RU2669519C1 - Contractual activity control system - Google Patents

Abstract

FIELD: control systems.SUBSTANCE: invention relates to a contract management system. System contains a connected list of users, an authentication confirmation block, an authorization block, a contract verification block, an adjustment block, EDS input block, document encryption block, integration block, database, detailed design block, application creation block, template selection block, editing block, application processing block, SM block, application correctness block, application acceptance block, contract creation block, approval status block, approval type block, e-mail sending block, reminder procedure block, approval block, registration block, approval results block, counteragent block, approval completion block, contract action block, document print-out block.EFFECT: technical result is the automation of contract management.1 cl, 1 dwg

Description

The contract management system is designed to automate the activities of specialists involved in the preparation and execution of contracts. In particular, the system allows to significantly simplify and speed up the process of creating and coordinating contracts and other documents involved in contractual activities.

The invention relates to the field of computer technology, namely, to information management automation systems.

The process of preparing a contract, coordination with the numerous services of a large enterprise, the variety of areas of activity for which contracts are concluded, takes a long time, while at present, excessive delay in preparing and concluding a contract can lead to large financial losses.

As a prototype, “Automated system for preparing and reporting” (patent for utility model of the Russian Federation RU No. 43983 ”) was selected. The system is aimed at reducing the complexity, reconfiguring the system with the introduction of regulations, automating the reporting process. The disadvantages of the prototype include the lack of a systematic harmonization process, which ensures that the document is agreed on time. In addition, the specified system does not allow determining which of the employees will process the contract and by what type of coordination approval will take place. Also, the system does not have alerts that come to employees by e-mail.

The task to which the invention is directed is to increase the efficiency of managing contractual activities by automating processes.

The goal is achieved by achieving the following results:

- ensuring the collection of information necessary for the formation of contracts;

- creating a single information space for participants in the business process;

- creating a convenient tool to automate the approval of documents involved in contractual activities;

- improving the quality (completeness, accuracy, reliability, timeliness, consistency) of information;

- streamlining and standardizing the contract accounting process.

This object is achieved in that the contract management system, comprising a user list control unit, an authentication confirmation unit, an authorization unit, an agreement verification unit, an adjustment unit, an electronic digital signature input unit, a document encryption unit, an integration unit, a database characterized in that according to the invention the system additionally includes a Work project block, an application creation block, a template selection block, an editing block, an application processing block, a VET block, an application validity block, an acceptance block vki, Agreement creation block, Approval status block, Division for division into approval types, Message sending block for e-mail, Reminder procedure block, Approval block, Fixation block, Agreement results block, Counterparty, Agreement end block, Transition to the contract validity block, The document printing unit, where the Working draft block, two-way communication is connected to the User list control unit and one-way communication is connected to the Application creation unit, Two-way authentication confirmation block and connected to the User List Control Unit and Authorization Unit, the bidirectional application creation unit is connected to the Template selection unit and connected one-way to the Editing Unit, the one-way communication editing unit is connected to the Application Processing Unit, the application processing unit is connected by one-way communication to the VET Unit and The order correctness block, the VET block by one-way connections is connected to the correction block and the order correctness block, the one-way corrections block is connected to the block editing, the validity block of the application by one-way connections is connected to the adjustment unit and the application acceptance unit, the application acceptance unit by one-way communication is connected to the contract creation unit, the contract creation unit by one-way communication is connected to the contract verification unit, the contract verification unit by one-way communication is connected to the approval status block, block The status of approval by one-way communication is connected with the Block of type of coordination, the Block of type of coordination by one-way communications is connected with the Block of coordination and Block m sending an e-mail message, The one-way e-mail message sending unit is connected to the Reminder procedure unit, The one-way communication approval unit is connected to the EDS input unit and the contract verification unit, The EDS input unit is connected by one-way communication to the Document encryption unit, The one-way document encryption unit connected to the block of fixation, the block of fixation is unilaterally connected to the block of results of coordination, the block of the results of coordination of one-way bonds is connected to the Contract creation unit, the End of approval unit and two-way communication is connected to the counterparty unit, the end of approval unit by one-way communications is connected to the Transition to the contract validity unit and the Database, the transition to the validity of the contract is unilaterally connected to the Document printing unit, Document printing unit one-way communication is connected to the Integration Unit, the database of two-way communication is connected to the Agreement creation unit.

The figure 1 presents a structural diagram of the management of contractual activities.

Block The working draft (1) of the contract involves the process of forecasting and analysis of the future contract.

Access control module - using this module, the administrator can assign roles to the user, on the basis of which it is determined which data, which system functionality (data entry, information display, configuration of directories, etc.) will be allowed access. The access control module consists of three blocks:

- User list management unit (2) - organizes and delimits user access rights to functional modules in accordance with the functional role model of contract management;

- in the Authentication Confirmation Block (3), the certificate is analyzed and verified from the authorization block;

- Authorization unit (4) - a request is made for a certificate of a public key of electronic digital printing (EDS) of the user. Based on the results of the verification of the user certificate, a decision is made on authorization and the possibility of the client.

One of the important processes for managing contractual activities is the process of generating an application. Application formation process - the process in which the application is created, on the basis of which the contract will be created. The process allows you to create a request and keep all the information about it.

In the Initiator module, the type of agreement is determined. The initiator of the contract is the employee initiating the conclusion of the contract, in order to fulfill their own functional duties. The module consists of 4 blocks:

- Application creation unit (5) - the initiator creates a new application based on the data he needs. The system has a division into revenue and expense contracts, there are details that are required to be filled out;

- Template selection block (6) - when creating an application for the formation of an agreement, it is necessary to determine whether an application for an agreement is created according to a template prepared by lawyers or a new application is created. If the application is created according to the template, select the template with the necessary criteria. Depending on the type of contract chosen, data is provided for selection according to the classifier developed by the legal department. If there is no suitable generated template, the user must choose other conditions of the contract or contact the specialists of the legal department to initiate the creation of the contract template he needs;

- Editing block (7). The system transfers the application to the draft status. Only in this status is it possible to edit and modify the application. If the application is fully completed and meets all the requirements, we send the application further;

- Application processing unit (8). The system with the help of the block determines where to direct the task and what status to change the application for the formation of the contract. If the application is sent for processing to employees of the production and technical department (VET), the system automatically translates the status of the application “Transferred to VET”. VET employees have a task to perform. And if the application is sent to the corporate contract department (BWW), the system automatically translates the status of the application “Transferred to BWW”. BWW employees have a task to complete.

VET block (9). The duties of employees of the vocational education and training department (production and technical department) include “approval / non-approval” of an application for the formation of an agreement for a certain type of application. VET employees check the application for correctness. If the application is correct, complete the task and send it to the BWW module. If the task is not correct, the application is transferred to the Correction Unit (13).

BWW module. Responsibilities of employees of BWC (corporate contract department) include “approval / non-approval” of the application. Based on the agreed application, a contract is created. An employee of BWW who has access can view the entire approval process in the Approval Journal. It may remind the coordinator of the need to issue its resolution under the contract.

The module consists of 3 blocks:

- Block correctness of the application (10) - BWW employees check the application for correctness. If the application is correct, transfer to the Application Acceptance Unit (11). If the task is not correct, the application is transferred to the Adjustment Block (13);

- Block acceptance of the application (11). The employee of BWW after checking everything accepts the application. The contract is assigned the status “Accepted”;

- Block for creating a contract (12). The BWW employee creates a contract based on the accepted application. When creating the Agreement, all data from the application is automatically put in the form of the agreement - a new agreement is created and it is assigned the status of "Agreement Created".

- Agreement verification unit (13). A BWC officer checks the contract. The contract must comply with all requirements imposed on the content and text of the contract.

Correction block (14) - in cases where the application for the formation of the contract is not filled out correctly, it becomes necessary to edit the application. For this, the application status must be “Draft”. After the system transfers the application to the “Draft” status, the initiator receives the task of editing the application.

The contract approval process is a key task in the contract management system, in which the created contract is approved. The approval process makes it possible to receive automatic notifications of approval by the responsible employee, control the terms of signing the contract, and carry out strict automatic control of the amendments made to the contract.

Reconciliation start module:

- Block approval status (15). The created contract is sent for approval to the employees of the enterprise. The list of such employees is determined by BWW employees by the type of contract and approved by the enterprise management. After sending the agreement for approval, the time of sending for approval is fixed and the status changes to “Visited”;

- Block Type approval (16). In this block, the employee of the BWW department determines by what type the agreement will be agreed. Coordination can be "sequential" or "parallel." If the type of approval is "consistent", then the task "Approve the document" is created for the first coordinator in the list of approvals, if the type of approval is "parallel" the task "Coordinate document" is created for everyone who is listed.

Reminder Module:

- Block sending an e-mail message (17). After the type of approval is selected, everyone who participates in the approval receives a task with approval and an email arrives that they need to agree on an agreement. The deadline for which you need to coordinate and complete your task is set in the BWW module and is set from one to three days, depending on the complexity of the contract.

- Reminder procedure block (18). If a BWC employee sees that someone has not agreed on a contract, re-starts the reminder. Coordinators also receive a message reminding them of the agreement. In this case, the coordination time is reduced, for example, to several hours. Thus, BWW employees monitor the timely approval of the contract.

In the Coordination Unit (19), each employee who participates in the approval process comes to familiarize themselves with a draft contract. If the contract meets all the requirements, the employee agrees it, if the employee does not satisfy something, he writes a comment on the task to correct the contract according to his requirements. To coordinate the contract, the employee must enter an EDS.

EDS module:

- EDS input block (20) - upon signing the contract, the employee must enter the password of the electronic signature key;

- Document encryption block (21) - after the digital signature is entered, documents are encrypted. When a document is changed by someone, signatures are canceled.

In the Fixation Block (22), the time for agreement agreement is recorded and a record is formed containing information on the completion of processing, information on the signing of the agreement is also recorded.

Block of results of coordination (23). The contract is assigned the status of "Coordination is completed." A BWA employee receives a task containing information on the result of the coordination. After that, the employee once again looks at the contract for correctness and sends the contract for signing to the counterparty.

Counterparty Block (24). The counterparty is an individual or legal entity - the second party to the contract. For approval of the contract by the counterparty, the contractor is sent a contract with all the information on the approval.

End of approval block (25). The BWA employee has the task “Expect a return from the counterparty” and for a specified time (from one to several weeks) the contract is in the system until the contract is returned from the counterparty.

Block transition to the operation of the contract (26). After the contract is returned from the counterparty to the BWC employee, a task for execution is received. The BWC employee attaches a scanned version of the original contract to the document, after which the document “Contract” is transferred to the status “Effective”.

Block printing documents (27) - scans are printed on the contract and the act of receiving the transmission of the contract.

Block integration (28). To fulfill the contract, the system unloads the contract into adjacent electronic document management systems of the enterprise, which are also designed to work with contracts. Unloading is performed automatically. Only those contracts that are in the status of “Effective” are uploaded. It can also be unloaded manually.

Database (DB) (29). Saving information in the database - all scanned versions of the contract, documents in the contract are saved in the database.

The system operates as follows.

After authorization, through the module Initiator, an application for the formation of the contract is created. Then, using the VET Unit (9) and the BWW module, the application is checked according to the requirements of the provision on the contractual activities of the enterprise. The introduction of any changes or additions of new documents is carried out by means of the Adjustment Block (14), where the system transfers the application for the formation of the contract into the “Draft” status and sends it again to the Initiator module. The initiator makes the necessary changes. As a consequence, the application is again tested by VET and BWW.

On the basis of the accepted application, in the Block for the creation of the agreement (12), the BWW department creates the Agreement document. All information that was during the creation of the application is translated into the Agreement document. After the creation of the contract, the signing process begins with the help of the module Begin Approval and the Approval Block (19). The agreement is agreed upon by type of agreement. During the reconciliation, each user who needs to agree, enters the password of the electronic signature in the digital signature module. All information about signing and entering an electronic digital signature is recorded in the Fixation Block (22).

After the end of the agreement, the contract becomes “Valid” using the module Implementation of the contract.

The system interacts with external data sources and third-party systems in the Integration Block (28).

As a result of creating the system, the values of the following indicators are improved:

- the time of formation of the contract;

- time of agreement agreement;

- time of analytical activity under the concluded contracts.

The claimed system has high functional efficiency and ease of use with the achievement of a technical result in relation to the process of creating and negotiating contracts, applications for creating a contract and other documents involved in contractual activities.

Claims (1)

A contractual activity management system comprising a user list management unit, an authentication confirmation unit, an authorization unit, an agreement verification unit, an adjustment unit, an electronic digital signature input unit, a document encryption unit, an integration unit, a database, characterized in that it further comprises a working project unit, Application creation unit, Template selection unit, Editing unit, Application processing unit, VET unit, Application validity unit, Application acceptance unit, Agreement creation unit, Approval status unit, Divided unit I am for approval types, Block for sending an e-mail message, Block for the reminder procedure, Block for approval, Block for fixing, Block for the results of approval, Block for the counterparty, Block for the end of approval, Block for transition to the validity of the contract, Block for printing documents, and the Block for the working draft with two-way communication connected to The user list control unit and one-way communication are connected to the application creation unit, The authentication confirmation unit is connected by two-way communication with the user list control unit and authorization com, the Request creation unit with two-way communication is connected to the Template selection unit and one-way communication is connected to the Editing unit, the one-way editing editing unit is connected to the Application processing unit, the application processing unit with one-way communication is connected to the PTO block and the Validation block, the PTO block is connected by one-way communication with the Correction Unit and the Validity Block of the application, the Correction Unit with one-way communication is connected to the Editing Block, the Correctness Block of the application with one-way communication and connected to the Adjustment Unit and the Application Acceptance Unit, the Application Acceptance Unit with a one-way communication is connected to the Agreement Creation Unit, the Agreement Establishment Unit with one-way communication is connected to the Agreement Verification Unit, the Agreement Verification Unit with one-way communication is connected to the Approval Status Block, the One-way Communication Approval Status Block is connected to Block matching type, Block type matching one-way communications is connected with the Block matching and Block sending a message to e-mail, Block sending message E-mail is connected by one-way communication to the Reminder Procedure Block, One-way communication coordination unit is connected to the EDS Input Unit and the Contract Verification Unit, The EDS input input unit is connected by one-way to the Document Encryption Unit, The document encryption unit by one-way communication is connected to the Fixation Unit, One-way fixation unit connected to the Block of approval results, the Block of approval results by one-way connections is connected to the Agreement creation block, the Agreement termination block of communication and two-way communication is connected to the Counterparty Block, the End-of-negotiation approval block is connected to the Transitional to the Agreement validity unit and the Database, the Transition to the validity of the contract one-way communication unit is connected to the Document Printing Unit, the document printing unit by one-way communication is connected to the Integration Unit, the Database two-way communication is connected to the Contract creation unit.

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