E-Filing Cabinet: Case Study for the virtual and green office

Size: px

Start display at page:

Download "E-Filing Cabinet: Case Study for the virtual and green office"

Jean Ramsey
5 years ago
Views:

it demands the investment of a lot of resources and a special competency in basic information technology for those who want to be successful in their duties.

1 E-Filing Cabinet: Case Study for the virtual and green office Keywords: Information Systems and Education Mrs. Areerat Chutigarnpanich And Mr. WAESMAE SAAH Internal Audit Office, Chulalongkorn University 254 Phyathai Road, Patumwan, Bangkok 10330, Thailand ABSTRACT We all know that information technology is very helpful in our work life but it demands the investment of a lot of resources and a special competency in basic information technology for those who want to be successful in their duties. Such knowledge will help the operator to develop applications, no matter how small, which will clearly benefit the business operation and contribute to the pool of ideas among IT professionals concerning integration with the main applications of a business and communicate these ideas to the management of the information system strategy. SPECIFICATIONS Then the structure of E-Filing Cabinet is in 4 categories: Fund Management, Budget, Human Recourse, Course Syllabus Under 4 categories there is law, regulation which due to. And the file web link show in the picture below: INTRODUCTION Every day at the Internal Audit office our judgment depends on compliance with and the regulation of the terms of engagement, especially when we find that time is suddenly limited time for contacting consultancy services. Such regulation gives the assurance of support to the services involved in the financial report, who would otherwise require regulation sheets to be processed to every one in the office.these sheets allow for multi filling in each cabinet of each member of staff. That is the history of the E-Filing Cabinet. This paper wishes to advise all offices of the concept of green office and on how to use the application and provides comprehensive guide lines on its installation. And under compliance folder there are 2 types of file, file table of content and file of scan document. Management system by add or deleted the document and maintain table of content for update the information day to day. In main menu has guide line for maintenance the system which can learn when the user has any problem show in picture.

Management Document file Starting scan the document and transfer in form of PDF after that set it in order one document word file should have not more than 20 PDF page.

The method to set the content page has show as First Step Open document file and set the cursor at first page of document file after that go to menu Insert >File of Ms word see the + F11 for opening

of the document. When the program shows as above then click the right mouse at the top of word as you want to be communicated the document that keep in the cabinet.

After that get the mouse double click on the word This document, the program will prompt the space for record the content matter of the document that user want to communicated and copy the code of

On this step all button will work after this we will link each page of document with the special topic so that it is very convenient when choose the topic and so easy to go up of the page.

2 Management Document file Starting scan the document and transfer in form of PDF after that set it in order one document word file should have not more than 20 PDF page. Then set the content page at the page title. The method to set the content page has show as First Step Open document file and set the cursor at first page of document file after that go to menu Insert >File of Ms word see the + F11 for opening the Microsoft Visual Basic program see the And use the mouse click at the content file for marking and mouse click at Insert menu then we will get the document show the content no page at first page of the document. When the program shows as above then click the right mouse at the top of word as you want to be communicated the document that keep in the cabinet. And choose Update Field when the message pops up click the Update entire table and OK. After that get the mouse double click on the word This document, the program will prompt the space for record the content matter of the document that user want to communicated and copy the code of content that has open in file notepad and press that code on the space of Microsoft Visual Basic and click safe button and suddenly close Microsoft Visual Basic program. On this step all button will work after this we will link each page of document with the special topic so that it is very convenient when choose the topic and so easy to go up of the page. The third step to link the matter and go up the page that has assigned. By copy or cut the matter that want to referent on the page which is the title of Table of content page of that document has line on by click link on first content and link it every matter. The security to protect and edit fife which had keep in E- File-Cabinet Go to menu bar of Ms-Word tools>document Protect, the program will show as Then you will get the content of the document after that go to second step. On the Second Step The user will find out that when they click any button they did not work because under those button has code of order the user should open file Code of content Notepad with save in somewhere of desktop. Go to document file which you want to manage the system and close all file word then press Alt Check the right mark in Allow only this the

When choose yes the program will prompt the window for record the password to protect the document and choose OK see

Cabinet save in folder of document type as said before.

that column, this form has two columns, first column use for recording the title which has the same content from the

For confident that is the same word you can copy from the document file and press it in the blank line and remove the

Suggestion, rename the file to consistent with the type or group of document and set the number of file in the group

Method to setting the table of content file for link to sub folder has two steps as said First Step copy Table of

3 When choose yes the program will prompt the window for record the password to protect the document and choose OK see the picture on After manage the document file already then get the document file that want to keep it in E-File Cabinet save in folder of document type as said before. The second step fills the matter of the document in the blank form as show in the picture above and set Hyperlink in that column, this form has two columns, first column use for recording the title which has the same content from the document file that had done already. For confident that is the same word you can copy from the document file and press it in the blank line and remove the surplus word left it only title, date. Suggestion, rename the file to consistent with the type or group of document and set the number of file in the group such as 1.1.1, etc. Method to setting the table of content file for link to sub folder has two steps as said First Step copy Table of content file-tem to related folder and rename content file see the Suddenly press the word please notify the option word that Keep Text Only After manage first column already let go to the second column will record the name of file that keep in E-File-Cabinet. Set Hyperlink to file that had managed by click right mouse and choose Hyperlink see the picture no. The window will prompt for insert hyperlink see And open that file it will show in the picture

4 Then choose the file that want to link from block Look in: and click ok button see the picture next page. How to use E-Filing Cabinet (EFC) After the document has been manage in the system, user who wants to review the system for finding the target document can access the system in 3 way are query the system at server,the second query the system at their terminal and when they work at the field they can use Notebook link pass network of University to connect the office server to find the document that make the auditor empower meanwhile consulting to the engagement.by Using the Menu path Start>Click Run in put the number of server that install the system. Double Click at Icon EFC The massage :Welcome to E-Filing will prompt at the monitor, the click the letter E then the user has go in the system which will show the content type in three group are Group 1 Document from The Comptroller General s Department Group 2 Document from Chulalongkorn University Group 3 Meeting report In each group have many folders in Main folder will has sub folder which rerated which the group. Example for: Group 1 Document from The Comptroller General s Department Human resource management 1.02 Person contract in Continuing Education 1.03 House rent welfare 1.04 Budget 1.05 GFMIS 1.06 Health Care Group 2 Document from Chulalongkorn University have the master data and profile of Faculty and Institute of Chulalongkorn University. And keep the document in Curriculum, Budget, Fund and Human resource. Information under that category will have regulation, and guideline. After get in the system, go to the Business Unit and folder that the user wants to find the document. Example the user want to find the document with has content: The personnel who has resign in 2009.This document in volt with Human resource and order then user use mouse click on the fold in group 2 Chulalongkorn University and choose folder no. 3 Personnel Management and click at folder no 3.1 Order. Then user will find the table of content and folder of document file the document which keep in each file that has managed the name and matter of document in table of content and running number of the document. Double click on the target file the window will pop up: Disable Macros, Enable Macros then click at Enable Macros, the user will get the detail of content file which show the name, date, file name and running of document depend on the date that order has announce and there are the block contain the date that document has expired by other order. That helping user understands the history of the regulation. After find the target of content then mouse click at that number of content document the user will get document. In case target document has many page the user can use search in navigate on the document content by special word until found the target message which can copy to the recommendation on the audit report by use Snapshot Tool crop the tar get message and paste it in the page of report document by press right mouse that the program will serve the user.and the other can use the menu Select Image and mouse navigate on the matter that user want to copy and click at copy and press it in the page of report document by press right mouse that the program will prompt the window which has the menu choose the paste then user can get the matter that they want to referent in the report. Otherwise if the user wants to print they can use the menu print.

5 CONCLUSIONS If this application has more develop in database and tools to facilitate the user more user-friendly it will be very powerful in an environment of green and virtual office in economy budget. Reference 1. How to optimize Web Server Performance in Windows 2000, 2. VBA Functions Online References, rence.php?expand=vbafn 3. JavaScript Tree Menu, 4. Microsoft Office, 5. Allen Wyatt s Word Tips,

TRAINER MOODLE QUICK GUIDE

TRAINER MOODLE QUICK GUIDE Update 2-2018 Maine Roads to Quality Professional Development Network PO Box 9300, 34 Bedford Street, Portland, ME 04104 1-888-900-0055 www.muskie.usm.maine.edu/maineroads Table