Dow systems and their automation. Tasks of integrated dow automation systems. Deadline for the student to submit the completed thesis

Management activities in any organization are also based on the processing of information and the production of new information, which suggests the presence of technology for converting source data into effective information. Equipping individual workstations with computers did not bring the desired results, although it speeded up the processes of creating and editing draft documents, reduced the number of errors and improved the overall appearance computer printout versus typewriting.

At this stage of computerization of preschool educational institutions, the greatest importance is automated workstation software.

The software of any computer is divided into system and application.

System software designed to support activities computer systems as such. They include:

• test, diagnostic and anti-virus programs;
• OS;
• command-file shells.

These are software tools general purpose, it should be noted that there is a tendency to expand the capabilities of the next generations of operating systems, including through the integration of all of the above software.

Among application software, necessary for computerization of documentation support for management activities, can be distinguished:

widely used typical:

• training systems text documents;
• personal information systems;
• database management systems;
• text recognition programs;
• programs for entering the external environment;
• systems for processing financial and economic information;

less common specialized ones that require special user training:

• presentation preparation systems;
• project management systems;
• expert systems and decision support systems;
• systems for intelligent design and improvement of control systems.

Systems for preparing text documents are intended for organizing technology for the production of management documents and various information materials of a text nature. According to their capabilities, they are divided into text editors; word processors; desktop publishing systems.

The text editor allows you to enter, change and save any symbolic text, but it is intended mainly for preparing program texts that do not require formatting, i.e. automatically converting the arrangement of text elements, changing the font, etc.

The use of a text editor to prepare and print a document at a qualitative level corresponds to the use of an electric typewriter, only more productive due to the ease of repetition, printing from a workpiece stored in electronic memory and the possibility of both correcting typos and partially reworking the text by inserting or excluding new ones fragments.

Among the many available editor programs, we can highlight Norton Editor, Side Kick, Brief, multifunctional multi-window editor Multi-Edit, Turbo system editors.

One of the most important properties of word processors is the complete correspondence of the paper document to the image of the copy on the screen. Not the least important role when choosing a word processor is played by the amount of memory occupied and integration with other software products. Each user has their own style of working on a document (what is convenient for one group of users is a hindrance for another). Therefore, the most attractive for document developers are those programs in which it is possible to customize the interface to suit your tastes and needs.

Word processors have special features that are designed to make it easier to enter text and present it in printed form. Preliminary setup of the word processor and the printer on which the text is supposed to be printed will allow you to:

• display text that provides a given view of the page on the screen, giving an idea of ​​the actual location of the text on the paper after printing;
• pre-set parameters such as paragraph indents, headings, font type and size for various text elements, line spacing, number of columns of text, location and method of numbering footnotes, etc.;
• automatically check spelling and receive hints when choosing synonyms;
• display and edit tables and formulas;
• combine documents in the process of preparing text for printing;
• automatically create a table of contents and alphabetical reference.

But almost all word processors (and their versions) have a unique data structure for representing text, which is explained by the need to include additional information in the text that describes the structure of the document. Therefore, text prepared using one word processor often cannot be read and therefore edited and printed by others. Printing can be done on any type of printer, including a matrix printer.

In order to ensure compatibility of text documents when transferring them from one word processor to another, it is necessary to install special software - converters that provide an output file in the format of the recipient document's word processor.

Word processors that allow you to prepare and print complex and large documents, including books, include: Microsoft Word, WordPerfect, WordStar 2000, Lexicon, etc. However, for most offices the Word and WordPerfect systems are not needed: they are complex and contain many unnecessary features.

The second group of word processors has significantly fewer capabilities, but is easier to use, works faster and requires less memory, they are easier to use. These include Beyond Word Writer, Professional Write, Symantec Jus, Write, DacEasy Word. But the de facto standard for Russian offices has become Microsoft Word, versions 6.0, 97, 2000, 2002.

Desktop publishing houses prepare texts according to printing rules and with typographic quality. Desktop publishing, in fact, is a layout designer's tool and is intended not so much for creating documents, but for implementing various types of printing effects. They allow you to easily manipulate text, change page formats, indent sizes, and make it possible to combine different fonts. Texts prepared by desktop publishing houses are printed only on laser printers.

Professional-level systems include QuarkXPress for Windows, FrameMaker for Windows, PageMaker for Windows. Mastering difficult-to-use “desktop printing houses” is hardly advisable for those who only occasionally need to beautifully prepare a postcard, letter or announcement.

Microsoft Publisher and Pageplus for Windows systems are not intended for production of industrial printed products. They are used sporadically, for reproducing colorful documents in a small company. They are aimed at the user who devotes only part of his working time to publishing.

The proposed classification of text preparation systems is largely arbitrary, since new improved versions appear, which blurs the boundaries between classes.

Personal information systems intended for information services workplace of a managerial employee and, in essence, perform the functions of a secretary or electronic organizer:

• planning personal time at various time levels with the possibility of timely reminders about the occurrence of planned events;
• maintaining personal or other card files with the possibility of automatic sampling necessary information;
• connection via telephone lines with logging telephone conversations and performing functions characteristic of multifunctional telephones;
• maintaining personal information notebooks for storing various personal information.

Database management systems designed for creating, storing and manipulating large volumes of data. Various systems This class differs in the ways of organizing data storage and processing search requests, as well as the nature of the information stored in the database. These systems work both on a personal computer and when working on a computer network.

Systems for processing financial and economic information are intended for processing numerical data characterizing various production, economic and financial phenomena and objects, and drawing up relevant management documents and information and analytical materials. These include:

• universal table processors;
• specialized accounting programs;
• specialized programs of financial and economic analysis and planning.

A spreadsheet processor is a mandatory component of any integrated office suite or system:

• Corel Office Professional from Corel;
• Word Perfect Suite for Windows from Corel;
• Works for Windows from Microsoft;
• MS Office for MAC from Microsoft;
• Office Professional for Windows from Microsoft;
• SmartSuite for Win from Lotus.

With the advent of the operating room Windows systems versions of spreadsheet processors oriented to work in this environment were developed: Excel, Lotus, Corel Quattro.

Presentation preparation systems are intended for the preparation of graphic and text materials used for demonstration purposes at presentations, business negotiations, and conferences. Modern technologies for preparing presentations are characterized by connecting video and audio information to traditional graphics and text, which allows us to talk about the implementation of hypermedia technologies.

Today, the above programs are rarely considered in isolation from each other. All of them are part of integrated office suites. In addition to the system for preparing text documents, the package includes a spreadsheet, a presentation graphics program and a database management system (DBMS), a personal planner, etc.

For example, the WordPerfect word processor is not currently sold as a standalone product, but only as part of the Corel Office Professional suite. The application software market is dominated by three companies: Microsoft, Corel and Lotus. They all develop according to general laws. First of all, this is complete unification: a common user interface and uniform approaches to solving such typical tasks as file management, editing, formatting, printing, working with email and searching for hints help system, integration with the global computer network Internet.

Programs of application complexes are equipped with tools for collective work: they have tools for editing and saving documents of basic types in HTML format for the Internet.

Office word processing systems provide tools for marking, tracking and editing corrections, which greatly simplifies the process of taking into account the opinions of a team of authors. To comment on the document without changing it, there are notes. To make changes directly to the text, use the correction recording mode, which allows you to track where in the document text or graphics were added, deleted or moved. Collaboration tools include version tracking and pop-ups with author name and modification date.

When you turn on the computer in shared network e-mail and mailing lists allow information to reach all correspondents. The return receipt facility, which is built into most modern mail systems, allows you to monitor when information was actually received and track that appropriate action has been taken.

It is possible to limit the circle of people who have access to the document and the rights of each of them to make changes: the document can be read-only, you can prohibit saving the document under any other name or changing its styles, or, conversely, the user can be provided with full access rights.

Yes, extended edition Microsoft Office XP, in addition to the Microsoft World word processor, contains:

• spreadsheet processor - Excel;
• database management system - Access;
• personal planner - Outlook;
• presentation creation tool - Power Point;
• system Email- Outlook Express;
• web page creation tool - Front Page;
• photo processing tool - Photo Editor.

Project management systems are intended for planning and managing resources of various types (material, technical, financial, personnel, information) when implementing complex research and design and construction work.

Expert systems and decision support systems designed to implement technologies information support management decision-making processes based on the use of economic and mathematical modeling and the principles of artificial intelligence.

Intelligent design and management systems are intended for the use of so-called CASE technologies (Computer Aid System Engineering), focused on the automated development of design solutions for the creation and improvement of organizational management systems.

All modern office packages and operating systems are adapted to work in a network configuration; automated workstations have been replaced by information technology.

Information technology is a system of methods and methods for collecting, transmitting, accumulating, processing, storing, presenting and using information based on the use of technical means.

Each specific information process can be implemented by a separate technology using its own technical base, a control system for technical means - for computer technology these are software tools - and organizational and methodological support - rules, instructions.

But management activities are based on the implementation of almost all of the listed types information technologies in accordance with the sequence and content of individual stages of the decision-making process. Therefore, modern information technologies for supporting management activities are based on the integrated use of various types of information processes on the basis of a single technical complex, the basis of which is computer technology. In this regard, it is not entirely correct to understand only computer technologies as modern or new information technologies.

Currently, we are talking about a structural human-machine control unit, which is optimized in the process of work: the capabilities of computers are expanded due to the user’s structuring of tasks to be solved and replenishing its knowledge base, and the user’s capabilities - due to the automation of those tasks that were previously inappropriate to transfer to computer for economic or technical reasons.

Modern office information technologies are based on both personal and corporate computers.

Personal computers are computing systems, all resources of which are completely aimed at supporting the activities of one workplace of a managerial employee. This is the most numerous class of computer equipment, which includes personal computers IBM PC and compatible ones, as well as Macintosh computers from Apple.

Corporate computers are multi-user computing systems that have a central unit of high computing power with significant information resources, to which a large number of workstations with minimal equipment are connected: a video terminal, a keyboard, a positioning device, a printing device.

The modern area of ​​​​use of corporate computers is the implementation of information technologies to support management activities in large financial and industrial organizations, the organization of various information systems that serve a large number of users within one function: stock exchange and banking systems, booking and selling tickets for the provision of transport services to the population, etc. P.

Currently, the prevailing trend is to combine computers and workstations into computer networks of various scales, which allows you to integrate resources for the most efficient implementation of information technologies, because personal computers can also be used as workstations connected to the central unit of a corporate computer.

The fundamental difference between computer information technologies and previously existing ones is not only in the automation of processes of changing the form or location of information, but also in changing its content.

We can distinguish two strategies for developing the implementation of modern information technologies in management activities.

First, information technology adapts to the organizational structure in its existing form, and the existing methods of work are being modernized:

jobs are rationalized, functions are redistributed between technical workers and specialists in favor of the latter;

the functions of collecting and processing information are optimized - the physical flow of documents, with the decision-making function - the information flow;

Communication issues are still playing a secondary role.

Second, the organizational structure is modernized in such a way that information technology gives the greatest effect:

the main strategy is the maximum development of communications and the development of new organizational relationships that were previously not economically feasible;

new jobs are introduced, old positions are eliminated, and a planned redistribution of responsibilities is carried out among almost all employees of the company;

New normative and methodological support for organizing documentation support is being developed, and employees are undergoing continuous retraining in working with new technologies;

the productivity of the organizational structure increases, because archives of electronic data are redistributed, the volume of documentary information circulating through channels is reduced to achieve a balance between each management level and the volume of tasks to be solved.

So, the first strategy focuses on the existing structure and existing relationships in the organization, while the degree of risk from implementation is minimized, costs are minimal and the organizational structure is not rationalized; the second - to the future structure, in which the system is expanded strictly in accordance with information needs, within the given parameters, but without taking into account the human factor. In any case, the approach to the use of computer technology is changing: it is becoming the basis for equipping workplaces. Due to the versatility of the software used, technological, methodological, and organizational integration of information systems and processes occurs.

Creation and implementation complex systems automation of documentation management pursues the achievement of the following goals:

in the field of document processing:

• ensuring increased efficiency and quality of work with documents, streamlining document flow, ensuring execution control;
• creating conditions for the transition from traditional paper document management to electronic paperless technology;
• creating the necessary conditions for increasing the share of intellectual productive work on meaningful and semantic work with documents and reducing labor costs for routine operations;
• ensuring improved quality of documents created in the organization;
• eliminating duplication of work on entering information about a document in various areas of working with it;

in the field of execution control:

• ensuring automated control of the passage of documents in the organization’s divisions from the moment they are received or created until the completion of sending or registration in the case, timely informing employees and management about received and created documents, eliminating the loss of documents;
• ensuring automated proactive control over the timely execution of documents, instructions from the highest bodies of state power and administration, instructions and instructions from the management of the organization, prompt receipt of information about the status of execution and the location of any document;
• reducing the time required for the passage and execution of documents;

in the field of organizing access to information:

• ensuring centralized storage of texts of documents prepared in electronic form, and their graphic images, as well as all related materials (registration cards of documents, resolutions, accompanying documents) with the ability to organize logical linking of documents related to one issue, and prompt search (selection) of documents according to a thematic set of details.

The implementation of a preschool automation software system should create a hardware and software basis for a unified system covering all divisions of the organization. The following goals are expected to be achieved:

• a unified procedure for individual and joint work with documents in the organization’s divisions;
• combining flows of electronic documents between organizational units;
• the use of a common document indexing (numbering) system for all organizations, general classifier reference books (such as a list of organizations, a list of cases), a unified form of registration and control card (RCC) of documents, etc.;
• ensuring the unification of management documentation and reducing the number of forms and types of uniform documents.

Currently the market software systems in the field of office automation and document flow is characterized by the following features:

1. Sellers do not have a uniform terminology and many do not have a clear positioning of their products.
2. Organizations often lack an understanding of what a particular system can and cannot do, since it is difficult to understand the information contained in advertising brochures: there is little technical information in such descriptions, and what is provided does not always highlight the advantages of the advertised software product .
3. Enterprises do not have a clear understanding of what needs to be done in terms of automation of documentation support for management.

Software systems that implement the first version of the strategy do not break Russian technology, are aimed at use in government agencies and preserve all the traditions and norms of office work adopted in a particular organization. The purpose of such systems is to provide support for paper document flow and reduce the labor intensity of routine document processing operations. Such systems can significantly expand the scope of traditional office work and document management processes by processing documents on a personal computer. Systems in this area are a kind of “bridge” for the gradual transition from paper to paperless documents. Automation systems of this technology include: “Business”; "1C: Enterprise" and others.

Main feature software products Western technology is modeling document flow processes and customizing information systems to these models. Developments in line with this strategy are aimed at maximizing full use electronic documents and means of collective work of users, elimination of intermediate links in document flow, development of new technologies for working with documents. The routes for the movement of documents throughout the organization, among its divisions and employees, are formed by the system administrator.

When adapting the system to specific processes of the organization, only the necessary functional components are installed on employees’ personal computers, allowing them to solve a certain range of tasks in accordance with the role of each employee in the organization’s document flow.

Systems in this direction include:

Russified versions of popular Western systems:

DocsOpen (PC DOCS);

LinkWorks (DEC);

Staffware (Staffware PLS)

Lotus Notes (Lotus-IBM);

software solutions created by Russian companies based on Western systems:

Office Media system (Lotus Notes);

a set of programs “Office Management” (Lotus Notes);

“Cinderella-Cabinet” system (Lotus Notes);

solutions of the company JSC "Vest" (DocsOpen);

Optima system (MS Exchange, MS SQL);

own developments of Russian companies: LanDocs system; Effect Office; KADO; "Document2000"; "Cron" search system"Euphrates".

The “Delo” system of JSC “Electronic Office Systems” is designed to automate office work activities based on traditional domestic technologies and document support for the management activities of government organizations.

The Delo system provides the following capabilities:

• tracking all stages of office operations and the results of work on the main functional processes of organizations and institutions;
• unified registration of all incoming correspondence, including letters and appeals from citizens, by creating a registration card in which information about the document is entered, followed by sending the correspondence for consideration to management and structural units. Both documents received from outside and documents created within departments are registered. These include incoming and outgoing documents, citizens’ appeals;
• entering texts of resolutions, including repeated ones, and appointing executors for them;
• sending resolutions and documents to the workstations of performing users;
• forwarding reports of executors on the document to responsible executors and (or) authors of resolutions;
• registration of the movement of documents (document flow) within the organization, including the movement of paper originals and paper copies of documents and relevant resolutions, execution reports, approval (endorsement) of documents;
• monitoring the timely execution of instructions, requests from institutions, organizations, resolutions and instructions of management; checking the accuracy and timeliness of execution of documents;
• combining and grouping documents registered in the office management system according to various criteria;
• performing a search using a set of details of registration cards and resolutions in order to carry out the functions of monitoring the execution of documents, conducting reference and analytical work;
• entering information about sending outgoing documents to recipients with the creation of document distribution registers;
• obtaining information materials, summaries, reports for presentation to management;
• receiving and printing statistical certificates and reports, as well as registration cards to ensure compatibility with traditional office work technology;
• storage of electronic images of documents;
• writing off documents into the file in accordance with the nomenclature of files accepted in the organization and, if necessary, extracting them from the file;
• logging the user’s work with the system, including work with registration cards and resolutions.

System "BOSS-Referent" IT company is developed on the basis of the Lotus Notes product from Lotus Development Corporation, which is a tool for designing systems to support group work and can be considered as a standard in this area. The Lotus Notes environment and the applications built on top of it meet the basic requirements for unified system document management of large organizations, and, in particular, the following:

accounting processing of all types of documents. Databases can store information of almost any type and organize accounting and control of the passage of documents using internal means. The system provides the construction of various forms for registering documents, including both formal details and the content of the documents themselves. If necessary, the actual content of the document can be stored in a separate database, including as an image of a scanned paper document;

uniqueness of the number. The system has the ability to assign unique numbers to documents, including in a distributed computer network;

support for working with document text. It is possible to include in documents files prepared in other word processors (Microsoft Word, Word Pro, etc.) that support the mechanism for embedding and linking objects, as well as in spreadsheets and graphics packages. Notes includes full-text search and powerful generator building queries based on a model;

document coherence. A Notes document can include an unlimited number of links to other Notes documents, including those stored in other databases;

consistency with other subsystems. The Notes system, along with its extension tools, provides the ability to integrate with other information subsystems, in particular mail, as well as with systems that work with relational databases;

distributed document flow. Notes is a system that scales widely from a single personal computer to systems with dozens of servers, each of which can be connected to several hundred users. Each server can host multiple databases. The required information is distributed between these databases, and the information necessary for all users is periodically synchronized;

Access limitation. Data protection is implemented at all levels: server, database, form, document, document section and individual field. When establishing a communication session, user authentication is required. Supported electronic signature and data encryption.

The choice of a specific package of software products (systems) for more or less complete automation of management documentation and their installation are currently not regulated. Based on its material, financial and other capabilities, each organization itself acquires them on the market of office software products and services. Without serious study and familiarization with the current model, based on advertising descriptions The advantages and disadvantages of each of the listed systems in the field of organizing documentation support for management are difficult to find out.

For a particular organization, it is often not the entire set of consumer properties of systems that is important, but only some of them. The presence or absence of the required property can be the main criterion when choosing a system. On the other hand, the developers of all systems are constantly working to improve them, and in each of them certain features may appear that were missing in earlier versions.

The results of comparison of various software products for automation of management documentation support are relative and cannot indicate the absolute advantages and disadvantages of a particular system. Therefore, when choosing an automation system, you should:

• assessment of advertised systems from the point of view of their suitability for document automation in a particular organization, as well as the desired depth of reorganization of existing preschool processes;
• assessment of basic information technologies used in software products, taking into account the prospects of their use, as well as the forecast for the general development of preschool automation technologies for the near future;
• thorough study and testing of the capabilities of the document management automation system to ensure work within the framework of the current regulatory framework: giving documents legal force, maintaining registration databases during the storage periods of the documents themselves, timely output to a reliable medium of documents with long and permanent storage periods, etc.

One of the means of implementing an integrated management system for an organization and optimizing its internal business processes is the automation of documentation support for management, which makes it possible to identify competitors when making both operational and strategic decisions. The effectiveness of documentation support for management significantly affects the success of management processes. As a result, there is a need to improve the forms and methods of working with documents.

Under automation broadly understood as the application automatic devices, working according to a given program and partially or completely replacing a person in any field of activity.

Under document management automation system (DOW) should be understood as any automated system designed to solve problems of documentation, organizing work with documents and document flow, regardless of the object of automation, be it a government agency, a commercial bank, a trading company or any other organization. It is important that management in this organization is carried out in accordance with the requirements of regulatory and methodological documents.

There are three main way to implement a preschool automation system:

1) development of an original automation system for the preschool education system;

2) installation of a standard preschool automation system;

3) setting tools automation of preschool educational institutions.

The development of an original preschool automation system involves the involvement of a staff of programmers and the development of an automated system “from scratch” for a specific organization. At the same time, the peculiarities of this organization are taken into account as much as possible, which makes new system convenient to use. True, the programming process in this case has a number of disadvantages. It is long and expensive, and also has a tendency to lose control, which is why, after spending a lot of time and money, you can find out that the developed system does not meet the requirements and you need to start all over again.

The installation of a standard preschool automation system is in this sense the complete opposite of the development of an original system. Companies that manufacture preschool automation systems develop standard software products that can be used in various organizations with minimal adaptation. Such systems implement a certain general set of functions for working with documents, are inexpensive and are implemented in the shortest possible time. It would seem to be a very convenient approach, but it also has its drawbacks. The fact is that although the requirements for organizing preschool educational institutions throughout the Republic of Belarus are the same, they are very consolidated, and the methods of implementation vary significantly. In this regard, there is a need to expand the set of functions, which is not easy and often impossible to do in a standard system.

Setting up preschool automation tools is intermediate option between the two above-mentioned methods of solving the problem. On the one hand, within the framework of this method, a certain standard system is implemented that implements a certain set of functions (as in the second case), and on the other hand, it is built on the basis of industrial tools that can be used to adapt it to the needs of a specific organization. Such adaptation allows taking into account the characteristics of a particular organization (as in the first case).

Analysis of modern information technologies allows us to highlight the following: tool classes, used in the third approach:

· document creation tools (word processors, spreadsheet processors, computer-aided design systems (CAD), etc.);

· database management systems;

· systems for supporting group work (group-ware class);

· document management systems (DMS);

· email systems;

· business processor management systems (work-flow class).

Document creation tools - a generalized name for the class of systems that includes software designed to create electronic versions documents. The main functions of this software are creating a file with the contents of the document, editing the created file, sending the file for printing, etc. This group also includes document processing systems designed for entering, processing, storing and retrieving graphic images of paper documents.

Database management systems are the basis for building any more or less powerful information system. They ensure the creation and maintenance of a repository of factual information.

Groupware systems are designed to support the correct sharing of information among group users. They solve problems of storage, viewing and sharing documents.

Document management systems are powerful systems that organize work with electronic versions of documents. With their help, documents are registered and their storage is supported (including multi-version of stored document texts). Document management systems conduct not only attribute, but also full-text information search.

E-mail systems are used to transmit electronic messages between participants in preschool educational institutions, to which stored electronic versions of documents can be attached. In this case, it is possible to send messages to several users simultaneously while notifying the sender that the email has been received and read.

Business process management systems also organize the transfer of electronic messages and electronic versions of documents between participants of the preschool educational institution. At the same time, their functionality much richer possibilities than email. First of all, business process management systems implement the functions of monitoring performance discipline, automatically tracking the established deadlines for the execution of documents, and can notify users when the deadline is approaching. In developed systems of this class, not only parallel, but also sequential routing of documents using route templates is possible. In addition, hard routing can be carried out according to a predetermined scheme.

Various tasks of preschool educational institutions are solved by different tools (Table 2.1).

Problems of preschool educational institutions and tools for solving them

Any modern preschool automation system must perform the following set functions:

· registration of documents in card form;

· accounting of resolutions issued on documents;

· maintaining connections between them;

· control over the execution of documents;

· writing off documents for use;

· conducting information and reference work;

· reporting.

Thus, registration of documents can be carried out using one single screen form (card) for all types of documents, and even changeable only by programming, and it is possible to use different cards not only for various types documents, but also user groups.

Control over the execution of documents may consist in the fact that on the document card there is a field “Execution Deadline” and “Execution Date”, and the controller generates a list of documents whose execution period has been exceeded. This option is called passive control of document execution. And active control is possible, in which the system independently monitors the deadlines for the execution of documents and informs users not only about their exceeding, but also about their imminent approach.

Conducting information and reference work can only be based on attribute search of documents, i.e. the system provides the ability to find information stored only in the document card, and there is also an option in which the system stores document texts that are subject to automatic indexing. Such indexing provides the possibility of further full-text search, for example, to form thematic collections of documents based on the occurrence of certain words in the document text.

Automated preschool educational systems are software systems aimed at automating management processes.

The central link in information technology in modern conditions is the computer and the associated set of technical means. The implementation of information technology is achieved with the help of a management system and organizational and methodological support. When using individual technologies and technical devices Attention should be paid to the specific consequences of their use.

The following stages of work on selecting an automated system for preschool educational institution 1 are proposed:

Drawing up a list of basic and system-technical requirements for a corporate document automation system.

Selecting a system of weighting coefficients (scores) or ranking for expert assessment.

Evaluation of software products from the point of view of the basic functional requirements and system-technical characteristics.

Assessment of the adaptation capabilities of selected products.

Selection of software products that meet these criteria.

Comparative assessment of costs associated with the acquisition and implementation of software products.

Assessment of experience in using selected software products (including in organizations of this type), the reputation of the developer company.

Selecting software for a document automation system.

14 Goals of dhow automation. Tasks of the dow in the organization. Coverage of the dhow automation process.

Goals of preschool automation of all organizations, regardless of their organizational and legal forms, are quite similar and, in our opinion, are as follows:

Improving the quality and efficiency of management, and as a consequence of this ensuring the competitiveness of the enterprise in the market;

Integration into a single office work cycle of all structural divisions of the organization, including geographically remote ones;

Ensuring operational and at the same time differentiated access to the organization’s information (documentation) resources;

Reducing labor and time costs and overhead costs, and as a result, obtaining an economic effect;

Laying the foundation for a gradual transition to electronic document management at the enterprise, work for the future.

Achieving your goals is possible by solving automation tasks of preschool educational institutions of the organization, which can be roughly systematized into the following areas:

Preparation and execution of documents

improving the quality and efficiency of preparation of documents created in the organization

unification of the process of working with documents at all stages of its existence

Organization of document flow and execution of documents

eliminating duplication of work on entering information about a document at various stages of working with it (registration process)

eliminating the possibility of document loss (creation of the organization’s documentary base)

streamlining the organization's document flow (simplification of document flow charts - routing)

increasing the efficiency and quality of work of performers with documents

reduction of deadlines for execution and passage of documents

timely informing employees and management about received and created documents (avoiding duplication of work on the same document)

Organization of control over the execution of documents

unification of document flows of all divisions of the organization (including geographically remote ones)

prompt receipt of information about the execution status and location of any document

ensuring tracking of the stages of the passage of documents in the organization’s divisions from the moment of their receipt (creation) to the completion of work with them (execution),

Organization of document storage, search system.

ensuring centralized storage of texts of documents prepared in electronic form, their graphic images and materials for them.

providing the ability to quickly search and organize logical linking of documents related to one issue.

ensuring prompt search and selection of documents (materials) according to a thematic set of details.

Introduction

In recent years, the role of management information support has increased several times. In the conditions of the modern world, its social and economic development, it should be noted the growing importance of information support for the management process, which includes the collection of information, its storage, processing, transmission and archiving in order to make informed and effective management decisions.

To make effective management decisions in modern conditions of development and growth of a market economy, an organization requires a holistic and coherent automated documentation system.

Information processes (collection, processing and transmission of information) have always played an important role in science, technology and social life. In the course of human evolution, there has been a steady tendency towards automation of these processes, although their internal content has essentially remained unchanged.

Information does not exist on its own; it manifests itself in information processes. A person lives in a world of information and throughout his life participates in all kinds of information processes.

The main information processes are: search, collection, storage, transmission, processing, use and protection of information.

Actions performed with information are called information processes.

Processes associated with receiving, storing, processing and transmitting information are called information.

Information process is a set of sequential actions (operations) performed on information (in the form of data, information, facts, ideas, hypotheses, theories and others) to achieve any results.

Information manifests itself precisely in information processes that always occur in any systems (social, sociotechnical, biological and others).

Information processes carried out using certain information technologies form the basis information activities person. A computer is a universal device for automated execution of information processes.

The purpose of this work is to analyze and consider automated information systems in the field of office work, to analyze the concept of “information systems” and analyze them when implemented in automated systems.

To achieve the goal, it is necessary to analyze the following tasks: identify and define the main tasks of the preschool educational institution service, analyze office automation and electronic document management systems, consider the principles of creating information support when implementing automated systems.

At the same time, the object of this work is automated office work systems.

1. Basic concepts in office work and theoretical aspects of AS

1.1 Basic concepts of preschool education

To cover the topic of “automated office work”, it is necessary to introduce the basic terminology of this aspect. We start with the definition of the document. The concept of “document” came to us from the Latin language from the word “documentum”, which in turn means “evidence”, “evidence”. Initially, this term was introduced during the time of Peter the Great and had the meaning of “written testimony.” Soon after this, terms such as “business paper”, “official document” and “act” came into use. These terms emphasized the importance of document functions in the management system. Federal Law No. 77-FZ “On Legal Deposit of Documents” gives the following definition to a document: “A document is a tangible medium with information recorded on it in any form in the form of text, sound recording, image and (or) a combination thereof, which has details that allow identify it, and is intended to be transmitted in time and space for the purpose of public use and preservation."

From this definition it follows that the concept of “document” is inextricably linked with the concept of “information”. The Federal Law “On Information and Information Protection” of February 20, 1995 gives the following definition to the concept of “documentary information” - this is information recorded on a tangible medium with details that allow it to be identified. Later, this law was edited and reissued. In accordance with the definition in Federal Law No. 149 - Federal Law “On Information, Information Technologies and Information Protection,” “information” is information (messages, data) regardless of the form of its presentation.”

In turn, documented information is information that is recorded on a tangible medium by documenting information with details that make it possible to identify such information or, in cases established by law, its tangible medium.

In an organization of any field of activity, the document acts as a means of managing activities in all structural divisions. In this line of work, it should be said "official document" rather than "document" An official document is a document that has the right to be used within an organization, created by a legal or an individual, executed and certified in accordance with the established procedure.

The field of activity that ensures documentation and organization of work with official documents is called Documentation Management.

The preschool educational institution deals with the full range of work on the creation, execution of documents, as well as their execution and control of deadlines. This complex also includes work on recording documents, creating cases from already executed documents, storing and using current cases, and preparing them for transfer to the archive.

These functions are performed by a special service, which acts as an independent structural unit. At the same time, it can be called differently: Office Management Department, General Department, Office Department, Secretariat or Office Management Department.

At enterprises with a narrow focus of activity, the volume of documentation is quite small, so creating a separate department is impractical. In such cases, all work on document management at the enterprise is performed by the secretary of the head of the organization or an employee specially hired for this work.

The efficiency of an enterprise, as well as the quality and speed of making management decisions, depend on skillfully thought-out, organized and streamlined office work at the enterprise. Thus, we can say that providing management activities with enterprise documents is the most important management function in any enterprise.

However, it should be noted that each enterprise is unique, has its own personal form of organization and, therefore, it is necessary to select the form of preschool educational institution service in accordance with the form of government of the enterprise. Subsequently, the regulation of the chosen form of working with documents is recorded in the instructions for office management of the enterprise.

The organization of work with official documents is currently regulated by GOST R 51141-98 “Office work and archiving. Terms and Definitions". In addition to the term “office work”, there is a synonymous term “documentation management”, which most widely reveals the information and technical component in the modern organization of office work.

By state standard documentation is recording information on various media according to established rules. Documentation is a set of operations for the creation of documents, their preparation, drafting, coordination, execution and production.

The preschool service process consists of several stages:

)creation and execution of documents;

)reception and transmission of documents;

)organizing the movement of documents within the organization;

)registration and control of execution;

)information and reference work;

)storage of documents.

These activities are carried out to perform the following tasks:

)improvement of forms and methods of working with documentation;

)ensuring a uniform documentation procedure;

)organization of work with documents;

)building information retrieval systems;

)control of the execution and preparation of documents for transfer to the archive in accordance with current regulations;

)reduction of document flow;

)unification of document forms;

)development and implementation of normative and methodological documents to improve documentation support for management in the structure;

)implementation of the latest information technologies in working with documents.

For a deeper consideration of the functions and tasks of Documentation Management and to understand what exactly the above-mentioned service does, it is necessary to focus on the fact that in the modern world any work with management documents is based on computer and information technologies. The functions of the DOU service are not only the organization of effective document flow, documentation recording, but also control over the execution of all documents within one enterprise and setting tasks in the development of automated information systems for working with documentation. At the same time, it is necessary to ensure access to information, as well as its protection from unauthorized access to improve work with documentation inside and outside the enterprise.

However, all these tasks cannot be accomplished if the information used in creating documents is not complete, objective, accurate, valuable, reliable and timely provided.

1.2 Main tasks of the management documentation support service

In modern conditions, when work with management documentation in many institutions is based on computer technology, the functions of the preschool educational institution service are not limited only to organizing the institution’s document flow, recording documents and monitoring their execution. The preschool educational institution service is directly involved in setting tasks in the development of automated information systems for working with documents, in ensuring access to information, and in improving work with documents.

Thus, the preschool educational institution service solves three main sets of tasks:

) ensuring documentation of management activities;

) organization of work with documents in the institution;

) improvement of forms and methods of working with documents.

The tasks facing the preschool educational institution service determine its functions.

1. The tasks of ensuring documentation of management activities can be solved by performing following functions:

Development and design of forms, ensuring their production;

ensuring the production of documents, copying and replication;

quality control of preparation and execution of documents, compliance with the established approval procedure and certification of documents.

2. The tasks of organizing work with documents in an institution are solved by performing the following functions:

Establishment of a uniform procedure for the passage of documents (institutional document flow);

forwarding processing of incoming and outgoing documents;

registration and accounting of incoming, outgoing and internal documents;

control over the execution of documents;

systematization of documents, ensuring their storage and use; organization of work with citizens' appeals.

ensuring information security.

3. The tasks of improving forms and methods of working with documents include performing the following functions:

Development and revision of regulatory, instructional, methodological documents and bringing them to the attention of the organization’s employees;

methodological guidance and control over compliance with established rules for working with documents in the structural divisions of the organization;

improving the qualifications of the organization’s employees and consulting them on issues of working with documents;

streamlining the organization’s documentation, carrying out work to unify documents, developing a Timesheet and Album of document forms used in the organization’s activities;

development and implementation of new forms and methods of working with documents, improving the organization’s document flow, increasing executive discipline;

setting tasks for developing and improving automated information systems and databases for working with documents.

Based on the above points, we see that without electronic document management, an employee cannot perform all operations independently.

1.3 Modern technologies implementation of electronic document management systems

The management system requires the organization and maintenance of effective document flow, which must be presented as formalized business process. In this case, any document (electronic or paper) is the main tool for formalizing business interaction between divisions of enterprises and organizations external relations.

The steady trend of a significant increase in the volume of information required for making management decisions leads to the need to receive, process and store documents in significantly larger quantities than before. Traditional methods of working with documents become ineffective.

An analysis of business processes showed that about 15% of documents are lost during work, and searching for them takes up to 30% of the working time of employees responsible for document processing. At the same time, the irretrievable loss of even part of the information can result in significant losses.

To organize collective work with a standard paper document, it is necessary to copy it multiple times, deliver it to various structural units, hold special meetings, approvals, which takes an incredibly large amount of time.

Another problem is related to the long time it takes to find the necessary information on request. When working with electronic documents the time it takes to search for a document, and therefore the time to respond to a request, is significantly less.

According to expert estimates, replacing paper document flow with electronic one helps to increase employee productivity by 25-50%, and the processing time of one document is reduced by more than 75%. Classically, business, as a business process, is supported by an automation system by only 10-20%. These are, as a rule, only those tasks that can be clearly formalized and structured information. The process of formulation and formalization itself is not supported by traditional automation.

1.4 Office automation and electronic document management systems

Having determined the required level of automation, the organization selects a system that would satisfy the organization's automation needs.

An automation system is understood as any automated system designed to solve office work problems, regardless of the automation object, be it a government agency, a commercial bank, a trading company or any other organization. It is important that the organization conducts office work, and that it is carried out in accordance with the requirements set forth by Russian legislation, which allows one to quite clearly outline the range of tasks to be solved8.

When choosing a document automation system, as a rule, one of two options is considered:

office automation;

automation of document flow.

Office automation systems mainly solve the problems of accounting (registration) of incoming, outgoing, internal and organizational and administrative documents, accounting for issued resolutions and received information about their implementation. System databases can store not only document details in the form of so-called. “registration and control cards”, but also their content in the form of texts, files or images. Office automation systems allow you to monitor the execution of documents and each resolution or instruction, and store data about the cases to which the documents are assigned. Quick search The identification of necessary documents according to a given criterion or a set of them is an integral attribute of systems of this kind.

Today, there are three main ways to implement a document automation system:

development of an original automation system;

installation of a standard automation system;

setting up automation tools.

Ideally, the system should support both paper and electronic document flow, as well as the organization’s business processes. In practice this is difficult to achieve.

An important factor that must be taken into account is the scalability of the program, that is, the possibility over time of increasing the number of workstations (computers) on which the program is used and increasing the number of documents stored in the system.

Another point that you need to pay attention to is the ability to work with documents over several years. In some programs, documents from the past year are moved annually to the archive and a new database of documents from the current year is created. On the one hand, this simplifies work and reduces system load. But on the other hand, it can significantly complicate control of execution and search through documents from last year. This is especially noticeable at the beginning of the year, when there are frequent calls to documents that are 2-3 months old and have already been moved to the archive.

Therefore, it is important that the program allows you to easily search for documents from past years.

The program must be accessible so that the user can make some system settings himself (for example, dictionaries, directories, standard routes, etc.), without once again resorting to the services of an administrator. The administrator must only perform functions to ensure information security, controlling the rights and actions of users.

Despite the preservation of all the basic traditional functions of office work in automated systems, automation, of course, allows you to organize work with documents and with the help of computer networks solve many typical office work tasks in a new way, significantly simplifying and speeding up the process of document movement in the organization.

In general, an automated information support system may include the following blocks:

.an automated system of scientific and technical information (NTI), the tasks of which are the timely identification, recording, selection and presentation to users of all documents, abstracts or addresses that correspond to the direction of the organization’s activities and the requests of managers and specialists.

Among the priority tasks of the system it is necessary to highlight:

)accounting of incoming STI sources (books, brochures, scientific journals, articles, scientific and technical reports, etc.);

)automated accounting of user subscription services, including registration of issuance and return of NTI sources;

)compiling and maintaining various indexes and bulletins;

)informing management employees about current scientific, technical, economic, etc. achievements in accordance with their information needs for permanent or one-time requests (in the mode of selective dissemination of information and retrospective search);

) searching and issuing scientific and technical information relevant to the problem being solved at various stages of the decision-making process;

.automated regulatory system. and legal information. These types of information act as basic regulators of decision-making, including on their basis the legal validity of the decision is checked. The limited capabilities of management workers to manually process large volumes of this information lead to insufficient awareness of managers about current standards. One of the ways to improve the provision of legal information is automation;

.automated documentary system organizational and administrative information;

.automated factual information and reference system.

Each of the listed subsystems plays a very specific role in the decision-making process. The factual system is used to obtain and process specific information about the state and dynamics of the managed object. An automated system of scientific and technical information supplies managers and specialists with the necessary scientific and technical information, without which it is impossible to justify a decision. An automated system of regulatory and legal information is necessary for legal support of decisions made. The central place relative to other subsystems is occupied by an automated system of organizational and administrative information (ORI), which acts as a channel of operational communication between the control and managed systems and reflects the entire cycle of management decision-making from problem diagnosis to the selection and implementation of an alternative. Thus, the ORI system is not just an information retrieval system, it actively participates and influences the management process. Its main tasks are to create optimal conditions for organizing management systems and processes, implement timely decisions and bring them to specific executors, ensure timely control over the timing, quality and volume of implementation of decisions at all levels of management.

2. Information systems when implementing automated documentation management systems

1 Basic principles for developing an information support system when implementing automated systems

electronic document management automation

The experience of designing domestic and foreign management information systems (MIS) shows that an important factor determining their effectiveness is the implementation of a systematic approach to solving information support problems. A systematic approach involves a comprehensive consideration and solution of economic, technological, psychological, engineering and social problems. It allows us to come close to the problem of creating an integrated management system that combines horizontal integration (coordination of all information necessary for decision-making circulating at a certain hierarchical level) with vertical. The principle of integration is most fully implemented in automated systems, which we will consider as a design object in this chapter.

Quite extensive experience in operating automated systems in management allows us to formulate the basic principles of their creation. These principles can be divided into 3 groups:

) managerial;

)technical;

)organizational.

The first group includes the principles of consistency, complexity, efficiency created systems and the principle of new tasks.

Systematic principlerequires that the design of an information system be based on a preliminary system analysis of the control object and the control system as a whole. System analysis involves determining the goals of the system and building a formalized model of the functioning of the object.

The principle of complexityinvolves the interconnection of all work carried out in production and management, including automation work. The effectiveness of automation is achieved only with unified planning of the entire range of activities aimed at intensifying production using a single methodological basis. In addition, as practice has shown, systems that automate not only a function or task, but their interconnected complex, are more effective. The principle of complexity was truly embodied in the transition from the creation of local systems to the creation of integrated automated systems.

One of the most important provisions for the development of any automated system is automation efficiency principle. The effectiveness of systems is primarily associated with the correct selection of the range of automated functions, technologies and tasks. Often there are systems whose effectiveness is either insufficient or negative.

Economic efficiency indicators are used as a criterion for assessing efficiency for most systems. Efficiency criteria can also include: reducing service time, increasing user awareness and a number of other indicators.

The principle of new tasksassumes that the system being developed will not only provide solutions to traditional problems, but will also allow the use of new technologies, which means that new opportunities will emerge in information support for management decisions. Carrying out only local accounting and reporting tasks within the framework of an automated system turns out to be ineffective.

The second group of design principles includes technical principles, compliance with which is absolutely necessary:

)integrated use of computer technology and software;

)creation of a single information base systems;

)organization of direct communication between the user and the system.

Integrity in the use of hardware and software is becoming increasingly important as the scope of application of computer technology expands.

Since the creation of an integrated information system is a very complex and labor-intensive process, carrying out the relevant work requires coordination of the activities of all development specialists, which is achieved by appointing a leading information support specialist. Such positions have already been introduced at a number of enterprises. The main functions of an information support specialist are:

.organization of work on the design, maintenance and development of an integrated database; studying information needs within the organization; generalization of the experience of creating efficient systems information support;

.improvement and implementation of classifiers and codifiers;

.organization of work aimed at creating systems for integrating heterogeneous databases and improving management systems distributed databases data;

.ensuring reliable functioning of information support systems.

The chief information support specialist (IS) manages the work of the information support service, which carries out the development, implementation and operation of a management information system in accordance with the plan. Within the service, it is advisable to identify groups for working with internal and external information. Coordinating the work of these groups, as well as ensuring the interaction of the information support service with other services of the organization, is one of the most important functions of the chief specialist.

There are two approaches to the design of automated control systems (ACS):

)deductive (from the general problem to specific management problems);

)inductive (from specific functions to the general control task).

Experience shows that the most promising seems to be the combination of these two approaches and their subordination to a single goal. The general scheme for designing information support can be presented in the following sequence:

Decision making system analysis. The process begins by identifying all types of decisions that require information to make. The needs of each level and functional area must be taken into account.

Analysis of information requests, i.e. it is necessary to determine what type of information is required to make each decision.

Aggregation of decisions. If every decision required a special information system, the management system would be hopelessly complex. Decisions that require the same information must be grouped into one management problem. In other words, the MIS must be coordinated and integrated with the organizational structure.

Information processing design. On at this stage a real system is being developed for collecting, transmitting, storing and modifying information.

The last stage is creation and implementation of the system, the purpose of which is to evaluate the information issued by the penal system and recognize errors. In addition, it is necessary to assume that the designed system will have many shortcomings, and therefore, it is necessary to create procedures for identifying them and adjusting the system. Thus, the system must be designed to be flexible.

A common and effective research technique in carrying out work on the design of a penal system is the analysis of decisions made at each link, at each level, by each manager. Analysis of the decisions made makes it possible to present the entire complex of tasks that arise before the subject of management, to identify tasks whose solution is mandatory for this level or manager and provide their information support, justify effective methods their decisions. The development of methods should be focused on the maximum use of scientific achievements, including mathematical models.

UISs do not arise instantly. To implement such an integrated automated system, a company needs 3 to 5 years. Consequently, there is always an element of long-term planning in the development of a management system. This thesis is also applicable to organizing information support in a traditional form.

Experience in the design and development of automated control systems in the 1970-1980s. is reflected in GOSTs, which present the main recommendations and requirements that have stood the test of time.

In accordance with GOST 20914-75, the following stages of designing an automated control system can be distinguished:

.pre-project stage;

.design stage;

Implementation.

The pre-project stage includes a pre-project examination and development of technical specifications for the automated control system. The most important results of this stage are the description of the goals and objectives of the information system; development of general requirements for its creation; development of a survey program, within the framework of which the following are studied and clarified: management information model; structure and functions of the organization, list of tasks to be automated; approximate composition of technical means; technical and economic characteristics of the information support system.

The design stage is associated with the development of technical and detailed designs. The development of technical specifications includes conducting a survey of an existing facility (organization or division) and its control systems or a nearby facility (analogue of a new facility). To solve information support problems, information flows, classification and coding systems, documentation forms are analyzed, and DBMSs, the structures of existing databases and methods of their integration are also studied. The results of this work are included in the initial technological requirements and are drawn up in accordance with GOSTs 17.195-76, 15.101-80, 7.32-81, taking into account GOSTs 24.202-80 and 24.205-80.

When developing a technical project, it is necessary to dwell in detail on the analysis of all information used in terms of its completeness, consistency, lack of redundancy and duplication, as well as on the development of forms of output documents. The results of such a study are documented in the document “Description of Information Support,” which specifies the requirements for the organization of the information organization. Documentation of a technological nature must comply with the requirements of GOST 24.101-80, taking into account GOST 24.205-80. In accordance with the methodological materials, it is allowed to formalize the work of this stage in the form of a separate section of the technological project, the development of which can be completed within a time frame different from the established deadline for submitting design and estimate documentation, but no later than the beginning of the “Commissioning” stage.

At the stage of detailed design, one of the main stages is the development of working documentation for information support of the IS, the purpose of which is to create the necessary software, prepare on computer media reference and production information for the initial loading of the information base, as well as issue the necessary working documentation, including user instructions and operating instructions. At the same stage, it is advisable to develop and approve a regulation on the database administrator. The documentation should include: technical design of the information system; description of the organization of the information base; description of classification and coding systems; list of source data; list of output documents; description of local databases; forms of output documents.

The implementation stage of the UIS includes the implementation of basic implementation activities; selection and training of personnel; preparation of premises and technical equipment. At this stage, trial operation of the system is also carried out by solving specific problems and analyzing test results.

Carrying out work to create automated systems of all types is regulated by GOST 24.601-86 “ Automated systems. Stages of creation." General requirements and the totality of work at all stages and phases are determined by GOST 24.602-86 “Composition and content of work by stages of creation.”

.2 Information systems, their properties and characteristics

An information system is a system in which information processes take place that make up a complete life cycle information: generation, transformation, transmission, reception, storage, processing (use), destruction.

Information Systems Challenge- information support for the organization’s substantive activities.

As for the characteristics and properties of information systems, first of all it is worth mentioning the size and complexity.

Modern systems of any nature, as a rule, are large and complex systems.

Complex systemlarge scale is a system consisting of a large number of interconnected and interacting elements and capable of performing a complex function.

Impact of random factors. A characteristic and very significant feature is the susceptibility of information systems to the influence of random factors, not only such as, for example, failures, failures or errors of technical devices of personnel or users, but also such as malicious actions of people, which are not only random, but also generally unpredictable or at best difficult to predict.

Participation in human information processes. The peculiarity is that the end user of information systems is always employees of the organization. The organization's personnel have their own interests and goals that must be taken into account when providing information (the presence of free will).

Uniqueness.Each state of an information system is unique and requires information support to take into account all its features and, therefore, the individual application of various influences.

Dynamism.Information systems change their structure and state of elements over time.

Distributionmeans the spatial arrangement of individual components of the system.

The state of the information system is a set of systemically interconnected organizational, technical, procedural, information and legal structural decisions.

Let us give definitions of the introduced concepts. The fixed organization of the composition, quantity, architecture (interconnection) of a complex of technical means and systems, as well as technical personnel and personnel directly involved in the implementation of information procedures, can be defined as the state of the technical and organizational structure of the information system or as an organizational and technical structural solution.

The fixed organization of the composition and sequence of information procedures can be defined as the state of the procedural structure of the information system or as a procedural structural solution.

By the legal framework of information technology we will understand the composition of regulatory documents regulating information support in terms of the functioning of the information system. These may be: general provisions, functional responsibilities of personnel, instructions and manuals on techniques, methods and methods of performing procedures and working on technical means and etc.

2.3 Information management system, its goals and objectives

A management information system is defined as a formal system for providing management with information necessary for decision-making.

The IMS must provide information about the past, present and expected future. It must keep track of all relevant events within and outside the organization. The overall purpose of the MIS is to facilitate the effective performance of planning, control, production activities and the management process as a whole. Its most important task is to issue necessary information the right people at the right time.

It should be noted that the MIS is not the only comprehensive integrated system to satisfy all the information needs of the administration. Since there may be a desire to obtain a system of this nature, it is necessary to stipulate this aspect that due to the great complexity, the likelihood of creating it is small. One cannot overlook the fact that IMS invariably involves the use of computers. Indeed, recent advances in data processing technology have made a huge contribution to the creation of information management systems. Some types of information systems would be impossible without the speed and accuracy of data processing that computers provide.

The computer revolution has brought about significant changes in information processing in organizations. One study in the field of management practice showed that electronic data processing and management information systems are the two most widely used tools in management. The widespread use of computers in organizations allows managers at all levels to use large amounts of information in their activities.

Thanks to computer technology, individual managers can now make decisions based on information generated within their companies. Intracompany databases allow a manager to obtain information about his business, markets, competition, prices and forecasts in just a few hours.

Computers can give managers the information they need for any type of control, helping them compare planned and actual results, detect discrepancies early, and make adjustments to resolve problems. However, like all management tools, computerized information systems work as designed and cannot be better. Therefore, in my opinion, it is necessary to consider the design of information systems and ways to improve their efficiency.

It will not be an exaggeration to say that the purpose of the IMS is not only to simply issue and process some information. The information management system must be user-oriented, that is, the information it processes must serve the needs of those managers who receive it.

When designing an information system, it must be borne in mind that the information needs of managers are different and depend on their level in the hierarchy and functional responsibilities.

Management information systems and management activities

By studying the differences in the information needs of managers, we can roughly divide the types of management activities into three categories.

1.Strategic planning is the process of making decisions about an organization's goals, changes in those goals, the use of resources to achieve those goals, and the strategies for obtaining, using, and allocating those resources.

2.Management control is the process by which managers ensure that resources are obtained and used effectively to achieve the overall goals of the organization.

.Operational control is the process of ensuring the effective and competent execution of specific tasks.

These categories of activities roughly correspond to the responsibilities of top, middle and lower management. The MIS should provide information that meets the various requirements for each category.

For example, the activities of senior managers in strategic planning include, first of all, issues of future interaction between the organization and environment. Thus, senior managers require information from external sources. This information does not need to be very detailed and should be broad enough so that trends are clear. It also does not require very high precision.

Information for management control is necessary for both top and middle managers. Naturally, it must come from both internal and external sources. For example, senior managers need information about the performance of the main divisions of their company and the activities of competing organizations. The line manager requires information about productivity, costs, turnover and possibly changes in customer requirements or technology. This information must be more detailed, narrower in scope, and more precise than that required for strategic planning. It should also be delivered at shorter intervals since the time frame for decisions is shorter.

Information for operational control purposes that relates to day-to-day activities must be very precise, focused and up-to-date. It must come almost exclusively from internal sources. For example, a manager directly at a production site must know exactly how many hours a day each employee works, what the daily or weekly output is, as well as how much material is used and gone to waste.

In addition, managers need specific information relevant to their particular area. professional activity. Thus, a sales manager needs information about trade transactions, consumer tastes, the competitiveness of new products, etc. Detailed information about the technical specifications for a new product, which is fundamentally important for the head of the Technical Department, is not essential for making decisions regarding sales. Indeed, if the IMS regularly provides such information to the sales manager, then this will only interfere with his work and take up his time.

.4 Sources of management information

Internal sources are documents created directly within the organization. It includes organizational and administrative systems, special documentation systems (personnel, financial, planning, etc.), as well as other company materials. Among the most interesting documents, we highlight reports: daily (analysis of losses, labor efficiency statistics, analysis of time losses, orders received); weekly (overtime analysis, work execution, project control); monthly (report on departmental activities, analysis of personnel changes, analysis of overhead costs, sales analysis, report on inventory consumption, analysis of sales changes, profit and loss account, balance sheet, analysis of financial statements, cash on hand, overdue accounts); quarterly, semi-annual and annual (profit account, balance sheet, sources and use of funds, reports on the work of departments). Depending on the specific operating conditions of the organization, reporting documentation may have its own frequency and form of presentation of information. In addition, types of reporting can be generated that correspond to automation tasks. In addition to regular reports, long-term follow-up reports on individual factors and situations are compiled.

Internal sources can in turn be divided into primary and secondary. Primary sources include those that record specific operational data on the results of the organization’s activities - these are accounting documents, operational documents, etc. Primary sources are the most reliable.

Secondary documents are texts of a generalizing, summary and reporting nature, i.e. summaries, reports, reports, analytical notes, forecasts, etc. These sources usually contain aggregated data, certain conclusions and recommendations. Secondary sources are less reliable because they contain more distortion. Distortion of information can be influenced not only by errors in calculations and conclusions, but also by a high probability of deliberate distortion in order to hide certain official omissions, therefore information contained in sources of this type requires double-checking.

.5 Organization of information flows

To set and solve many problems in management, information presented in several arrays is used. The central link in organizing information flows is determining the routes of its movement and the frequency of circulation between sources and consumers.

So, the process of consuming information resources is implemented in the form information flows. When creating an information system, it is necessary to rationally organize information flows, as well as to increase their intensity. To solve these problems when designing an IS, it is recommended to analyze information flows, which allows you to study existing system organization of information support, creates the basis for further improvement and optimization of information flows. The analysis of information flows is carried out in two stages:

) examination;

) construction and analysis of the information model of the organization in question.

The basis for designing a management system is the results of surveys of information flows and document flow characteristic of that subject area, in which this information system is created. Currently, there are no GOSTs or regulatory materials regulating the survey and analysis of information flows when designing an IS. However, these issues are reflected in the regulatory materials on automated control systems (GOST 24.208-80, GOST 23.501.15-81, RTM 25575-83, etc.), which can be used to organize work in the cases under consideration.

When analyzing information flows, it is necessary to take into account the movement of information in the following directions:

Vertically, i.e. by hierarchical levels. Analysis of vertical flows along ascending and descending lines allows us to identify continuity, compaction, averaging, and information output. Analysis of the continuity of information highlights cross-cutting indicators passing through all levels of management, and highlights those that are characteristic of the same phenomenon at different levels, i.e. it becomes possible to unify information. The conclusions of this analysis become the basis for determining information support at various hierarchical levels.

Analysis of the degree of information compaction characterizes the correctness of the elimination of unimportant indicators and the aggregation of particular ones into general ones. This is due to the general patterns of information transfer to a higher level;

Horizontal movement of information. The main focus of such an analysis is to compare the development and decision-making scheme and the flow of information, since its routing is determined by the decision development processes. The most acceptable method for analyzing information routes is network analysis, where events are the making of specific decisions, and paths are the flow of information.

During the analysis, the shortest paths are found to ensure all necessary decisions(for clarity, it is recommended to build a diagram). Graphic analysis gives a fairly complete picture of the rationality of information flows. In this case, it is necessary to take into account the directness of movement, rhythm, specialization of information flows, density (intensity), and parallelism of flow movement.

The structure of information flows is revealed by analyzing the structure of the organization, the structure of document flow and the movement of undocumented information.

.6 Key issues in developing information systems

The main questions that a system developer faces when he begins to think about the main information array are the following: how many levels of data should there be; Is the IS capable of serving all levels of management in the company with their different information needs using a single master data set?

For example, in the UIS of a commercial bank, the cashier needs to have access to detailed information, relating to each account, i.e. to the current balance, check amounts, etc. However, such information is not of interest to the operational management level. Managers at this level are interested in cumulative information across groups of accounts. And at the policy-making level, senior managers need even broader information regarding loans, income and deposit growth forecasts. Thus, the main task IS designer - try to integrate the main body of data so that it can be used by all levels of management of the company and its divisions.

In order to organize the information array, it is necessary to think over an appropriate classifier. The information contained in the array is classified according to the following criteria:

) direction of movement;

) method of obtaining;

) frequency of receipt;

) nature of application in the management process.

According to the direction of movement, the information is divided into:

)incoming;

)intermediate (internal);

)outgoing.

Based on the frequency of receipt, it is divided into:

)continuously arriving;

)daily;

)weekly;

)monthly, etc.

The specified periods are established for each type of information.

Based on the nature of participation in the management process, information is divided into:

)normative;

)information;

)planned;

)analytical (operational);

) reporting.

3. Automated information systems

.1 general characteristics AIS

AIS is a set of information, economic and mathematical methods and models, technical, software, technological tools and specialists, designed for processing information and making management decisions.

AIS is an interconnected set of data, equipment, software, personnel, standards, procedures designed for collecting, processing, distributing, storing, and issuing information in accordance with the requirements arising from the goals of the organization.

Functional and supporting subsystems

An automated information system has functional and supporting subsystems.

The functional subsystem ensures the execution of tasks and the purpose of the information system. Typically, in an information system, the functional part is divided into subsystems according to functional characteristics:

.level of subject activity, for example management (higher, middle, lower);

.type of managed resource (material, labor, financial, etc.);

.scope of application (banking, stock market, etc.);

.management functions and management period.

The supporting subsystem includes “information, technical, mathematical, software, methodological, organizational and linguistic support.

3.2 Goals, objectives and levels of automation of preschool educational institutions

The goals of automation of preschool educational institutions of all organizations, regardless of their organizational and legal forms, are quite similar and are as follows:

.improving the quality and efficiency of organization management by improving office work;

.unification into a single office work cycle of all structural divisions of the organization, including geographically remote ones;

.ensuring operational and at the same time differentiated access to the organization’s information (documentation) resources;

.reduction of labor and time costs and overhead costs and, as a result, obtaining an economic effect;

.laying the foundation for a gradual transition to electronic document management in the enterprise, working for the future.

Achieving the set goals is possible by solving the problems of automation of the organization's preschool educational institutions, which can be conditionally systematized in the following areas:

) Preparation and execution of documents.

Automation of this area makes it possible to improve the quality and efficiency of preparation of documents created in the organization, and to unify the form of documents.

2) Organization of document flow and execution of documents. Automation of this area allows you to eliminate duplication of work on entering information about a document at various stages of working with it (simplify the registration process), by creating the organization’s documentary base, reduce the likelihood of document loss, streamline the organization’s document flow (simplify the routes for passing documents), increase the efficiency and quality of work of performers with documents, reduce the time required for execution and processing of documents, promptly inform employees about received and created documents.

3) Organization of control over the execution of documents.

Automation of control over the execution of documents allows you to quickly obtain information about the execution status and location of any document, track the stages of the passage of documents in the organization's divisions from the moment they are received (created) until the completion of work with them.

) Organization of document storage, document search system. Automation allows for centralized storage of document texts prepared in in electronic format, their graphic images and materials for them, organize a quick search, logically link documents related to one issue, make selections of materials by thematic or other basis.

Speaking about the need to determine the level of automation of preschool educational institutions in relation to each specific organization, you should decide what the process of automation of preschool educational institutions should cover:

the entire organization, including its geographically remote divisions;

the entire head office of the organization;

a number of structures actively involved in the organization’s document flow (for example, personnel service + preschool educational institution service + accounting, etc.);

structures responsible for organizing the preschool educational institution (administration, preschool educational institution service, secretariat, office, etc.);

special structures (accounting, human resources, etc.)

Conclusion

In this course work we reviewed a wide range of functions of automated information systems. From all of the above, we can conclude that automation significantly changes information processing technologies. In conditions of computerization, the entire process of information flow consists of many interconnected manual and automated operations, each of which is performed at one workplace. The main operations of the technological process of information processing: collection and registration of primary data, entering them into the system, monitoring the reliability of the data, creating and maintaining a database, searching and processing according to a given algorithm, generating and outputting the final results, transferring the processing results to the end user.

Unfortunately, there are not enough human resources to carry out all the above operations accurately, quickly, efficiently and in a timely manner, which can lead to stagnation in the field of office management both within one organization and on an international scale.

Moreover, the collapse of world markets and international organizations would become an obstacle to world progress.

Automated systems do human work, but it is worth saying that not a single automated information system will work without the guiding hand of a Human.

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