ELECTRONIC DOCUMENT MANAGEMENT SYSTEM AT FACULTY OF ORGANIZATIONAL SCIENCES

Upravljanje in organizirana hramba dokumentov postajata vse bolj pomembna in hkrati potratna dejavnost vsakega pisarniškega poslovanja. V primeru Fakultete za organizacijske vede smo zaznali problem upravljanja z dokumenti v okviru Projektne pisarne, s čimer se verjetno spopadajo tudi v drugih večjih podjetjih in javnih institucijah. V diplomskem delu smo pripravili predlog rešitve elektronskega upravljanja z dokumenti v Projektni pisarni, ki se kot strokovna podpora prijavljanju in izvajanju projektov na fakulteti že nekaj časa ukvarja z izzivom, kako na primeren način organizirati dokumente, kako jih spremljati v procesu, kako jih učinkovito hraniti. Pripravili smo analizo obstoječega stanja z vidika vodenja projektne dokumentacije. Zajeli smo proces prijavljanja projektov in spremljanja projektne dokumentacije. Načrt izgradnje oziroma organizacije sistema in izhodiščno točko smo pripravili na podlagi dobro razvitega sistema iz prakse. Predlagali smo ustrezen način upravljanja z dokumenti v Projektni pisarni FOV in opremljenost dokumentov z metapodatki. Za informatizacijo procesa upravljanja z dokumenti smo izbrali programsko rešitev Microsoft SharePoint 2010. Z implementacijo predlagane rešitve v prakso bi zaposleni na fakulteti prihranili precej časa, hkrati pa pridobili možnost dostopa do dokumentov vedno, povsod in v organizirani obliki.Document management and organized storage of documents is becoming an increasingly important and at the same time a time consuming activity of every office management. In the case of Faculty of Organizational Sciences we have detected a problem with document management within the Project office – the problem that probably occurs also in other larger companies and public institutions. In this diploma paper we have prepared a suggestion to solve electronic document management problem in the Project office, the specialized support center for project entering and execution at the faculty. The project office has, some time been dealing with the challenge of, how to properly organize documents, monitor them in the process, and how to effectively store them. We have prepared an analysis of the current state from the management of project documentation point of view. We have covered the process of entering projects and monitoring of project documentation. The scheme of building or organizing a system and the starting point has been prepared according to a well developed system from practical experiences. We have suggested a corresponding method of document management in the Project office of FOV, and preparing documents including metadata. For the informatization of document management process we have chosen Microsoft SharePoint 2010 software solution. With the implementation of suggested solution into practice the employees at the faculty would save a lot of time, while at the same time they would gain the possibility to access the documents at all times, anywhere and in an organized form