Group OA system includes functions such as collaborative office, process management, document management, rules and regulations, document management, news management, meeting management, personal schedule, personal settings, office assistants, common materials, etc., aiming at realizing paperless transmission of official documents, information sharing and communication, standardizing management processes, improving office efficiency and reducing management costs.
Chapter I General Principles
Article 1 In order to strengthen the management (address:) of the Group's collaborative office platform system (hereinafter referred to as the Group's OA system), ensure its efficient and safe operation, and give full play to the role of the OA system, this regulation is formulated in combination with the actual work.
Article 2 The OA system of the Group includes functions such as collaborative office, process management, official document management, rules and regulations, document management, news management, meeting management, personal schedule, personal settings, office assistants, and common materials. It aims to realize paperless transmission, information sharing and communication of official documents, standardize management processes, improve office efficiency and reduce management costs. Since May of 20 16 and 1 year, the system has been put into formal operation, and all non-confidential general documents are circulated in the form of electronic documents except a few paper documents for archiving or external use. Documents that are classified and inconvenient to circulate through the system shall still be handled according to the provisions on the circulation of offline paper documents.
Article 3 These Measures shall apply to all departments at the headquarters of the Group and subordinate member enterprises that use the office automation system of the Group.
Chapter II Management Organization
Article 4 The Group Information Management Department is responsible for the planning, promotion and daily operation and maintenance management of the Group's office automation system. Its main responsibilities are:
(a) responsible for the system user account, user rights, function development, system configuration and other operation and maintenance management.
(2) Consult the opinions and suggestions of all users, organize and solve all kinds of new demands and new problems arising from the use of all users, and constantly optimize and upgrade the system functions.
(three) responsible for the training, guidance and support services for system users.
(4) Other technical support work.
Article 5 The group OA system and eHR system are jointly responsible for the employee accounts, organizational structure and hierarchical relationship of the group OA system. The relevant information is based on the group eHR system, and the human resources departments of the group companies and member enterprises are responsible for maintaining the group eHR system in time to ensure that the relevant information is correct. Every night, the group's eHR system automatically transmits information such as employment, resignation and change to the group's OA system, and automatically generates or cancels user accounts in the group's OA system according to the relevant information entered in the eHR system. The main responsibilities of the Group eHR system are:
(1) Responsible for completing the entry, resignation and change of information in the electronic health record system in time.
(II) Other work related to the information docking between the OA system and eHR system of the Group. Including: department name, department head, position information, position hierarchy, employee name, mobile phone, email address, advertising user name, etc.
Article 6 the public affairs and brand department of the group is responsible for the office automation system of the group? Extensive news? And then what? Extensive news? The release management of module information is mainly responsible for:
(1) Generalized news release: timely release internal news of the group according to the relevant management regulations of the group.
(II) Extensive news release: timely release internal news of the Group according to the relevant management regulations of the Group.
Article 7 The Group Management Audit Committee is responsible for issuing and managing the rules and regulations of the Group's office automation system, and its main responsibilities are:
(1) Release of the adaptation system of the group headquarters: release the relevant system documents of the group headquarters in a timely manner according to the relevant management regulations of the group.
(II) Release of the member enterprise adaptation system: timely release the relevant system documents of the member enterprise management according to the relevant management regulations of the Group.
Chapter III Using Units
Article 8 The users of the office automation system of the Group are all departments of the Group headquarters and subordinate member enterprises.
Article 9 Each member enterprise shall designate a system administrator to be responsible for the application promotion and daily use management of the group OA system in the enterprise, timely feed back the system application problems and related requirements to the group headquarters, and guide enterprise users to correctly use the group OA system.
Article 10 If users need to change relevant processes in the system, please submit them to the Group Information Management Department in OA system in time? Approval process change application? .
Article 11 If a user needs to change the authority of an existing account in the system, please submit it to the Group Information Management Department in time in the OA system? User account permission change application? .
Article 12 If users need to submit system problems or bugs, please submit them to the Group Information Management Department in the OA system in time? System problem feedback form? .
Article 13 If users need to submit new system requirements, please submit them to the Group Information Management Department in OA system in time? New business requirements application? .
Chapter IV Users
Article 14 Personnel engaged in the operation, maintenance and management of this system should have a good sense of service and corresponding professional and technical level, abide by the information security management regulations of the Group, properly keep the user name and password of the system administrator, do their duty, ensure the quality of work, and maintain the information security of the Group's office automation system.
Article 15 System users should consciously abide by system operation rules and regulations and information security management regulations, properly keep personal accounts and system login passwords in accordance with the requirements of Chapter VII of these Provisions, be familiar with the operation methods of the office automation system of the Group, and consciously complete the tasks in the system according to their work authority.
Sixteenth in order to ensure the timely delivery of all kinds of electronic documents, in principle, system users should be online all day. Under special circumstances, they should ensure that they log in to OA system at least twice a day in the morning and afternoon, receive all kinds of files and deal with to-do items. If the user is unable to handle the to-do list due to business trip or long-term business trip, an authorized agent shall be appointed to carry out relevant operations. Specific business rules refer to the requirements in Chapters V and VI of these Provisions.
Chapter V Electronic Documents
Seventeenth electronic documents circulating in the system, its language, format, content, etc. by the issuing unit and the administrative office of the audit.
Eighteenth documents with attachments (such as articles) that are not convenient for electronic processing can be exchanged by paper document exchange. The texts of official documents are still exchanged in the form of electronic documents.
Article 19 The production, submission, examination and approval, release and other links of electronic official documents shall be jointly completed by several staff members from different departments.
Twentieth when submitting electronic documents, you should choose the main sending and copying units of the documents, and set the reading and printing rights.
Twenty-first system to complete the document approval operation time for the release of electronic documents.
Twenty-second units should receive and consult electronic documents on time.
Twenty-third printed electronic documents are equivalent to copies of paper documents, and shall be handled with reference to the measures for the administration of paper documents.
Chapter VI Other Business Management Rules
Article 24 Daily office work
(1) Employee's leave: Employees who take sick leave, personal leave and annual leave must fill in leave forms through the group OA system and submit them to the leaders for review.
(2) Conference management: the conference organizer reserves the conference room in advance on OA.
(III) Notice and announcement management: The announcement management of OA system has been delegated to all functional departments for management according to the authority, and all functional management departments uniformly implement internal responsibility management according to the management regulations.
(IV) Other matters reporting and workflow management: If each unit needs to report work matters, it must correctly select the corresponding process form template according to the category of matters and submit it to the group OA system for approval.
Article 25 Users shall ensure that the contents of information and documents published and disseminated through the office automation system of the Group are complete and accurate, and shall be responsible for the published contents.
Twenty-sixth system users at all levels should ensure the response time of OA system office business, log in to the system in time to obtain office information and handle related business. Except in special circumstances, the processing time of staff involved in online official documents and workflow approval shall not exceed 1 working day in principle. If you leave your job for special reasons such as business trip, vacation, training, etc. , you must entrust relevant personnel to handle it through the agent setting function, or through mobile clients such as mobile phones, and you must not delay the approval process.
Chapter VII Safety
Article 27 Group OA system users shall strictly abide by the information security management regulations of the Group, and all users shall be responsible for the security of their own accounts and passwords, and properly keep personal user accounts and system login passwords.
(1) All OA system users should modify the default initial password at the first time when logging into the OA system. The password rule is a combination of English characters and Arabic numerals with 6 or more digits.
(two) system users should properly keep personal user accounts and system login passwords, and regularly change the system login password. User account and system login password shall not be disclosed to irrelevant personnel at will. Except for the special post approved by the group president, no one else may use other people's accounts and passwords for system operation.
(3) If the user loses his password, he should contact the group OA system administrator in time, and the system administrator will restore the default initial password of the system. Then the user should log in to the system in time and modify the official password according to the above password rules.
Twenty-eighth all users in the OA system should read and use the information provided by the system according to the prescribed authority. Do not steal other users' accounts, interfere with other users, or tamper with or destroy system information.
Article 29 Without consent, no one may let irrelevant personnel and external personnel of the company view the contents of the office automation system without authorization, and shall not let irrelevant personnel and external personnel of the company download the office automation information of the Group.
Thirtieth computers connected to the system should be installed with anti-virus software. The use of foreign mobile data disks should be detected to prevent virus invasion.
Thirty-first users should regularly check and maintain computer networks, and eliminate problems in time when they find them. If it cannot be eliminated, it shall immediately contact the information management department of the Group to ensure the normal operation of the system, and shall not set up system users without authorization or permission.
Thirty-second when using the system, all confidential information shall not be published in the system, nor shall it be stored in the computer connected to the system.
Thirty-third users should strengthen the education of computer and network security knowledge, and abide by the confidentiality discipline and regulations of the group.
Article 34 If the system is abnormal, resulting in incomplete data storage, software failure, data loss, affecting the complete operation of the system, and the system can not work normally due to technical factors, the user should give timely feedback to the Group Information Management Department.
Thirty-fifth information transmission work should strictly implement various management systems and follow unified technical specifications. The information received should be handled according to the time limit, and the important information sent should be approved by the person in charge of the unit first.
Thirty-sixth users should strictly implement the relevant operating procedures. Informed criticism will be given to the network member units that do not abide by the rules and affect the normal operation of information transmission, and the relevant personnel and leaders will be held accountable.
Thirty-seventh confidential documents shall not enter the system, and shall be handled in accordance with the existing offline circulation mode of official documents. Electronic documents should be sent in strict accordance with the scope of issuing documents, and the approval of the scope of issuing documents is still carried out in accordance with the relevant provisions of the Group's official document management.
Chapter VIII Emergency Treatment
Article 38 If the system breaks down, resulting in the normal exchange of electronic documents and information in the system, it shall promptly notify the Group Information Management Department. The Information Management Department of the Group shall organize relevant units to find out the reasons as soon as possible, troubleshoot and respond within 24 hours.
If the fault is still not eliminated within 24 hours, resulting in abnormal system operation, the information management department of the Group will put forward emergency measures, report to the relevant leaders of the Group at the same time, and notify users to ensure the normal operation of official documents and information exchange.
Article 39 All units should give feedback to the Group Information Management Department in time when they encounter problems in the use of the system, and the Group Information Management Department should organize technicians to deal with them in time.
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