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 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.).

4. 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 www.themegallery.com Company Logo

5. 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

6. 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 www.themegallery.com Company Logo

7. 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. www.themegallery.com Company Logo

8. 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. www.themegallery.com Company Logo

9. 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. www.themegallery.com Company Logo

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

11. 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. www.themegallery.com Company Logo

12. 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. www.themegallery.com Company Logo

13. 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. www.themegallery.com Company Logo

14. 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. www.themegallery.com Company Logo

15. 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. www.themegallery.com Company Logo

16. 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. www.themegallery.com Company Logo

17. 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. www.themegallery.com Company Logo

18. 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.

19. 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. www.themegallery.com Company Logo

20. 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 www.themegallery.com Company Logo

21. 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. www.themegallery.com Company Logo

22. 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. www.themegallery.com Company Logo

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24. 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. www.themegallery.com Company Logo

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27. 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. www.themegallery.com Company Logo

28. 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. www.themegallery.com Company Logo

29. 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. www.themegallery.com Company Logo

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31. 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. www.themegallery.com Company Logo

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33. 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 www.themegallery.com Company Logo

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35. 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. www.themegallery.com Company Logo

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37.  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. www.themegallery.com Company Logo

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39. 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. www.themegallery.com Company Logo

40. 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 www.themegallery.com Company Logo

41. L o g o Thank you for attention! www.themegallery.com Company Logo