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System Operation Platforms

Introduction

KH Office Automation System (KHOA) is a network information system that combines contemporary information, network, software and database technologies and other technologies and theories like management, behavior and organization. It is used for improving work efficiency and quality. KHOA has obtained the software product registration certificate and software copyright registration certificate. It has already been successfully deployed at many governmental organs and enterprises, including Sichuan Provincial Bureau of Quality and Technical Supervision, Chengdu Municipal Bureau of Quality and Technical Supervision, Caofeidian Port, etc.

KHOA fully employs the network communication infrastructure and advanced network application platform, so it is a safe, reliable, open and efficient e-system for office automation and information management and provides users with contemporary office conditions and rich comprehensive information services, thus realizing automated circulation of official documents, automated handling of office affairs and automated files management, improving office work efficiency and management, standardizing electronic work for various departments, and truly and fully realizing long-distance “paperless” energy-saving office work.

System Operation Platforms

  1. Office Assistant: it creates for each user a convenient personal daily office platform which is a personal space which no one can access without authorization. It contains such functional modules as scheduling, schedule sharing, personal contact list, personal files, memorandum, work log management, personalized settings, etc.
  2. Public Office: it is mainly used for handling public affairs, coordinating the work of various departments and classifying the files of such departments. Functional modules included in the Public Office platform are files management, laws and regulations library management, contact lists management, etc.
  3. Affairs Center: it is used for handling the affairs handling relationships between people at various levels of a governmental organ. It enables superiors to issue tasks to subordinates, subordinates to submit requests and report to superiors, workers at same levels to coordinate their work, etc. Managing all such affaires in a computer avoids unnecessary division of responsibilities caused by human factors.
  4. Information Center: it is used for issuing and exchanging public information, e.g. announcements, press releases, etc. In addition, it also provides forums, chat boxes, etc. for employees.
  5. Official Documents Management: as one of the core modules of KHOA system, it enables automatic circulation of internal official documents and relevant external documents of a Government department. It uses the workflow engine for flexible self-definition of the handling process for official documents. In addition, it also automatically generates, reads and manages 2D bar codes for management of official documents. However, few office automation systems available in China support 2D bar codes. The 2D bar code technology significantly promotes efficient management of official documents, increases the safety and confidentiality of documents, and facilitates reporting, exchanging and sharing of official documents. Official documents management functions cover documents issuing and receiving management, workflows management, official documents handling, stamps management, etc.
  6. Files Management: this module enables archiving, destruction and borrowing of files and is seamlessly connected with the Official Documents Management module. Official documents, after processing, may be automatically archived.
  7. Knowledge Management: it consolidates internally distributed resources (e.g. electronic files, pictures, images, audio recordings, video recordings, etc.) and builds a knowledge base with accumulated knowledge for sharing.
  8. HR Management: mainly used for managing basic information about the organizational structure and personnel of a governmental organ. The personal information of each employee is stored in the system database. It enables users to browse, query and analyze human resources information of the organ.
  9. Short Message Platform: KHOA automatically issues messages via mobile phone short messages. When there is any notice or announcement to be published or official document or task to be issued, the system will automatically and instantly send a short message to the mobile phone of each relevant user so that he/she may handle it promptly without delay.
  10. Email Platform: it uses a third-party email system to build an internal email platform which provides each user with an email box and is seamlessly connected with KHOA platform. It will automatically alert the user when there is any new email.
  11. System Maintenance: it is mainly used for background maintenance and management of the whole office automation system.

System Characteristics

  1. Advanced technical backup platform
    KHOA adopts the industry-leading J2EE technical specification and B/S architecture and uses structured components and several middleware and component technologies, thus technically ensuring system superiority, openness, extensibility, safety, stability and practicality.
  2. Combination of corporate information and office work
    KHOA is not limited to traditional office work management - it also includes corporate resources information management. It contains such corporate information management modules as resources management, administrative work management, etc., so that the corporate office system facilitates management of various types of corporate information and indirectly produces economic benefits.
  3. Customizable workflows
    All the workflow modules in KHOA, e.g. official documents management, reports, etc., support self-definitions of workflows, which increases system flexibility. KHOA meets the user requirements of different industries and different sizes.
  4. Support mobile office work
    KHOA enables mobile office work. While travelling or staying at home, user can view and handle pending issues and query latest documents by accessing the office system via the Internet.
  5. Safety and confidentiality
    KHOA ensures the safety and confidentiality at all stages through such technical means as version tracking, mark preservation, e-stamps, trusteeship authorization, encryption and de-encryption, digital signature, tablet signature, etc.
  6. Personalized interface design
    KHOA adopts the use-friendly web-styled interface design. The interface is in Chinese and easy-to-use, thus significantly reducing the requirement for user’s computer knowledge. It can be customized according to user business requirements, easy to learn and use, especially suitable for internal information system construction of enterprise.
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