Ecm program for workflow automation boss-reviewer. Support for complex organizational structures

BOSS-Referent is responsible for:

• development of the product of the same name - the BOSS-Referent electronic document management system;
• development of a partner network;
• consulting and support of partners and users of the system;
• education;
• product marketing promotion.

Affiliate network BOSS-Referent

Partners of the BOSS-Referent company provide services for the implementation of an electronic document management system, support for the created solutions, adaptation of the system to the tasks of customers, and user training. Each partner is assigned one of three statuses:

• General partner - has extensive competence, a large number of certified specialists and experience in implementing many implementation projects;
• Partner - has certified BOSS-Referent specialists trained for the implementation of implementation projects;
• Reseller - delivers EDMS BOSS-Referent.
• The BOSS-Referent partner network covers almost all regions of Russia, as well as Ukraine and Kazakhstan. In the "Partners" section of our website, you can find a partner in your region, or select the company you are interested in in the alphabetical catalog.

Service and support BOSS-Referent

Maintenance of the implemented BOSS-Referent electronic document management systems is possible in basic and advanced versions:

• Warranty (basic) support is provided by the manufacturer, BOSS-Referent.
• Extended technical support is provided by BOSS-Referent partners.
• BOSS-Referent training courses

The BOSS-Referent company provides training in Moscow on the following courses:

• "Methodology for the implementation of EDMS BOSS-Referent"
• "Basics of administering the EDMS BOSS - Referent"
• Training of specialists of partners of the BOSS-Referent company within the framework of the partner program is free of charge.

Story

In January, 2012 it became known that in the IT group the structure of management of practice of ECM (enterprise content management, the storage of corporate information including electronic document management, EDMS) seriously changed.

In December 2011, a 100% subsidiary of the management company of the Business Logic 2.0 group appeared, which, in addition to implementing ECM, will take up a new direction for the group - business process management systems (BPM).

Up to this point, the ECM practice was represented by the long-existing EDMS developer Boss-Referent and IT Information Management, created in April 2011, which implements such software. Prior to the creation of "Information Management" as a separate company, the implementation was provided by the department of the integrator.

Direction is important to the group. According to Tagir Yapparov, chairman of IT Co.'s board of directors, over the past year about 500 million rubles fell to the share of ECM practice. revenue. With a total income for 2010 according to the rating "CNews100: The largest IT companies in Russia" 4.7 billion rubles. As for the number of employees, according to the new CEO of Business Logic and Boss Referent Maria Kamennova, now there are about 230 people working in the direction, of which about 180 employees are in implementation. At the end of 2010, according to the CNews rating, a total of 1,550 people worked in the IT group.

Before the arrival of the Kamennova company, they were subordinate to different people. Implementing company - Georgy Podbutsky, who remained in the "Business Logic" as a deputy director in charge of ECM. The developers were led by Andrey Grib, who is now leaving IT. Yapparov attributes his departure to the fact that "not all leaders have integrated into the new matrix structure, which provides for greater delegation of responsibility."

Legally, Boss Referent remained an organization independent of Business Logic, which is also wholly owned by the group's management company, says Yapparov. However, the source of CNews in the group is sure that we are talking about the complete reassignment of the development of the EDMS to the implementers. “The matter was not limited to the departure of Grib, people from the implementing company also came to other leadership positions in the Boss Referent,” he says. - Normal business internal competition between structures has existed for a long time, mutual accusations of failures also sounded. Over the past few years, several directors have changed in the implementer. Now the “Boss Referent” has become completely dependent on the implementers.”

Despite the reshaping of the direction, Tagir Yapparov intends to double the revenue from his work every year, i.e. already this year it should reach a billion rubles. Today an agreement was signed between Business Logic and the German BPM developer Metasonic. There are plans to support the multi-platform "Boss Referent": Lotus, Microsoft Sharepoint, FileNet, JBOSS, mobile versions for iOS and Android. According to an anonymous interlocutor of CNews, a number of programmers left the company during the reorganization, and new ones will have to be hired to implement these plans. Recently, "IT" announced an internship in the direction of ECM.

The BOSS-Referent Management Documentation Support System is a software package that allows organizations to create effective electronic document management and office automation systems, and thereby ensure a significant increase in the efficiency of management structures. In particular, the creation of such systems in an organization allows:

Improve decision-making speed and quality

Strengthen control of performance discipline

Increase the manageability of the organization

Increase the productivity of individual employees, work groups, and the organization as a whole.

The BOSS-Referent system has a large number of implementations and is intended for enterprises of various sizes and forms of ownership:

• Large commercial enterprises and holdings
• Federal authorities
• Regional government authorities and other state enterprises
• Territorially distributed enterprises
• Companies with a complex organizational structure
• Companies with a large volume of paperwork
• Small, fast growing companies.

The functionality of the BOSS-Referent system can be used by both managers and heads of departments, IT specialists, clerks, executives, secretaries and other employees of enterprises, thanks to a wide range of automated business processes:

• Work with internal documents of the organization
• Processing of incoming and outgoing documents
• Managing External Contacts
• Working with organization contracts
• Organization of news channels and conferences
• Maintaining a directory of the organization in electronic form
• Support for engineering support of business facilities of the organization
• Organization and planning of events.

An electronic document management system built on the basis of the BOSS-Referent management document management system can be conditionally represented as a combination of several layers.

• "Hardware": servers, client workstations, local area networks, modems, printers, scanners, uninterruptible power supplies and other technical means.
• Operating system: network operating system Windows, Linux, others and transport protocols that combine all the hardware into a single complex.
• Lotus Notes/Domino is an application software platform that is an add-on to a network operating system and includes tools for storing documents, replicating (synchronizing) data, full-text search, e-mail, and other important mechanisms.
• BOSS-Referent - applied interconnected software modules that work in the Lotus Notes/Domino environment and support business processes of management and, in part, functional workflow.
• Organizational and regulatory support: regulations, work rules, instructions for users and system administrators, etc.

The BOSS-Referent includes a set of interconnected subsystems designed to create an electronic document management system and office automation:

• System-wide dictionaries
  • Organization directory
  • Dictionaries
  • External Destinations
• System-Wide Services
  • Coordination
  • Orders
  • Switch
  • Templates
  • Registrar
  • Cabinet
  • Search system
  • Buffer
  • Storage of electronic images
  • Protocol
• Functional subsystems
  • office
  • Documentation
  • Office notes
  • External contacts
  • Contract control
  • Engineering support
  • Conferences
  • News

A well-designed architecture of the system, which is based on openness and modularity, makes a great contribution to the convenience and speed of implementation of BOSS-Referent.
Modularity is provided by a specialized database "Switch", which serves as the "Control Center" of the entire SDOU BOSS-Referent. This independent, functionally complete module contains information about the current system configuration and the necessary program code for organizing interaction between databases. All databases are registered in the switch automatically during installation.
The second important function performed by the DB Switch is the configuration of user workstations. The configuration is understood as a set of system databases registered in a separate switch and required for the work of users of different departments of the company. Deploying EDMS in several configurations allows each employee to work only with their own databases. Using the switch, you can create an unlimited number of configurations of varying complexity, completely repeating the existing workflow scheme in the enterprise. The switch quickly connects any additional modules to the system, and also navigates through databases.
BOSS-Referent is open to developers. Any database BOSS-Referent can be changed by the customer's developers. In addition, a self-developed database can be added to the SDOU BOSS-Referent, subject to certain rules and agreements.
New databases, forms, views, agents, design elements can be created in the system using standard Lotus Domino Designer development tools. In addition to built-in development tools, IT Co. provides the customer with special developer tools - Toolkit, which allows you to quickly create your own databases and integrate them with BOSS-Referent without violating the integrity of the system, as well as changing any module of its information environment.

You can read more about all the changes in version 2.56.1 here.

3 Functional module "Office" Full cycle of work with incoming and outgoing correspondence: Using templates of document cards Registration of correspondence Sending documents for consideration, making resolutions Formation of familiarization sheets Monitoring the location of the paper original of the document Execution, familiarization, sending "on file" Scanning documents and processing documents received via and from the fax server Reservation of numbers for outgoing documents Support for centralized, decentralized and mixed forms of workflow

4 Creation of the AC of an incoming document create a new counterparty from the document card check the document for re-registration specify the registration log for this type of document specify the deadline and incoming resolution 1) print a sticker or card with a barcode 2) attach a scanned document image: from a local disk from a scanner (regular or scan with barcode)

5 Registration Support for complex registration numbers. Set up numbering templates for all types of documents. Ability to use multiple formats for one counter. A registration stamp, number, and a barcode are affixed to the document. It is possible to use a simplified RK - expedition.

6 Review Possibility of reviewing the document by several employees. Ability to use standard routes for incoming documents. Ability to create draft resolutions and use resolution templates put a document under control by specifying the type of control select a controller or controlling unit add a resolution clause manually or from a template view / change a previously created draft resolution

7 Paragraph of the resolution The responsible executor and co-executors, subject, term, controlling person are indicated. Instructions are created for the control points of the resolution, for non-control points - the document is sent for review. fix the transfer of the original create an order with periodic control

8 Orders The executor receives a notification about the receipt of an order for execution. The author and the controller of the order can: adjust the deadline change the performers cancel the instructions The author, controller, performers receive notifications about violation of the deadlines.

9 Execution of orders The executor of the order can: create a new order based on his order (a chain of orders), if necessary, enter a report on the execution for co-executors by creating a new document Taking a report from the order of a co-executor or a child order Placing an attachment Link to a previously prepared document Simply placing a comment on the execution order execution report

10 Execution control The author and controller of the order can approve the order or return it for revision. Performance discipline control: performance discipline reports (ReportsMan report generator). the order is executed the order is overdue the order is being executed the controller can approve the order directly in the document card

12 Preparation of the outgoing 1. Fill in the fields of the card required fields are marked with the icon some of the fields can be filled in by default the value is entered directly in the field

13 Preparing the outgoing 2.Place the document enter the text in the "Content" field add an attachment from the local disk from the database Templates from the scanner An attachment can be attached to the card template in advance. Attachment size can be limited by the system administrator.

15 Preparing outgoing 3. Generate a route by changing an existing route The route can be set: 1) "hard" - you can not change the approvers and the order of approval 2) "flexible" - you can delete and add approvers 3) you can add new ones, but you cannot delete the default ones . Parameters are configured for each negotiation stage.

21 Approval of the document Additional approval and Delegation Add. approval – an additional approval branch. The visa of the main coordinator is affixed in the document, regardless of the decisions of the additional. coordinators. Delegation - the visa of the employee to whom the approval was delegated is affixed in the document.

28 Module "Appeals of citizens" Full cycle of processing oral and written appeals: Registration of appeals Consideration Formation of resolutions, execution Preparation with approval of the response to the appeal Formation of related requests to external organizations Registration of responses to requests from external organizations

30 Authors of appeals Work with authors of appeals: Ability to connect the reference book "Classifier of Russian Addresses" (KLADR) Full information about the author: full name, address, place of work, social status, benefits, etc. EDMS BOSS-Referent has passed the FSTEC certification required for certification in terms of personal data protection class at levels 2-4.

31 Support for decision-making processes Types of documents processed in the decision-making process: The documentary component of the decision-making process is automated in the BOSS-Referent system. Application for ORD Service memo Contract Draft outgoing document Business processes in the Decision Making module are implemented using standard decision-making processes.

32 Functional module "Decision making" In the database Decision making is carried out: Formation of the document movement route Change of the route "on the fly" Document movement control Registration of documents (including automatic registration) Reservation of numbers for contracts, ORD and draft outgoing documents , familiarization and mailing Formation of instructions for documents and control of their execution 37 Notification service The user is informed about all system events, as well as about actions that need to be performed in the system, by means of notifications that arrive: Notifications are divided into: Tasks Informational messages in the Cabinet database ( displayed in the Calendar on the start page) to a Lotus Notes mailbox or other mail system

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definition - BOSS-Referent BOSS-Referent From Wikipedia, the free encyclopedia

The BOSS-Referent system is designed to automate management workflow and office work. Established in 1996, today BOSS-Referent EDMS is one of the leaders in the Russian market of ECM (Enterprise Content Management) class solutions. Of all the EDMS jobs installed in 2008, 25%, that is, every 4th, was implemented on the BOSS-Referent system (according to the EDMS market survey published by DSS Consulting).

The largest EDMS in Russia was built on the BOSS-Referent platform in the Federal Tax Service of the Russian Federation (FTS) - more than 85,000 users, and in the MTS company - the system unites more than 25,000 employees.

Who is the EDMS BOSS-Referent for?

The users of the BOSS-Referent electronic document management system are federal and regional authorities, state unitary enterprises, commercial companies, including both holdings with a large branch structure, and small organizations.

Automation of document management with the help of BOSS-Referent leads to an increase in the productivity of employees, facilitating access to information for making management decisions, improving performance discipline, and, consequently, to a general improvement in the quality of management.

What management tasks does the BOSS-Referent EDMS help solve?

• organize effective work with contracts;
• make internal corporate document flow as paperless as possible;
• automate the workflow of federal or regional authorities;
• ensure quality control over the execution of orders of managers;
• increase the efficiency of work with applications;
• implement project document flow and the possibility of teamwork;
• establish document management within the quality management system.

What are the results of the introduction of EDMS BOSS-Referent

In the authorities:

• improving the quality of public services;
• improving performance discipline, increasing manageability;
• increasing transparency and openness of activities;
• reducing the cost of ensuring the work of government bodies;
• creation of the basis for an integrated information system such as "electronic government" (interdepartmental document management, EARs, archives, portals of public services).

For commercial companies:

• increased manageability;
• prompt response to changes;
• increase the company's competitiveness in the market.

The payback period of the system is from six months to 2 years.

Automated processes

The BOSS-Referent system is designed to automate workflow and management processes.

The system includes functionality that allows you to implement:

Support for approval processes

• makes it possible to use standard and create specialized processes;
• provides for the possibility of changing the list of approvers, the type and terms of approval;
• allows you to control the approval process;
• provides information about document versions and approval history.

Order execution control

• ensures the accounting of all issued orders;
• allows you to track the timeliness of the execution of instructions and the loading of specialists;
• generates statistics on the execution of instructions and the development of documents.

Dealing with incoming and outgoing mail

• provides registration of correspondence received in various forms;
• supports registration numbers of any complexity;
• allows you to link documents to each other;
• enables the imposition of resolutions and the preparation of draft resolutions;
• ensures the work of several offices within a single information space.

More details about the system's capabilities can be found on the manufacturer's website.

Advantages

BOSS-Referent EDMS has a number of unique commercial and technological advantages that provide the system with leadership in the Russian market of document management solutions.

The system meets the needs of both large and small organizations of any industry, allows public authorities to create complex information systems, including EARs, portals, legally significant document management, archives.

The advantages of BOSS-Referent EDMS are determined by the broad capabilities of the IBM Lotus platform, high-tech architecture and rich implementation experience. The following advantages of the solution can be distinguished:

Convenient interface

BOSS-Referent EDMS is designed to improve the efficiency of the organization as a whole, and its employees in particular. An important factor influencing how quickly employees get involved in working with a new application, how quickly standard operations are implemented in the electronic document management system, is what is called usability - a user interface focused on providing maximum psychological and aesthetic convenience for the user working with the application. BOSS-Referent is convenient and easy to use

The interface of the BOSS-Referent system today is intuitively understandable to ordinary users and one of the most convenient to use among similar systems.

"Diary" and "Business card"

Starting from version 3.2.1, the system has a start page, which contains items that are constantly used in work - a diary and a business card holder.

Conceptually, the start page is an individual workstation (AWP). This means that each user can configure the page components so that it is convenient for him to work, and the main system tools would always be at hand.

Only the information you need

The interface of the BOSS-Referent system is designed so that different groups of users can work faster and more conveniently: they are provided with only the tools and data they need.

Users can be conditionally divided into the following groups in accordance with the tasks that they have to solve when working with the system:

• executors - fill out document cards, send documents for approval, signing, monitor the progress of documents, report on instructions from management;
• managers - make decisions on documents (coordinate and sign documents), control the execution of instructions;
• clerks - accept, register, send documents, control executive discipline.

For each user group, the interface of even the same document will be different.

Full web access

BOSS-Referent has a fully functional web version that supports all user functions. Thus, with EDMS BOSS-Referent, full-fledged work of users is possible both in the Lotus Notes client and through a web browser.

User friendliness

Working with EDMS BOSS-Referent under the web is practically no different from working in the Lotus Notes client.

The interface of both versions is identical - tools, document cards, principles of navigation through the system are the same. If a user works with both versions, for example, in the office, a Lotus client is used for access, and a web browser is used for access from home, then he does not need to learn the rules for working with each of the versions - they are identical for both versions.

When is it appropriate to use web access to the system?

It would be more correct for an organization to work with the BOSS-Referent through the web interface under the following conditions:

• when an organization has adopted a mail client other than Lotus as a corporate standard, it is certainly not advisable to replace it, and work with documents can be implemented through the Internet version of the system;
• when mobile users make up a significant part of EDMS users, for whom it is more convenient to have access to the system from any point equipped with Internet access;
• if the policy of the organization in the field of information technology provides for the use of applications available through the web interface wherever possible;
• if the organization has a very large number of users in geographically remote offices, using the web version allows you to speed up the implementation of the EDMS and reduce the cost of the project.

Technical features

An additional server is not required to configure web access to the BOSS-Referent system: users can work with the web version by additionally configuring the Lotus Domino server. The same server is also used to support users working in the Lotus client.

Authentication of system users when working under the web is implemented in one of three ways:

• means of Lotus Domino (the only possible option for users who combine work via the web and a "thick" client);
• via Active Directory (using the Winlogon component is possible);
• using an LDAP-compliant directory.

Notifications received by users' mail when working under the web look like html links (instead of Lotus links used when working in the Lotus mail client).

Web access does not require downloading ActivX controls or Java applets. After opening the possibility for the user to work under the web, he simply logs in using the link specified by the administrator, passes authentication, after which he can immediately work with the full version of the system.

Rapid process automation

What does it take to implement an EDMS quickly? To do this, it is necessary to set up processes (regulations) in the system for working with documents in a short time.

Therefore, BOSS-Referent comes with a set of pre-configured processes for working with standard documents, which only need to be customized for a specific customer. The system also contains constructor elements designed to quickly build processes for processing specialized documents from "cubes" (such as, for example, the process of approving a loan application). This allows you to significantly reduce the time of implementation and adaptation of the system to customer requirements.

In any organization, there are rules for working with documents, which may or may not be fixed in the form of a regulation (or regulation), and must be taken into account when automating a business. The regulation defines what happens to the document at different stages of its life cycle. When implementing a management automation system, the regulation is implemented in the form of an electronic administrative regulation (EAR). In the BOSS-Referent EDMS, electronic regulations are called “decision-making process” (for example, “contract decision-making process” or “memo decision-making process”).

Elements of any "Decision Making Process" (regulation)

The “decision-making process” is formed from the document card and the route of the document.

A document card is a screen form that is configured by the administrator and contains the attributes of the document and the document itself in the form of a scanned electronic image or a draft document, for example, in Microsoft Word format.

A document route is a sequence of document processing stages that is configured for document types by the system administrator. The route may include the following stages of document processing:

• Preparation;
• agreement;
• signing;
• statement;
• registration;
• execution;
• transfer to the archive.

The approval stage may consist of one or more stages. Each stage is created using one of the following matching blocks:

• parallel;
• sequential;
• with transitions according to conditions.

Setting up “Decision Making Processes” (regulations)

The entire flow of documents processed by any organization can be conditionally divided into documents that are typical for the vast majority of organizations, and specialized documents, as a rule, of an industrial nature (in banks these are loan applications, in consulting companies - reports, etc.).

BOSS-Referent contains pre-configured processes for working with standard documents, and also allows you to assemble specialized processes from the constructor "cubes" built into the system.

Setting up typical processes

The basic version of the BOSS-Referent system includes 5 pre-configured "Decision Making Processes" for standard documents (used in the vast majority of organizations):

• contracts;
• organizational and administrative documents;
• draft outgoing documents;
• memos;
• applications.

For these processes, the BOSS-Referent system implements standard routes for the movement of documents and standard document cards. Built-in processes are universal and can be changed by the administrator with simple settings.

The structure of the card of any of the 5 typical processes is configured by the system administrator. In this case, some of the fields can be made filled in by default, some of the fields can be filled in using system directories.

Routes for preconfigured processes are already set in the system and consist of the stages of document processing and approval blocks described above. The system administrator can set up the approval process using the approval blocks, as well as determine the employees involved in the approval, signing, and approval of documents.

Creation of specialized processes

For companies that use specialized documents (for example, loan applications) in BOSS-Referent, it is possible to quickly design the necessary specialized routes and document cards.

The creation of a specialized route is carried out by means of Lotus Workflow Architeсt from the standard stages of document processing and approval blocks embedded in the system (described above).

To create cards for specialized documents that include any required composition of fields, Lotus Domino Designer tools are used.

After creating a card and a route, the process is configured, just as it is done for typical processes.

Optimal for a distributed environment

BOSS-Referent is one of the best solutions on the Russian market for organizing effective document management in organizations with a geographically distributed structure, which has been proven by a number of successful projects, including:

• The largest EDMS in Russia was built on the BOSS-Referent platform - the number of users of the electronic document management system in the Federal Tax Service of the Russian Federation (FTS) exceeds 85,000, the system has been implemented in the territorial bodies of the Federal Tax Service of all subjects of the Russian Federation, the system is supported by more than 350 servers;
• The largest EDMS in the commercial sector was created on BOSS-Referent at MTS - the system unites more than 25,000 employees from the company's divisions in Russia and a number of CIS countries into a single information space, and its work is supported by more than 100 servers.

The efficiency of the electronic document management system in a distributed environment depends on how well the delivery of documents to users located at a distance from each other is organized. That is, all users working in the EDMS, regardless of their location, should have access to all the documents necessary for their work. In BOSS-Referent all functions of the system are implemented in such a way that they can work correctly in conditions of territorial distribution.

To work in a distributed environment, the BOSS-Referent system uses all the advantages of the Lotus Domino platform, as well as its own transport mechanism. With their help, the following features are provided in the system:

• The principle “an electronic document is delivered only to the place where users need it for work” is being implemented. This means that if a document is being processed at the company's central office and one of its branches, then the document must be located at these two sites, and nowhere else;
• When transferring a document (for example, under approval) to another site, all related documents are sent along with it;
• Delivery of documents, orders and data is carried out in a package and occurs almost instantly. At the same time, there is no need to perform complex settings for server rights and replication;
• The BOSS-Referent transport mechanism has the function of guaranteed delivery of document packages - if the package is not delivered completely, the system resends, and if the package cannot be delivered, it informs the administrator. An administrator can use a tool to diagnose the transport process to find out why a delivery failed;

Administration of the BOSS-Referent system operating in a distributed environment is as simple as administration of a single site. At the same time, administration of remote offices is possible from a single point, for example, from the central office. So updating the system to a new release takes place at all MTS EDMS sites overnight, and is carried out by administrators from the company's central office;

• The user migration support feature allows you to solve the problem of moving users and their documents from one site to another. After the user is transferred, for example, from a branch to the central office of the organization, a package of all documents that the user worked with before the transfer is sent as a copy from the branch server to the central office server.

Rapid implementation

EDMS BOSS-Referent is distinguished by a combination of three unique advantages:

• on the one hand, the system combines elements of the designer, and due to this, it is possible to automate document management processes very quickly;
• on the other hand, it retained all the features of the platform, which allow you to adapt the solution to any specific needs of the customer;
• in addition, the architecture of the system and the implementation methodology allow you to automate processes step by step, for example, first set up the processing of contracts so that the organization starts working in the system, and then set up other processes.

It takes 2 months to launch the BOSS-Referent EDMS into commercial operation.

This is possible due to the following features of the system and implementation methodology:

• There are documents that are processed in the same way in almost any organization. For 5 types of such documents, standard processes have already been created in BOSS-Referent. Therefore, you can start working with standard documents, for example, contracts, immediately after installing the system.
• If, during the implementation of the system, it becomes necessary to create processes for processing specialized documents that are used in the work of a single organization, this can also be done quickly. The process is formed from the elements of the process already implemented in the system - it is made up of "cubes" like a constructor.
• BOSS-Referent has full-featured web access, which makes it possible for users to fully work both in the Lotus Notes client and through a web browser. If the structure of the organization includes many geographically remote branches and divisions, then the implementation project time can be significantly reduced by providing web access to the system to all users in the branches.
• The BOSS-Referent EDMS implementation methodology has been worked out over the years of successful projects of various sizes and is focused on project implementation in a short time. For example, when automating work with standard documents, 1 month is required to examine the existing workflow in the organization and prepare for implementation, the second month is spent on installing the system, setting up standard processes and training users. That is, after 2 months, the organization begins trial operation of the EDMS.

Reliability and performance

The reliability and performance of the BOSS-Referent system is ensured by the capabilities of the Lotus Domino platform: the reliability indicator is 24x7, and up to 1000 users can work on one server.

System Reliability

Reliability of the BOSS-Referent EDMS with a 24x7 indicator is achieved by organizing work in a Lotus Domino software cluster, consisting of two (or more) servers. Data identity on servers in a cluster is maintained by Lotus Domino cluster replication. Using a Lotus Domino cluster provides:

• system fault tolerance - in case of failure of the main server on which users work, they are automatically switched to backup servers;
• load balancing on servers - users are proportionally distributed to different servers, which helps to improve system performance.

System performance

High system performance is provided by a number of technical solutions, such as:

• load balancing in a Lotus Domino software cluster;
• automatic transfer of processed documents to the archives of the corresponding modules - after the work with documents is completed, they are moved to the archives of the corresponding modules, while flexible settings for automatic archiving and search in all modules, including archive ones, are available;
• storage of document cards and attachment files in different modules (for particularly large volumes of files, attachments can be stored in an “electronic archive” type system - IBM Content Manager or Saperion), while the storage location is not obvious to the user, and the effect “attachment is attached to the card” is preserved document";
• a distributed transport mechanism that is optimized in terms of the amount of transmitted information and operates on the principle of "documents are stored and transferred only to those servers where they are necessary for work."

Solution development

The development of the electronic document management system BOSS-Referent within the framework of a single project is possible in two directions:

• along the way of scaling up the system;
• along the way of expanding functionality.

To increase the scale of the system while maintaining a single information space, BOSS-Referent allows you to:

• Connect new users in large numbers. The capabilities of the BOSS-Referent system have been tested on projects for building the largest EDMS in Russia in the Federal Tax Service (the total planned number of users should exceed 100,000) and MTS (more than 25,000 employees work in the system).
• Connect new sites (territorially remote divisions and branches of the organization) with their servers. Currently, the work of the EDMS of the Federal Tax Service and MTS is supported by more than 100 servers.

BOSS-Referent provides ample opportunities for the qualitative development of the system - adding new functions - by the following means:

• The system can automate work with all types of management documents used in the organization. Processes for processing standard documents can be easily "cloned" from already pre-configured processes - the regulations are copied and the necessary settings are changed in it. For specialized documents of the organization (such as, for example, loan applications), specialized processes are created using the tools of the Lotus platform.
• Integration with other products allows you to significantly expand the capabilities of the BOSS-Referent system, as well as make the EDMS part of a single information system of the organization. The experience of building an EDMS on the BOSS-Referent platform includes examples of successful integration with HR, ERP, CRM class systems, as well as the creation of a legally significant electronic document management system;
• BOSS-Referent partners have developed modules compatible with EDMS BOSS-Referent, designed to expand the basic functionality of the system.

Openness of the decision

BOSS-Referent EDMS is one of the few systems on the Russian EDMS market that comes with open source. This provides customers with the following benefits:

• Organizations using BOSS-Referent have the opportunity to adapt the system to the specifics of their work and develop their own additional EDMS modules. This is the unique advantage of the flexibility of the BOSS-Referent system.
• Customer security services were able to verify the security of the code and the system itself, as well as certify it for compliance with internal security requirements.

Data protection

The BOSS-Referent system has been certified for compliance with the requirements of the Guiding Documents of the FSTEC of Russia:

• «Security of information technologies. Criteria for evaluating information technology security”. Evaluation Assurance Level 4 (EL4).
• "Protection against unauthorized access to information. Part 1. Information security software. Classification by the level of control of the absence of undeclared capabilities” (NDV4).

The EAL4 certificate guarantees the level of system security and the correct operation of the security functions that are necessary for working with confidential information.

The NDV4 certificate guarantees the absence of "back doors" in the program code.

The presence of FSTEC certificates allows attesting information systems built on the basis of BOSS-Referent, according to the security class of the personal data information system (ISPD) up to "1G" and according to the personal data protection class in IS up to "K2" inclusive.

BOSS-Referent systems have built-in support for cryptographic information protection tools certified by the FSB of Russia. With the help of these tools, BOSS-Referent implements:

• the use of electronic digital signature (EDS), which allows to ensure the confirmation of authorship, integrity and legal significance of electronic documents;
• data encryption, which allows for additional protection of information contained in an electronic document.

System architecture

The electronic document management system, built on the basis of BOSS-Referent, consists of several levels:

• hardware (servers, client workstations, networks, etc.) and a platform (Windows / Linux / Sun operating system and transport protocols) that combines all hardware into a single complex;
• technological platform IBM Lotus, which is an "add-on" over a network operating system and includes a Domino server component and client Notes;
• the BOSS-Referent system, which is a Lotus Domino application consisting of modules (databases) of the nsf format;
• user client spaces that can work with both the Lotus Notes client and a Web browser.

IBM Lotus is a document-oriented platform, which makes it more preferable for EDMS tasks than relational DBMS.

Modules

BOSS-Referent has a modular architecture. The modules included in the BOSS-Referent system are interconnected databases (DB) operating in the Lotus Notes/Domino environment. These databases can be divided into three groups:

Function modules

Designed for processing management information and decision-making.

Module "Office"

Provides a full cycle of work of the organization with incoming and outgoing documents. Allows you to control, record and register correspondence.

Decision making module

Designed to automate business processes that are implemented in the system in the form of "Decision Making Processes", formed from two mandatory elements: a document card and a document movement route. The delivery of the system includes pre-configured "decision-making processes" for standard documents (contracts, organizational and administrative documents, draft outgoing documents, memos, applications). Processes for specialized documents (such as loan applications) can be quickly customized additionally.

Module "Orders"

Allows you to set tasks for employees throughout the organization by creating orders for documents or independent orders and track their implementation. Provides the ability to create related orders that form a "tree" of orders, and control their execution.

Orders can be issued by managers of all levels. Contractors can save progress reports in the Assignments module. The module is closely connected with other bases of the system ("Decision making", "Office"). Orders can be created both in the "Orders" database itself and in other modules of the system ("Decision Making", "Office"), while all orders are stored in the "Orders" module.

General system dictionaries and reference books

Are intended for storage of reference information.

Organization directory module

Designed to store and update data about the structure and employees of the enterprise. The database contains information about the divisions and branches that are part of the organization, their mutual subordination, as well as about the employees of the organization, including information on the combination of positions, delegation of authority and document processing roles (approving, coordinating, etc.) .). Service information is also stored here: about sites (servers on which work is being carried out), connections, nodes, names of offices, etc. Data from the Organization Directory module is used by most modules of the BOSS-Referent system.

Module "External recipients"

Designed to store data about counterparty organizations (customers, partners, clients) and their representatives. The "External Contacts" can store a wide variety of information - from the bank details of the organization to the mobile phone of its representative.

In the system, data from the "External addressees" module is used wherever it is required to specify counterparties, for example, when working with contracts, incoming and outgoing documents, etc.

Module "Dictionaries"

Designed to create and store lists of keywords used to fill in input fields in system database cards. It is used by most modules of the BOSS-Referent system as a dictionary of dictionary values. Adding new entries and editing old ones is carried out by administrators or dedicated employees.

System-Wide Services

These are modules that allow flexible settings of functional subsystems and provide support for auxiliary functions.

Switch module

It is the central base with which the application is configured. It contains technological information about the location of other databases of the BOSS-Referent system on servers. The "Switchboard" database is designed to solve the following tasks:

User navigation - the module provides database navigation, acts as a single entry point to the system for users. System module switching - establishes links between the system databases and with vocabulary modules. Configuration of user workstations. The "Main page" of the "Switch" module is entry point for users.

Cabinet module

Refers to a group of user services. Designed to inform users about their tasks: all service messages of the BOSS-Referent system are delivered here. The database is available to all users, while each user receives only notifications addressed to him. The system allows you to duplicate messages coming to the "Cabinet" in the user's mailbox,

Search module

An auxiliary module that allows you to search by a set of attributes of document cards of the "Chancery", "Decision Making" databases and their archives.

Registrar module

Contains a set of enumerators (software counters) that generate document registration numbers, and enumerator formats. Allows you to flexibly configure various formats of the numerator in accordance with the procedure adopted in the organization for the formation of registration numbers for documents of various types. In addition to the “counter”, the format may contain various parameters, for example: the full name of the Signatory, date of registration, separators, case index, etc. Several formats can be created for one enumerator.

Archive modules

Designed for storing archival documents from the modules "Office", "Assignments", "Decision Making", and related modules "Electronic Images". A separate archive database is created for each module. Documents transferred to the archive from the "Chancery" and "Decision Making" modules receive the status "In case", the status of orders does not change.

Decision Settings Module

An auxiliary module used to create standard processes in accordance with which documents in the Decision Making database will be processed. The standard process card sets the stages and stages of document processing, the default settings for document fields, the employees involved in processing (coordinating, signing, approving, registering), as well as employees who have the right to create documents.

Protocol module

Used to record user actions when working with documents in the BOSS-Referent system. Information from the database The protocol is for viewing only and is used by the service responsible for information security.