called Electronic Document Management Systems (EMS).
3. An approach to the unification of synthesis of Moore FSM on FPGA
ISO (International Organization for Standardization) is the worldwide federation of national standards bodies (ISO member organizations). Work on the preparation of International Standards is carried out using ISO technical committees. Each member organization interested in an area for which a technical committee has been established has the right to be represented on that committee. International organizations, governmental and non – governmental, in liaison with ISO, also take part in the work. ISO collaborates closely with the International Electrotechnical Commission (IEC) on all matters of electrotechnical standardization.The ISO work system is depicted in (Fig. 1).
Figure 1 - ISO system
ISO 9001 is an international standard that establishes requirements for quality management systems for organizations whose activities are aimed at increasing customer satisfaction through effective application of QMS, including processes of continuous improvement of the system, which seek to ensure the quality of products (services) to the requirements of consumers, legislative and regulatory requirements applicable to the organization’s activities.
Summarizing the various definitions developed by ISO, we can say that the QMS is a system created by the organization to continuously formulate policies and goals in the field of quality, as well as to achieve these goals. So, first of all, the QMS is a system. And the system, as a rule, is characterized by its purpose, structure, composition of elements and relations between them.
QMS is designed to ensure the quality of the products or services of the organization and “tune” this quality to the expectations of consumers (customers). At the same time, its main task is not to control every single unit of production, but to make sure that there are no mistakes in work that could lead to the appearance of a marriage (poor quality of products or services). The cause of the marriage is always the wrong actions. And in order to avoid them, it is necessary to formalize (describe) the right actions to create high-quality products or services, to develop instructions for the implementation of the right actions and to control these actions.
4. Improving the process of managing records through a single database
Automation of management is an important stage in the development of a modern enterprise. Information technologies make it possible to systematize data and unify personnel management processes, maintain a uniform policy of human resource management throughout the holding, which greatly simplifies the work of specialists.
The flow of information circulating in this enterprise is huge. They tend to increase in time.
Therefore, the enterprise has the problem of organizing such a document management that would ensure the most efficient operation. And today without databases it is impossible to present the work of most organizations.
A database is a named set of structured data related to a subject area. Software designed to work with databases is called a database management system (DBMS). The DBMS is used for the orderly storage and processing of large volumes of information, allows you to create new databases without programming, and using only the built-in functions, ensure the accuracy, completeness and consistency of data, as well as convenient access to them.
The database helps to organize and store information from a specific subject area, facilitates access to data, searching and providing the necessary information.
In order for an enterprise to work normally, you need to streamline the distribution of documents. In a large enterprise, where there is a lot of documentation, the paper document option is not acceptable. For a quick search for documentation and without problem functioning, a database is created.
So, searching the database and then printing or sending a copy of the order and other documents to the employee via e-mail is much faster than searching the paper archive, taking and sending a paper copy.
So to improve the work, it is necessary to move from paper workflow to electronic automation.
First of all, in order to switch to electronic document flow, it is necessary to consider the primary tasks:
translate key documents into electronic form. First of all, we are talking about electronic invoices, acts and invoices. Also, all processes for creating, processing and storing document data should be automated;
merge work with documents into a single space;
translate in electronic form the processes of sending, receiving, adjusting and controlling the return of documents. This reduces the processing time of incoming documents dozens of times.
The transition to electronic documents will not only solve the key difficulties of working with paper, but also advance in understanding the possibilities of informatization of business processes.
Implementing electronic document management in an organization is not such an easy task. It is not enough just to purchase a program, install it on computers and launch it. The success of the implementation depends on compliance with several conditions.
Active participation in office automation by the management of the company. The rapid resolution of organizational issues related to the implementation of the EDI, as well as the impact on middle managers and subordinates who resist innovation, helps the successful implementation of the goal.
Compliance with the installation steps will allow you to meet the necessary deadlines and meet the budget.
The interest of key users. When automating workflow, you must take into account the interests of those employees who will work directly in the program.
Competent preparation of project documentation will allow to avoid discrepancies between the contractor and the customer during the system operation.
You should not try to fine-tune all the workflow processes of the enterprise under the implemented system, as well as completely redo the system for the customer's business processes. It is very important to observe the golden mean, applying the best practices, the existing regulations of the company and its tradition.
The more these principles are taken into account in the implementation process, the higher the likelihood that an enterprise’s transition to electronic document management will be successful.
The procedure for organizing electronic document management in a company is as follows (Fig. 2).
Figure 2 - The procedure for organizing electronic document management
Conclusions
DonFrost LLC is a manufacturer of complex household appliances, a full-cycle enterprise where all parts, tools, assembly and packaging of refrigerators are manufactured.
In the course of writing the final qualifying work, the goal was achieved, and the tasks were accomplished. The following issues were addressed: what is a quality management system, documentation management, electronic documentation management system.
In this paper, the answers to the assigned tasks are clearly and clearly highlighted. Investigated the feasibility of electronic document management system. The main advantages of the transfer and processing of documents using automated information systems are highlighted. Defined the purpose and features of the workflow. Acquainted with the practical implementation of electronic documents on the example of this enterprise.
It was determined that the absence of the need to manually reproduce documents, track the movement of paper documents within an organization, control the procedure for transferring confidential information significantly reduces the labor costs of clerks.
End to end automatic control of execution at all stages of working with documents drastically improves the quality of work of performers, makes the time for preparing documents more predictable and manageable.
Today, many have already come to the conclusion that the culture of working with documents is a part of industrial culture, and that, in turn, is an important prerequisite for successful activity in the market. Therefore, the workflow system is the same part of the production infrastructure, absolutely equal and necessary as the equipment, resources and personnel. This idea is clear to any manager. A manager loses a lot of time from improperly or untimely documents, from wrong management decisions or from the inability to quickly find the right document. During the implementation of the electronic document management system, it is imperative to organize trainings for the company's employees, as well as consultations for its management on organizing the transition to the electronic form of office work.
The document is the main way of presenting information in any modern enterprise. The efficiency of enterprise management also depends on how well document management is organized in it. In fact, ineffective use of accumulated information (or, even worse, its loss) can lead to the loss of the entire business. After all, not received information or a document in time is, above all, lost money, time and lost opportunities.
As a result, in any enterprise where active work is carried out with various documents, sooner or later there is a problem of systematization, processing and safe storage of large amounts of information. The best solution to these problems is the introduction of an electronic document management system. Therefore, the future is in an electronic document.
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