В диссертации рассматриваются основные условия и факторы, обеспечивающие эффективное внедрение системы электронного документооборота. / The dissertation considers the main conditions and factors that ensure effective implementation of the electronic document management system.

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No. of bitstreams: 1 Dissertação - Ellen Conceição de Moraes Derzi.pdf: 18313050 bytes, checksum: 57191bdc5e4b2f3f9fad70f95a03265a (MD5) Previous issue date: 2011-11-21 / Não Informada / This paper has developed a tool whose operation is performed based on data from a document management system, designed with the purpose of tracking, recording, control and retrieve information and documents within the General Secretariat of the Councils of the Federal University of Amazonas. Finished with the evaluation of the search tool, the Data Dictionary, which integrates with document management system, identified as SGD / SECONS. The theoretical framework is based on the literature on information systems, knowledge management, document information technology to optimize dynamic support for the activities developed there. Was employed as instruments of direct observation of activities in the sector, meetings with the employees effected and documentary research in primary and secondary documents existing in the Secretariat of the Councils of the UFAM, some produced there, and others received in the industry searched for treatment and transformation into products that are used for the purpose of demarcating the legal functioning of the institution, trainers of domestic legislation. Production information require storage, location and safe recovery and agile in order to provide legal support to managers in decision making and the university community in general. For the mapping and recording system requirements were identified, considering the experiences of internal servers that contributed to the construction of the model developed tool to search and capture of information. The system was evaluated at four different times with different complexities, and the results stated and proved its effectiveness and efficiency, ensuring timely and reliable answers to managers UFAM, besides the possibility of replication of the system and the tool in other sectors function similar to the SECONS, such as the Chambers of the Dean, Academic departments and other units. The results after evaluations confirmed the success of the tool as well as the manual model adopted to manage information and processes. It was suggested the future possibility of increasing the system by automating it, offering the customer, plus the ability to track the processing of a process that is of interest for trial in the Councils, the supply of legislation that, provided in the web portal UFAM without the need to directly drive SECONS to obtain the desired document. Thus, it is proposed as suggestions for future work the development of software by the Institute of Computing face of positive findings and confirmed by research. / Este trabalho desenvolveu uma ferramenta cujo funcionamento se realizou com base nos dados oriundos de um sistema de gerenciamento de documentos, idealizado com o objetivo de rastrear, registrar, controlar e recuperar informações e documentos no âmbito da Secretaria Geral dos Conselhos Superiores da Universidade Federal do Amazonas. Finalizou com a avaliação da ferramenta de busca, o Dicionário de Dados, que se integra ao sistema gerenciador de documentos, identificado como SGD/SECONS. O referencial teórico se embasou na literatura sobre sistemas de informação, gestão do conhecimento e aplicações de tecnologia da informação como suporte dinâmico para otimizar as atividades ali desenvolvidas. Empregou-se como procedimentos metodológicos a observação direta das atividades no setor, as reuniões realizadas com os colaboradores e a pesquisa documental efetivada nos documentos primários e secundários existentes na Secretaria dos Conselhos Superiores da UFAM, alguns ali produzidos e outros, recebidos no setor pesquisado para tratamento e transformação em produtos que são utilizados com a finalidade de balizar o funcionamento legal da Instituição, formadores da legislação interna. A produção dessas informações exige armazenagem, localização e recuperação segura e ágil, de modo a oferecer suporte legal aos gestores nos processos decisórios e à comunidade universitária em geral, razão da concepção da ferramenta para melhoria do sistema. Para o mapeamento e registro do sistema foram identificados os requisitos, considerando-se as experiências dos servidores internos que contribuíram para a construção do modelo da ferramenta desenvolvida para busca e captura das informações. O sistema foi avaliado em quatro momentos diferentes, com complexidades diversas, e os resultados afirmaram e comprovaram a sua eficácia e eficiência, assegurando respostas céleres e confiáveis aos gestores da UFAM, além da possibilidade de replicação do sistema e da ferramenta, em outros setores que funcionam de modo similar à SECONS, como as Câmaras das Pró-reitorias, secretarias de Unidades Acadêmicas e outros. Os resultados encontrados após as avaliações confirmaram o êxito da ferramenta, bem como do modelo manual adotado para gerenciar as informações e processos. Sugeriu-se a possibilidade futura de incremento do sistema, automatizando-o, oferecendo ao cliente, além da possibilidade de acompanhar o trâmite de um processo de seu interesse que esteja para julgamento nos Conselhos, a oferta da legislação produzida, disponibilizada no portal Web UFAM, sem necessidade acionar diretamente a SECONS, para obtenção do documento desejado. Assim, propõe-se a título de sugestão para trabalhos futuros o desenvolvimento de software pelo Instituto de Computação face aos resultados positivos encontrados e confirmados pela pesquisa.

Implementation of new systems in organizations are complex as new features that promises improvement of work processes are not given. In particular if the system does not include users' needs and requirements. This can instead create the opposite effect as previous research has shown. Implementation of new information systems requires technical, as well as human aspects prior to application of the systems, in order for it to be used accordingly. To understand this better, the authors have conducted a case study on a consultancy company called Combitech, which is in the process of implementing a new document management system. The study is based on finding different factors that affects the users when using the current documentation system. The results are thought to be useful guidance when Combitech implements a new system. The authors has applied the theoretical framework UTAUT, based on the user's perspective. The theory deals with four different aspects that enables to study the IT- uptake from a holistic perspective, which in turn makes it possible to counteract resistance. The different elements of the theory are described as performance expectancy, effort expectancyt, social influence and facilitating conditions. By using the theory as a framework, the study has enlightened users' thoughts about the technical aspect and how they perceive the social and organizational environment related to the current system. In order to complete this study, the authors used a qualitative approach. A total of six informants participated in telephone interviews. The gathered data was initially structured on the basis of the theoretical framework, thus being thematized based on characteristic found by the informants. / Implementering av nya system inom verksamheter är komplext då nya funktioner och egenskaper som utlovar förbättring av arbetsprocesser inte är givet. I synnerhet om systemet inte omfattar användarnas behov och krav som istället kan skapa motsatt effekt. Implementering av nya informationssystem kräver att man uppmärksammar tekniska såväl som mänskliga aspekter innan systemen tillämpas, för att det ska fungera enligt önskemålen. För att förstå detta bättre har författarna genomfört en fallstudie på konsultbolaget Combitech, som ska genomföra en implementering av ett nytt dokumenthanteringssystem inom en snar framtid. Studiens utgår från att studera faktorer som påverkar användarnas systemanvändning, detta utifrån det nuvarande system som Combitech arbetar på. Studiens resultat är tänkt att vara användbart underlag för Combitechs ledning vid den framtida systemimplementationen. För att studera detta har det teoretiska ramverket UTAUT tillämpats, med utgångspunkt från användarnas perspektiv. Teorin behandlar fyra olika aspekter som möjliggör att studera användarnas IT- upptagning utifrån ett helhetsperspektiv, som i sin tur gör det möjligt att motverka motstånd. Teorins olika element beskrivs som förväntad prestation, förväntad ansträngning, socialt inflytande och underlättande förutsättningar och förklaras mer ingående med hjälp av underliggande teorier. Genom att använda teorin som ramverk har studien belyst användarnas tankar kring den tekniska aspekten samt hur de upplever att den sociala och organisatoriska miljön förhåller sig till nuvarande system. För att genomföra denna studie utgick författarna utifrån en kvalitativ ansats med ett semi- strukturerat förhållningssätt. Totalt deltog sex informanter via telefonsamtal. Empirin strukturerades inledningsvis utifrån det teoretiska ramverket för att följaktligen tematiseras utifrån karakteristiska drag som belystes av informanterna, detta för att hitta mönster bland svaren.

The thesis is concerned with the implementation of a document management system (DMS) in a small firm where I've been working for almost 4 years as an information technician. The aim of the thesis is to implement the particular DMS product that is in this case an open system Alfresco. The project of the implementation itself is preceded by the firm analysis phase that includes a process analysis, an analysis of relevant documents as well as an economic analysis. Through this analysis series of inadequacies in work activities of individual employees were recognized and these are aimed to be minimized or eliminated with the help of the Alfresco system implementation. Within the scope of project stages description concerning the implementation of the Alfresco the thesis is focused especially on the analysis phases and solution design, the implementation, the customization and finally the operation. Throughout the above mentioned stages a new structure of some processes is suggested, including a change of the firm organization structure, furthermore basic functions of Alfresco system are described and a fundamental rules framework is defined to know how to use the Alfresco system in concrete cases. The end of the thesis contains an evaluation whether to apply the Alfresco system in a small firm or not and further a three-month's testing period and its influence on the firm is being discussed.

The diploma thesis focuses on the analysis of a document management system (DMS) pilot implementation in the environment of a Czech bank. The thesis is divided into three parts; the first part is theoretical and remaining two parts are practical (analytical). The theoretical part is devoted to summarization of basic theoretical knowledge in the field of DMS and in a pilot deployment of information systems. The second part describes the EMC xCP 2.1 platform and evaluates its advantages and disadvantages compared to competing products. The third part describes the technological implementation and deployment of a new DMS pilot solution in a bank. Further it analyzes and describes the follow-up activities and related projects that increase the DMS usability in a real business applications. The diploma thesis concurrently focuses on the business requirements analysis including constrains of a new solution deployment, as well as the DMS technological aspects description and the solution design. The author of this thesis has been working as an analyst in the IT company and has been in a long-term cooperation with the DMS team in the bank. The motivation for choosing this topic is to make a summary and clarification of knowledge gained on projects in the the bank and to take an advantage of it in the future cooperation.

Thesis (MBA (Business Management))--University of Stellenbosch, 2009. / ENGLISH ABSTRACT: A Document Management System (DMS) can help businesses speed-up as well as reduce the number of mundane and repetitive tasks relating to documents. These benefits can assist management cut costs, reduce errors, automate frequently performed tasks as well as store information electronically in a safe and accessible way. Making IT Simple (the business) is a start-up business that has entered into a partnership agreement with INVU, Europe's fastest growing DMS Software developer (INVU, 2008). This agreement allows the business to sell INVU software without restriction by volume or geography to all sectors of industry. INVU products are designed to make business administration, and especially managing documents a simple and efficient process. These two principle product features support the business' objectives and marketing push by delivering easy-to-use software that helps customers reduce costs by speeding-up as well as reduce the number of daily administrative tasks performed using documents. In order to establish which market sector to target, the Directors conducted an industry analysis (Appendix I) which has identified opportunities in the farming and agricultural Sector. The three primary reasons are: 1) Sustainable sector growth of 30% per annum (UK Agriculture, 2007), 2) no known DMS competition within Farming and 3) the Directors have an established Network and detailed knowledge of the sector. Although farming and agriculture will be the main focus of marketing activity and communication, other industries, such as property letting agencies, are also seen as future opportunities for the business. Target Market and Projections Market Research is based upon 138 questionnaire responses that have enabled the Directors to develop a product package which combines the product, a DMS license and software, together with the necessary hardware and maintenance support sufficient to satisfy the target market's needs. The target market is defined as a farm business, predominantly farming crops or cattle and/or sheep from between 41 and 80 hectares of productive land. It has up to 20 full time employees, half of whom are involved in the business' administration. This admin comprises mainly of financial accounts and Government Department returns which are processed on as many as two computers which have email, Microsoft Office and accounting software packages loaded on. For security and access the target market store their records in filing cabinets for up to 15 years, mostly in paper form. A priority for business' administration within this market is the simplicity and easy access of its records and with all records being in one place. The sales forecasts of 7, 16 and 30 units over the first three years 2009, 2010 and 2011 respectively are deemed achievable by the Directors, having received reassurance from both formal interviews (Radley, 2008) and conversations with potential customers. The business sees their target market strategy and their lean cost base as being their competitive advantage together with the impression that none of INVU's DMS competitors are currently focussed upon the agriculture sector. This gives the business a potential first mover advantage which will be supported by leveraging the marketing efforts and the existing network of contacts to deliver the specifically designed sales process for the target market. The suite of products, which are leased by the customer over 36 months, cost £15,016 and have a Gross Profit of 58%. This gross profit then funds the running and maintenance of the support service provided by the company. Return on Equity over the 3 years of the Business Plan is strong at 60% given that there is a loss of £50,000 in Year 1. Year two generates a small profit of £24,000 with a healthy £64,000 in Year 3 onwards. Return on sales is 10% in year 2 growing to 14% in year 3. Break even point is in July 2011 (month 31) with the business cash positive in August 2010 (month 20). The financial risks are calculated as low due to the lease funding providing cash within 14 days of a signed document, plus there is no cash risk as the requirement to hold inventory is negligible. The balance sheet requires equity funding of £40,000 which is provided by the two directors at £20,000 each, plus a 60 month working-capital bank loan which is forecast to be repaid on month 25. There are 46,000 farms in UK so, in this market sector alone there are potentially 9,200 (20%) sales presentations to be completed based upon the market survey data. On projected performance this would currently take the business 460 months to complete. The business case shows an improving performance month on month based upon an improvement in sales skills, product portfolio and brand awareness. The two employees Edward Gibbs and Mathew Easterbrook, both of whom are Directors, have each invested £20,000 in equity in order to start-up the business. They have 28 years of management experience between them and offer complementing specialities in the IT, sales, farming and finance areas. Their business objectives are to generate cash and satisfy customer needs by selling products at the right price with a sustainable gross profit margin whilst being commercially aggressive on costs. Their simple and equitable company structure reflects their excellent relationship and the balance of power is shared equally. The product is a compliment of hardware, software and support service that is tailored to meet a customer's needs (Table 1). / AFRIKAANSE OPSOMMING: 'n Dokumentbestuurstelsel (DBS) kan organisasies help om meer effektief sake te doen en om die aantal eenvoudige en herhalende take met die hantering van dokumente te verminder. Hierdie voordele kan bestuur help om koste te verminder, foute te verminder, gereelde take te outomatiseer en ook om inligting elektronies in 'n veilige en maklik bereikbare plek te stoor. Making IT simple (die onderneming) is 'n nuwe onderneming wat in 'n vennootskap ooreenkoms met INVU, Europa se snel groeiendste DBS sagteware verskaffer, aangegaan het. Hierdie ooreenkoms laat die ondememing toe om INVU sagteware te verkoop in alle industriee met geen bepreking op volumes of geografiese areas nie. INVU produkte is ontwerp om besigheid administrasie, en spesifiek die bestuur van dokumente, 'n eenvoudige en effektiewe proses te maak. Hierdie twee beginsels ondersteun die onderneming se doelwitte en bemarking deur die lewering van eenvoudig-om-te-gebruik sagteware wat kliente help om kostes te verlaag deur vinniger prosesse sowel as verminderde daaglikse roetine administratiewe dokumentering take. Ten einde die marksegment wat geteiken moet word te bepaal het die direkteure 'n industrie analise (Aanhangsel I) gedoen wat geleenthede in die boerdery en landbou sektore uitgewys het. Die drie primere redes is: 1) Substansiele sektor groei van 30% per jaar (UK Agriculture, 2007), 2) geen bestaande DBS wat tans aktief in die mark is nie en 3) die direkteure het 'n gevestigde netwerk en detail kennis van die sektor. Alhoewel boerdery en landbou die hooffokus van die bemarkings en kommunikasie aktiwiteite gaan wees sal ander industriee, soos eiendoms en verhurings agentskappe, ook gesien word as toekoms geleenthede vir die onderneming. Marknavorsing is gebaseer op 138 voltooide vraelyste wat die direkteure in staat gestel het om 'n produk pakket bestaande uit 'n DBS lisensie en sagteware saam met die nodige hardeware en ondersteunings saam te bondel, ten einde aan die mark se behoefte te voorsien. Die teikenmark is gedefinieer as boerdery ondernemings wat primer boer met gewasse en/of skape op tussen 41 en 80 hektaar produktiewe landbougrond. Die boerdery het ongeveer 20 voltydse werknemers waarvan die helfte met die onderneming se administrasie te doen het. Die administrasie bestaan meestal uit finansiele take en Regerings Departemente se verslae wat geprosesseer word op tot twee rekenaars met toegang tot Microsoft Office en 'n rekenkundige sagteware pakket. Vir sekuriteit en maklike toegang tot hulle dokumente stoor die tipe ondernemings hulle dokumente in liasseerkabinette vir tot 15 jaar, meestal in papier formaat. 'n Prioriteit vir ondernemings se administrasie binne die teikenmark is eenvoud en maklike toegang tot hulle dokumente, asook die sentrale berging van dokumente op een spesifieke plek. Die verkoops vooruitskattings vir 7, 12 en 30 eenhede oor die eerste drie jare 2009, 2010 en 2011, word gesien as realisties en bereikbaar deur die direkteure na aanleiding van formele onderhoude (Radley, 2008) en gesprekke met potensiele kliente. Die onderneming sien hulle teikenmark strategie en hulle lae koste struktuur as hulle kompeterende voordeel tesame met die feite dat geen van INVU se DBS kompeteerders huidiglik op die landbou sektor fokus nie. Die gee die ondememing die potensiele eerstetoetreder voordeel in die landbou industrie. Dit sal ondersteun word deur die hefboom effek van die bemarkings pogings komende uit die bestaande netwerk van kontakte om gefokusde verkoopsprosesse in die teikenmark uit te voer. Die suite van produkte, wat gehuur word deur die kliente oor 'n tydperk van 36 maande, kos £15,016 en het 'n bruto wins marge van 58%. Hierdie bruto wins befonds die bedryf en ondersteuningsdienste van die onderneming. Die opbrengs op ekwiteit oor die drie jaar tydperk van die besigheidsplan is stewig op 60% gegewe dat daar 'n verlies van £50,000 in Jaar 1 plaasvind. Jaar 2 genereer 'n klein wins van £24,000 met 'n stewige wins van £64,000 in Jaar 3. Opbrengs op verkope is 10% in jaar 2 en groei tot 14% in jaar 3. Die gelykbreekpunt is Julie 2011 (maand 31) en die onderneming is kontant positief vanaf Augustus 2010 (maand 20). Die finansiele risiko is laag as gevolg van die huur inkomste wat kontant binne 14 dae na die teken van 'n ooreenkoms genereer en ook omdat daar geen kontant risiko is met die dra van voorraad nie. Die balansstaat ekwiteit benodig 'n aanvangsbelegging van £40,000 wat voorsien word deur die twee direkteure teen £20,000 elk, saam met 'n 60 maande werkskapitaal bank lening wat geprojekteer word om volopbetaal te wees teen maand 25. Daar is tans 46,000 plase in die VK en dus, in die marksegrnent alleen, 9,200 (20%) verkoops voorleggings gebaseer op die markanalise data. Op die geprojekteerde werkstempo sal dit ongeveer 460 maande neem om te voltooi. Die besigheidmodel toon groeiende verrigting op 'n maand tot maand basis gebaseer op 'n verbetering in verkooptegniek, produk portefeulje en produk kennis. Die twee werknemers Edward Gibbs en Mathew Easterbrook, wat ook die direkteure is, het elk £20,000 aanvangskapitaal geinvesteer ten einde die onderneming op die been te bring. Hulle het 28 jaar bestuurservaring en het komplimenterende vermoens in die IT, verkope, boerdery en finansiele areas. Hulle besigheid doelwit is om kontant te genereer en kliente se behoeftes te bevredig deur die verkope van produkte teen die korrekte prys teen 'n volhoubare bruto wins. Hulle eenvoudige maatskappy struktuur reflekteer hulle uitstekende verhouding en die magsbalanse is eweredig versprei. Die aanbod aan die mark is 'n komplimenterende suite van hardeware, sagteware en steundienste wat aangepas word om aan 'n klient se behoeftes te voldoen (Tabel 1).

Modeliais grįstas programų kūrimas yra vienas naujausių abstrakcijos pakėlimo būdų programų kūrimo procese. Jis kai kuriais atvejais leidžia pagreitinti programų kūrimo procesą net iki 10 kartų. Šiame darbe analizuojamas dviejų modeliais grįstų metodų taikymas dokumentų valdymo sistemų kūrime – tai apibendrinta modeliais grįsta architektūra (MDA) ir dalykinei sričiai specifinis modeliavimas (DSM). Darbe rasite tiek teorinius šios temos aspektus, tiek ir praktinius bandymus. Teorinėje dalyje apibrėžta dokumentų valdymo sistema – jos pagrindinės funkcijos bei savybės. Taip pat išskirti pagrindiniai modeliais grįstų metodų privalumai ir trūkumai. Praktinių bandymų metu atsiskleidžia tikroji metodams skirtų palaikyti įrankių vertė. MDA įrankių atveju realiai pamatysite, kokios pagalbos galima laukti iš jų spartinant programų kūrimą. Tuo tarpu analizuojant DSM galimybes buvo sukurtas pilnai funkcionuojantis įrankis skirtas dokumentų valdymo sistemoms kurti, kuris leidžia sumodeliuoti dokumentų valdymo sistemų duomenų sluoksnį, sugeneruoti jo kodą bei duomenų bazių schemą. DSL kalbos kūrimo žingsnių aprašymas gali būti naudojamas kaip pagrindas kitų dalykinių sričių kalbų kūrimui, o sukurta kalba gali būti praplėsta iki tokio lygio, kokio reikia, ir naudojama dokumentų valdymo sistemų kūrime. / Model Driven Development is one of the newest ways to increase level of abstraction in software development process. In some cases it allows to increase productivity up to 10 times. This work analyzes usage of two model driven methods in the creation of document management systems. They are, unified Model Driven Architecture (MDA) and Domain Specific Modeling (DSM). You will find both, theoretical and practical aspects of this topic. Theoretical part consists of a definition of document management system, its functions and characteristics. It also contains main advantages and drawbacks of model driven methods. During practical experiments the real value of method supporting tools is revealed. In case of MDA tools, you will see what help can you expect while increasing productivity. Whereas while analyzing DSM possibilities the fully functional tool for modeling document systems was created. It allows creating a model of a data layer, generating its source code and database scheme. The description of DSL creation steps can be used as a base for other domains, and created language can be extended as much as needed and used to create document management systems.

The dissertation deals with an enterprise content management system (ECM). It is divided into two larger parts, theoretical and practical. In the theoretical part, the author describes a lifecycle of enterprise applications and an enterprise content management system. The practical part focuses on analysing the current state and proposing a call for the tender for the supply of the information system.

This thesis analyzes the field of Document Management Systems (DMS) in Small and medium enterprises (SME). To be more specific, it analyzes ways and opportunities of a transition of the actual company situation to a cloud solution realized by the means of outsourcing. Due to the fact that this transition consists of many steps, some of them are critical for a successful realization, those steps have to be precisely analyzed and afterwards a corresponding solution has to be proposed. This analysis describes in a detail all the connections, which may interfere with each other and which may also interfere with the whole transition. The goals of this thesis are mainly to provide a specialized analysis of the transition to the cloud DMS, analysis of available cloud solutions, their categorization and assessment, description of connections emerging from the use of the cloud DMS in Small and medium enterprises, description of impacts of realized solutions and finally a summary of the analysis into a compact unit designated to be used as a manual for cloud DMS implementation in the Small and medium enterprise.

The content of this diploma thesis is an analysis of the current state of the LEM development team in SolarWinds Czech, Ltd., which will lead to changes proposal for increasing the efficiency of development and improvement of the current situation. The main objective of the thesis is to increase integration between software used in LEM development team and selection of the new software for collaborative version control. In the practical part are used facts from the analytical part to upgrade the document management software, finding a suitable tool for team communication and implementation of new versioning system and subsequent mutual integration with the software for project management, bug and issue tracking.