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Automated information subsystem
“Monitoring every stage of contract completion”
Certificate of State Registration
of the Intellectual Property Object No 064 of 31.03.2004
Purpose:
The subsystem has been designed to be used in the National Bank of the Republic of Kazakhstan
The subsystem deals with contracts made between organizations and individuals. The subsystem automates the process of contract execution between interested parties using samples of contracts, the process of controlling the fulfillment of obligations of contracts and terms of their execution, as well as the process of following payments of obligations when they are due, which is covered by agreement. The subsystem is intended to create centralized base of contracts. Electronic base of contracts enables relevant personnel to work with electronic versions of contract texts.
Configuration:
The subsystem is a complex of interrelated Lotus Notes databases and consists of the following modules:
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“Administration and settings of the subsystem” module;
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“Managing directories” Module;
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“Document approval” module;
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“Contract registration” module;
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“Monitoring the contract execution” module;
Ergonomics and aesthetics:
The software ergonomic solutions ensure convenience and efficiency for the users. Regulatory and reference data are formed in all cases where it is possible to unify data and replace manual entry with selection of value from the list offered by the subsystem applications.
Architecture:
It is a client-server architecture that enables working in the local network using the TCP/IP protocol.
“Administration and settings of the subsystem” enables the user:
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to set operational standards of the subsystem;
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to appoint users’ access rights to the data and functions of the subsystem;
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to block users;
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to set flow parameters of archivation;
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to implement archivation operations;
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implement backup copying.
”Managing directories” Module enables the user:
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to create and manage directories used by users while entering and editing data in the documents of the subsystem;
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to search for data in directories.
“Document approval” Module enables the user:
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to register document proposals (contracts, Auxiliary contracts, reports, etc.);
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to set procedural parameters of approval (simultaneous or continuous);
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to determine a list of reviewers or to choose a course of approval;
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to send documents for approval;
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to send and receive notifications about facts while approving;
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to control sum of contracts according to the budget items;
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to formulate and send reviews of documents;
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to register responds of reviewers;
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to generate an approval list containing a list of reviewers and their reviews.
”Contract registration” Module enables the user:
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to register documents (contracts, Auxiliary agreements, reports, etc.);
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to enter basic requirements of contracts (common for any type of contracts);
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to scan and attach icons of the document to electronic card.
”Monitoring contract stage completion” Module enables the user:
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to enter and to examine information of contracts, exactly: to examine basic requirements of contracts, to enter and to examine Auxiliary requirements of contracts, to enter and to examine information about contract stages. (For instance: payments, completion of works, acceptance on balance);
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to attach and to examine icons of documents that are associated with a contract (act, report, invoice, etc.);
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to make warnings about upcoming deadlines of contracts;
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to examine history of changes of contracts;
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to monitor contracts in terms of performance;
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to search contracts by attributes;
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to generate and to print out output forms at the user’s request;
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to review contracts transferred to the archive of the system;
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to import data about conducted bookkeeping entries;
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to control bookkeeping entries of contracts.
Hardware requirements:
Server parameters:
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Processor |
Pentium Pro 200 ÌHz or higher |
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RAM |
4 GB |
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Free disk space |
2*40 GB HDD |
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Operating system |
Microsoft Windows
NT/2000/XP |
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Database |
Server Lotus Notes Domino R5 |
Workstation parameters:
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Processor |
Pentium 133 ÌHz or higher |
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RAM |
64 ÌB |
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Free disk space |
500 Mb |
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Operating system |
Microsoft Windows
NT/2000/XP |
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Client |
Client Lotus Notes Domino R5 |
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Microsoft Office 97/2000 |
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Supporting software:
In order to work in the subsystem it is necessary to use Server/Client Lotus Notes Domino R 5 software, Microsoft Excel 97/2000, Word 97/2000.
Information security:
is maintained by means of the Server Lotus Notes Domino R5 software and “Administration and settings of the subsystem” module. The following functions are realized in the subsystem: authorization of users by assigning ID-files to them, restriction of the user access rights to the data and functions of the subsystem and Auxiliary authentication while logging into the subsystem.
Standard package:
It includes a compact disk containing the software and a manual in the Russian language.
Installation terms:
Installation and training of users will take at least a month.
Technical Support:
Warranty technical support (during six months after commissioning) and after-warranty support (at the customer’s wish based on the contractual agreement). The following services are provided within the framework of technical support:
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Correction of program errors identified during the process of software exploitation;
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Consulting services for the customers concerning application of the software;
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Delivery of the updated software;
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Consulting services in the event of substandard situations.
Customization:
Customization is possible (subject to the Auxiliary discussion).
Currently the system is operating in:
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The State enterprise “The National Bank of the Republic of Kazakhstan”.
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