【 3.5 】 Public Information Subsystem
This subsystem is aimed at all employees of the provincial department. Through public information, it can quickly understand all the information that can be directly published within the department. It is also the most abundant information database within the department, providing functions such as establishing, storing, managing, querying, and maintaining information.
All information in the public information subsystem can be published through relevant review procedures. Only approved information can be published. This subsystem will include 7 modules: notices and announcements, news management, major events, system compilation, public forums, online communication, and shared file folders.
Notice and Announcement
This module reflects the notices and announcements that can be issued to everyone within the XX Department of the province within a certain period of time, such as the May Day holiday notice, the work agency announcement when leaders go out, and the personnel appointment and removal announcement.
The publication of notices and announcements can be divided into multiple levels, such as:
Facing the entire hall
Facing designated departments
Facing designated personnel
Only individuals with relevant permissions can display and query relevant notifications and announcements on their office interface. Publishers can set the number of days for announcements to scroll (usually displayed on the homepage in a scrolling manner), providing access to historical announcements.
All notification announcements can be reviewed and approved similar to receiving and sending documents. The module is maintained by a dedicated person and provides the function of searching by keyword combination and combining with full-text search.
If the network of the Office Automation System of XX Department in XX Province can be connected to the external network, notifications and announcements can be published in the office system while selecting "Send to Website", which can be directly published in the relevant columns of the website of XX Department in XX Province (such as "Announcement of XX Department") (requiring website system support).
News management
This module mainly involves news administrators (usually office personnel) excerpting, publishing, and reporting news submitted by various departments and subordinate departments in the department.
You can set the type of news, such as XX Province XX News, Domestic XX News, and International XX News. The latest N news releases will be displayed on the user's homepage after logging in, with a dynamic "new" icon prompt.
All news releases can be reviewed and approved similar to receiving and sending articles. The module is maintained by a dedicated person and provides the function of searching by keyword combination and combining with full-text search.
If the network of the Office Automation System of XX Department in XX Province can be connected to the external network, news can be published in the office system while selecting "Send to Website", and it can be directly published in the relevant columns of the website of XX Department in XX Province (such as "XXXX Administrative News") (requiring website system support).
[3.5.3] Events
Mainly to record some major events in the development process of the XX department of the province, such as annual work summaries, resolutions from major meetings, promotional activities, and leadership inspections. The system is maintained by dedicated personnel and provides the function of freely classifying and comprehensively querying major events.
Compilation of Regulations
Through this module, you can learn about the legal policies and regulations of relevant countries, the State Council, provincial governments, and other departments, as well as the internal rules and regulations of XX Department, such as travel reimbursement regulations, leave regulations, or other regulations of XX Department. It can be used to smoothly query relevant information and workflow during official document drafting, and is maintained by a dedicated person. It provides the function of searching by keyword combination and combining with full-text search.
【 3.5.5 】 Public forums
Provide employees of the XX department of the province with a free space for communication and the freedom to open a new forum. For example, opinions on a new XX business and the development direction of the business. Relevant personnel are free to express their personal opinions, raise personal questions, and respond to other people's questions.
The system reflects all information in a hierarchical structure and provides a rich selection of expression animations. When publishing information, users can use anonymous methods, support special effects such as topping, automatic filtering of sensitive words, and be maintained by dedicated personnel. They can provide the function of searching by keyword combination and combining with full-text search.
Online communication
Provide an online communication (instant messaging) software based on the Internet and Intranet. The main functions are as follows:
Instant messaging and instant response
Provide a personalized chat tool for two people with sufficient security;
Chat room
Provide a group chat room where individuals can establish their own chat room and invite others to join through authorization.
Transfer files
Provide a file transfer channel for file exchange.
Personnel classification
Individuals can freely categorize the people they frequently contact, such as by department, work group, friends, unwelcome, etc.
Query function
You can search based on keywords such as number (such as work ID), nickname, name, email address, etc. Once found, you can add them to your contact list.
Historical records
Save relevant message records according to settings.
【 3.5.7 】 Shared folders
The function of providing a network hard drive space for storing files and information can be set up in different directories according to different departments, and only personnel with relevant permissions can access it. Provide powerful search functionality.
Professional affairs subsystem
The professional affairs subsystem is an important component of the office automation system, where we can achieve comprehensive work in government work. At the same time, this subsystem can connect with other existing or future business systems, mainly including conference management, vehicle management, petition management, item management, leave management, investigation and evaluation management, The XX department of the province can choose relevant modules for use according to its actual needs.
Conference Management
This subsystem is mainly used to query the location and status of conference rooms, including functions such as "Conference Room Management", "Conference Room Reservation", and "Conference Query". Users can arrange meetings appropriately and comprehensively manage meeting records through the functions provided by the system.
Conference Room Management - Manage the usage of the conference room in Hall XX, including the name of the room and the facilities it contains (such as projectors, electronic screens, and seating capacity). You can check the usage of the conference room and modify the specific situation of a meeting application, such as the time and location.
Booking Meeting Room - It is possible to make a reservation for the use of the meeting room, which can include information such as the meeting name, number of attendees, required equipment, and required documents. In general, the principle of first come, first served is adopted for booking conference rooms. After the applicant fills out the conference room application form, the system automatically determines whether the selected conference room has been reserved by someone else during the reservation period, and provides feedback on whether the reservation was successful to the applicant. An attachment can be added during the application process.
Meeting Query - Through this module, historical meeting records can be queried. Users can view their assigned meetings and current meeting schedules within their permission range.
Vehicle management
This module currently mainly implements vehicle management functions, which will provide monthly and annual statistics on the basic situation, maintenance records, and vehicle operating costs of each vehicle in XX hall. In addition, it will approve vehicle dispatch applications and plans.
Vehicle information - Register each vehicle of the unit, such as model, purchase time, number of seats, etc., for unified management.
Dispatch application and approval - Employees can view the current status of each vehicle, such as whether the vehicle is idle, and can submit a dispatch application based on its status. Like all management processes, drafting and pending are the entry points for dispatching applications and approvals, and here all dispatching applications are managed and queried.
Vehicle Cost Record - realizes the recording of all vehicle costs, and can also provide a report on the cost statistics of vehicles between any month based on existing cost records. That is, the system can select any monthly interval and display the cost details of all vehicles during that period. This can generate monthly and annual expense report statistics.
An example of vehicle information is as follows:
【 3.5.3 】 Petition Management
The petition management system provides handling of letters, visits, and calls from superiors, subordinate units, and external personnel, and comprehensively tracks and manages the entire incident handling process, including petition registration, submission for review, processing, and response. Provide comprehensive queries and statistics on all petition data, and provide feedback on the processing situation to the petitioner according to the situation.
Letter processing - similar to the handling of official documents, letters are submitted for approval during a certain process, and the system truthfully records the entire processing process and processing opinions of the document for reference. Leaders handle tasks uniformly in the "To Do" module.
Visit handling - similar to the handling of official documents, a visit event is submitted for approval during a certain process of operation. The system truthfully records the entire handling process and opinions of the event for reference. Leaders handle tasks uniformly in the "To Do" module.
Phone call handling - similar to the handling of official documents, the event of a phone call is submitted for approval during a certain process, and the system truthfully records the entire handling process and opinions of the event for inquiry. Leaders handle tasks uniformly in the "To Do" module.
Information query - can customize search conditions arbitrarily, and can combine the function of full-text search to comprehensively and accurately locate information in the entire system. For example: visit time, visitor, visiting unit, etc.
Statistical printing - You can set any time period, and the system lists all information within that time period for printing.
Example of "Guest Visits" report:
Visiting units, visiting personnel, visiting purposes, visiting time arrangements, etc
Example of "Call Record" report:
The processing status of the caller's purpose and time by the calling unit's caller
【 3.5.4 】 Item Management
The management of office supplies in XX Department of XX Province is divided into two major parts. One is the management of low value consumables such as pens and paper, and the other is the management of reusable resources such as laptops, CDs, disks, etc. In addition to implementing functions such as outbound, inbound, query, statistics, printing reports, and inventory warning for both categories of office supplies, the system will also focus on different types of office supplies to facilitate user use. The requisition of some office supplies can be approved through the process, and can only be requisitioned after approval by relevant leaders (the approval process can be completed by the company's custom process tools).
Management functions
1. Warehousing registration: Record the warehousing status of items, including item name, characteristics, purchase date, purchase location, warranty period, etc. When entering the warehouse, classify the items;
2. Registration of requisition: Record the requisition of daily supplies by staff, and fill in relevant information such as department, date, requisition person, and requisition items;
3. Collection query: Query the collection status of a certain item, which can be a combination of various methods such as the recipient, collection date, collection department, etc;
4. Usage statistics: It can record the usage of a certain type of item or department within a certain period of time and generate reports.
Collection statistics of items (example):
Item name, model, purchase date, receiving department, receiving date, remarks
Laser printer Epson888 2001.7 XXX 2002.10.8 has expired maintenance period
Pen Pike 2003.10 XXX 2003.11.2
【 3.5.5 】 Leave Management
1. Leave category requested
According to relevant regulations, the XX department of the province has a certain amount of leave. Leave requests refer to leave outside of statutory holidays, which are basically divided into three categories: leave, sick leave, and personal leave. Vacation refers to family leave, length of service leave, maternity leave for women, marriage leave, funeral leave, etc; Sick leave refers to taking leave due to illness.
2. Leave application process
The approval process for leave application can be completed through the office system process for circulation approval. The applicant applies for leave based on the nature and category of the leave, and fills in relevant information such as the reason for the leave, the time of the leave, and the contact information after the leave, and sends it to the relevant department for approval. The system will automatically send it to the next approver, and the approval result will be feedback to the applicant.
【 3.5.6 】 Investigation and Evaluation Management
With the standardization and democratization of management methods in XX department, it is necessary to handle some matters through questionnaire surveys and voting to solicit opinions and opinions from relevant personnel on the matter. Implement functions such as drafting, approval, and publishing, and be able to automatically count voting results, outputting them in the form of charts (pie charts, stereoscopic charts, and bar charts).
New Topic - Create a new voting topic as needed, which can be explained and relevant attachments can be added. Select the scope of voting personnel, whether they are anonymous, etc;
Issue Approval - Send the drafted issue to relevant leaders for approval;
Publish topics - automatically send topics approved by leaders to relevant personnel for voting;
Statistics - automatically count the voting results and display them in the form of charts.
The example of voting results is as follows:
Personal Affairs Subsystem
In the office automation system of XX Department in XX Province, the handling of personal affairs is also an important part. This subsystem is mainly designed to provide convenience for personal daily work, and provides functions for each user to handle personal affairs, including email, personal information management, scheduling, contacts, notepad, online audiovisual, and online help.
In the construction of the application support platform, a set of email systems has already been included. In the construction of the office system, the main focus is to integrate the interface. In addition, the OA system provides an internal email system with basic functions such as inbox, outbox, and sent email box, completing the process of transferring and sending emails.
Users can send and receive external and internal emails in the office automation system after logging in, in order to exchange files and information.
Internal email operation interface
Personal Information Management
This module can record some commonly used personal information for direct use in work. For example, one can create different categories and groups for personal information, such as books they love to read, technical documents they learn to use, current affairs reports they pay close attention to, and historical affairs information. At the same time, they can provide access to personal information for querying, searching, and printing.
【 3.7.3 】 Schedule arrangement
This module is mainly used by users to arrange their personal schedules. The system provides prompts and automatic archiving functions. The system will provide an intuitive calendar format view based on the office habits of XX Hall.
Implementation function:
1. Arrange your schedule in calendar formats such as day, week, and month with authorization;
2. Within the scope of authorization from others, relevant staff can check the schedules of other colleagues, with powerful search functions, and can quickly find the information they need from a massive amount of information;
3. Before the scheduled date arrives, the system will automatically remind relevant personnel based on the pre-set time. The system provides multiple reminder methods such as mobile text messages, pop-up reminders, music, etc. to choose from;
4. For schedules that have already been processed or expired, the system will automatically save them to the work log;
5. Due to the fact that the leader's schedule is usually arranged by a dedicated person (such as office staff or secretaries), the system can develop the authority of the leader's schedule arrangement to relevant personnel according to work requirements, so as to arrange work and allow the leader to make decisions.
Schematic diagram of the schedule interface (actual)