Современные информационные технологии/Компьютерная  инженерия

Abirov Zh.A., Abeuov D.E., Dara A.S., Kurmanov B.K.,

Sakanova Zh.E., Umirbekova B.K.

Almaty University of Power Engineering &Telecommunications

Kazakh-British Technical University, Kazakhstan

Investigation of Electronic Document Management System of Enterprise Using Simulation Modelling

Introduction. In the basis of a successful business of every company lays accurate and timely management decision-making, flexible response to changing market conditions or conditions in the enterprise. Continuing growth of information, needed for decision-making results to the problem, goes to the situation where we have to receive, process and store in larger quantities than before. The quality of functioning of document management system (DMS) is largely determined by the degree of efficiency of submission documents. Generally Timely submission of documents for managers at several of decision-making levels determines the efficiency of the enterprise. Timeliness of data submission for decision-making processes and efficiency of information in a large extent depends on the technology of transforming information in DMS, on the extent of rational work distribution between the staff involved in document processing, on the efficiency of used electronic resources (software, memory, speed performance of communicative and electronic resources, etc.).

Relevance of the work is that the effectiveness of management of the organization depends on the correct problem solving operational and quality formation documents (including electronic), on the monitoring of their performance, and also on elaborated system of storing, searching and using. Application of the simulation modeling apparatus for solving of considered problem allows getting qualitative and quantitative assessment of possible effects of decisions on the organization of DMS. Usage of modern simulation modeling software automates the process of creating a model of DMS through the use of different components, of which the model is built, and also through the organization of interactive simulations with the model.

The novelty of this work is in the fact that in solving the problem of optimization of document management is proposed to use the apparatus of simulation modeling. It is proposed the usage of GPSS World simulation system [1] for forming model of DMS. The main advantage of GPSS World simulation system [1] is the ability to reproduce real processes with arbitrary precision.

Results. Technological processes of document management systems can be represented as a network of multichannel queuing systems (MQS). At this case individual objects in a processing chain of document processing (technical facilities, human resources) can be represented as a MQS with queues.

In order to illustrate the proposed approach, consider a specific example. For simplicity let assume that only employees of enterprise can be objects of the system. In general, as noted above, technical facilities can also be objects. However, the duration of the processing and transmission of documents by electronic tools is incomparably smaller than the handling duration or preparation of the document by a man.

Suppose that in some department of the company is circulating 7 documents (see Figure 1), 5 of them come from outside and are processed in the department, and two (Documents 3 and 7, Table 1) – is created in this department. Document 6 is for internal use, the remaining documents are transferred to other departments.

An interval between the receiving the documents in department, the length of document processing and the complexity of the document creation are assumed by random variables distributed exponentially (exponential distribution). Average values of these variables are shown in Table 1. Let us introduce the element of randomness in the route of documents. Let us suppose that depending on the content of document 5, after processing by object 8, it is being sent to object 9 with probability Р9=0.7 or it is being sent to object 10 with probability Р9=0.3. Document 2 after processing by object 7 is copied and transmitted simultaneously to 2 objects (6 and 8). Also let us assume that document 7 is formed on the basis of consolidation of input data coming with average interval of 10 minutes (see Table 1), and is formed as a result of eight joint processing portions of these data (see Figure 1).

The corresponding to the example MQS network is shown in Figure 2. On the basis of the example was developed GPSS program of DMS functioning of the considered department.

As it seen in Table 2 (1st experiment), document 4 is in the department for quite some time: about 3.5 hours. One reason for this is workload of the object 2: 78.5% (see Table 3).

Table 1 - Initial data for modelling

Document Number	Average interval of receiving, min	Average complexity of processing, min	Average complexity of creation, min
1	80	30
2	120	20
3	80	25	40
4	120	45
5	48	12
6	120	30
7	10	15	35

Table 2 - Average staying time of documents in the department, sec

Document number	1	2	3	4	5	6	7
1^st experiment	3891	4010	6899	12314	2139	1891	6653
2^nd experiment	3420	4297	7466	6189	2812	2374	6614
3^rd experiment	3397	4402	7466	6898	5367	2374	6604

Table 3 - Average workload of the objects, %

Object Number	1	2	3	4	5	6	7	8	9	10
1^st experiment	30.8	78.5	31.6	24.7	56.5	41.2	29.1	14.8	52.8	25.5
2^nd experiment	30.8	68.5	18.6	24.1	39.7	34.8	29.1	15.1	43.4	19.1
3^rd experiment	49.3	22.8	18.6	36.0	44.7	32.8	8.5	61.0	39.5	14.2

Now let's see how things will change if we assume that with the function of the object 2 will deal two objects. During the 2nd experiment the object 2 is represented as two-channel device.

As it can be seen, elapsed time of document 4 in the department 4 is reduced from 12314 s to 6189 s, i.e. from 3.42 hours to 1.71 hours. Comparing the results of experiments 1 and 2, we notice some changes of workload and timing of other objects and documents.

Finally, let’s see to the results of the third experiment. The results of the first experiment shows that the most unloaded is object 8. Let us pass a commitment to process document 4 from object 2 to object 8 and repeat experiment. Comparing the results of experiments 1 and 3, we notice that the workload of object 2 is reduced; however the workload of object 8 is increased.

Conclusion. Application of the simulation modeling apparatus allows analysis of existing (DMS) technology, and considers other alternative options for processing of documents in order to develop of recommendation to improve the existing technology.

References:

1. GPSS World Tutorial Manual. Copyright Minuteman Software. Holly Springs, NC, U.S.A. 2001.