State Automated System «Elections» Subsystem of Document Management

Abstract

The Russian Central Electoral Committee acts on a permanent basis, managing the activities of election commissions on all levels for the purpose of Federal Elections and referendums of the Russian Federation.

Purpose of the Project

To develop a part of the State Automated System GAS VIBORY («Election»). This Document Management subsystem is integrated by data with all other subsystems included in GAS VIBORY. GAS VIBORY system works at the CIK (Moscow), at the 89 Electoral Commissions of the subjects of the Russian Federation. Number of Users: over 1000 pers

Objectives

Organize unified document processing order

Increase speed and quality of individual and team work with document

Create document database with access control

Ability of arbitrary search using original document text as well as document attributes

Document process tracking and control

Keep docs archiveTo process document in time by way of notifying staff automatically on the status of a document

Provide analytic reports

Allow user interface customization for each user

Provide data for another subsystem of GAS VIBORY (legal, electorate subsystem)

Communication via HR and Reference subsystems of GAS VIBORY

Customer Requirements

Correspondence to existing GAS VIBORY comment requirements

1000 users concurrent work

Remote user connection

Dynamic access right setting for document and document attributes

Ability to work with text scanning and recognizing software

System Architecture

Three-tier Architecture
Client — Application Server — Database Server

Clients and System administrator client
Hardware: 486DX 66 MHz
8-16 MB Personal Computer
Operating System: Windows 95 

Application server
Hardware: Pentium 133
Operating System: Windows NT4.1
Software: Prolifics Application Server 2.5a+

Database server
Hardware: Pentium 200
Operating System: Windows NT4.1
Database: ORACLE 7.3 

Integration Architecture

GAS VIBORY has three main levels:
Central Election Committee
Electoral Committee of the Subject of the Russian
Federation Election Committee of a District

Document Management Subsystem interacts with other subsystems via data

Solution

Client forms
System supports full document life cycle: registration, workflow, tracking, execution, archiving

Client forms
User can find documents on any criteria and print or export results into file

Client forms
Wide area of possibilities for chief to control staff working.

Administrator forms
System administrator can define user or user group functions and set access rights in wizard style. Menu items for user are dynamically created according to the settings

Key Benefits

Integrated with MS Office, scanning and recognizing software

Friendly end-user interface;

Dynamic workflow setting in accordance with original text of resolutions

Many users works concurrently