INTRODUCTION OF AN ELECTRONIC OFFICE OPERATIONS OF THE COMPANY TELEKOM SLOVENIJE

Razvoj informacijske tehnologije omogoča enostaven način povezovanja ljudi znotraj podjetij in izven njih, zbiranje podatkov o kupcih in dobaviteljih ter interakcijo z njimi, evidenco nad stroški ter poenostavljanje procesov. V vse pore življenja se pospešeno uvaja odprava papirnega poslovanja. Uvaja se elektronsko poslovanje ali e-poslovanje, za kar je nujna uporaba informacijsko-komunikacijske tehnologije, torej informatizacija. Informatizacija poslovanja je usmerjena v zagotavljanje konkurenčne prednosti, torej izboljšanja finančnega rezultata, in k optimizaciji izvajanja poslovnih procesov. Podjetja, ki sledijo tem ciljem, vidijo rešitev v uvedbi elektronskega pisarniškega poslovanja, kjer želijo doseči višjo kakovost storitve ali proizvoda z nižjimi stroški in v krajšem času. V obravnavani družbi je cilj in strategija uvedba e-pisarniškega poslovanja na področju dela z dokumenti v družbi. Pričakovani rezultat projekta je izdelana strategija e-poslovanja, procesna in organizacijska usmeritev e-poslovanja, izdajanje in prejemanje e-dokumentov ali pa v primerih, ko to še ni možno, zakonsko skladna pretvorba dokumentov v e-obliko in povezljivost z zalednimi programi. Pričakovani rezultat je ta, da je večina dokumentov, ki jih družba potrebuje za poslovanje, v e-obliki. Velika pridobitev v procesu upravljanja odnosov z uporabniki storitev je, da je slika dokumenta, ki je začetna točka neke poslovne akcije, vidna v vsakem trenutku tistim, ki imajo pravice vpogleda. Če izhajamo iz ugotovitve, da zajema uvedba elektronskega poslovanja z dokumentarnim gradivom področja reorganizacije, standardizacije in poenostavitve postopkov, ugotovimo, da je v proučevanem primeru reorganizirano področje dela Splošne službe, tajništev in službe za arhiviranje dokumentov. Postavljeni so standardi poslovanja z dokumenti s tem, ko so pripravljene programske rešitve, od uprave družbe potrjeni pravilniki in navodila za delo ter potrjena Notranja pravila pri Arhivu Republike Slovenije, ki so temelj za zakonsko skladno e-poslovanje z dokumenti. Poenostavitev postopkov je predvsem pri skrajšanju procesa potovanja dokumenta, povezljivosti dokumentov in pri iskanju le-teh. Gre za korenito prenovo poslovnega procesa, saj so se pred prenovo podatki iz papirnega dokumenta prepisovali v ustrezne programske aplikacije (SAP, CRM …), sedaj pa se slika in atributni podatki povežejo s povezljivo aplikacijo. Preko povezav se kreira vrstica za opravilo, ki ga razreši referent. Papirni dokumenti so pred prenovo iz drugih lokacij dela do lokacije izvajanja delovnega postopka lahko potovali en dan ali več. Z omogočeno pretvorbo v e-dokument se atributni podatki in slika povežejo do 12.00 ure isti dan.Development of information technology enables a simple way of connecting people, internally and outside the companies, gathering data on customers and service providers and interaction with them, keeping evidence of costs and simplification of processes. Even in the smallest pores of the business there has been a tendency to abolish paper administration. E-business is being introduced, a prerequisite of which is the use of ICT, i.e., so called, informatisation. Informatisation of the business is aimed at the provision of competitive advantage and thus the improvement o financial results and optimisation of the performance of operations processes. Companies that follow these goals see an answer to these challenges in the introduction of electronic office solutions, where they would like to achieve a better quality of service or product with lower costs and in shorter time. In the company which is the subject of this thesis, a goal and a strategy of introducing e-business in working with the company documents have been set. The expected result of the project are an elaborate e-business strategy, e-business process and organisation policy, issuing and receiving of e-documents or, where this is not yet possible, transformation of documents into the electronic form in compliance with the legislation and interoperability with the supporting applications. The expected result is that most of the documents required for the company’s operation are in the e-form. A great achievement in the process of managing relations with the customers is that the picture of the document which is the starting point of a certain business activity is visible at any moment to those who are authorized for access. If one sets off from the conclusion that the introduction of e-business of documentary materials in the area of reorganisation, standardisation and simplification of the procedures, we have established that, in the studied case the scope of the general reorganized departments, secretariats and services for archiving documents Standards of handling the documents have been set by preparing the application solutions, procedure rules and guidelines approved by the Management Board, and approved Internal Rules at the Archive of the Republic of Slovenia, which are the basis for the e-business which is in compliance with the legislation. The simplification of procedures is mainly in the shortening of the process of the document’s travelling, the document’s interoperability and search for the latter. It is about a fundamental transformation of the business process, since the data was previously typed from the paper document into the corresponding applications (SAP, CRM, …), and now the picture with the corresponding data is connected to the interoperable application. Through the connections an operation line is created, which is solved by an officer. Before the restructuring, paper documents travelled one day or more from other locations to the location of the processing. With the enabled transformation into an e-document the attributed data and the picture are connected by 12:00 on the same day