Project Function Description
To achieve above items,we will realize below system functions for the clients: 1 Basic System Information and Security Management
to define the document type and the code.We can define the columns of the document for the engineering and technology document,such as the name,number,department,client,supplier,product,and material number etc.
to define the information and the code of each department.
to define the document and the ECN coding.
to define the user and his authority,and the document controller and his authority.
to user-define the work flow that is related to the document type so that the user can identify the preestablished work flow by choosing the existing document type.
2 document control system work flow
According to the document type and the actual circumstance,the authority user can define the compilation,the audit,(the cosigning),and the check of the document,and the bringing forward,audit,and check flow of the ECN,and also the authority.
To define the accomplish time for each document control process.
The system traces the work flow automaticly and shows the work flow status at real time.
3 Basic Functions （1） document number automaticly engender :
The client can user-define the coding rule.
The document compiler has to choose the document number to define the parameter,and the document coding will automaticly engender after the number applying flow is finished.
（2） the definition of the document control sysytem :
The audit and the cosigning flow of the document and the ECN will be defined by the document controller(or authority users) when the document number engenders.
The user with the authority can change the flow definition while the documents are being audited.
The user with the authority can define the document audit jump while the documents are being audited.
The document can have overtime jump setup,the user and set up as follow:
flow stage that allows jump.
set up the duration of overtime.
set up the document jump direction.
（3）document compilationr :
Any format is available to document compilation and saving.(eg.office document)
（4） online document audit and cosigning:
The document use the electron signature.
The audit of the document will be accomplished by the system automaticly transferring the document to finish the audit flow.
The system will show the document status in the document information list.(audit status,distribution status).
After the audit process,the document will be transferred to the document control center to be confirmed by the document controller,and then will be distributed.
（5）the document distribution automatization:
The document producer will choose the distribution objects from the engineering changing notice(ECN),and they will be cnofirmed by the document controller after the audit,and then will automaticly be distributed.
The document distribution objects will receive the distribution notice and sign for it,and will have the authority to browse the document at the same time.
（6） online document reading:
After the document reading applicant finishes the audit of the document reading,and after document controller confirms,the system will notice the applicant,and the authority of reading the document will be passed to the applicant,and the reading will be signed in at the same time.
（7） The document base fast set up:
The system provides the document controller(or authority users) with the special window to set up the existing document base,so they don’t need to follow the system flow,and this is convenient for the system insertion in advance.(to make a list for the saving and read separately,and set the final status as the status,and copy all the elements directly.
to provide a convenient window for the document that needs to be dealed with urgently to be audited successfully.
（8） the consigning transaction function of the document:
During the document audit flow period,if the party liable can’t transact,he can consign his deputy to transact.
The party liable has to authorise in his personal information before he wants to consign for transaction,and cancel the authorization after the transaction.
（9） the control of the temporary document saving and cancellation
The user can define the document distribution type(whether it’s temporary document or not)
to define the document available time
The system will automaticly close the document after the document available time.
（10） Document training management
As for the people who need training when the documents are distributed,people can use the system to record and manage the training.
People can record: the training person,the trained members,the training time,the training theme,and the training content.
4 advanced function (1) document transaction reminding and real-time tracing
The document transaction will be noticed by the email box.The users can directly transact the document in the email,and they can use the intramural email boxes.
The document transaction will be noticed by the email box.The users can directly transact the document in the email,and they can use the intramural email boxes.
When it is beyond the document transaction time,the system will automaticly display warm information and will trace and hasten by email,and the authority users can also manually send email to trace and hasten.
The system will automaticly trace the status of the document and then record and mark it.
（2） document pigeonholing management and inquiry
After the document becomes effective and after the distribution,the system will automaticly create document changing record. If the old edition document is beyond the saving period,it will be automaticly deleted. The user can inquire or search according to the document type,number,department,and status etc.
advanced inquiry is available.
The reference documents and related documents of the document will be joint automaticly.
to show the list of the documents that need to be changed but wasn’t changed.
The report form can be printed by the inquiry result.
（3） document security control
All the users except the document controller can see the newest edition document only.
Only the distribution objects are able to open the documents,and the documents can’t be modified nor saved.
The system will record any operation by any user as log so as to be prepared for the tracing.
Only the user passes the document changing application audit can he change the document,and it will become effective and be distributed according to the flow.
The saving period of the old edition documents can be user-defined,and they will be automaticly deleted when they are beyond the time.
