Information environment of the organization. Enterprise Information Environment


The information environment of the organization is a set of information sources that affect the organization. On its basis, in the processes of functioning of the organization, an infrastructure arises as special system life support that offers users relevant information. Documented information, information technology and personnel play a central role in it.

Information resources in the structure of the organization are used at various analytical levels: from the manager to the performer.

Management activities It is directed mainly by knowledge in the form of various kinds of documents, data records presented to users by the relevant departments: the archive, the office, the library.

The central place in the information environment of the organization is occupied by a person, so the process of forming the information environment should take into account the individual needs of employees. When implementing a human-oriented approach, the process of formation and infrastructure of the organization should be based on a system of information models of employees' workplaces with their subsequent inclusion in the personnel management system. The role of the head of the organization is especially important.

A progressive leader is able to ensure the integration of the organization into the information society. He sees no threat in the introduction new technology and expanding industrialization.

The levels of interaction between the workplace and environment. A functional analysis of the organization's activities, its professional areas and specific workplaces allows you to build a real, characteristic of this organization and this workplace, the structure of information links, taking into account the information portrait of each specialist and formulate the appropriate professional requirements for him.

Information support of the workplace consists of: (№ 9)

1. Personal information array of the employee (his documents);

2. information received from sources within the working group (structural unit, department);

3. information received from other structural divisions of the organization;

4. information received from other organizations;

5. information obtained from global information networks;

6. informal information received by the employee by any means and from any sources.

6. Information resources of the organization (№ 7)

Information resources (IR)- organized documented information, including banks and databases and knowledge banks, other information arrays in information systems.

1. The law “On the NAF RB” regulates relations on establishing the organizational and legal foundations for the accumulation, accounting, storage and use of NAF documents and archives in the Republic of Belarus. It defines the concepts of "technotronic document" and "information resource".

2. The Law "On Electronic Document" (January 10, 2001) establishes the legal basis for the use of electronic documents. It defines the basic requirements for electronic documents, the rights and obligations, the responsibility of participants in legal relations in the field of circulation of electronic documents. The concepts of EDS and EDS means, authenticity and integrity of an electronic document are given. Its disadvantages are that it refers to itself, it does not define a single certification authority, it only describes in general terms the development and distribution of public EDS keys, and does not define the status, rights and obligations of the person carrying out this activity.

The State Center for Information Security occupies the certification and certification of the EDS. The KGB deals with encryption issues.

3. An approximate instruction for working with machine-readable documents in organizations, enterprises and departmental archives of the Republic of Belarus (1996) gives a classification of machine-readable documents, unified forms of accounting documents and samples of their completion, technology for preparing, processing, accounting, storing and transmitting electronic documents.

4.Basic rules for the work of archives (1997)

5. Rules for accounting and transfer of electronic documents for public storage (1997) contain information on the procedure for controlling electronic documents during transfer to public storage, on ensuring access to information and protecting the ownership of IR.

6. Guidelines for the archival storage of electronic documents (1998) contain recommendations for ensuring the safety and availability of electronic documents at the stage of archival storage. They address the issue of choosing the optimal file format.

7. STB 1221-2000 “Electronic documents. Rules for Execution, Handling and Storage” establishes requirements for the procedure for creating, handling and storing official electronic documents (ED). The issue of planning the life cycle of an electronic document, identification, authentication is considered.

9. Instructions on the frequency of creating archival copies of information resources and the procedure for their transfer to state storage (2000).

11. Instructions for conducting an examination of the value and transferring ED and IR to state storage (absorbed the Methodological Recommendations of 2001) (2005).

13. Rules for the work of the ED archive BelNITsED (2003).

15. Typical regulation on the organization's ED archive (2004).

Work with IR in an organization is determined by:

1) Law "On NAF RB".

2) the Law "On Informatization". State registration and accumulation will be subject to state-important research and development, IT and software products created both at the expense of state funds and others. The basis for the state registration of an IR is the Decree of the Council of Ministers of the Republic of Belarus “On the state registration of an IR” dated August 28, 2000 (edition 2004). The Regulation on the state register of IR was approved, which determines the procedure for registration.

3) The list of research projects of national importance, approved by the Decree of the Council of Ministers of the Republic of Belarus dated May 29, 2001. It is constantly updated and re-approved. It defines all state bodies and their IRs.

The registration process is carried out as follows. The IR owner fills out an application for registration approved in 2000. It is transferred to the Institute of Applied Program Systems of the National Academy of Sciences of the Republic of Belarus. Changes and additions must also be registered.

7. Shelf life of IR

The storage periods for IR are determined by the List of standard documents indicating the periods of storage, as well as the List of documents generated in the activities of archives (2006). If the term is not specified in these lists, then it is considered at a meeting of the EC, which should include a person involved in organizing work with ED. The organization must draw up a list of ED and IR with an indication of the storage periods in accordance with the Instructions for conducting an examination of the value of ED. This list should be coordinated with BelNITsED.

Archive copies. For constantly updated IRs, it is necessary to regularly create archival copies as originals (in accordance with the Instruction on the frequency of creating IR archival copies).

If the organization is a source of recruitment, then all regulatory documents must be coordinated with BelNITsED (on the EPC).

IR classification.

By type of IT: databases and data banks (state cadastres and registers, registers, databases of an accounting and statistical nature, research databases, databases of regulatory, reference and bibliographic information) and Internet publications (government websites, websites of authorities government controlled, educational and scientific sites, media sites).

By terms of storage: permanent storage, subject to transfer to public storage; permanent storage, not subject to transfer to public storage; temporary storage period.

IR of a permanent storage period, subject to transfer to state storage, includes official databases and data banks, research databases, Internet publications of state bodies, individual websites of research institutes and educational institutions (by decision of the EPC BelNICED).

IR of a permanent storage period that is not subject to transfer to state storage includes official databases and data banks of organizations that have a license from the Department for Archives and Records Management for the permanent storage of IR or an agreement concluded with the Department to extend the storage of documents.

IR of a temporary storage period includes information databases of an applied and auxiliary nature, which are stored in the organization until needed.

Some researchers in IR include IT. Information Technology- technologies focused on receiving, processing and transmitting information. Their goal is the production of information for its analysis by a person and the adoption on its basis of a decision to perform an action.

Main characteristics. The subject of processing is data. The purpose of the process is to obtain information. The means for implementing the process are software, hardware, software and hardware computing systems.

The data processing process is divided into operations in accordance with a given subject area. The choice of control actions on the process should be carried out by decision makers.

The criterion for optimizing the process is the timeliness of information delivery to the user, its reliability, availability and completeness.

New IT technologies with a friendly user interface using personal computers and telecommunications.

Basic principles of new IT:

1. Interactive (dialogue) mode of work with a computer.

2. Integration with other software products.

3. Flexibility of the process of changing both data and task definitions.

Problems:

1. Development of agreements and standards, protocols for computer communications.

2. Organization of protection and security of information.

Basic IT:

Programming technologies;

Telecommunication technologies;

Database;

Imaging technologies;

Expert systems (analyze information, based on this analysis, a decision is made);

Cryptography technologies.

Applied IT:

Decision support systems;

Geoinformation systems - collection, processing of cartographic information;

Computer-aided design systems (CAD: AutoCad).

Providing IT include microelectronic bases of means computer science.

Some researchers include personnel in IR.

To build an IR management system (IRMS) in organizations, all components of IR are important. To create an information infrastructure of the organization and a regulatory system, the use of IR, these elements are also important. The issue of the procedure for creating IR, obtaining, providing and transmitting information, access to it, the procedure for its use (in or outside the organization) should be resolved.

The quality and completeness of R&D is especially important to meet the needs of the organization. Their most important indicator is unsatisfied user requests. Constant monitoring of the degree of compliance with the information needs of IR allows you to identify and eliminate problems.

8. Document Management (DM)

UD should be distinguished from office work and DOW. Developments in the field of SD are carried out by such organizations as UNESCO, the International Council of Archives (ISA), ISO.

In 1976 the ISA established the DeM Committee with the International Organization for Dem. Its main goals were:

1. Reveal the relationship between UD and the archives and promote cooperation in areas of mutual interest, education, standards development and terminology.

2. The ability to apply technical developments of interest to the working methods of archives and in the field of UD.

3. Provide advisory and practical assistance to all countries in the development and implementation of SD programs.

The objectives of the DM in the organization are:

1. Accurate and complete documentation of the organization's policies and activities.

2. Control over the volume and quality of the created documents.

3. Development of a mechanism for controlling the content of documents in order to prevent the creation of unnecessary documents, as well as to increase the efficiency of operations with them.

4. Simplification of the activities of systems and processes for creating, storing and using documents.

1) management of the documentation center;

2) scheduling document control;

3) management of the storage of files in the organization;

4) management of machine-readable and electronic documents;

5) management of the information retrieval service (IPS);

6) correspondence management;

7) management of document forms.

UD covers the entire life cycle of a document. Creation- establishing the necessary list of documents, their names and functional purposes, designing document forms, monitoring their use, using IT to compile documents.

Storage and use documented information provides for the development of a system for transmitting information, telecommunications, means of copying and replicating documents.

Transfer of IR for permanent storage to the archive. Storage of documents by a third party - outsourcing.

Archive management should begin with the compilation of a nomenclature of files. Then carry out the design and construction of archives, improve the conservation and restoration of documents, systematize archival funds, and provide access to documents.

UD standards

Within the framework of ISO, cooperation is carried out between national organizations, with the International Electronic Technical Commission, the International Electronic Communications Union, the Universal Postal Union, and the United Nations Economic Commission for Europe. ISO has Technical Committee 46 "Information and Documentation".

International standards are not binding on member countries. In the Republic of Belarus - the State Committee for Standardization. He carries out the development of draft international standards, determines the position of the Republic of Belarus when voting on adopted standards.

The level of harmonization between our and international standards is approximately 60%. There are 3 degrees of their correspondence.

1. Identical: they are equivalent in technical content, structure and presentation (usually an authentic translation).

2. Modified: contain technical deviations that can be explained.

3. Non-equivalent: there are changes in the structure and an insignificant part of the requirements of international standards is contained.

Problems of automation of UD

Any organization, institution, enterprise is complex system, representing interconnected elements.

All information flows between the services and departments of the enterprise constitute a comprehensive information environment that provides the management of the enterprise with all the information it needs.

Organization - public or state association (union of veterans, Gosstrakh, political party, etc.).

Institution - an organization in charge of any branch of work (school, research institute, clinic, etc.).

Company - production establishment (plant, factory, workshops, etc.). As you can see, these concepts are defined one through the other. Quite often, one concept is replaced by another, for example, an institution is called an enterprise, an organization is called an institution. Phrases are widely used commercial enterprise, scientific organization, financial enterprise, research institution, small enterprise. Many other terms with a similar meaning have entered our life: firm, holding, concern, company. Further, the term “enterprise” is used, since in our time not only a material product is produced, but also an intellectual, informational, monetary, etc. product. On the production basis even some medical services have been delivered, for example, restoration of vision with the help of laser technology.

In order for systems called enterprises to achieve the goals for which they were created, their structure, mode of operation, interaction of departments, etc. should be organized.

On fig. 1 shows the most common divisions that ensure the functioning of the enterprise. The arrows show the main connections of the enterprise: between its divisions and with other (external) enterprises and organizations.

The administration is at the head of the enterprise. That's what the management team is called. The administration, regardless of the profile and size of the enterprise, performs the functions of general management and control of the activities of all its divisions (departments, services, workshops, bureaus, etc.). The administration includes directors, their deputies, advisers, managers and other responsible employees.




Rice. 1. The main divisions of the enterprise

Most of the information used for management is recorded in various documents.

Special services help the administration in solving managerial problems, preparing and promoting documents, bringing them to the attention of executors and interested parties. As a rule, the enterprise has several services involved in working with documents. These include: the office, personnel department, accounting, archives and other specialized services (legal, planning, etc.).

Office - This is a department in charge of official correspondence, execution of current documentation to ensure the main activities of the enterprise. The office processes (registration, forwarding to subdivisions, sorting) documents received from outside.

Human Resources Department resolves issues related to the selection of employees, hiring, dismissal, promotion, retirement of employees. This division registers data on employees in the form of registration cards, personal files, work books.

Accounting deals with financial matters of the company and settlement wages employees. Through the accounting department, taxes are paid, contributions to pension and other funds are made, social payments are made to workers (allowances, sick leave payments, etc.).

Archival workers ensure the safety of documents for a period specified by law, their accounting, as well as destruction after the expiration of the storage period.

Almost every enterprise has in its structure support services. These services take care of the continuity of the production cycle, supplying enterprises with everything necessary: ​​equipment, tooling, materials, components and assemblies, documentation.

The core of any enterprise is production divisions. Their activities are aimed at fulfilling the main function for which the enterprise was created. If this is material production, then these divisions may include production workshops, design bureaus, and technological departments. Production units can also be conditionally called services that provide the main function in organizations not related to material production. In scientific organizations, these are experimental laboratories, scientific departments, in trade - services engaged in wholesale purchases and sales of goods.

The viability of an enterprise depends on its interaction with other enterprises and organizations, as well as on the coordinated work of management and employees. This interaction is impossible without a timely and complete exchange of objective information. Therefore, in order to successfully fulfill the functions assigned to enterprises, it is necessary to establish internal and external information links enterprises.

Internal communications ensure the production process and the interaction of management with employees. External links provide communication of the enterprise with the outside world: higher organizations, regulatory authorities, partners, consumers of goods or services, etc.

External environment for the enterprise is diverse (Fig. 2). higher authorities for an enterprise, there may be ministries and departments (head offices, trusts, etc.). From them, the company receives management information in the form of laws, regulations, recommendations, orders. From enterprises to higher authorities, documents are received that reflect their activities (reports, plans, summaries).


Rice. 2. External relations of the enterprise

Fiscal authorities (tax service), fire inspectorate, environmental authorities (environmental service), social protection authorities and many others can act as regulatory bodies for an enterprise. From them come the norms and instructions, the implementation of which they control.

Cooperate suppliers, universities that train specialists, partner enterprises, customers of products, enterprises Catering located on their territory, and many others. Between them contracts and agreements are concluded.

Information communications of the enterprise, as a rule, have a two-way character. Communication is considered effective if it led to mutual understanding of the parties and ended with the necessary actions or decisions. Management of any enterprise or organization can be represented as an information process. Information is received, processed, as a result of processing a decision is developed, it is communicated to the performers, whose actions are controlled. The information circle closes, which is schematically shown in Fig. 3.

Rice. 3. Document flow of the enterprise

At all stages of the information process, documents are created in which various information is recorded. Documents are promoted:

- in space: inside the enterprise and outside it;

 in time: from the moment of creation or receipt of the document to its sending to the addressee or transfer to storage.

This is how it is formed document flow enterprises.

Document flow - it is the process of promoting documented information in the enterprise.

In general, the workflow can be divided into the following stages:

processing of documents received by the enterprise, organization or institution;

consideration of documents by the management and documentation support service;

- the movement of documents within the enterprise, organization or institution;

processing of documents sent to the addressee or for storage.

The larger the enterprise, the more documents circulate in it. The workflow involves managers of various ranks, specialists, managers, experts, controllers, custodians, users of information.

Document flow should be adjusted in such a way as to speed up the process of information exchange (quick access, search, delivery). The fulfillment of the requirement of efficiency and reliability of control information depends on this.

Russian office work has a long history, distinguished by national features. Documents live a long life - from registration to archival storage and destruction. The rules for working with them in a particular organization make up the office work system. It is a set of general principles and specific document processing technologies. Their formation is influenced by many factors. The most significant of them are the existing work traditions, both national and those that have arisen within a particular organization, as well as various regulatory and methodological documents of state bodies.

Traditional paperwork involves the maintenance of many journals and / or filing cabinets that serve paper documents. And it is the maintenance of these file cabinets that is the primary object of office automation. At the same time, nothing prevents including in the automated system the possibility of linking the card with the electronic image of the document itself (text, image, sound, etc.), thereby creating technological conditions for the transition to electronic document management(the process of promoting documents in electronic form at the enterprise, based on the use of computer technology). The transition to electronic document management, in turn, creates the prerequisites for the formation electronic archives with effective mechanisms for reference and analytical work on a variety of documents in various forms of presentation.

18 Internal and external information environment of the organization

The information environment of the organization is the most important part of its infrastructure, requires certain efforts and resources for its formation and maintenance, and is one of the main factors determining the quality and success of the organization. Comparing sustainable enterprises with enterprises that are on the eve of financial collapse, one can see that the presence of a powerful information base and an internal environment favorable for the dissemination of information distinguishes successful enterprises from unsuccessful ones.

Let us first characterize the variety of messages that make up the external information environment of the organization, highlighting those of their properties and features that are important for ensuring the high quality of decisions made by the entrepreneur. First of all, the entire set of such messages must be divided into directed and undirected messages.

The sent messages are formed and transmitted by their sources (authors) directly to the given entrepreneur. Examples of such messages are telephone calls, messages received in personal conversations, letters received by the enterprise, etc.

Undirected messages are characterized by the property that they are formed by the author based on the perception of not just one specific recipient, but of their whole group, potentially everyone who can be reached by such a message.

information about the markets;

information about the rules of economic conduct;

Information of a general economic and general political nature.

The internal information environment of the organization includes messages or other information generated by the employees of the company, its managers and employees. To the flow of these messages, many of the above classifications (directed - non-directed, proactive - custom, inciting to action - informing, as well as classification according to the content of messages) are applicable (with appropriate clarification of the content), so there is no point in repeating them here.

When characterizing the internal information environment of an organization, it is important to emphasize something else: within certain limits, “internal” messages can be interchangeable with “external” ones, and vice versa. First of all, we note that initiative messages that come to the head "by gravity" can be replaced by custom messages made (prepared) by employees of the organization he leads. Such a replacement, requiring, of course, additional costs, at the same time is able to significantly increase the reliability of the information received. Therefore, if we are talking about the need to obtain information, on the content of which important decisions for the organization depend - primarily strategic ones - the choice between more expensive information "self-service" and the acquisition of third-party information (or the expectation of its spontaneous appearance in the flow of undirected messages) becomes completely meaningful.

19 Characteristics of the information society

The information society is a society in which the majority of workers are engaged in the production, storage, processing and sale of information, especially its highest form - knowledge.

The main characteristics of the information society can be classified according to the following criteria.

Technological: the key factor is information technologies, which are widely used in production, institutions, the education system and in everyday life.

Social: information acts as an important stimulant for changing the quality of life, "information consciousness" is formed and affirmed with wide access to information.

Economic: information is a key factor in the economy as a resource, service, product, source of value added and employment.

Political: freedom of information leading to a political process characterized by growing participation and consensus among different classes and social strata of the population.

Cultural: recognition of the cultural value of information by promoting the assertion of information values ​​in the interests of the development of the individual and society as a whole.

At the same time, the main idea is that communication is “a key element of the information society”.

Speaking about the information society, it should not be taken literally, but considered as a landmark, a trend of change in modern Western society. According to him, in general, this model is focused on the future, but in the developed capitalist countries one can already name a number of changes caused by information technologies that confirm the concept of the information society.


20 The relationship between the concepts of "document" and "documented information"

A document (from Latin “documentum” – evidence) is a material object with information recorded on it in the form of text, sound recording or image, including in machine-readable form, intended for distribution in time and space. Documents may contain textual, digital, graphic and audio information, they may be subjected to the processes of recording, searching, transmitting, receiving, collecting and reading.

Documented Information - information recorded on a material carrier with details that allow it to be identified.

The concept Documented information (document) is generally accepted and does not exclude another possible interpretation of the term "Documented information (document)"


The right, in case of loss by the owner of the original document, to issue him an appropriate duplicate (marked "duplicate"), which has the same legal force as the original. 2. Basic rules for compiling the text of documents. The document consists of separate information elements, which are called details (signature, seal, document type name, document text, etc.). Aggregate...

Any employee. Before leaving, the secretary must remove all documents, lock the safe and cabinets with a key, and put his workplace in order. Section II. Main part: Rules for the preparation and execution of documents on personnel. In small firms, the secretary is often assigned to maintain personnel records. It is the personnel documents that confirm the place and length of service of citizens and have ...

In the case of permanent storage, it is written: "Keep permanently." 3. Methods for improving the compilation and execution of case inventories. Organization of documents within the archival fund: the procedure for constructing a scheme for organizing documents in the fund 3.1 Compilation and execution of inventories of cases To ensure the acquisition of the archive in the organization for all cases of permanent, temporary completed in office work ...

Meaning. The economic side of accounting makes it possible to evaluate the effectiveness of business processes, the legal side - the legality of their implementation. This shows the relationship between economics and law in the process of economic activity. To ensure a systematic and interrelated reflection of economic means and processes in accounting, inherent ...

L.N. MAZUR,

Yekaterinburg, Russian Federation

DOCUMENT AS AN ELEMENT OF THE INFORMATION ENVIRONMENT OF THE SOCIETY

Ekaterinburg, Russian Federation

Document as an element of the information environment of society

"A person without documents

strictly forbidden to exist!”

(M.A. Bulgakov. "Heart of a Dog")

“A man is strictly forbidden to exist without documents”

(Mikhail Bulgakov “Heart of a Dog”)

annotation

The article deals with debatable issues related to the clarification of the concept of a document. It is proposed to consider it in the context of information communications as a kind of message created by means of written technologies and adapted to them. A promising approach to understanding the document was proposed by A.V. Sokolov, who considers the document from the point of view of communication processes. At different historical stages, the dominant forms of messages are formed: this is an oral message (antiquity), a written message / document (civilization); electronic record/code (information society). In this case, the "message" (message) is a generic concept and is encoded using various sign systems information about something intended for the addressee. Messages contain details, they perform the functions of authentication and information support of messages, ensuring the effectiveness of communications. The set and features of the presentation/design of details depend on the information channels for transmitting messages. The article deals with various options certification and information support of oral, written, electronic communication. The continuity of the details of the oral and written communication and their codification in the form of a written document are noted. One of the serious problems of modern managerial communications is an attempt to mechanistically transfer the set of details of a written document to an electronic one. The electronic communication environment is changing the system of details, creating new ones. Thus, the document must be perceived as an element of the information environment of a written society, one of the forms of communication.

The article discusses issues concerning the redefining of the concept of document. The author proposes to regard it in the context of information communications as a variety of message created by writing technologies, and adapted for them. A. V. Sokolov, who considers the document from the point of view of communication processes, offers a promising approach to understanding document. On different historical stages there are different dominant forms of communication: oral communication in Antiquity, written messages / documents for civilization; electronic record / code for the information society. Thus, ‘message’ acts as a generic term and represents information coded with the use of various sign systems, which is intended to the addressee. Messages include requisites that serve as requisites and information support of messages and ensure communication efficiency. Selection and features of presentation/registration of requisites depend on information channels used in the message transmission. The article assesses a variety of the requisites and forms of information support for the oral, written, electronic messages. The author underscores the continuity of requisites of the oral and written messages and their codification in a form of written document. Attempting to mechanically transfer a set of a written document requisites to a digital one present serious problems for the contemporary administrative communications. Digital communication environment changes the set of requisites and generates new ones. Thus, the document should be regarded as a part of the information environment of the writing oriented society and one of the communication forms.

Keywords

Document, information communications, message, details.

Document, information communications, message, requisites.

The document is amazing. It is an instrument of power, included in the life of every person, fixing its key moments - birth, marriage, death, education, work, and so on. It is the main information channel for official communications, management, science and education; it guides our thoughts and actions, defining norms and patterns, i.e. the document acquires the properties of the totality of its presence and influence everywhere and on everything, accompanying and reflecting the life of a person and society. There are several levels of documenting social processes: personal/personal; organizational (level of institutions, enterprises and organizations); state (level of region, state); global (interstate and worldwide). And everywhere the role of the document is very significant, since it acts as an element of the information environment in which we exist. And its place is determined by the set of functions performed and the features of information technology, which ultimately affect the structure, appearance and properties of the document.

Along with understanding the place and role of the document in our life, we notice its many faces, variety of forms and types. We associate a stable image of a document with the text on paper, drawn up in compliance with certain rules. This image, which we can consider as basic, has been fixed in various normative documents, dictionaries and corresponds to the peculiarities of written communications. In addition to this traditional option, there are others - historical and electronic documents. Historical documents are distinguished by a variety of media - papyrus, parchment, clay tablets, birch bark and even stone steles. An electronic document appeared relatively recently and differs from the reference paper version in that, due to its technogenic origin, it is not available for direct perception. We can only see the image of the document generated by the computer system based on the electronic code. Moreover, the place of its storage can be located somewhere far from the place of projection, which is often perceived as a separation from the material carrier. With the development of cloud technologies, this situation is becoming quite familiar.

Today we are at the stage of transition from a written civilization to a global information society, experiencing all the difficulties and problems of socio-cultural transformations. The way out of the information crisis is always associated not only with the creation of new information technologies, but also with their mastery. Actually, this process is the essence of the information revolution. Its peculiarity is that the emergence of new technologies does not cancel the traditional ones, but expands and supplements them, inevitably creating conflict situations. The initial reaction to the emergence of new technologies is the denial of the possibility of their use. There was a time when literacy was viewed as a sin in medieval society. Now this reaction is often expressed in the opposition of a computer and a book, a computer and a person. Conflict resolution involves the adaptation and integration of old and new information technologies.

Taking into account the general trends in the development of information technologies and the information environment, we can clarify our ideas about the evolution of what is today called a document, i.e. fixed on a material carrier of information. In the early stages of human development, when oral technologies were the main channel of communication (up to the invention of printing and the advent of mass media), the concept of "document" corresponds to the real symbols of the identity of the oral message. With the development of writing, the document acquires the form of a written text familiar to us, fixed mainly on paper, with the details of the certificate characteristic of it. In the era of digital technologies, the essence of a document is reduced to a system of metadata, while the message itself, representing a set of electronic signals (code), becomes an entity that is not controlled and not perceived by human feelings. In this case, the document in its evolution goes through a cycle from the attribute of an oral message - to a full-fledged document (text + attributes + material carrier) - and again to a set of attributes (metadata).

Thus, the document must be perceived as an element of the information environment of a written society, one of the forms of a message created using written technologies. The dominant information technologies determine the specific transformations of the forms of information presentation used in society (oral communication - document - electronic code), from which an information resource is formed. All of them are subordinate in relation to the generic concept of "message" and act as its varieties.

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12. Pleshkevich E.A. On the concept of "document" in document management and other sciences / E.A. Pleshkevich // Scientific and technical information. Ser. 1. - 2004. - No. 4. - S. 10-15.

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16. Surovtseva N.G. Problems of formation of a unified terminological system in the field of documentation management in the standards of various management systems (on the example of comparing the standards of the 9000 series and the 30300 series) / N.G. Surovtseva // Paperwork. - 2014. - No. 1. Electronic resource. Access mode: http://www.top-personal.ru/officeworkissue.html?309 (Date of access: 04/10/2015).

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19. Shvetsova-Vodka G.N. Document in the light of noocommunicology / G.N. Shvetsova-Vodka. – M.: Litera, 2010. – 384 p.

20. Yankovaya V.F. Terminology of documentation support of management / V.F. Yankova // Office work. - 1999. - No. 1. - S. 74-78.

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3. Banasyukevich V. D., Sokova A. N. Voprosy formirovanija teorii dokumentovedenija. Razvitie sovetskogo dokumentovedeniya (1917-1981). M.: VNIIDAD, 1983. Pp. 5–27.

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19. . Shvecova-Vodka G. N. Dokument v svete nookommunikologii. M.: Litera, 2010. 384 p.

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Mazur Lyudmila Nikolaevna, Doctor of Historical Sciences, Head of the Department of Documentation and Information Support of Management, Ural Federal University. the first President of the Russian Federation B.N. Yeltsin, Yekaterinburg, Russian Federation, This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Masur Ljudmila Nikolaevna, PhD of History, head of the Department of document and information support of management of the B. N. Yeltsin Ural Federal University, Yekaterinburg, Russian Federation, This e-mail address is being protected from spambots. You need to have a license to view it Javascript enabled

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In the field of application of computer systems, specialists of enterprises often rely on the experience of relevant Western firms. On this basis, it is concluded that it is necessary to use certain systems. But it is important not just to study this experience, but to evaluate the trends in the development of software products and methods of their use. For example, Airbus uses systems such as SAPA, EUCLID, CADDS. But what will happen in 5-10 years? It is appropriate to draw an analogy between the design of an aircraft and the creation of an information system. Both the aircraft and the CAD/CAM/CAE/PDM system are complex science-intensive products. It is difficult to assume that the new aircraft, which will see the sky in 10 years, will be equipped with the same type of engine as the serial machine produced today, new ideas will be implemented in the design of the new engine, and the experience of operating existing engines will be taken into account. What happens if these ideas fail to materialize? The result will be a loss of positions, a loss to a competitor.

The main trend in the development of information systems is the transition from the concept of universalization software to the concept of increasing its specialization and universalization of data exchange. It is for this reason that there is a need to develop universal data exchange standards, such as the STEP standard. This trend was formed as a result of the understanding of the fact that it is impossible to describe the entire life cycle of a product within the framework of one software package. Naturally, a system intended only for design will not be effective in solving operational problems.

Building an integrated information environment covering all processes of production activity is the ultimate goal of implementing CALSIPI technologies in enterprises. However, this goal cannot be achieved with the limitations on temporary financial resources and the lack of experience in implementing full-scale complex projects. In this case, the AI ​​implementation process is divided into individual stages, for each of which it is possible to formulate the problem of optimizing the set of operations integrated using the chosen system of ROM. The integrated information environment determines which operations of the product development and mastering process should be carried out and how they should be informationally integrated, which will maximize the overall effect at this stage with limited resources. In this regard, the primary objectives of the project can be formulated as follows.

  • 1. Development of technology for creating and implementing an integrated information environment of an enterprise that implements electronic interaction during the execution of processes design development, technological preparation of production logistics and product quality management,
  • 2. Development of the regulatory framework governing the electronic data exchange and the use of electronic digital software.

The choice of these specific goals as a priority is due to the following considerations:

  • * as a result of the project, software and hardware tools should be created that solve specific production problems on new methodological principles and bring real benefits to the enterprise;
  • * the core of the IIS must be created that satisfies the formulated requirements;
  • * the initial filling of IIS should be associated with a limited number of business processes of the enterprise and with a limited number of not too complex products;
  • * technologies and methods for creating and implementing IIS based on its use of electronic documentary and information circulation processes, which ensure the further development of SALS / IPI, should be worked out.

TO achieve the goals formulated above, it is necessary to:>de implementation of the project to solve a number of scientific and technical problems and carry out work, united in the following groups: preparatory work; research work; design work; development of regulatory and technical documents; work on approbation and commissioning of technical and software solutions adopted as a result of research and design work.

Preparatory work includes a set of organizational and technical measures necessary for the implementation of the project, including:

  • * formation of a working group implementing the project;
  • * empowering project managers and members of the working group with the necessary powers to implement the project;
  • * training of members of the working group special methods needed to complete the project;
  • * training of the personnel of the enterprise in methods of working with programs) - technical means that will be installed at the enterprise as a result of the project;
  • * Acquisition of technical and software tools for general change necessary for the implementation of the project;
  • * development of updated plans for the implementation of the project as a whole of its individual stages.

Research work consists of the following:

  • * analysis of existing processes of design and technological preparation of production, logistics and quality management of the enterprise's products with: a specification of the composition of applied tasks and data structures to be displayed in an integrated information environment;
  • * analysis of the processes of design preparation of production [I evaluate the sources, volumes and forms of presentation of design data in the PDM system;
  • * analysis of the processes of technological preparation of production. determination of sources, volumes and forms of presentation of technological information to be stored in the IS;
  • * analysis of logistics processes, identification of sources, volumes and forms of information presentation for storage in iis;
  • * analysis of the processes of logistics support at the post-production stages of the life cycle of products, determining the need for interactive electronic manuals for the operation and repair of products and requirements for them;
  • * analysis of product quality assurance processes and determination of requirements for information support of the quality management system in accordance with international standards ISO 9000-2000;
  • * study of the possibilities and ways of interaction of the PDM system with the means of digital signature;
  • * development of functional models of the processes listed above in order to improve them on the basis of the applied II and СALSIPI - technologies.

The R&D complex is completed with the development of terms of reference (TOR) for the creation of IS, for the completion of the ROM system, EC tools and the system for creating technical manuals.

In accordance with the TOR, the following design work is being carried out

  • * development of a detailed structure and composition of iis;
  • * development of a project of a complex of technical means that support the functioning of the iis;
  • * development of specialized and refinement of existing software tools that ensure the functioning of the IS in conjunction with the means of design and technological CAD. individual subsystems of automated control systems and digital signatures;
  • * preparation of a set of operational documentation for all software and hardware that ensure the functioning of iis;
  • * development of methodology and test program;
  • * other design work, the need for which is revealed in the process of R&D.

The variety of information objects in the integrated information environment of the enterprise, the complexity of the logical and physical structure and a number of other factors predetermine the need for its phased creation. When determining the stages of development and choosing a rational composition of the TCP, the following requirements should be taken into account.

  • 1. IIS should be a developing system with a software and methodological core that allows the formation and addition of new data without changing existing components.
  • 2. IIS must ensure the integrity of the data contained in it during any transformations of these data at various stages of the life cycle of products.
  • 3. IIS must support a clear and unambiguous regulation of access rights to the data contained in it.
  • 4. IIS should have a friendly user interface and means of interactive data exchange with various applications.
  • 5. IIS should provide the ability to include in its composition data already available at the enterprise, created and used within existing systems and subsystems (APCS, CAD, etc.).
  • 6. IIS must interact with the means of electronic digital signature.

PDM systems should be the software and methodological core of IIS and, therefore, the basis for the use of CALS / IPI technologies at machine-building enterprises.

As even a superficial analysis shows, these systems, directly or with modifications, are able to satisfy all the above requirements for iis, given the fact that in last years new specific requirements began to be imposed on PDM systems, significantly expanding their capabilities:

  • * use of the data structure regulated by the standards of the ISO 10303 (STEP) group;
  • * product configuration management and change processes;
  • * management of the role functions of the personnel of the enterprise, at least in the process of technical training and production management;
  • * management of production documentation, including operational and repair;
  • * information support for the logistical support of products at the post-production stages of the life cycle;
  • * generation and maintenance of various specifications, statements, etc.;
  • * data management not only about the product, but also about the enterprise;
  • * job flow management during development technical documentation and making changes to documents.

The development of regulatory and technical documents (NTD) is carried out in parallel with the design and partly with research work.

The list of NTDs to be developed is formed at the plant preparatory work and is refined in the course of scientific research.

Approbation and commissioning of technical and software solutions adopted as a result of research and design work involve the following work:

  • * installation and adjustment of technical means that support the functioning of IIS (computers, local area networks, etc.);
  • * installation of purchased and developed software;
  • * training;
  • * formation (adjustment) and filling of databases;
  • * development of test cases, identification and elimination of shortcomings and comments;
  • * Trial operation of the system in operating mode;
  • * preparation of a final report on the results of trial operation;
  • * finalization of the system based on the results of trial operation. After completion of the above complex of works, the system is presented to a commission specially appointed by the management of the enterprise, which conducts acceptance tests, the result of which is an act of acceptance of the system for pilot operation.

To create an IIS, it is necessary first of all to integrate the ROM system with the computer systems already existing in the enterprise. In addition, when implementing this system, it is necessary to take into account the specific conditions for the functioning of the enterprise. Quite often, in this case, questions arise that cannot be solved using the standard or pre-installed functionality of the ROM system. In this situation, one has to resort to means of integration and adaptation, implemented in the general case with the help of application modules of APCS or CAD operating data in the ROM system, application modules of the ROM system (expansion of functions), converters ROM / APCS, ROM / CAD, etc. .

Existing ROM-systems are quite complex modern tool of work. End-user training is quite expensive for enterprises, even if such training is carried out in-house, as it must necessarily be associated with the separation of employees from production. It is assumed that a fairly large number of people responsible for collecting the results of various measurements will work in a single information environment. However, not all such users of the ROM system need full knowledge of it. Simple measurements of product parameters during input and output control are usually carried out manually, and the results are recorded in special journals. When using the ROM system to store information about the product, the measurement results must somehow be entered into the database D)IY for further automated processing. In order to reduce the cost of implementing the ROM:-system)I of this class of users, special modules for collecting information are being developed. The modules have a simple interface, directly access the database of the ROM system, and no special training is required to work with them.

As a rule, documents placed in the ROM-system archive are formed in other automated systems for design and technological preparation of production. They are usually put into a database rather than stored as separate files. The document as a separate file is obtained by generating a report according to a customized template. This situation is most typical for CAM systems, since they use more reference information, which is located in a separate database. When storing these documents and continuing them along the chain of approval for the services of the enterprise, the task arises of entering the signatures of employees in various design or technological documents for the stamp. signatures are stored in the database of the ROM system in the form of attribute values ​​of some objects. This is due to the fact that such documents, after approval, must be submitted as paper responses with affixed signatures. To solve this problem, a mechanism is developed for synchronizing the database attributes with the fields of the document, which are previously marked in a special way in the template used to generate this document from the database of the CAM system. Synchronization settings (relationship between object attributes and fields) are stored in the template file, therefore, using the values ​​of the attributes of the same object, you can enter information into different documents with a variety of settings.

Quite often, to automate the entry of information about the target (its structure) into the database, ROM systems develop a work module (converter) with exchange files in the STEP format in accordance with ISO 10303-11. The STEP standard is implemented by various software tools. A lot of CAD-systems: APR-K) allow you to generate exchange files, support many application protocols. It should be noted that these files, apart from the composition of the product, practically do not contain any other ROM data.

The ROM system is configured in accordance with the developed implementation model. Each ROM system has its own characteristics for performing various configuration elements. In most cases, they depend on the architecture of the software product (monolithic or modular), where each module corresponds to a separate type of setting. Without going into the details of setup (no doubt, each ROM system is configured in a unique way), we can outline its general order.

  • 1. Creation of object types, determination of dependencies between them, production of attributes, their assignment to object types. In the case of setting up a system with a rigid data model, the nomenclature of characteristics, statuses, units of measurement, etc. is specified.
  • 2. Setting up classifiers for the formation of designations and names (if the system allows it).
  • 3. Formation of the organizational structure, address books, entering information about users.
  • 4. Setting up static access rights.
  • 5. Setting up business rules.
  • 6. Set up workflow templates.

Using the methodology of the STEP standard and the requirements for the functionality of the PDM-system of the CALS-technologies, Applied Logistics developed the STEP Suite (PSS) POM software package, which has the following properties:

  • * object-oriented approach, providing system flexibility;
  • * open information model. The structure of the database, if necessary, can be supplemented with various information objects in accordance with the requirements of a particular enterprise;
  • * compliance with international SALS-standards, which is necessary not only to build the core of the enterprise's integrated information environment, but also for successful interaction with foreign partners;
  • * the initial orientation of the system to solve problems on the scale of the enterprise, and not the working group; on
  • * three-level network architecture, in which the client module interacts with the database server through the application server.

This architecture ensures efficient distribution of the computing load while a large number of users work simultaneously and there are no high requirements for software and hardware equipment of client places.

An important advantage of the PSS system is its Russian origin, which, firstly, makes it possible to take into account the specifics of Russian enterprises, and secondly, makes it possible to support the PSS system directly by its developers.

The PSS system is designed to manage data on a machine-building product, ensures the collection of all information about the product in IIS and the sharing of this information at all stages of its life cycle.

The main functions of the PSS system are the input, output, storage, display and processing of the following types of information:

  • * identification data about the product and its components;
  • * structure, product configuration options and the inclusion of components in various products;
  • * geometric models of various types and electronic images of paper documents (drawings);
  • * data on the structure of working groups in the enterprise, the roles and powers of employees;
  • * data on the development process: statuses of work results, changes made, etc.;
  • * documents of various types associated with the elements of the product;
  • * data on the functional or technical characteristics of the product and its elements, measured in various units;
  • * data on user access levels, secrecy labels, etc.

Data input-output can be carried out:

  • * by loading/unloading the exchange file from CADjCAM systems;
  • * interactively by manual input;
  • * establishing a link to objects already available in the IIS;
  • * external software systems using the built-in remote access software interface.

Product data is displayed as a tree (or an intersecting family of trees), the branches of which are decomposed into aggregates, assembly units (assemblies), subassemblies and individual parts. The system allows you to edit the attributes of individual elements, create and delete them. Documents, information about performed actions, and characteristics are associated with tree elements. The subsystem for working with documents provides quick access to the latest (active) version of the document, allows you to create new revisions based on previous ones; ensures data integrity during editing. Developed models, drawings or documents can be assigned various statuses: “Developed”, “Checked”, “Approved”, “Regulations”, etc.

The PSS system has a developed system for managing user access rights to information. At the same time, the access level is determined not for the class (type) of information objects (as in most other PDM systems), but for a specific information object, which provides greater flexibility in organizing parallel (group) design.

One of the first questions that arise when implementing ROM systems is the question of how this system fits into the existing automated systems of the enterprise. The introduction of the PSS system initially involves the import of data from existing databases at the enterprise and integration with existing automated systems. In this case, most of the information flows must pass through the ROM system.

PSS provides two ways to exchange data:

  • * via the STEP exchange file (mainly for exchange with CAO/CAM systems with which there is no direct integration);
  • * direct integration through a full-featured data access interface (API), which is an implementation of the standard data access interface GOST R ISO 10303-22 (SOAI). At the moment there is direct integration with SolidWorks, Solid Edge, AutoCAO 2000, MS Word.

For the convenience of specialists in various areas of work in IIS, the PSS system allows using various types of reference information:

  • * state, international and internal standards and other regulatory documents;
  • * type of material (taking into account assortments);
  • * list of normalized parts (normals);
  • * catalog of standard products;
  • * list of purchased components;
  • * long-term database partitions that accumulate own experience enterprises: previously completed (finished) projects, unified components and parts;
  • * compound technological equipment and equipment (or equipment park);
  • * organizational structure enterprises and employee roles;
  • * various restrictive lists;
  • * lists of used characteristics, units of measure and other types of service information.

The PSS system allows you to create an almost unlimited number of object classification systems and reference sections in accordance with any standards and assign individual access to any sections of directories. Directories can have both a tree-like and a network structure. It should be noted that each object in the PSS system is described only once and never duplicated. To access the object, links are used, which ensures the unambiguity of data and end-to-end changes. So, one object (product) can simultaneously be part of several assembly units. The PSS system can be customized to the specifics of a particular enterprise through a special module, without the need for additional programming.

One of the main information objects in PSS is the product. This object describes in the database a material object, a substance, a service, a software product, as well as a system consisting of material objects and software interacting with each other. With the help of the “Product version” object, various modifications and versions of the product are described. A product is associated with various kinds of information that accumulates throughout the life cycle of a product.

To describe the various properties of products in the PSS system, the “Characteristic” object is used. The list of possible characteristics can easily be supplemented. An important attribute of characteristics is the “Type”, with the help of which the same characteristic can be attached to a product on different stages his life cycle. For example, upon receipt of a technical assignment for development, a product can be attached with the “Resource” characteristic with the “Required” type, when performing a verification calculation - with the “Calculated” type, and after testing a prototype - with the “Measured” type. The characteristics constituting a secret can only be accessed by specific employees (the access control function is used for this) for the legitimacy of the characteristics, they can be assigned statuses using an electronic digital signature (EDS).

For each product, a list of other products that can replace it is specified. This connection is directional. For example, a bare bolt can be replaced with a nickel-plated 50LT, but a nickel-plated bolt cannot be replaced with a bare bolt. An important milestone The life cycle of a product is the stage of its manufacture. Since deviations from manufacturing technology can lead to serious consequences during operation and repair, PSS allows you to keep records of the specifics of the manufacture and subsequent repair of a particular item of the product (for example, recording the results of testing a specific sample). To organize information in PSS, directories and classifiers are used. Often, for some reason (in particular, to select another cutter), it becomes necessary to view reference books and classifiers that include the product. The PSS system allows you to do this with a single command.

The PSS system allows you to store different types electronic documents. In this case, the document can exist independently or be associated with any database object. As noted, any electronic technical document consists of two parts: substantive and requisite. The content part can be any file stored on a computer: 3D model, multimedia file, raster image, for example, a scanned drawing, etc. The requisite part contains authentication and identification data of the document, including one or more electronic digital signatures. The document has a version tree (Fig. 8.9), among which one is up-to-date (active). Status objects in PSS denote the results of approvals and approvals of all system objects.

The built-in change management mechanism allows, firstly, to trace the entire history of changes to each document for subsequent analysis and, secondly, makes it possible to roll back (return to previous versions). All information arising from the initiation and implementation of changes (memos, documents describing the required changes, notices of changes, etc.) can be stored for later use.

An indispensable attribute of the PDM system is a convenient and simple search function. The built-in search mechanism in PSS allows the user to create specific queries based on an arbitrary set of criteria, for example, the query: "Find all documents of the "Drawing" type approved by employee Ivanov during 2002." Therefore, any database object can be accessed through the search function (taking into account the access rights to the object).

An important requirement for modern PDM systems is the description of the composition of the product from various points of view and at various stages of the life cycle. A typical example is the design and technological specifications of a product: designers work with the “design” composition of the product, while technologists operate with the “technological” one, which is formed when designing the assembly technology according to the principle “how it should be assembled”. Usually the technological composition of the product differs from the design, at least - the presence of intermediate assemblies, shipping containers, Supplies etc. An example of another option for describing the composition of a complex product is its division into zones and functional characteristics (by systems).

Modern conditions for creating new products require a rapid response to changing market conditions that lead to the creation of new or changes in existing product configurations, so PDM systems must have a configuration management mechanism. The PSS system uses the following functions for configuration management:

  • * appointment of a configuration manager;
  • * identification of the configuration and its blocks;
  • * application of the rules for the applicability of blocks in the product by date or by serial number using the mechanism for making changes;
  • * approval of the rules of applicability;
  • * comparison of product configurations;
  • * the mechanism for carrying out changes in the structure of the product. Electronic data exchange technology is possible only if the legitimacy of the ETD is ensured, which is ensured by the use of an electronic digital signature. The PSS system allows the simultaneous use of several EDS systems. For example, when approving important documents, an expensive EDS system certified by FAPSI should be used. for documents circulating within the working group, the EDS system implemented on WinAPI, which comes with MS Windows free of charge, can be used. The PSS system has a built-in module for recording and storing public keys of employees, which simplifies the verification of the correctness of the EDS.

In the PSS system, several options can be associated with the manufacturing process of a product. technological processes, which allows storage of alternative manufacturing techniques. To describe processes (including technological ones), the “Action” object has been introduced into PSS.

For each action (operation), you can set the requirements for any resources reflected in the route map:

  • * materials (basic, auxiliary, etc.);
  • * equipment (equipment, tooling, tools, etc.) for machining;
  • * products and devices necessary for assembly operations;
  • * human resources, etc.

Very often it is necessary to take into account and describe the specific conditions of consumption (consumption) of a resource (material), in particular, the number of parts from one workpiece. The PSS system makes it easy to solve this problem using resource consumption characteristics. .

The PSS system contains a built-in subsystem WorkF1ow, which provides the ability to automatically manage the order of information passing between employees of the enterprise. The main functions of the PSS WorkF1ow subsystem are:

  • * creation and configuration of process templates representing a formalized description of the sequence of actions and the flow of work objects, as well as the rules that determine the beginning and end of the process and individual actions;
  • * creation and customization of the process templates of the processes themselves, representing a specific implementation of business processes. When creating each process, specific executors and deadlines for completing the task (implementing an action in the process) are indicated;
  • * automatic issuance and control of the timing of tasks and the entire process;
  • * automatic notification of emerging delays;
  • * automatic control statuses of work objects;
  • * tracking cycles within the process (for example, finalizing the drawing);
  • * storage of the history of processes (archiving).

To exchange messages between users, PSS uses a built-in e-mail system that allows you to attach links to various PSS database objects and operating system files to messages. The use of the messaging system results in a simplification of the function of sending notices of changes.

An integral stage in the implementation of any automated system is the training of personnel (end users). A training course for users of a PDM system, including PSS, usually consists of three parts.

The first part of the training course provides basic information about PDM technology (description of the concept of the system and its main functions). At the same time, it is necessary to analyze different PDM systems with the allocation of a specific system for which training will be conducted. You can also briefly highlight the PDM market and introduce the main manufacturers.

The second part of the course is devoted directly to the implemented system. It is not necessary for future users to tell about all its functions. You should give an idea of ​​the main methods of work, focusing on those that will be used most often by students.

As a rule, this part should contain the following information:

  • * main characteristics of the system;
  • * basic concepts (for example, object representation of information, objects and relationships between them, attributes of objects, etc.);
  • * setting up the working environment (toolbars, display filters), sorting objects, etc.;
  • * search in the system database;
  • * formation of the composition of the product;
  • * work with documents;
  • * use of classifiers;
  • * generation of reports;
  • * initiation of the flow of work on the template;
  • * work with tasks and e-mail messages within the system.

In the third part of the course, training is carried out according to work instructions. The best result can be achieved with an individual approach to learning, when each student receives his own task and performs it in accordance with the instructions. At this stage, trainees work in their databases, where situations that may arise in the course of their further work must first be simulated.

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