EA044570B1 - AUTOMATED SYSTEM FOR MANAGING THE WORK OF COLLEGIAL BODIES OF ENTERPRISES - Google Patents

Description

Field of technology

The invention relates, in general, to methods and systems for supporting decision-making and managing meetings of collegial bodies, and in particular to methods and systems for managing corporate content in the work of collegial bodies.

State of the art

Currently, collegial decision-making methods are carried out in the following forms: holding various types of meetings; meetings of governing bodies, working groups; meetings of shareholders, labor collectives, etc. It is very difficult to manage decision-making with this approach, and automation of decision-making processes is usually fragmented through the implementation of one or another separate module of the system. An issue for discussion, for example, may originate in an email and then be included on the agenda using a corporate electronic document management system. The meeting is collected through the corporate calendar and e-mail, or the manager's secretary does it using a phone, pen and piece of paper, and sends the meeting agenda to all participants by e-mail. The protocol is kept manually and approved through an electronic document management system within a few days.

Patent application No. US2O12O179981A1 Collaboration Meeting Management in a Web-Based Interactive Meeting Facility is known from the prior art, applicant: MEETUP Inc, published: 07/12/2012. The present invention describes improved capabilities of a computer system for organizing face-to-face meetings of users related to a topic. The system also includes a site management tool having a user interface accessible to a plurality of users, wherein each of the plurality of users can use the user interface to aggregate at least one of a plurality of meeting groups managed by the organizer. The user then becomes a participant when all users of an interest (eg, a meeting) join the meeting, and wherein the meeting manager includes joint meeting management resources. These resources allow the meeting organizer to form a meeting group into collaboration mode, where collaboration mode allows meeting members to create and jointly edit meeting tasks related to the group meeting and make decisions.

The disadvantage of this technical solution is that the functionality of the described solution consists solely of scheduling meetings for a wide audience, interest groups, etc., as well as charging a fee for this.

The essence of the invention

The invention is aimed at eliminating the disadvantages inherent in existing solutions known from the prior art. The technical problem (or technical task) in this technical solution is to provide decision support and formalize the results of the decision made.

The technical result achieved in solving this problem is the provision of an automated system that prepares content for consideration at a meeting, organizes the meeting, manages agenda items within the meeting and decision-making, collects votes and dissenting opinions, formats voting results, publishes decisions for future use, as well as storing the history of reviewing decision archives.

The specified technical result is achieved through the implementation of an automated system for managing the work of collegial bodies of enterprises, containing data processing blocks, which include a question control block, configured to receive data entered by the user in a graphical interface; accessing the document controller block to change data, which accesses the external ECM (Enterprise content management) system to save the received information; a multilingual unit configured to receive data from the question control unit for translation into another language; a system data storage, configured to store data about the structure of the archive and attributes of downloaded files, as well as update the status of issues and delete documents, a document controller unit, configured to receive requests to change data from system blocks and access an external ECM system; an archive parsing unit configured to receive an archive of documents from the document controller unit and unpack the archive; a materials categorization unit configured to assign a category to materials received from the questions control unit; a notification block configured to receive requests for sending notifications to members of a collegial body from the issue control unit in which the question was created, and to send notifications about the creation of a question to participants of the collegial body; an organizational structure block designed to store information about the divisions of the enterprise.

Brief description of drawings

The features and advantages of the present invention will become apparent from the following detailed description of the invention and the accompanying drawings, in which:

in fig. Figure 1 shows an example of the implementation of a system for automating the work of collegial bodies in terms of preparing issues for submission to meetings;

in fig. Figure 2 shows an example of the implementation of a system for automating the work of collegial bodies in terms of preparing meetings for consideration of issues at them;

in fig. Figure 3 shows an example of the implementation of a system for automating the work of collegial bodies in terms of considering issues at meetings;

in fig. Figure 4 shows an example of the implementation of a system for automating the work of collegial bodies in terms of voting by committee members on a draft decision;

in fig. Figure 5 shows an example of the implementation of a system for automating the work of collegial bodies in terms of making a voting decision of committee members on a draft decision;

in fig. Figure 6 shows an example of the implementation of a system for automating the work of collegial bodies in terms of the formation and publication of meeting minutes;

in fig. 7 shows an example implementation of a graphical user interface that displays information from the question management block 130;

in fig. 8 shows an example of the implementation of a graphical user interface 120, where the user enters an explanatory part - a free text description of the question, and also enters tags or selects from a directory of already created tags;

in fig. 9 shows an embodiment of a graphical user interface 120, where the user drags a document into a special area of the graphical interface 120 or clicks a document upload button, interacting through the device 110 with the system interface 120;

in fig. 10 shows an embodiment of a graphical user interface 120, where after downloading a document, it is encrypted by clicking on the padlock opposite the document in the system 170;

in fig. 11 shows an implementation option in which the question materials are part of the question;

in fig. 12 shows an implementation in which the user in the graphical interface 120 indicates the type of meeting to be created, namely in-person;

in fig. 13 shows an implementation option in which the user in the graphical interface 120 indicates the type of meeting to be created, namely in absentia;

in fig. 14 shows an implementation in which the user specifies the chairman and secretary of the meeting in the graphical interface 120 in the appropriate fields;

in fig. 15 shows an implementation option in which, when selecting invited participants, a contextual search is performed using the user’s full name;

in fig. 16 shows an implementation option in which, when selecting issues for inclusion in the meeting agenda, a contextual search is performed on the titles of issues in the Prepared status that have not been added to the agendas of other meetings;

in fig. 17 shows an implementation option where the user in the graphical interface 120 goes to the meeting page and, using the question control block, transfers the question to the Under consideration status;

in fig. 18 shows an implementation option in which the user, through his device 110 and graphical interface 120, as well as the meeting management block 220, on the meeting page opposite the question, marks those present at the question from among the committee participants and those invited to the question/meeting, information about which was saved when creating issue and creation of the meeting;

in fig. 19 shows an example of an implementation in which the user (participant with voting rights) in the graphical interface 120 goes to the meeting page, using the question control block 130, takes part in voting by clicking the Vote button opposite the question;

in fig. 20 shows an example of an implementation in which a voting task is closed for a voting participant in the voting control block;

in fig. 21 shows an example of an implementation, according to which, when a decision is made on all projects for resolving an issue, the issue control unit 130 transfers the issue to the Closed status;

in fig. 22 shows an example implementation in which the document approval operation is made available to the chairman;

in fig. 23 shows an example of an implementation in which the committee chairman, through his device 110 and graphical interface 120, as well as the meeting control unit 220, question control unit 130, presses the Approve button on the question page opposite the draft decision;

in fig. Figure 24 shows an implementation option in which the draft decision is transferred to the Approved status;

in fig. 25 shows an implementation option in which the user, through his device 110 and graphical interface 120, as well as the meeting management unit 220, on the meeting page from the main drop-down menu, presses the Generate minutes button;

in fig. Figure 26 shows an implementation option in which the secretary, through his device 110 and graphical interface 120, as well as the meeting control unit 220, on the meeting page from the main drop-down menu, presses the Send to EDMS button.

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Detailed Description of the Invention

This technical solution can be implemented on a computer, in the form of an automated information system (AIS) or a machine-readable medium containing instructions for performing the above method.

The technical solution can be implemented in the form of a distributed computer system, which can be installed on a centralized server (set of servers). Users can access the system both from the Internet and from the internal network of an enterprise/organization using a mobile communication device on which software with the appropriate graphical user interface is installed, or a personal computer with access to the web version of the system with the appropriate graphical user interface.

Below we will describe the terms and concepts necessary to implement this technical solution.

In this solution, a system means a computer system, a computer (electronic computer), CNC (computer numerical control), PLC (programmable logic controller), computerized control systems and any other devices capable of performing a given, clearly defined sequence of computational operations (actions, instructions ).

A command processing device is an electronic unit or an integrated circuit (microprocessor) that executes machine instructions (programs).

An instruction processing device reads and executes machine instructions (programs) from one or more storage devices. Storage devices can include, but are not limited to, hard drives (HDD), flash memory, ROM (read-only memory), solid-state drives (SSD), and optical drives.

A program is a sequence of instructions intended to be executed by a computer control device or a command processing device.

A committee (or collegial body) is a working group, part of the organizational structure of an enterprise, responsible for considering issues and making decisions on them within its scope.

In fig. Figure 1 shows a system 100 for automating the work of collegial bodies in terms of creating questions for submission to meetings.

This system 100 allows the initiator to prepare an issue for the meeting agenda, and the meeting participants, after considering the issue, to take part in voting to make a decision within the collegial body. Each participant in real time (at meetings in person) or at meetings in absentia has the opportunity to vote on the proposed draft decision as part of the consideration of the issue through his mobile communication device on which software with the appropriate graphical user interface is installed, or a personal computer with access to the Internet -versions of the system with the corresponding graphical user interface. The final distribution of votes does not directly affect the result (acceptance or rejection of the proposed decision), but is a recommendation for making the final decision. Based on the results of the meeting, a protocol is automatically compiled and published using computing units.

The parameters of the issue for the meeting agenda are preliminarily generated in the system 100.

The user generates an issue for the meeting agenda through his device 110 and graphical interface 120, as well as the issue management unit 130.

From the drop-down list on the graphical interface 120 from the directory, select the committee at which this issue will be considered.

In some embodiments of the invention, when selecting a drop-down list, a contextual search is performed for the name of the committee. A committee is considered a collegial body of an organizational structure that periodically holds meetings to consider issues requiring a decision, as well as consideration of issues that do not require a decision and are of an informational nature. The range of issues considered starts from coordinating purchases in company divisions, to making major strategic decisions by management committees and the board. The directory is loaded from block 210 org. structure and consists of those committees in which the user of the system 100 is a member. Block 210 org. structure is a module that stores information about all divisions of the enterprise (holding, group of companies) that works with the 100 system, hierarchy of divisions, setting up each division, including templates for documents received during meetings, information about employees in each department, their access rights to the system 100. In some embodiments of the invention, the planned duration of consideration of the issue is selected (for example, in hours and/or minutes).

The user also indicates the title of the question in the graphical interface 120, indicates the initiator in the graphical interface 120 in the corresponding field, and when he begins to enter part of the name of the initiator, a drop-down list of employees appears from the global employee directory, obtained from the org block 210. structures. The user in the graphical interface 120 enters an explanatory part - a free text description of the question, and also enters tags or selects from a directory of already created tags, as shown in FIG. 8.

The information entered by the user in the graphical interface 120 is then transmitted to the question management unit 130. In some implementations, if the user at this step entered the title of the question and the explanatory part into the corresponding fields of the graphical interface 120 in different languages, then the question management unit 130, through interaction with the multilingual unit 140, saves these fields in different languages, as a result of which the meeting participants , in which the user interface localization is specified in the user parameters, for example, in English, German, or another language, the title and explanatory part will be displayed in the corresponding language.

Information about the parameters of the question (committee, planned duration, title (including in different languages), initiator, explanatory part, speakers, invitees, tags) is recorded from the question management block 130 into the system storage database 150. The database should be used Microsoft SQL Server 2016 and later. The initiator of the question is selected from the list. Secretaries can enter questions into the system that were initiated not by them, but by other people. They indicate them in the initiator field when creating or editing a question. The initiator field is optional. If the initiator is not specified when creating a question, the current user of the system 100 will be indicated as the initiator. In the next step, the question materials are added to the question card as shown in FIG. 9.

The user drags a document into a special area of the graphical interface 120 or presses a document upload button, interacting through the device 110 with the system interface 120. The system 100 then sends a request to the question management unit 130 and a dialog box opens in the browser to select and open the document. In this case, the question control unit 130 accesses the document controller unit 160. After the user has selected a document in the interface, a request is sent to the question management block 130, and its processing involves the document controller block 160, which accesses the ECM (storage) 170 to save the file. The request in this technical solution is an HTTP request with content-type = 'multipart/form-data', which transfers the selected file.

As a result, the document is loaded into the external document storage system 170 (Enterprise content management). This external system is a system module that encapsulates the logic of working with documents: saving, downloading and interacts with file storage. Two types of storage are supported: network directory in the file system and ECM. ECM is an external system that contains an interaction interface in the form of a pair of IBM MQ® message queues and a network directory for transferring files, and interaction is carried out through them. Saving a document in the ECM is performed as follows. System 100 uploads a file to a network folder, then sends a request message to save the file. The message is sent to the MQ queue at ECM 170 and contains information about the location of the file, requirements for its encryption (if any), and other metadata for further matching of the response message and this request message. If a document is required to be encrypted, the user clicks on the padlock icon in the graphical interface 120 before downloading. The document controller unit 160 then accesses the ECM and the ECM encrypts the document upon download. Once the document has already been downloaded, it will also be possible to encrypt it by clicking on the lock opposite the document in the system 170, as shown in FIG. 10.

If the user downloads an archive of documents, the document controller block 160 accesses the archive parsing block 180 and the archive is unpacked, transferring the archive subfolder structure to the system 170. The system 100 can support several archive formats, such as .zip and .rar. When saving the archive into the question materials, the system 100 unpacks the archive, preserving its internal structure. Thus, if the file in the archive was located in a subfolder directory, then the user will see this directory in the interface and will be able to go to its files. Data about the archive structure and attributes of downloaded files is recorded in system storage 150. Documents from the archive are assigned the Other category by default. The document itself is physically stored in the ECM 170. The system 100 only stores some meta-information about it: the file name, location in the virtual directory of the question materials, file size, by whom and when it was downloaded, whether it was encrypted when saved, and if so, which users have access to it (listing access levels). If you upload documents separately, the user has the opportunity to specify in which area (category) to upload the material. If the user downloads the archive, then the system 100 does not determine which documents in the archive are presentations, which draft solutions, etc. Therefore, the user must manually distribute materials downloaded from the archive into categories. When uploading a single document, the user uploads the material to the appropriate category (Draft decision, Appendix to draft decision, Presentation, Other). The user can change the material category. During these operations with materials, the question management unit 130 interacts with the materials categorization unit 190. In this block, the category of material on a question or meeting is assigned and changed. The question materials are part of the question, so the entry point for such interaction is the question control block 130, as shown in FIG. eleven.

The user also has the opportunity to add a version of the material. In this case, from the question management block 130, a request is sent to the document controller block 160, and through the document controller block 160, a new material file is added to the ECM 170, after which the categorization block 190 assigns a material category (automatically or based on user actions), and to the system storage 150 the version number is recorded - starting with version 1 and increasing in increments of 1, and the remaining attributes of the material (name, version, category). Assignment of a material category occurs by updating the material metadata in the system store in the system database 100. The category flag is assigned to a user-specified value.

If a user accidentally added incorrect material, they have the option to remove it from the question. The user, through device 110, interacts with interface 120, sends a request to remove material, which is an HTTP request from the interface to the API of system 100 and contains the identifier of the material that needs to be removed. In this case, from the question control block 130 a request is sent to the document controller block 160 for deletion. The document request block 160 sends a request to delete a file to the ECM 170. The request to the ECM 170 is performed in the same way as a request to save or download a document. System 100 sends a request message to an IBM MQ® queue and waits for a response message in another IBM MQ® queue. The document controller unit 160 then notifies the issue management unit 130 to delete the file from the ECM 170. The issue management unit 130 sends a request to the system storage 150 to delete the document data, after which the material data is deleted. The request is an SQL query to remove metadata about the deleted document and about the question material itself. If the user is satisfied with everything in the prepared question, then he must complete its preparation by clicking the Finish preparation button, then confirm his action. As a result, all users of the system 100 session receive a notification that a new question is being prepared:

The user, through device 110, interacts with the graphical interface 120, sends a request to complete preparation and confirms his action.

From the graphical interface 120, the request is sent to the question management block 130. The question management unit 130 sends a request to the system storage 150 to update the status of the question.

The issue management unit 130 sends a request to the notification unit 200 to send notifications to members of the committee in which the issue was created. The notification unit 200 sends notifications about the creation of an issue to committee members.

If the user added a question by mistake or there was no longer a need to create a question, he has the opportunity to delete the question and then confirm his action.

The elements of the proposed technical solution, which are data processing units, are in a functional relationship, and their joint use leads to the creation of a new and unique technical solution. Thus, all blocks are functionally connected, in any design that does not affect the essence of the technical solution. All blocks used in the system 100 can be implemented using electronic components used to create digital integrated circuits, as will be apparent to one skilled in the art. Without limitation, microcircuits can be used, the logic of which is determined during manufacture, or programmable logic integrated circuits (FPGAs), the logic of which is specified by programming. For programming, programmers and debugging environments are used to set the desired structure of a digital device in the form of a circuit diagram or program in special hardware description languages: Verilog, VHDL, AHDL, etc. An alternative to FPGAs can be programmable logic controllers (PLCs), basic matrix crystals ( BMK) requiring a factory production process for programming; ASICs are specialized custom large-scale integrated circuits (LSIs), which are significantly more expensive for small-scale and single-piece production. Typically, the FPGA chip itself consists of the following components:

configurable logical blocks that implement the required logical function; programmable electronic connections between configurable logical blocks; programmable input/output blocks that provide connection between the external output of the microcircuit and the internal logic.

Blocks can also be implemented using read-only memories (see source of information [1]).

A more detailed description of the potential implementation of blocks at the hardware level in the computing system 100 can be found in the following literature, published prior to the filing date and widely known in the art (see sources of information [2]-[5]).

Thus, the implementation of all used blocks is achieved by standard means based on the classical principles of implementing the fundamentals of computer technology.

In fig. Figure 2 shows an example of the implementation of a system for automating the work of collegial bodies in terms of preparing meetings for consideration of issues at them.

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The parameters of the meeting are preliminarily formed in the system 100.

The user creates a meeting through his device 110 and a graphical interface

120, as well as through blocks 220 for managing meetings and 130 for managing issues.

The user then specifies in the graphical interface 120 the type of meeting to be created: in-person or in absentia, as shown in FIG. 12 and fig. 13. The selected meeting type determines the set of parameters that the meeting control block 220 returns to the graphical interface 120.

For an in-person meeting: From the drop-down list on the graphical interface 120 from the directory, select the committee whose meeting will be scheduled to consider previously prepared issues. In some embodiments of the invention, when selecting a drop-down list, a contextual search is performed for the name of the committee. The directory of committees is loaded from block 210 org. structure and consists of those committees in which the user of the system 100 is a member. The user also indicates the number of the meeting, the date and time of the meeting, the date and time of the deadline for preparing the meeting in the graphical interface 120, and indicates the address of the meeting. In some implementations, if the user at this step entered the address of the meeting into the corresponding fields of the graphical interface 120 in different languages, then the meeting control unit 220, through interaction with the multilingual unit 140, saves this field in different languages, as a result of which the meeting participants, whose user settings indicate the localization of the user interface in English or German, the address of the meeting will be displayed in the corresponding language.

For an absentee meeting: From the drop-down list on the graphical interface 120 from the directory, select the committee whose meeting will be scheduled to consider previously prepared issues. In some embodiments of the invention, when selecting a drop-down list, a contextual search is performed for the name of the committee. The directory of committees is loaded from block 210 org. structure and consists of those committees in which the user of the system 100 is a member. The user also indicates the meeting number, the start date and time for receiving votes, the end date and time for receiving votes, the date and time of the deadline for preparing the issue in the graphical interface 120. The next step the user indicates the chairman and the secretary of the meeting in the graphical interface 120 in the corresponding fields, and in the fields the options for available secretaries and meeting chairmen are pre-suggested, obtained from the committee settings from the org block 210. structures as shown in Fig. 14.

The next step is to specify the invited participants for the meeting. In some embodiments of the invention, when selecting invited participants, a contextual search is performed using the user's full name, as shown in FIG. 15. Search results for invited users are loaded from block 210 org. structures. When you select invited users, those users are assigned rights to view meeting information accordingly.

At the next step, the user in the graphical interface 120, interacting with the issue management block 130, draws up an agenda for the meeting - selects the issues that will be considered at this meeting. In some embodiments, when selecting items for inclusion on a meeting agenda, a contextual search is performed on the titles of issues in the Prepared status that have not been added to other meeting agendas, as shown in FIG. 16.

The user then saves the created meeting. In this case, information entered by the user in the graphical interface 120 and from the issue management unit 130 is transmitted to the meeting management unit 220.

Information about the meeting parameters (committee, meeting number, date and time, deadline for preparing the meeting, address for preparing the meeting (including in different languages), information about the chairman, secretary, invited users to the meeting, items on the meeting agenda) is recorded from the block 220 meeting management into the system storage database 150.

Thereafter, the meeting control unit 220 sends a request to the notification unit 200 to send notifications to the members of the committee in which the meeting is created. The notification block 200 sends notifications about a new meeting to committee participants, the meeting chairman, and initiators of agenda items. The notification contains information about the meeting parameters and a link to the meeting in system 100.

In the next step, before the meeting is held, the user has the opportunity to edit the meeting parameters. To do this, the user, through the graphical interface 120, initiates editing the meeting parameters in the meeting control block 220.

For an in-person meeting: The user edits the meeting number, the date and time of the meeting, the date and time of the deadline for preparing the meeting through the graphical interface 120 in the meeting management block 220, and changes the address of the meeting. In some implementations, if the user at this step entered the address of the meeting into the corresponding fields of the graphical interface 120 in different languages, then the meeting control unit 220, through interaction with the multilingual unit 140, saves this field in different languages, as a result of which the meeting participants, whose user settings indicate the localization of the user interface in English or German, the address of the meeting will be displayed in the corresponding language.

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For an absentee meeting: The user edits the meeting number, the start date and time for receiving votes, the end date and time for accepting votes, the date and time of the deadline for preparing the meeting through the graphical interface 120 in the meeting management block 220.

The user also edits the chairman and secretary of the meeting in the graphical interface 120 in the appropriate fields, and in the fields the options for available secretaries and chairmen of the meeting are pre-suggested, obtained from the committee settings from the org block 210. structures.

As a result of editing a meeting, the user saves the changed information through the graphical interface 120 in the meeting control unit 220. The updated information is stored in system storage 150.

Separately, the user has the opportunity to edit the composition of the meeting agenda. The user in the graphical interface 120, interacting with the issue management block 130, draws up an agenda for the meeting - changes the composition of the issues that will be considered at this meeting. In some embodiments, when selecting items to include on a meeting agenda, a contextual search is performed on the titles of issues in the Prepared status that have not been added to other meeting agendas. The user then saves the modified agenda. In this case, information entered by the user in the graphical interface 120 and from the issue management unit 130 is transmitted to the meeting management unit 220.

Updated information about the composition of the meeting agenda is written from the meeting control unit 220 to the system storage database 150. The meeting management unit 220 then sends a request to the notification unit 200 to send notifications to committee members about changes in meeting parameters. The notification block 200 sends notifications about changes to the meeting to the meeting participants and the meeting chairman. The notification contains information about the meeting parameters and a link to the meeting in system 100.

If any issue has been removed from the agenda, then the meeting control unit 220 sends a request to the notification unit 200 to send notifications to the issue initiators about the exclusion of their issues from the meeting agenda. The notification block 200 sends notifications to the initiators of questions about the exclusion of their questions from the meeting agenda.

Separately, the user has the opportunity to edit the list of invited participants of the meeting. The user in the graphical interface 120, interacting with the meeting management block 220, draws up an agenda for the meeting - changes the composition of the issues that will be considered at this meeting. In some embodiments, when selecting items to include on a meeting agenda, a contextual search is performed on the titles of issues in the Prepared status that have not been added to other meeting agendas. The user then saves the modified agenda. In this case, information entered by the user in the graphical interface 120 and from the issue management unit 130 is transmitted to the meeting management unit 220.

In fig. Figure 3 shows an example of the implementation of a system for automating the work of collegial bodies in terms of considering issues at meetings.

The user, through his device 110 and graphical interface 120, as well as the meeting control unit 220, switches the meeting to Open mode. Information about changes in meeting status is stored in system storage 150.

In the next step, the user in the graphical interface 120 goes to the meeting page, using the question control block, transfers the question to the Pending status, as shown in FIG. 17.

The status of the issue from the issue management unit 130 through the meeting management unit 220 is stored in the system storage 150. At this stage, meeting participants hear speakers on the issue before it goes to vote.

In fig. Figure 4 shows an example of the implementation of a system for automating the work of collegial bodies in terms of voting by committee members on a draft decision.

The user, through his device 110 and graphical interface 120, as well as the meeting management block 220, on the meeting page opposite the question, marks those present at the question from among the committee participants and invitees to the question/meeting, information about which was saved when creating the question and creating the meeting, as shown in fig. 18.

The user, through his device 110 and graphical interface 120, as well as the meeting control unit 220 on the meeting page, switches the issue under consideration to the On Voting mode.

Information about changes in meeting status is stored in system storage 150.

The meeting control unit 220 receives from the org unit. structure 240 information about users who have the right to vote on the committee and transmits it to the notification block 200. The notification block 200 sends a notification about the start of voting to voting participants.

The voting control block 230 is launched, in which a voting task is created for each committee member in the question control block 130.

Next, the user (participant with voting rights) in the graphical interface 120 goes to the meeting page, using the question control unit 130, takes part in the vote by clicking the Vote button opposite the question, as shown in FIG. 19.

Interaction with the voting control unit 230 starts: the participant in the voting area is asked to leave a vote For, Against, Abstain. Also, a preview of the solution project is loaded and generated into a separate graphical interface block using the document controller block 160 from the ECM 170. Along with the vote, the voting participant can leave his opinion on the issue.

The user enters the text of the opinion, selects his vote and presses the Vote button, as a result of which information from the voting control unit 230 is transmitted to the issue control unit, and through the meeting control unit 220, information about the voting results on the decision on the issue at the meeting is stored in the system storage 150. In the voting control block, the voting task is closed for a given voting participant, as shown in FIG. 20. In some embodiments of the invention, a question may have several draft decisions, and when the question is transferred to the On voting status, the voting control unit 230 creates several votes, separate for each document of the Draft decision type. After the end of receiving votes, the User (committee secretary), through his device 110 and graphical interface 120, as well as the meeting control unit 220 on the question page, transfers the question under consideration to the Voting completed status. Information about the change in meeting status is stored in system storage 150. The meeting control unit 220 transmits information about users who need to send voting completion notifications to the notification unit 200. The notification unit 200 sends a vote completion notification to voting participants. In embodiments of the invention in which meetings are absentee, the voting control unit 230 automatically ends the voting with the end date and time for receiving votes.

In fig. Figure 5 shows an example of the implementation of a system for automating the work of collegial bodies in terms of making a voting decision of committee members on a draft decision.

The user, through his device 110 and graphical interface 120, as well as the meeting control unit 220, on the meeting page opposite the question, clicks Accept or Reject, depending on the decision. The status of the question in the meeting from the issue management unit 130 through the meeting management unit 220 is stored in the system storage 150. In some embodiments of the invention, if there are several draft solutions in the issue, the user from the meeting page goes to the issue page in the meeting (issue management unit 130), on the contrary Each draft decision in the question clicks Accept or Reject, depending on the decision. Information about the decisions made is stored in system storage 150.

The meeting control unit sends a request to the notification unit 200 to send notifications about the decision to voting participants. The notification block 200 sends notifications to meeting participants about the results of consideration of the issue. When a decision has been made on all drafts to resolve an issue, the issue control unit 130 moves the issue to a Closed status, as shown in FIG. 21. Information about the status of the issue is stored in system storage 150.

The next step is for the chairman to approve the decisions made. The committee secretary, through his device 110 and graphical interface 120, as well as the meeting control unit 220, submits an issue with a draft decision for approval. The status of the draft decision in the document controller block 160 changes to the status For approval. Information about the status of the issue and the draft decision is saved in system storage 150. From the org block. structure 240, information with a list of committee chairmen is loaded. The secretary selects a chairman who must approve the draft decision. The document approval operation becomes available to this chairman, as shown in FIG. 22. The notification block 220 sends a notification about the need for approval of the draft decision to the specified chairman.

The committee chairman, through his device 110 and graphical interface 120, as well as the meeting control unit 220, issue control unit 130, presses the Approve button on the question page opposite the draft decision, as shown in FIG. 23.

The document controller unit 160 downloads a document with a draft solution from the ECM 170. Using the template block, the text of the document is transferred to a letterhead, which is loaded from the system storage 150.

The next step is that the document controller block 160 inserts an approval stamp into the footer, which contains information about who approved the decision and what type of electronic signature was used.

Information about the type of electronic signature is taken from the system storage 150 from the committee settings.

After affixing the approval stamp, the document conversion unit 260 converts the received document into pdf.

In the next step, the document controller 160 forwards the task to the electronic signature unit 290 for signing. The electronic signature block, depending on the committee settings, selects the type of electronic signature used and sends the signed document, the full name of the signatory (the chairman of the KO) and his e-mail to the automated system for generating, certification and administration of electronic signature keys MegaTsUKS 270.

The MegaTsUKS system checks the presence of this signer in its database, and if it is present, based on the checksum of the document being signed, it generates an electronic signature file and returns it to electronic signature block 290. Information about the signature file is added to the question page by document controller 160. Converted draft solution and signature file through the document controller is loaded into the ECM 170. The draft decision is transferred to the Approved status, as shown in FIG. 24. The status of the solution project is stored in system storage 150.

The notification block 200 sends a decision approval notification to the secretary and the initiator of the issue.

The next step is that the secretary has the opportunity to send the decision to the SEODO 280. To do this, he, through his device 110 and the graphical interface 120, as well as the meeting control unit 220 on the meeting page from the main drop-down menu, presses the Send to SEODO button. The electronic office document management system (EDMS) can work on the DocsVision document management platform. The unified document flow system is a geographically distributed solution with server complexes located in the main division of the organization and the office of each branch. Server systems operate independently of each other, providing automation of document flow within the main department or a specific branch.

The meeting control unit 220 sends a command to the issues control unit 130, which in turn sends a command to the document controller unit 160.

The document controller unit 160 downloads the draft decision document and electronic signature (if available) from the ECM 170, downloads information about the participants in the issue, including the initiator, from the system storage 150 and transfers it to the EDMS 280.

SEODO 280, upon successful loading of a document, returns the status Sent to SEODO and the number of the created card, which is stored in system storage 150.

In fig. Figure 6 shows an example of the implementation of a system for automating the work of collegial bodies in terms of the formation and publication of meeting minutes.

The user, through his device 110 and graphical interface 120, as well as the meeting control unit 220, on the meeting page from the main drop-down menu, presses the Generate protocol button, as shown in FIG. 25.

The meeting control unit 220 loads information about the meeting and issues from the system storage 150, and transfers it to the document controller unit 160. To generate a protocol, the information is transferred to the template block 250.

The template block 250 takes the protocol template from the committee settings and begins to fill it with information about the meeting, including dates, committee members (from the organizational structure block), invitees to the meeting (from the meeting control block 220), invitees to individual questions (from the block issue management 130), present on each issue (from the issue management block 130), draft solutions are loaded from the ECM 170 through the document controller 160.

The template block 250 forms a meeting protocol from all received information, returns it to the document controller 160, which loads it into the ECM 170. The user has the opportunity to reformat the protocol an unlimited number of times before publishing the protocol, as changes appear in the meeting.

At the next step, the secretary must publish the generated protocol. To do this, he, through his device 110 and graphical interface 120, as well as the meeting control unit 220, on the meeting page from the main drop-down menu, presses the Publish minutes button.

The meeting control unit 220 receives information about the composition of participants from the org block. structure 240, transmits it to the document controller block 160. The document controller block gives the specified participants rights to view the protocol.

The meeting control unit 220, after publishing the minutes, transfers the meeting to the Closed status. The meeting status is stored in system storage 150.

The next step is that the secretary has the opportunity to send the minutes to the SEODO 280. To do this, he, through his device 110 and the graphical interface 120, as well as the meeting control unit 220 on the meeting page from the main drop-down menu, presses the Send to SEOEO button, as shown in FIG. 26.

The meeting control unit 220 sends a command to the issue control unit 130, which in turn sends a command to the document controller unit 160. The document controller unit 160 downloads the meeting minutes document from the ECM 170, uploads information about the meeting participants, including the initiator, from the system storage 150, and transmits in the SEODO 280. When the document is successfully loaded, the SEODO 280 returns the status Sent to the SEODO, which is stored in the system storage 150.

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Sources of information used

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Claims (1)

CLAIM An automated system for managing the work of collegial bodies of enterprises, containing data processing blocks that include: a meeting control unit configured to create a meeting to discuss issues; determine the agenda of the meeting, including the list of issues for discussion; carry out approval of decisions on the issue; create and publish minutes of the meeting; an issue control unit coupled to the meeting control unit, configured to receive data entered by the user in a graphical interface; accessing the document controller block to change data, which accesses the external ECM (Enterprise content management) system to save the received information; a voting control unit connected to the issues control unit, configured to create a vote to make a decision on an issue within the meeting; accept votes of voting participants; automatically end voting with the end date and time for receiving votes; a multilingual unit configured to receive data from the question control unit for translation into another language; system data storage associated with the meeting control unit, configured to store data on the structure of the archive and attributes of downloaded files, as well as update the status of issues and delete documents, document controller unit, configured to receive requests to change data from system blocks and requests to an external ECM system; an archive parsing unit configured to receive an archive of documents from the document controller unit and unpack the archive; a materials categorization unit configured to assign a category to materials received from the questions control unit; a notification block configured to receive requests for sending notifications to members of a collegial body from the issue control unit in which the question was created, and to send notifications about the creation of a question to participants of the collegial body; an organizational structure block configured to store information about the divisions of the enterprise and transfer this information to the meeting control block.