Recommend an open source, free, privately deployable online multi-person collaborative office system?

Recommend an open source, free, privately deployable online multi-person collaborative office system?

When considering choosing an online multi-person collaborative office system, free and open source solutions may seem economical, but in fact there may be some potentialhidden costs< a i=2>, for example, there may be additional expenditures on system maintenance, security, customization requirements, and technical support.

When choosing a system, the enterprise should ensure that the system can adapt to the expansion ofthe scale of the enterprise, especially when multiple people collaborate. Stability directly affects work efficiency and results. In addition, interconnection withexternal partnersis also an important consideration. Whether the system can achieve efficient collaboration and seamless interconnection within and outside the enterprise are all factors that need to be prioritized when choosing a system that suits the needs of the enterprise.

After many attempts, our company finally found the perfect solution - Zero-code platform. Next, I will use the system built by our company to introduce what an excellent office system looks like——

Internal collaboration: improving business processes
External interconnection: cross-organizational collaboration scenarios
Takeprocess approval as an example to introduce how to achieve collaborative office

Online multi-person collaborative office system>>>>https://www.jiandaoyun.com (available immediately (can be built by yourself)

1. Internal collaboration

Internal organization is an organizational structure relative to external organizations such as interconnected organizations, which can achieve business collaboration among internal members of the enterprise.

OA systems can help inimproving work efficiency, promoting collaboration, data management, security and customer service, so many companies All are choosing to use OA systems to improve their business processes and management.

The OA system our company is using has helped solve the digital problems of "people, things, and things". The following is our company's own Template built:

Next, we will take the OA system currently being used by our company as an example to introduce to you how the OA system helps achieve collaborative working within the enterprise.

1. Matter approval - unified management of applications, convenient and simple operation

Contract Approval: Digital contract approval, no need to hold a thick contract document anymore
Overtime application: automatically calculate overtime hours and can also be linked to performance pay
Application for outing: Standardize the business trip process: fill in the reasons and duration of the outing, and submit the application
Report statistics: analyze approval requirements and their processing status, and make delays clear

2. Car management - clear details and clear process

Car use: unified standards, online inquiry, and clear boundaries between internal and external vehicle rentals
Return the vehicle: Return the vehicle immediately with just one click.
Refueling: Establishing a fuel card information database, intelligently converting amounts, and automatically deducting payments from fuel cards
Maintenance: The maintenance process is clear, vehicle inspection/accident registration is fully preset, and can be used with one click.
Report: All vehicle information, use, return, refueling, maintenance, etc. are clearly detailed

3. Expense control management - Submit reports anytime and anywhere, and the bills are clear

Project budget: project evaluation, online registration of project budget, full digital operation
Fee control application: standardize project fee application, fill in online, and process approval in real time
Report statistics: statistical analysis of all budget item details, transparent fee control application processing progress

4. Material management - automatic archiving and flexible calling

Material database: Establish a material information database that is clear and concise; add new items to the database at any time, which is fast and convenient
Procurement: Standardized procurement of materials, inventory quantity can be seen, and you know how much to purchase.
Receipt: Get the requisition association with one click, intelligently calculate the inventory, and collect when the inventory limit is exceeded.
Return: Select relevant materials and return them to the warehouse immediately
Material statistics: Comprehensive monitoring of inventory status and control of material calls

5. Daily and weekly reports - transparent data, tracking progress

Weekly report: Design the content and requirements of the daily report by department, and set it in a targeted manner
Daily: Standardize the summary of work content for the week and the plan for next week, clear and concise
Process to-do: Set daily reminders for daily reports to urge the team to report daily
Summary statistics: Establish a statistical panel to monitor the working hours of each department and the submission of daily and weekly reports

2. External interconnection

The external organizations of enterprise interconnection can realize business collaboration between enterprises, that is, cross-organizational collaboration.

In upstream and downstream management of the supply chain:

As a dealer, you can achieve demand coordination with the upstream purchasing side, order coordination, receipt coordination, quality coordination, and financial coordination with suppliers to improve procurement efficiency.
As a supplier, you can achieve information collaboration, quotation collaboration, order collaboration, delivery collaboration, and financial collaboration with downstream enterprises to improve the supplier's service level.

In the parent-subsidiary scenario:

The person in charge of the subsidiary company can participate in the business processes of the parent company.
The person in charge of the parent company can also participate in the overall planning of the subsidiary company.

The enterprise interconnection function can be applied in various cross-organizational collaboration scenarios. Typical scenarios of departmental cross-organizational collaboration are introduced below for your reference.

Logistics collaboration

The key reasons for the opacity and low efficiency of the traditional logistics bidding process are: the human management of the entire process and the extremely inefficient way of communicating with suppliers a i=2>. Therefore, the core of the solution is to use an electronic system to control the process and automate some inefficient manual management work. At the same time, the suppliers are interconnected into the system so that the suppliers can complete the tasks themselves in the system. The whole bidding process breaks down the communication and collaboration barriers between the bidding and bidding parties, thereby achieving transparent and efficient management, and helping enterprises achieve the goal of reducing costs and increasing efficiency through bidding.

Next, let’s explain this plan in detail:

1. Logistics supplier registration

Logistics suppliers initiate an alternative logistics supplier review application by filling in basic information, and then transfer it to us for review. After passing the review, they can become alternative logistics suppliers.

2. Online bidding and inquiry information release, logistics suppliers online bidding and quotation

The business personnel responsible for shipping/returning can fill in the information of goods with transportation requirements to the shipping/returning transportation inquiry demand library to create a transportation inquiry demand. After creating the demand, you can publish bidding inquiries in batches online at any time with one click. The system will automatically match the appropriate logistics supplier according to the transportation mode and other conditions. After selecting the appropriate logistics supplier and submitting it, the system will automatically send a quotation notification to each logistics supplier. . Logistics suppliers can complete a unified quotation by selecting appropriate cargo transportation requirements and entering price and other relevant information.

3. Online price comparison and price verification

The system automatically summarizes and generates a price comparison list for enterprises to compare and filter, and the data is clear at a glance. The final quotation will be submitted to the internal management for review. Once the review is passed, the logistics bidding will be completed.

4. Online order collaboration

After the bidding is completed, the transportation order can be released online, and then the internal management will review it, the logistics company will receive the order, pick up the goods, and confirm the delivery, etc. to achieve efficient online collaboration with the logistics supplier.

Device management collaboration

Nowadays, many enterprises' equipment is purchased from outside, and outsourcing companies are responsible for subsequent repairs and daily maintenance. However, as the scale of enterprises continues to expand, equipment management has become more and more complex, especially the traditional equipment outsourcing management model, which has increasingly obvious disadvantages.

In the enterprise's traditional outsourced equipment managementrepair/maintenance is not timely,lack of equipment management record system The main reasons for such problems are: The communication method with outsourced repair/maintenance companies is inefficient and the way of recording equipment management records is relatively backward and cumbersome . The key is to achieve efficient communication and collaboration between enterprises and outsourced repair/maintenance companies through an Internet platform, and to achieve systematic and automated precipitation equipment management records, so that the repair/maintenance process can be responded to in a timely manner and relevant personnel can view equipment outsourcing management records and information at any time. The overall operating status helps enterprises effectively improve production efficiency.

Next, we will take a maintenance company as an example to explain this solution in detail:

1. Maintenance company registration

The maintenance company initiates an alternative maintenance company review application by filling in the basic information, and then transfers it to us for review. After passing the review, it can become an alternative maintenance company.

2. Online equipment repair report

The business personnel responsible for equipment maintenance can fill out the equipment repair request form online at any time and initiate the equipment repair request process. After the business manager passes the review, the equipment status can be dynamically changed to pending repair.

Then it is transferred to the maintenance company for order confirmation, dispatch of workers, and maintenance salesmen to fill in the maintenance results and spare parts replacement status. At the same time, it will be synchronized to the equipment file table.

After the maintenance results are submitted, they will be transferred to the maintenance company and us for acceptance and confirmation. The completion of the confirmation is the completion of the entire process of equipment maintenance.

3. Check the overall operating status of the equipment in real time

Equipment managers and corporate management can view the real-time operating status of the equipment at any time through the dashboard and formulate appropriate equipment management plans and production plans. You can also systematically view equipment repair, maintenance and spare parts replacement records through the equipment file table.

Outsourcing order dispatch management

With the continuous expansion of the scale of enterprises, the coverage of business scope is also very wide, so that the after-sales service of many products cannot be handled one by one, so most enterprises will outsource some after-sales orders that cannot be serviced. Let other professional companies handle it. However, in the management process of traditional outsourcing order dispatching, enterprisesdispatch management methodsare relatively backward, and outsourcing companiescannot Respond promptlyto receive orders. At the same time,complicated data are mostly relied on manual input and statistics, and many information modules are not connected. Resulting in very low management efficiency.

The main reasons for the problem are:The communication and collaboration methods between enterprises and outsourcing companies and the data accumulation methods in the collaboration process are backward and inefficient. The key to solving these problems is to use an electronic system to control the labor dispatch process, conduct efficient communication and collaboration with the outsourcing company through this system, and achieve systematic data precipitation and transparency. It allows enterprises to view the processing progress of outsourcing orders in real time and automate some manual statistical entry work, thereby helping enterprises to effectively improve the efficiency of outsourcing order dispatch management.

Next, we will explain this plan in detail:

1. Outsourcing company registration

The outsourcing company initiates an application for review by an alternative outsourcing company by filling in basic information, and then transfers it to us for review. After passing the review, it can become an alternative outsourcing company.

2. Create outsourcing requirements and release outsourcing orders

The salesperson responsible for the outsourcing order enters the basic information of the relevant outsourcing requirements and then matches the order with the appropriate outsourcing company according to the product type, demand type, and demand area, thus creating an outsourcing demand. The person in charge of subsequent outsourcing orders can formulate the amount to be paid to the outsourcing company based on the demand information in the outsourcing demand database and submit it to issue the outsourcing order, which will then be transferred to the management for review, the outsourcing company's order confirmation, and labor dispatch, etc. The company can do so anytime, anywhere View process progress.

3.Financial collaboration

In addition, enterprises and outsourcing companies can initiate reconciliation, invoice entry, payment and other operations at any time. Information such as reconciliation, invoices issued, and payments can be dynamically viewed at any time through the dashboard, which can effectively avoid conflicts between enterprises and outsourcing companies.

3. Process Approval

How to implement the approval process in Jiandao Cloud

Internal Process

1. Process design

Process design is the entire setting process of the process, including the design methods and setting rules of various nodes and attributes in the process setting.

Initial interface:When entering the process design interface for the first time, a simple process will be automatically established by default, including the following three operation areas

Add nodes:In more complex processes, the initial state flow chart cannot meet business needs, and nodes need to be added and modified manually. Nodes can be added in the following two ways - Drag the node on the toolbar to the design area and place it freely at the specified location; you can also add various types of process nodes to existing nodes by dragging connecting lines or clicking the add button

2. Level-by-level approval

That is, after the initiator submits the process, within a process node, the approval process starts from the initiator's direct supervisor and goes up to the approval end point.

In the following scenarios, step-by-step approval can be used to implement complex approval processes and reduce node redundancy:

During the resignation approval process, after an employee initiates a resignation application, it must be approved by the team leader, department head, and team leader in turn;
During contract approval, after a member initiates the approval process, it must be approved by the sales team leader, provincial/regional sales manager, sales director and other responsible persons in turn;
In the review and approval of enterprise system reform, after the applicant submits the process, it must be reviewed and approved by the most senior department manager of the enterprise.

If the step-by-step approval is set to "Initiator's Level 3 Department Supervisor" in the "Approval" node, then after the initiator submits, it will be transferred to A, B, and C in the "Approval" node for process approval:

3. Approval opinions

Approval opinions are comments made by the node leader on the approval process.

Text comments: simple comments on approval comments
Handwritten signature: A more formal signature of opinions (Note: Handwritten signatures are not legally binding yet)

external process

External members can freely choose to initiate the process on PC or mobile.

1. Initiate the process

Initiated at the workbench

Members of external organizations can directly click "Initiate New Process" in the process on the workbench to initiate the process. As shown below:

Initiated in external application

Members of the external organization can initiate the device repair process by accessing the external application. As shown below:

2. Process approval

Approval at the workbench

When the contact person of an external organization logs in to his or her own company, he or she can handle the process in the "My To-Do" section of the workbench. As shown below:

Approval in external applications

You can also select a specific enterprise in the external application and enter the approval process of the application that requires approval. As shown below:

Process case

1. Internal: collaboration between business trip/purchase/project process and reimbursement process

There is a need for collaboration between processes within the enterprise, such as the collaboration between the business trip process & procurement process and the reimbursement process, the collaboration between product quality inspection and product rework, and the collaboration between the return process and the warehouse entry and exit process.

For users:

In the past: before a business trip, a business trip application would be submitted. After the business trip was completed, the reimbursement application would be entered manually through the reimbursement process.
Now: Automatic initiation of reimbursement requests is possible with the help of sub-processes.

For builders:

In the past: processes involving reimbursement, such as business trips, procurement, projects, etc., had to repeatedly configure multiple nodes and fields involved in the reimbursement process, which undoubtedly increased many unnecessary costs.
Now: You only need to complete the configuration of the expense reimbursement process once through the sub-process, and you can easily collaborate with the expense reimbursement process in other related processes.

2. Digital management of the entire bidding process

In the past, bidding and bidding management has always been a major problem in enterprise management. Every bidding and bidding required various phone calls to notify suppliers, hold offline bidding meetings, and send various Excel files, etc., which was very inefficient; and the management process was not transparent. , and the risk of unfair bidding.

LaterBased on the enterprise interconnection function of JDY, online collaboration capabilities with external enterprises were opened up, thereby realizing supplier warehousing review , digital management of the entire bidding process including bid invitation, bidding, Q&A, bid evaluation, bid opening, bid winning notification, and contract signing.

Supplier entry:Establish connections with potential suppliers through enterprise interconnection and review corresponding qualifications
Automatic bid invitation:Automatically notify suppliers through WeChat official account, SMS and other channels when inviting bids
Online bidding:Suppliers can log in to the system to view the bids they can participate in and initiate a bid
Tender Q&A:The supplier initiates Q&A, the bidding team receives and responds in real time, and automatically copies the reply to the supplier
Online bid evaluation: Implement bid evaluation online and automatically calculate scores based on the bid evaluation model
Online bid opening:The bid opening notice is automatically sent to the suppliers participating in the bid evaluation, and the bid evaluation report is automatically generated
Online signing:The winning bidder automatically receives the bid winning notification and can print the winning contract online

If our supplier management system were to be built by a software vendor, it would cost at least more than 2 million yuan.JDY only requires more than 10,000 yuan, and the construction efficiency is high, and the later maintenance is very difficult. convenient. Especially the enterprise interconnection function allows suppliers to truly participate in the entire business process, realizes collaborative management of the entire supplier life cycle, and maximizes supplier management efficiency.

Currently, we use this system to efficiently manage more than 500 suppliers. What used to be done by five people can now be done by one person.

Build a real project management platform, symbiotic and win-win, and bring cooperation into a new era of Internet.

That’s all, I hope it helps.