OfficeMedia

The OfficeMedia system is intended for workflow automation of the small organizations which do not have the remote offices using one server and a local computer network with a small amount of jobs.

The OfficeMedia system solves the following problems:

• work coordination, collective and individual planning of the working day;
• quick access to information on the external organizations and about a current status of the relations with them;
• providing means for business correspondence;
• document registration, circulating in the organization;
• possibility of operational distribution of instructions;
• analysis and control of performing discipline;
• approval, acquaintance, execution of documents.

The OfficeMedia system consists of four sets:

• Office-work;
• External contacts;
• Management and planning;
• Accounting of material values.
• Office-work

The set is intended for automation of work of secretaries or department of office-work. It consists of the following databases:

• Document registration (it is intended for the organization of systematic accounting of all entering, outgoing and internal documents of the organization on the basis of registration and control cards. In base mechanisms of control of execution of documents, resolutions of the management, performing discipline of staff of the organization, etc. are implemented the Data Base provides automatic preparation of different reports and standard accounting documents for services of documentary ensuring management);
• Library of documents (serves for preparation of documents of any format, their classification by subjects / to electronic folders, context search of information and printing of documents. The database can be used for document storage of any contents, such as regulating documents of the organization and reference materials, for preparation of draft documents, etc.);
• Approval (it is intended for sending documents for approval and for storage of results of approval. Allows to perform automatic mailing of documents to the staff of the organization for internal mail for electronic vising. Operating control of process of approval is exercised);
• Acquaintance (it is intended for sending documents for acquaintance. Allows to perform automatic mailing of documents to the staff of the organization for internal mail for acquaintance. Operating control of process of acquaintance is exercised);

Citizens' appeals (it is intended for record keeping on the basis of addresses of individuals);

• Organizational and administrative documents (it is intended for formation of drafts of orders, orders, memos, their approval, the signature and control of execution).

Databases of a set can be used as it is independent, and together, providing in the latter case automatic routing of documents in a system. You select those bases with which you will work.

• External contacts. The set allows to automate work of the employees who are responsible for support of external contacts of the organization and work with clients. Databases of a set allow to accumulate information on potential clients, to conduct work with partners, suppliers, etc. The set gives the chance to organize work of sales department, to plan and control a project work.

The set consists of the following databases:

• External contacts (it is intended for information storage about the organizations which are partners, service providers, clients, etc. Mailing of materials through mail and electronic communication channels, a possibility of storage of the addresses, phones, information on contact persons, characteristics of the offered services, the history of relationship belongs to functions of the database);
• Projects (it is intended for planning, preparation and carrying out projects in the organization);
• Mailing (allows to store and make mailing lists, to prepare and send documents, promotional materials, news, etc.);
• The secretary (allows to enter information on the first contacts, to register the phone calls and correspondence coming to the organization automatically to notify on them the employees who are responsible for work with clients and support of external contacts of the organization).
• Management and planning the Set is intended for automation of work of project managers, departments of IT and internal technical support and also the services which are responsible for support of organizational and administrative activity of the enterprise. Databases of this set are intended for simplification of work with agreements, control of instructions and appeals of internal services to department of technical support.

Using this set you will be able: it is detailed to trace all stages of works on agreements; work with instructions; automate processes of the solution of the technical issues arising at users. The set consists of the following applied databases:

• Instructions (it is intended for registration and control of execution of the tasks which are not tied to any documents);
• HelpDesk (it is intended for information support of procedures of collecting, generalization and maintaining archive of the fixed problems for the purpose of their further analysis and use of results at emergence of similar situations, accounting of load of the staff of technical service, the analysis of a status of performing discipline by consideration of requests. The database supports the mechanism of delegation of responsibility on the solution of the registered problem);
• Agreements (preparation of draft agreements, work planning under agreements, control of performance of agreements).

Accounting of material values The set solves the following problems: accounting of the material values which are on balance of the organization; automation of process of formation of requests for receiving the objects stored in a subsystem; automation of process of acceptance/transfer of material values to the employee, on a warehouse, in a reserve, etc.; control of movement of material values in the organization. The set consists of the following databases:

• Reference book of UMTs;
• UMTs archive;
• Accounting of the equipment.

All these sets form the single adjusted system automating work of the organization. As a result of system implementation accurate work of the organization due to coordination of actions of employees is reached that allows to improve financial performance, to reduce costs and to get advantages over competitors due to operational work with clients, suppliers and partners. For years of the existence a system deserved recognition at the enterprises of the most different fields of activity. Total number of users of a system exceeds 20,000 people.

February 25, 2015. The OfficeMedia system consists of four sets:

• "Office-work";
• "External contacts";
• "Management and planning";
• "Accounting of material values".

All sets are delivered upon purchase of the user license OfficeMedia and what databases to set and operate - you solve for yourself.

Set Office-work The set is intended for automation of work of secretaries or department of office-work. Registration, control of execution of the entering, outgoing, internal documents, preparation of draft documents are only an incomplete list of the functions executed by means of a set Office-work. The set gives to heads of all levels an opportunity to give instructions on the received documents and to control their execution. Staff of the organization has an opportunity to study quickly internal administrative documents or to send the projects for approval.

The set Office-work consists of the following databases:

• "Document registration" - is intended for the organization of systematic accounting of all entering, outgoing and internal documents of the organization on the basis of registration and control cards. In base mechanisms of control of execution of documents, resolutions of the management, performing discipline of staff of the organization, etc. are implemented the Data Base provides automatic preparation of different reports and standard accounting documents for services of documentary ensuring management.
• Library of documents - serves for preparation of documents of any format, their classification by subjects (electronic folders), context search of information and printing of documents. The database can be used for document storage of any contents, such as regulating documents of the organization and reference materials, for preparation of draft documents, etc.
• "Approval" - it is intended for sending documents for approval and for storage of results of approval. Allows to perform automatic mailing of documents to the staff of the organization for internal mail for electronic vising. Operating control of process of approval is exercised.
• "Acquaintance" - it is intended for sending documents for acquaintance. Allows to perform automatic mailing of documents to the staff of the organization for internal mail for acquaintance. Operating control of process of acquaintance is exercised.
• "Citizens' appeals" - it is intended for record keeping on the basis of addresses of individuals.
• "Organizational and administrative documents" - it is intended for formation of drafts of orders, orders, memos, their approval, the signature and control of execution.
• Databases of a set can be used as it is independent, and together, in the latter case providing automatic routing of documents in a system. You select those bases with which you will work.

Set "External contacts" The set allows to automate work of the employees who are responsible for support of external contacts of the organization and work with clients. Databases of a set allow to accumulate information on potential clients, to conduct work with partners, suppliers, etc. The set gives the chance to organize work of sales department, to plan and control a project work.

Using this set you will be able:

• inform employees on development of the relations with the external organizations, on the reached agreements and further work plans;
• fix information on the staff of the external companies, on joint projects;
• plan actions and meetings;
• bring information on results of negotiations, fix phone calls and their subjects;
• fix the entering and outgoing correspondence.

The set consists of the following databases:

• "External contacts" - it is intended for information storage about the organizations which are partners, service providers, clients, etc. Treat functions of the database: mailing of materials through mail and electronic communication channels, a possibility of storage of the addresses, phones, information on contact persons, characteristics of the offered services, the history of relationship.
• "Projects" - it is intended for planning, preparation and carrying out projects in the organization.
• "Mailing" - allows to store and make mailing lists, to prepare and send documents, promotional materials, news, etc.
• "Secretary" - allows to enter information on the first contacts, to register the phone calls and correspondence coming to the organization automatically to notify on them the employees who are responsible for work with clients and support of external contacts of the organization.

Set "Management and planning" The set is intended for automation of work of project managers, departments of IT and internal technical support and also the services which are responsible for support of organizational and administrative activity of the enterprise. Databases of this set are intended for simplification of work with agreements, control of instructions and appeals of internal services to department of technical support.

Using this set you will be able:

• it is detailed to trace all stages of works on agreements;
• work with instructions;
• automate processes of the solution of the technical issues arising at users.

The set consists of the following applied databases:

• "Instructions" - it is intended for registration and control of execution of the tasks which are not tied to any documents.
• "HelpDesk" - is intended for information support of procedures of collecting, generalization and maintaining archive of the fixed problems for the purpose of their further analysis and use of results at emergence of similar situations, accounting of load of the staff of technical service, the analysis of a status of performing discipline by consideration of requests. The database supports the mechanism of delegation of responsibility on the solution of the registered problem.
• "Agreements" - preparation of draft agreements, work planning under agreements, control of performance of agreements.

Set "Accounting of material values" The set solves the following problems:

• accounting of the material values which are on balance of the organization;
• automation of process of formation of requests for receiving the objects stored in a subsystem;
• automation of process of reception-transmission of material values to the employee, on a warehouse, in a reserve, etc.;
• control of movement of material values in the organization.

The set consists of the following databases:

• "Reference book of UMTs";
• UMTs archive;
• "Accounting of the equipment".

The OfficeMedia system is not just ready-made product, but some kind of educational designer based on whom it is possible to create own systems. Many developers Lotus Notes/Domino began with it.