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L o g o Management and office work. Document circulation of the pharmaceutical enterprise. Management and computer science.

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Presentation on theme: "L o g o Management and office work. Document circulation of the pharmaceutical enterprise. Management and computer science."— Presentation transcript:

1 L o g o Management and office work. Document circulation of the pharmaceutical enterprise. Management and computer science.

2 L o g o Content  1. Concept and importance of documents. Classifications of documents.  2. Flow of documents in chemist's establishments.  3. Document registration, the control over their performance.  4. Management and informatics.

3 L o g o Document Management  Document management is a process taken with document within an organization, with respect to the creation, distribution and deletion of documents.  “Document Management includes every action taken with a document within an organization, with respect to the creation, distribution and deletion of documents

4 L o g o “ Document ”  It is commonly said that “a document can either be represented in electronic form (i.e. Word document, Spreadsheet file, Movie file, Sound clip, etc.) or as a traditional hardcopy consisting of one to thousands of pages”.  A document is any content drawn up or received by the Foundation concerning a matter relating to the policies, activities and decisions falling within its competence and in the framework of its official tasks, in whatever medium (written on paper or stored in electronic form, including e-mail, or as a sound, visual or audio-visual recording).

5 L o g o A Document is a material information carrier, which is in legal force. Documents are of great importance:  for controlling bodies (taxation bodies, audit firms, judicial bodies, etc.);  for the organization itself (documents regulate activity and control; goods traffic; turnover of commodities);  in the case of making claims, complaints, challenge;  staff documents are used for granting a pension (work records, personnel ar­rangement; staff orders, etc.).

6 L o g o Classifications of documents  Specialization - General, special documents  Application - Organizational-administrative and reference documents  Origin - Internal and external documents  Direction (orientation) - Incoming and outgoing ("in" and "out") documents  Sources - Basic and secondary documents  Form - Standard and individual documents  Way of drawing up - Manuscript and printed (or type-written) documents  Degree of openness - General, in-house and confidential documents  Stages of working up - Rough drafts, original documents, copies (duplicates)  Keeping of documents - Documents of short-term, long-term, constant keeping  Validity - Authentic and forged (counterfeit) documents Company Logo

7 L o g o Many documents are classified in the three following categories: 1) General: documents receiving full circulation. This designation is used on basic documents and final meeting records, including agendas, studies and reports, communications, resolutions and other decisions of main organs; 2)Limited: documents for which wide circulation is unnecessary because of the temporary nature of the documents, such as draft resolutions, and amendments thereto, draft reports and other action documents. The designation "limited" is indicated by an "L" in the symbol. Some technical documents which are issued for delegates are issued as limited documents. 3) Restricted: this designation applies exclusively to documents whose content requires that they be treated as confidential or that they be with held from public circulation. The designation "Restricted" is indicated by an "R" in the symbol identifying the document. Nevertheless, it should be noted that some documents are derestricted after a period of time.

8 L o g o Organizational-administrative documents involve: Organizational documents  statements on structural departments;  Statute of association, Corporate charter;  personnel arrangements;  internal regulations;  duty regulations Order documents:  orders;  directions;  decrees;  dispositions

9 L o g o Reference documents:  Protocols  acts, certifications  letters, applications  reports  explanatory notes  reference books, manuals directories. Financial, accounting, warehouse, accompanying, etc. Staff documents:  application for a job  staff orders  work-books  characteristics  Personal official documents:  complaints  proposals  Receipts Company Logo

10 L o g o Requisite elements of documents are essential data, which give validity to the document. They include:  name of the organization  legal address, phone number  document index and date  special code of the organization  stamp (seal of an organization) у signature. Company Logo

11 L o g o Synonyms Document management has been named differently DMS (Document Management Systems), DIS(Document Information Systems), IDM(Integrated Document Management), EDM(Electronic Document Management), ECM(Enterprise Content Management), Content Management and Knowledge Management. Document Management System (also known by some as a "paperless office" system or content management system),

12 L o g o ICT Environment

13 L o g o Components of Document Management There are six basic components of DMS:  Capture of documents for bringing them into the system  Storing and archiving methods  Indexing and retrieving tools for document search  Distribution for exporting documents from the systems  Security to protect documents from authorized access  Audit trails

14 L o g o  Office work is activity of administrative personnel on creation of docu­ments and organizations of work with them during realization of administrative functions.  Flow of documents is movement of documents since the moment of their creation or arrival till the moment of their fulfillment and surrender for record keeping. Company Logo

15 L o g o Three approaches to office work exist:  centralized when all operations connected with the administrative documen­tation are concentrated in uniform office or at the secretary-reader;  decentralized when all operations connected with the administrative docu­mentation are concentrated in different departments of the organizations;  combined when the part of operations with the documentation is carried out at office (for example, reception and sending the documents) and at the same time other part of operations is carried out both at office and in divisions of the organization. Company Logo

16 L o g o In pharmacy establishments the following kinds of flow of documents are allocated: pharmaceutical, scientific and administrative. Company Logo

17 L o g o The essence of pharmaceutical flow of documents consists in organization of the account and the directed movement of information documents on various aspects of medical products. That is simultaneously with receipt in a chemist's network of new medical products, the documents of information char­ter displaying their properties and reception rules are distributed. Such documents include: the instruction on a medical product (summary), review, pharmacopoeias articles, etc. Company Logo

18 L o g o Scientific flow of documents provides movement in the organization of scientific and technical documentation. The most wide-spread documents of this group in pharmaceutical science and practice are books, monographies, textbooks, curricula, manuals, dictionaries, magazines, normative and technical documents, price-lists, copyright certificates, patents, dissertations, author's abstracts, etc. Company Logo

19 L o g o Administrative flow of documents includes a stream of the various information providing performance of organization scheduled, administrative functions. With a view of rationalization of work with administrative documents they are divided into two groups:  1) The planned documentation (record and accounting documents);  2) The organizational-administrative documentation. Company Logo

20 L o g o Stages of flow of incoming documents:  1. Processing of the document.  2. Registration.  3. Transfer for performance.  4. Performance.  5. Sending and filing. Company Logo

21 L o g o Stages of flow of outgoing documents:  1. Elaboration of a project of the document.  2. Preparing of the document.  3. The agreement.  4. Signing (statement).  5. Registration (in day of signing).  6. Sending filing. Company Logo

22 L o g o Sequence of the internal coordination of the document:  The composer of the document;  The head of structural division where the document is made;  Interested officials of other divisions of the enterprise;  Public organizations (if it's necessary);  The head of financial or accounting service;  The deputy head of the enterprise supervising the given direction of activity  The head of legal service or the legal adviser of the enterprise. Company Logo

23 L o g o The provisional list of the documents which are subject to the statement:  Regulations Contracts  Programs Tasks  Tariffs Instructions  Estimates Specifications  Standards Lists  Reports Plans  Structure and regular number  Forms of the unified documents  Staff lists and changes in them. Company Logo

24 L o g o Document registration, the control over their performance Documents are registered in a special logbooks or journal. A manager or a responsible person must entry date of taking up, name of a document, name of sender, content, person for inspect a document. Control of documents includes:  control of fulfillment a document;  control of issuance of a document;  control of timeliness of fulfillment.

25 L o g o  Control of documents is a process by which it is ensured that documents required by the quality management system are under Top management’s control.  An organization must control the documentation required by the quality management system and that a suitable document control procedure must be implemented to define the controls needed to; approve, review, update, identify changes, identify revision status and provide access. The document control procedure must clearly define the scope, purpose, method and responsibilities required to implement these parameters.

26 L o g o In order to comply with the document control clause, it is essential that all personnel understand:  what type of documents should be controlled  how this control should be exercised

27 L o g o  To get the most out of your document control procedure it must communicate the steps necessary to ensure that staff and other users of the organization's documentation understand what they must do in order to manage that information effectively and efficiently.  Departmental managers should always be responsible for promoting good document and record management practices in their area whilst supporting overall compliance to the document control procedure.  Individuals and their line managers should be responsible for the documents and records that they create, as well as being responsible for their retention and disposal in line with legislative requirements and organizational procedures and practices.

28 L o g o Containers are available for the storage and transportation of any type of documents   images/boxes/microstora ge.jpg

29 L o g o Management and informatics  The information technology is a complex of interconnected scientific, technological, engineering disciplines engaged in processing and storage o| information and methods of the organization of its interaction with people| an industrial equipment, their practical application and social and cultural problems associated with it.  Automation of management includes: interrelation, gathering, storage| access to the necessary information, its analysis, preparation of the text, support of individual activity, programming of decisions of special problems. Company Logo

30 L o g o The basic directions of automation of the information-administrative activity:  Automation of processing of texts (electronic typewriters);  Automation of information interchange (automatic telephone exchange, "e-mail", videoterminal systems, local networks, video information systems)  Automation of administrative activity on the basis of using of computers Company Logo

31 L o g o Directions of using of the computer in management:  computer-assisted manufacturing;  management information systems;  diagnostic medical systems;  automated information retrieval systems;  control systems of experiment. Company Logo

32 L o g o Characteristics of Useful Information  Accurate information provides a true, reliable picture of the situation.  Timely information is available for use when needed  Complete information includes all the facts and details required for a par­ticular situation.  Relevant information meets the requirements of the manager's particular needs and circumstances. Company Logo

33 L o g o

34 To gain access to accurate, timely, complete, and relevant information, many organizations have turned to management information systems to manage a sometimes overwhelming amount of information. A management informa­tion system (MIS) organizes past, present, and projected data from both inter­nal and external sources and processes them into usable information, which it then makes available to managers at all organizational levels. Because manag­ers — and other users of MISs — have different needs, information systems must be able to organize data into usable and accessible formats. Company Logo

35 L o g o Management information system is set of economic-mathematical methods and means of scientific management of different spheres of human activity. Types of maintenance of the Management information system:  Information;  Mathematical;  Programme-technical. Company Logo

36 L o g o Another classification determines basic types of information systems exist, including transaction support systems, decision support systems, executive information systems, and expert systems. Company Logo

37 L o g o Often the first computerized form of information system adopted by an organization, a transaction support system (TSS) handles routine, repetitious transactions. TSSs are best suited for managing high volumes of similar transactions where large amounts of raw data must be summarized. Ex pies of information that a TSS might be designed to handle include order І charges and payments to accounts, and the preparation and transmission monthly billing statements. Company Logo

38 L o g o A decision support system (DSS) aids managers in decision making helping them anticipate the possible outcomes of alternative actions. A DSS, for example, can determine how sales and profits might be affected by higher or lower interest rates or how sales forecasts, advertising expenditures, production levels, and the like might affect overall profits. For this reason, a decision; port system is often a major component of a business's management information system. Company Logo

39 L o g o

40 A group decision support system (GDSS), a special set of computer terns designed to aid group decision making, focuses on expediting change of ideas about the solving of a particular problem within a group setting. Such systems are commonly used in соmputerized or electronic brainstorming in which all group members can participate at their own pace without fear of interrupting or possibly offending other, more senior members of the group can occur with the more traditional face-to-face brainstorming format Company Logo

41 L o g o One of the more recent developments in decision support systems executive information system (EIS), an easy-to-use DSS designed for executives who have limited experience using computers but need access to the database. A properly designed EIS will place summarized key information at the executive's fingertips, ready for rapid retrieval and review. Company Logo

42 L o g o  Expert Systems and Neural Networks  Decision support programs may incorporate artificial intelligence, which seeks to make computers able to work—to "think"—as much like the human mind as possible. The study of artificial intelligence led to the development of expert systems, which mimic human decision-making processes by using a col­lection of thousands of "if-then" rules to solve complex problems. They are of­ten used to capture and computerize rare decision-making expertise, such as that possessed by an individual who has performed a highly complex and spe­cialized task for a number of years. Company Logo

43 L o g o

44 Process of creation of an automated workplace includes:  1. Studying conditions and organization of work of users.  2. The analysis of information needs.  3. Formation of a database and systems of data processing. Company Logo

45 L o g o The general approaches to designing of management information system:  the analysis of decision-making system  the analysis of information needs aggregation of decisions designing of processing of the information  designing and control of monitoring system Company Logo

46 L o g o Thank you for attention! Company Logo

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