ELAD-Workflow builds systems to process and store masses of documents in situations when document processing rules are complex and subject to frequent changes.

Area of Application

ELAD-Workflow is intended for use in government and corporate management. It enhances management efficiency by automating document management processes and reducing employee workload. At the same time, it improves managerial control over the organization.

There are two stages in using ELAD-Workflow. First, as a tool for formalizing and storing organization-specific procedures and, second, based on those stored procedures, to develop a document management system best suited for the needs of the organization. Procedures stored in the system may be subsequently used to evaluate and restructure work processes, reengineering the organization.

Functionality principles

Within the framework of the system, the range of document types used in the organization is determined, as well as the range of document management processes, such as coordination, approval, reminder, parameter analysis, etc. Separate processes are then combined into technological document processing strings, which are initiated either automatically, when documents are loaded in an electronic format, or manually. Over the entire document processing cycle, from the time the document appears in the system to the moment it is stored in the archive, the user is required to participate in the document management process only when an unusual situation arises and when a decision on the disposition of the document has to be made. The system allows the organization to formulate and store standard document processing procedures that are identical throughout the organization. When new tasks arise, they can be handled using existing procedures from the procedures library. The system will need only minimal tuning, which can be performed by a trained user or the system administrator.

The system contains well-developed tools for delegating responsibility and monitoring task execution. It also formulates rules for task transferring within the organization. Task transfer rules are formulated using standard web-interface that is familiar to system users. Managers can supervise the work of their employees and monitor different stages of the document management process in real time, and to intervene in the process whenever needed. The system also provides tools for analyzing employee workloads as well as technology to create checklists and reminders. Taken together, the system’s capabilities provide data reflecting the current situation in the organization and tools for monitoring and managing its daily activities.

Features

The system is capable of applying customized document management rules, depending on the characteristics of the document contained in its summary.

The system tracks access and modifications to documents, which are stored in the electronic archive.

The system provides information on the current state of the document in its summary.

The system effects changes in document parameters during document processing, in accordance to established rules.

The system effects automatic filing of documents during document processing.

The system contains such functions as pause, repeated processing and delegation of various stages of document processing, which can also be done automatically.

Efficient creation and monitoring of checklists, customized for every user of the system.

Initiation, implementation and termination of document processing with a Web browser.

Evaluation of each specific stage of the document management process with a Web browser.

Two-way communications with employees via e-mail, with the possibility of taking action and responding in an e-mail environment.

Advantages

Gradual creation of an organization-specific library of document management rules, which can be stored in an Oracle database.

The use of a Web browser as the sole method of accessing the document management automation system, including the completion of daily tasks as well as monitoring and evaluation of work processes.

Automation of repetitive document management tasks, freeing employee time to perform more complex tasks.

Convenient graphic interface for creating document flows in the system.

Integration with outside application in the process of system tuning.

Response to exogenous events.

Support for delegation and defining of responsibility, including for users who are not system administrators.

Prioritization of tasks, which allows for the gradual automation of different divisions within the organization.

System architecture

The system was developed by integrating several Oracle client-server technologies, including Oracle Workflow, Oracle iFS and using database Oracle 9i. Integration with the document archive is provided by means of a specialized Java API, which provides basic functionality, such as reading and recording of document characteristics, query initiation, transfer to the archive, determination of current system parameters, etc. To model business processes graphic interface Oracle Workflow Builder was used, integrating both standard and user-developed functions within a single technological string.