RU2756199C1 - System for optimising project works - Google Patents

Abstract

FIELD: data processing.

SUBSTANCE: invention relates to a hardware and software complex providing data collection and analysis for evaluation of the condition of the goal and the entire project before the time of completion both by objective methods and by prediction from the authorised organiser responsible for achieving the result. The technical result is achieved by using a system for optimising project work by registering the monitored results and collecting information on the prospects for execution thereof at the designated time, characterised by containing: automated workstations, connected with each other and with the server via a local computer network, configured for an automated system for developing and monitoring the execution of planned production tasks of the enterprise in real time to be installed thereon. The automated system for developing and monitoring the execution of planned production tasks of the enterprise includes the following interconnected blocks: a goal registering block, a goal adjustment block, an execution risk estimation recording block, a block for alerting about events, a block for registering actions of users with goals, a goal achievement verification block, a block for receiving information from other information systems of the enterprise, a goal execution registration block, an enterprise condition visualisation block, an analytical report block. All the information from the above blocks is supplied to the information base of the electronic document management system (EDMS) and is processed and stored therein. Access to the automated system for developing and monitoring the execution of planned production tasks of the enterprise is provided only to a limited number of users: to the customer and to the authorised person(s). The automated system for developing and monitoring the execution of planned production tasks of the enterprise has the ability of data exchange with the accounting systems of the enterprise using the block for receiving information from external systems in order to alert users about the events of goal registration, goal adjustment, achieving results, and detailing goals.

EFFECT: optimising the control of the enterprise by automating the processes of registering and alerting of the occurrence of unplanned incidents in the course of operation of the enterprise; visualising the current condition of the goals of the enterprise; creating analytics, excluding the influence of the human factor.

4 cl, 1 dwg

Description

The invention relates to a hardware and software complex that provides the collection and analysis of data for assessing the state of the goal and the entire project before the deadline is reached both by objective methods and by forecasting a responsible organizer and responsible for obtaining the result.

From the prior art, an automated enterprise management system is known, disclosed in document RU 2695987 C1, publ. 07/29/2019, which contains the interconnected block of calendar medium-term planning, a database of planned tasks, a block for assessing the importance of planned tasks, a block for assessing the time frames for performing planned tasks, a database on functional tasks under contractual and internal agreements, a block for assessing the importance of functional tasks, block for evaluating the time frame for performing functional tasks, block for random access memory for additional tasks, block for evaluating the importance of additional tasks, block for evaluating the time frame for completing additional tasks, employee database, payroll block, block for evaluating the implementation of a medium-term plan, time attendance database, a database of objects, a database of the structure of an enterprise and types of work, a block for filtering by objects, a block for evaluating the performance of tasks by users of objects, a block for filtering by divisions of an enterprise and types of work, a block for evaluating the performance of tasks by work performers.

The disadvantage of the known system is the inability to make proactive decisions in the event of incidents and risks while performing tasks.

A known system and method for forming a base of decisions disclosed in the source of information RU 2601150 C2, publ. 10.03.2016. The decision base formation system contains a plurality of computers and a server connected by a communication network, and the server contains a task receiving unit configured to receive a task to be solved from a user initiating a task, a role distribution unit configured to distribute roles among users of the database formation system decisions depending on the task that needs to be solved, a publication unit configured to publish a task for general access to users of the decision base formation system, a decision making unit configured to accept task solutions from users of the decision base generation system, an evaluation unit configured to assigning an assessment to the adopted solutions of the problem according to the given criteria, a selection unit configured to select at least one solution based on at least the given assessment, a database configured to store the selected solutions.

The disadvantage of the known system is that the system for forming the decision base is aimed at accelerating the selection of solutions to the task, but does not allow assessing the state of the result and the entire project before the deadline is reached.

The closest analogue, selected as a prototype, is a method and device for managing tasks arising from construction activities, disclosed in document CN 107784403 A, publ. 09.03.2018. A method for interactively managing developer tasks in project management contains stages of construction work at which quantitative work assignments are evaluated by an expert; quantitative work orders are assigned by the assignor, while the assigned work orders are classified and assigned to the performer in accordance with the work status; quantitative work assignments are performed by responsible persons; confirmation of the result of completed tasks is performed by the assignor; if the result is confirmed for transmission, the work order data is stored and the work order data can be subsequently requested; if the result is not confirmed, the work orders are changed or re-executed by the responsible persons.

The disadvantage of the known method is the inability to make proactive decisions in the event of incidents and risks affecting the receipt of results.

The proposed system for optimizing design work is intended for registration, accounting, processing and analysis of results used by managers of large enterprises in order to optimize the actions of managers to control current activities and the development of strategic projects.

The claimed invention is aimed at accelerating and optimizing the enterprise management process by assessing the state of the task and the entire project as a whole until the deadline is reached, both by objective methods and by forecasting the person responsible by automating the registration process, systematization, processing, transfer, risk assessment and comprehensive analysis. registered targets.

The use of the declared project optimization system allows:

- to reduce labor costs for the organization of control and preparation of reports;

- to simplify the control procedures during the implementation of the project, by regularly assessing the state of the final and intermediate results, taking into account the identification of problems in advance.

The technical result consists in optimizing enterprise management by automating the registration processes and notification of the occurrence of unplanned incidents during the operation of the enterprise; visualization of the current state of the goals of the enterprise; creation of analytics, excluding the influence of the human factor.

The specified task is solved, and the technical result is achieved through the use of a system for optimizing design work by registering controlled results and collecting information about the prospects for their implementation at the appointed time, characterized by the fact that it contains: automated workplaces with settings that allow you to identify the user, while workplaces are connected to each other and to the server through a local computer network, with the ability to install an automated system for the development and control of the implementation of planned production targets of the enterprise in real time, which includes the following blocks related to each other: a block for registering goals, a block for adjusting goals, a block for registering an assessment of execution risks, block for notification of events, block for registering user actions with goals, block for checking the achievement of goals, block for receiving information from other information systems of the enterprise, block for registering the execution of goals, visualization block state of the enterprise, a block of analytical reports, and all the information from the above blocks enters the information base of the electronic document management system (hereinafter - EDMS), where it is processed and stored, access to the automated system for the development and control of the implementation of planned production targets of the enterprise is provided only to a limited circle users, namely: the customer and the responsible person (s); at the same time, the automated system for the development and control of the implementation of planned production targets of the enterprise has the ability to exchange data with the accounting systems of the enterprise using the block for obtaining information from external systems, for the possibility of notifying users about events of registration of goals, adjusting goals, obtaining results and detailing goals; when registering a target in the target registration block, records are made in the event notification block and in the block for registering user actions with targets; notifying the participants in the process about the events of registration of goals is carried out by means of e-mail mail clients; for the possibility of changing the parameters of goals, a block for adjusting goals is used, and all actions performed in the block for adjusting goals are also registered by means of an event notification block and a block for registering user actions with goals; after registering and adjusting the goals, the execution risk assessment registration block is turned on, as a result of which, the event notification block and the enterprise state visualization block periodically send a notification to the responsible person with an order to assess the risks of achieving the planned goals; the current state of the implementation of the goals of the enterprise is carried out by the block of visualization of the state of the enterprise, based on the data obtained from the information base of the EDMS, the data is displayed on the summary monitor, and the block of analytical reports allows the user to generate reports that provide information about the state of the enterprise and the progress of work with the goals; upon receipt of the final result stipulated by the goal, the responsible person in the goal execution registration unit creates a record of the goal performance, and the event notification unit informs the customer about the goal performance, after which the customer checks the result in the goal performance registration unit and registers his consent or disagreement with the performance ...

The claimed system for optimizing design work is illustrated by a block diagram showing one of the preferred implementation options in figure 1.

The design work optimization system contains a server and the following blocks sequentially and mutually interconnected by means of a local computer network:

1 - Block of registration of goals;

2 - Block for adjusting goals;

3 - Risk assessment registration block;

4 - Block for generating notifications about events;

5 - Block for registering user actions;

6 - Block for registering the fulfillment of goals;

7 - Block for checking the achievement of goals;

8 - Block of visualization of the state of the enterprise;

9 - Block of analytical reports;

10 - Block for receiving information from external systems;

11 - Database of the electronic document management system;

12 - Accounting system of the information processing enterprise;

13 - Summary monitor.

The Customer and the Responsible are the users of the declared optimization system, and the access rights to the registered goals are limited and determined by the Customer.

The customer is usually the head of the enterprise, who sets a goal and who needs to achieve this goal.

An employee of the company is appointed as Responsible by the Customer, who organizes and is responsible for the fulfillment of the goal. The person in charge decides how to achieve the goal. He can perform all actions to achieve the goal on his own, and / or involve other responsible people in full or in part in the fulfillment of the goal, for each of whom he sets a new goal, i.e. decomposes the goal into components.

In general, the design work optimization system includes the following functionality:

Block 1 - "Block of registration of goals". This block allows you to register a target, the final or intermediate goal of work by a specified date, indicate the recipient of this goal, who is responsible for the implementation, as well as the frequency of notification of the risks of achieving the stated goal.

The list of registered targets is stored in spreadsheets in the information database of the electronic document management system (EDMS) and is processed by the typical mechanisms of the system, in particular, such as user registration; differentiation of user rights; storage and processing of spreadsheets; sending notifications by e-mail; attaching external files to target records; formation of queries to spreadsheets of information storage.

Block 1 is connected with blocks 4 - "Block for generating notifications about events" and 5 - "Block for registering user actions", namely, when registering a target, records are made in blocks 4 and 5. Information from these blocks also enters the EDMS information base 11 where it is processed and stored.

With the help of standard notification mechanisms of the EDMS, as well as with the help of external notification mechanisms, for example, by means of e-mail mail clients, the participants in the process are notified about the events of registration of goals, as well as about other events, depending on the settings of the design optimization system in a particular case.

After the user receives a notification about the registration of the goal, the stage of agreement takes place, at which the person responsible for the implementation of the goal either approves the goal set for him, or considers it necessary to decompose the goal and / or change the goal parameters, in particular, to give a more correct formulation of the goal, change the timing of the goal, or change the person in charge.

For changes and / or decomposition of the goal, block 2 - "Block for adjusting goals" comes into operation, which provides the ability to submit applications for changing the parameters of goals, and agreeing on these changes with the Customer. After block 2 is completed, the target parameters are changed, but the historical data on the initial state and the process of changes are preserved.

All actions in block 2 are registered by means of block 4 - "Formation of notification of events", as well as block 5 - "Registration of user actions" in the information base of the EDMS, and then through the standard mechanisms of the EDMS, the participants in the process are notified of the changes that have occurred.

For the existing registered and agreed with the Customer goals, using the standard mechanism of routine tasks of the EDMS, block 3 - "Risk assessment registration block" is switched on.

According to the results of the work of block 3, through block 4 - "Formation of notification of events" and block 8 - "Visualization of the state of the enterprise" with the frequency specified by the customer (daily, weekly, monthly, quarterly, in non-standard terms), after registration and agreement of the goal, the responsible an order is sent on the need to assess the risks of achieving the planned goals. Also in block 3 - in order to anticipate possible risks of failure to meet the planned deadlines and monitor the implementation of the set goal, the goal is regularly assessed. At the same time, the responsible persons report the existing risks in a simplified qualitative form based on their expert opinion, for example, “on time”, “there are insignificant risks” or “under threat”, while the responsible person must introduce the reason for such a forecast of the goal, as well as suggest ways correcting the situation.

The simplicity of the requirements for risk assessment and the absence of the need for lengthy calculations allows you to assess risks quickly and, at the same time, rely on operational information. This method allows you to quickly identify problem areas in the activities of the enterprise and promptly take measures to counteract negative incidents and factors.

The current state of execution of the enterprise goals in a compact form allows you to see block 8 - "Visualization of the enterprise state", which receives data from the EDMS infobase, previously saved by blocks 1, 2 and 3. The received data is displayed on the "Consolidated monitor of the state of enterprise goals". On the user monitor, the Enterprise Goals Summary Monitor visualizes the overall status of projects that the user is monitoring or executing. If it is necessary to analyze the causes and stage of problems with the project, the user can decipher the target of interest by viewing the parameters of the target.

"Consolidated monitor of the state of the goals of the enterprise" is made in the form of a signal panel, where the principle of "traffic light" is applied. The colors green, yellow and red opposite the goals signal the assessment of the responsible risks of the timely achievement of the goal, i.e. reflect the criticality of the state of the forecast target date in relation to the planned one. Also, block 8 allows you to display worklists of goals for all users with the necessary selections, sorts and groupings.

In parallel with block 8, block 9 - "Block of analytical reports", also, based on the data stored in the EDMS infobase, allows the user to select a number of reports that provide information about both the state of the enterprise and the progress of work with goals. Including, but not limited to, reports on the intensity of user work, a report on the status of goals, etc. The set of reports is not final, but can be expanded and changed depending on the needs and industry sector of the enterprise.

After receiving the result stipulated by the goal, the responsible person in block 6 - "Block for registering the execution of the goal" creates a record of the execution of the goal. At the same time, at this moment, it is possible to attach an external file with documentation, working records and other materials to the registration record of the target, using standard EDMS mechanisms.

Through the interaction of block 6 with block 4 - "Block for generating notifications about events", the Customer is notified about the fulfillment of the goal. The customer in block 7 - "Block for checking the achievement of the goal" checks the correctness of the result and registers his consent or disagreement with the fulfillment of the goal.

The enterprise uses, for example, the "Manufacturing Enterprise Management" accounting system, as well as the Power BI visualization system. Data from the management system of a manufacturing enterprise are loaded into the EDMS information base, and placed in the registration records of the goals, using block 10 - "Block for obtaining information from external systems". In the future, when generating analytical reports using block 9 - "Block of analytical reports", data from the production enterprise management system are used to decipher the performance indicators of goals.

To detail these quantitative goals, the transition to the Power BI system is used through block 10 - "Block for obtaining information from external systems".

Power BI is essential to create a holistic view of the entire enterprise, which provides a more convenient view of control and management tools.

Thus, the design optimization system is a unique solution, because forms an analytical database that can be used to optimize enterprise management.

At the same time, the declared system provides for communication between systems within the enterprise and third-party elements for the exchange of information.

An example of the operation of the "Group Management Company" system:

At the first level of management, the general director forms the final goals of the enterprise by function, namely, the goal is formulated, the result and the signs of achieving the goal are described, those responsible for their implementation are appointed (as a rule, deputy general directors are appointed responsible for achieving the final goals of the enterprise by function), the target is assigned the term of the goal passing, the frequency of updating the goal state is set.

After receiving the notification through block 4, as well as changing the state of the work lists of goals through block 2, the deputies general directors decompose the goals with the formulation of intermediate goals, the appointment of responsible persons and the frequency of notification of the risks of achieving the goals.

The new responsible of the third level act in the same way. The number of levels is technically unlimited.

After receiving for the execution of the goal, the person in charge proceeds with the implementation of the activities. The responsible person forms the list of activities, the necessary resources and the work schedule independently and for his own use. Operational actions are not controlled within the framework of the system, which makes it possible to relieve management personnel from routine control.

In the process of implementing measures to achieve the goal (s), the responsible person, at the frequency specified by the customer, at the request of the system formed by block 3, creates a record defining the degree of risk of fulfilling the set goal on time. The degree of risk is assessed according to the traffic light principle:

Green - no risk;

Yellow - there are small risks;

Red - critical execution risks.

The choice of the degree of risk is carried out by the responsible person, as the most informed and involved participant in the process, based on his expert opinion. In addition to assessing the risks, the responsible person must indicate the reason for such an assessment and how to remedy the situation.

The higher the degree of risk, the more attention is paid to a specific goal in the actions of the enterprise. To ensure the fulfillment of a goal that has a high degree of non-performance risk, additional goals are formulated that are designed to neutralize negative impacts or incidents.

The software package provides for cases when the deadlines for the fulfillment of the goal, or the formulation of the goal, can be changed at the initiative of the responsible person in agreement with the customer. This happens in block 2. If the customer agrees to change the goals proposed by the responsible person, the entry in the goals table is changed, while the history of such changes is saved.

In the course of work to achieve the goals, external files with documentation, work records, etc., may be attached to the registration record of the goal. These files are available to all participants in the work on the goal.

After receiving the result stipulated by the goal, the responsible person registers the fact of execution in block 6. The customer is notified of this action through block 4, who checks the execution in block 7, and, in case of consent, notes the fact of verification and acceptance of the results.

The main difference from the identified peers is that instead of controlling the project execution process, the company's management focuses on controlling the timely delivery of key results. Thus, the focus is always on the required result, the success of the implementation is assessed based on the deviation of the timing of its receipt, and the acceptance of its quality is delegated to a qualified specialist or directly assessed by the Customer.

With this approach, reporting for the Management is as transparent as possible and does not require the study of unnecessary information. Controlling the achievement of planned results gives an understanding of the progress of the project and does not allow to postpone problems until later. For Project Managers and Executors, this approach guarantees a hands-off policy and a clear understanding of the need for reporting.

The division of levels will allow each leader to focus on controlling the result that is really important to him, not to dive into the intricacies of lower management.

Thus, when using the declared system for optimizing design work, labor costs for organizing control and preparing reports are reduced; control procedures are simplified during project implementation, which leads to optimization of enterprise management and the creation of analytics, excluding the influence of the human factor.

Claims (4)

1. A system for optimizing design work by registering controlled results and collecting information about the prospects for their execution at the appointed time, characterized by the fact that it contains: automated workstations with settings that allow user identification, while the workstations are connected to each other and to the server through a local a computer network, with the ability to install an automated system for the development and control of the implementation of planned production targets of the enterprise in real time, which includes the following blocks related to each other: a block for registering goals, a block for adjusting goals, a block for registering an assessment of execution risks, an event notification block, a block for recording actions users with goals, a block for registering the execution of goals, a block for checking the achievement of goals, a block for visualizing the state of the enterprise, a block for analytical reports, a block for receiving information from other information systems of the enterprise, and all information from The above blocks enter the information base of the electronic document management system (EDMS), where it is processed and stored, while access to the automated system for developing and monitoring the implementation of planned production targets of the enterprise is provided only to a limited number of users: the customer and the responsible person (s); as well as an automated system for the development and control of the implementation of planned production targets of the enterprise has the ability to exchange data with the accounting systems of the enterprise using a block for obtaining information from external systems, for the possibility of notifying users about events of registration of goals, adjusting goals, obtaining results and detailing goals; when registering a target in the target registration block, records are made in the event notification block and in the block for registering user actions with targets; notifying the participants in the process about the events of registration of goals is carried out by means of e-mail mail clients; for the possibility of changing the parameters of goals, a block for adjusting goals is used, and all actions performed in the block for adjusting goals are also registered by means of an event notification block and a block for registering user actions with goals; after registering and adjusting the goals, the block for registering the assessment of execution risks is turned on, as a result of which the block for notification of events and the block for visualization of the state of the enterprise periodically send a notification to the responsible person with an order to assess the risks of achieving the planned goals; the current state of implementation of the goals of the enterprise is carried out by the block of visualization of the state of the enterprise, based on the data obtained from the information base of the EDMS, the data is displayed on the consolidated monitor, and the block of analytical reports allows, at the user's choice, to generate reports that provide information about the state of the enterprise and the progress of work with the goals; upon receipt of the final result stipulated by the goal, the responsible person in the goal execution registration unit creates a record of the goal performance, and the event notification unit informs the customer about the goal performance, after which the customer checks the result in the goal achievement verification unit and registers his consent or disagreement with the performance ... 2. The optimization system according to claim 1, characterized in that the goal registration unit allows you to register the target indicator, the final or intermediate result of the work by the specified date and indicate the recipient of this result, who is responsible for the implementation, as well as the frequency of notification of the risks of achieving the declared result. 3. The optimization system according to claim 1, characterized in that the block for obtaining information from external systems is used to go to the Power BI system and is intended to detail data for quantitative purposes. 4. The optimization system according to claim 1, characterized in that the block of visualization of the state of the enterprise allows you to display for users lists of goals with the necessary selections, sortings and groupings.

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