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Ways of increase of efficiency of performance of design works
Research and developmental work (research and development) can be carried to innovative activity which in many respects defines strategy of development of the organisation performing design works, and is the basic engine of economic growth. It is a difficult complex of organizational, technical, technological, resource actions at which decisions frequently are accepted in the conditions of dynamically changing external and internal environment of the design organisation.

Effectively to operate a considerable quantity of joint design works within the limits of performance of projects “turnkey” in parallel current processes, it is necessary to consider and supervise simultaneously hundreds indicators, each of which shares on tens components. Using only administrative, organizational methods, a management problem in such kind of activity as research and developmental workings out, not to solve. Occurrence of unforeseen problems of technical character, necessity of redistribution of resources, occurrence of new market possibilities demand support of modern flexible IT-tools.

The modern decision – the research and development Galaxy, intended for management of orders for performance of the works, including contracts with customers, counterparts-subcontractors and works of internal divisions of the organisation performing design works. The decision is addressed research and to project institutes, design office and to the organisations which are carrying out design and exploration work.

The research and development galaxy supports performance of specific problems of research and development: management of orders, contracts, payments, the account of labour input of works, formation of fund of a payment of divisions and its distribution to employees, planning of economic indicators and the general analysis of activity of the organisation performing design works. This decision allows to automate functions of department of contracts, economical department, accounts department, heads of the centers of financial responsibility, heads of projects. It is necessary to underline that possibility of the organisation of the design account and efficient control a portfolio of orders cause serious interest from outside heads of the organisations performing design works who together with the decision receive the tool for planning, the control and the analysis of contractual activity. The decision on management of orders for research and development is constructed on the basis of system Galaxy ERP. The functional architecture of the decision includes the module Management of research and development and connected with it on business process other modules of system.

Functional architecture of the decision a research and development Galaxy
Functional architecture of the decision a research and development Galaxy


The general list of business processes which can be optimised by automation by means of the decision a research and development Galaxy:
- calculation of planned economic indicators;
- conducting magazine of orders;
- conducting contracts with customers and their classification;
- conducting contracts with counterparts;
- formation of estimates of expenses under orders;
- updating of estimates of expenses in the course of order execution;
- the account of actual expenses under orders, stages of orders and articles of expenses;
- formation of executive estimates under orders;
- distribution of payments of customers to orders and executors of works;
- planning of economic indicators of activity the next year;
- the control of achievement of economic indicators within a fiscal year;
- formation of fund of a payment of the centers of financial responsibility in a cut of subjects of research and development;
- charge of a payment of employees on subjects of works;
- preparation of the analytical and help reporting;

Carrying investigation of the organisations performing design works, as a rule, we find out attempts of scrappy automation of processes. One system is applied to accounts department, another – for contracts. Thus systems are not compatible with each other, do not consider legislation changes. To update their own forces – there are no experts. Also there comes the moment, when the design organisation “outgrows” the introduced systems when for development construction of a uniform information field is required. At this stage the organisation performing design works, often address for the help from outside.

The research and development galaxy allows to conduct a uniform database of the organisation performing design works, under orders and contracts. In an order card all documents ever created or registered in system in the course of work with the order are visible: contracts, additional agreements, certificates, unprofitable, accounts on payment, payment commissions, certificates of clearing, the invoice that allows to supervise easily a condition of works by request. The log-book of orders is adapted directly under research and development activity. With the order the contract can be connected with the customer and some contracts with counterparts. The system classifies orders by activity kinds, research and development directions, themes of works, groups of customers and other signs. The hierarchical grouping of stages of orders is supported. With an order stage some stages of contracts can be connected with counterparts.

The orders opened for performance of works on the basic design organisation, and also orders for internal economic works and investment projects are allocated. It allows to divide responsibility of department of contracts and economical department for conducting documents in system.

The system a research and development Galaxy supports various control devices of execution of orders. It is the control works to the customer depending on signing of certificates of counterparts; the control of calculations with counterparts depending on receipt of payments from customers; the control of completeness of payments of customers over the performed works; storage of history of change of statuses of contracts and the change reasons; a data storage about the users who were carrying out updating of documents.

Routine operations of the administrative personnel on preparation and processing of documents are automated. The system provides program formation of one documents on the basis of others. For example, the automated formation of the following chain of documents with inheritance of the data is supported: the order – the contract with the customer – the contract planned schedule – certificates of delivery-taking-over of works – accounts to the customer on payment of works – payment requirements.

Management of access rights of officials to system documents, regulation of the rights of users on creation, the statement and viewing of documents is provided. For example, the project head has access only to the orders, the head of division has access on viewing of orders of the division, but cannot edit them. Editing and removal of the documents translated in the status executed Is forbidden. Data input duplication is excluded. That the system fixes all actions of users on input and change of the information in a database, enhances the responsibility the administrative personnel for quality and efficiency of processing of the information.

In application of system of the Galaxy in research and development activity there is a prominent aspect which obviously involves customers more the than the others – economic. “ a research and development galaxy ” conducts accurate planning and the account of expenses therefore it is possible to minimise the expense of means, warning overpayments and the over-expenditure of means. For example, the estimate by request pays off at a precontract stage of preparation of the contract with the customer and joins in the plan of incomes and expenses of the organisation performing design works, after the contract conclusion. During performance of works the control of the suffered actual expenses taking into account limits under articles of the estimate of the order is conducted. Distribution of the suffered expenses from one orders for others or from one stages of the order for others is provided.

Besides, the research and development Galaxy keeps account labour inputs of own works. Calculation of estimates of expenses under orders is made, proceeding from the planned labour input of works of divisions-executors. Funds of a payment of divisions-executors of works are formed on the basis of estimates of orders.

In the thematic sheet of division for accounting month on each worker its spent labour input and a payment in a cut of orders, stages of orders and kinds of payments is shown. Monitoring of current processes allows to redistribute expenditures of labour of workers from one orders for others by formation of certificates of carrying over of expenditures of labour.

The operative analysis of economic and financial results of activity – outwardly the most obvious benefit to a management of the organisation performing design works, from use of the decision a research and development Galaxy. Summary analytical documents are formed in system by processing of great volume of the information formed in different divisions of management personnel by the design organisation.

Analytical indicators are grouped in the orders, leading divisions, divisions-executors, quarters of year, own works, works of counterparts. And the execution control can be made up to a daily condition under the current orders of the organisation performing design works. Heads can operatively supervise budget, accepted by the customer and the paid amounts of works, accepted and the paid amounts of works of counterparts, critical on terms and the delayed stages of works, receivables and creditor debts under orders.

Application of the decision a research and development Galaxy gives the chance research and to project institutes, design office and to the organisations which are carrying out design and exploration work:
- to receive the flexible IT-tool of support of acceptance of administrative decisions in the conditions of dynamically changing external and internal environment of the organisation;
- to organise an effective control system of contractual activity;
- to raise speed and quality of planning of orders and contracts;
- operatively to supervise a condition of execution of orders;
- to enhance the responsibility the administrative personnel for quality and efficiency of processing of the information;
- to lower labour input of preparation and processing of documents, to exclude data input duplication;
- to raise quality and efficiency of the analysis of results of activity of the organisation performing design works.

Sources:
1. Yeremeyev I. How to improve the management of research and development work [http://www.mashportal.ru/solutions_development-15743.aspx]
2. Open Company “New Atlant” the official representative of corporation “Galaxy” [http://www.galaktika-vl.ru/opportunities.php]

The author: Челябэнергопроект
Date: 03/23/2010

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