Planning of integration for a business information system and an electronic document management system

Miha Boh (2012) Planning of integration for a business information system and an electronic document management system. EngD thesis.

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Abstract

Today’s companies are increasingly dependent on IT support, because in order to achieve a competitive advantage, they need accurate information available in real-time. A large part of that information comes into a company on paper, but such hard copies are impractical for further handling. Considering all this, the best solution is an electronic document management system, which, to achieve optimal efficiency, has to be seamlessly integrated with other parts of business information systems. An electronic document management system provides rapid access to documents, improves their usefulness for analytical purposes and security. This thesis presents the development project of installing an electronic document management system in business information system. Project Pekarna Pečjak has been selected for a case study of integrating electronic document management system and integrated business information system. Development started with analysis of current management of documents and its interaction with the information system. After interviews and a review of documentation, a development plan was made. In the planning process I classified documents according to their origin into three groups – output, input and internal documents. By way of analysis, all of these documents now have subtypes that are implemented in the new system. For development planning I used System Architect and TOGAF framework and development methods. BPMN diagrams were made for all document types to help better understand business processes in which those documents are included. I have defined these processes with use of case diagrams. I used data flow diagrams to show data flows between an electronic document management system and integrated business information system. For each document type I defined its attributes and access rights for different user groups. In the second part of the planning I defined the integration parameters between the two systems. I identified points of connection and defined a connection method. Security plans were made, and infrastructure, necessary for successful implementation of the project, has been modernized. The design of the project was partly made in context of this thesis, but final integration was carried out by companies Adacta and EBA, which set up web services and data view. The testing of the system was simultaneous with it’s implementation. Introduction of electronic document management system was divided into three phases. In the end I evaluated the electronic document management system and this project as a whole. It turns out that the implementation of electronic document management system yields improved, rationalized and more transparent business processes. Even greater added value is achieved by integration of electronic document management system and integrated business information system – that way we can link different types of information together and supply management with information they need to make sound business decisions.

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