| In the middle of 1970s, there was a great increase in the office work in the developed countries, which had an enormous influence on enterprise's productivity. Office Automation (OA,), as a comprehensive technology, was developed under this background. Its main task is to make use of advanced science and technology to handle a part of office work by means of various kinds of equipments to achieve high productivity, work efficiency and quality and facilitate management and decision. The knowledge field of OA covers such disciplines as behavioral science, management science, sociology, systematic engineering, etc. OA also reflects the cross and mutual permeability of multi-disciplines, so the application of OA is one of the signs of the modernization of management of enterprise. The key to OA is how to improve efficiency of office work. All of our daily office work can be included in the category that OA deals with, such as word processing, file transcribing, faxes sending, application for examination and approval, office supplies, office documents managing, meetings arranging, materials and files administration, customers managing, order and sale managing, stocks control, production plan, the demand for apparatus, technique management, quality control, cost, accounting, labor and capital, personnel management, etc. All of these are within the reach of broadly defined OA. While some nonstructural contents such as papers, meetings, files, schedules and office affairs, are narrowly defined as OA software system. That is what is handled by so called OA software system in the present market. The characteristics of the trading company are that the workload is large, the work places are scattered. Therefore, distant office work and movable work style of the leaders must be solved. With the rapid development of the computer and network technology, these problems can be solved by connecting company network with Internet. Staff members working at different time and in different places can unify their tasks, communicate on their business, reduce the tiring work of up-to-down delivery in the past. In this way work efficiency can be greatly improved. Meanwhile, developing such OA system can be considered as the starting point toward informationization, networking and scientific policy-making. This thesis mainly introduces office work, office system, office automation, its characteristics, function and composition. It also analyses its developing background, current situation and trend. In addition, it also makes system basic design and detail design based on the analysis of the company demands. Basic design is a kind of macroscopic and overall design and plan. Its main contents include the classification of the modules, the module functions and system flow chart. In addition, this thesis also describes the design of the system database, including needs analysis, outline structural design and logic structure design.System detail design is to choose proper means and ways for each specific task of the system, that is, make detail description and design of every subsystem got in the basic design. This system mainly has eight major function modules: Systematic log-in, topic discussion, file uploading, system management, personal materials revising, information exchanging, work flow, information service. These systematic modules are independent but at the same time indispensable. 1. System log-in It exists in almost every system, used for verifying users' legitimacy. 2. Topic discussion It includes issuing the topic and looking over the topic. The system manager can set up one or a lot of special information columns for a group of people. They can share information and exchange experience through this column. 3. File upload It is the most frequently used function. Company staff can upload one's own file in the file upload and share the resources with the staff inside the company. 4. System management It has six functions including information announcement, user's information, information of the file, topic information, system daily record, outstanding staff members. (1)Information announcement is the handling ofannouncements which controls the announcement information column. Simply speaking, the changes of the information of the announcements have a direct influence on the change of the routine, so this column is very important. (2) In the user's information, all of the materials about the customers, such as the position, the department where one stays are available, so that the administrator can perform management. (3) Information of the file is the management of the file upload module where you can check and read the file title, the person who upload it, time when it is uploaded and the size of the file. It has the functions of "download"and "delete". Both the administrators and the person who uploads it have these two functions. (4) Topic information is where you can check the frequency of visit, topic theme, content and times people reply. It also has two functions of "delete"and "revise". (5) The systematic daily record writes down every incident that the system does, so that the system administrator can check. (6) The outstanding staff members compare and assess the staff according to times of entering this system. The more often you enter this system, the more chances you have to become the outstanding staff member. 5. Personal information revising In order to make users' information safe, each user can revise personal information such as the landing password.6. Information exchanging Staff members at all levels can send relevant information by means of email through this function to achieve the communication. 7. Work flow Staff members can draft, look over, submit, revise, examine and approve the workflow in this module. In addition they can check the records of the workflow including the drafter, date and its content. 8. Information service Staff members can look for relevant information in this module. In the OA system, there are two major parts of computer hardware and software. Accordingly, the work of the developing of OA system should be divided into three kinds: the hardware configuration, the software configuration and application software development. Generally speaking, system hardware configuration and software configuration make use of ready-made products. The key work of developing OA system is the development of the applied software. What this thesis designs and realizes is the part of application software. The functions that this system realizes mainly include company's informationization, networking, scientific policy-making, company image and competence promoting, efficiency improving and managing function strengthening.The process of the system analysis and design follows the normal approach of management information system design and development. In the needs analysis, the object oriented approach is mainly adopted, while in order to give more consideration to the system details, the structure analysis approach is used to perfect it. Because of the limited ability and level in various aspects, there are many defects in this system. The first one is the imperfectness of approval function in the workflow. The second is the lack of the integration of the OA system and other managing system. The third one is that the further development and design completely based on Web, process optimization and knowledge are needed in order to make the system an enterprise network OA system with more perfect functions. |
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