In the departments of the Institute

About the new services of the Institute

At one of the meetings of the Communications Strategy Coordinating Group, plans for the development of digital services at JINR were discussed. The relevance of their development is obvious: simplicity, speed, cost-effectiveness of paperwork in comparison with the old methods of walking around the offices, standing in lines, erroneous actions to collect signatures. Legislation does not allow the introduction of a complete electronic process - some accounting operations still require paper versions with visas and seals. Another difficulty is the large number of departments involved, which already have procedures for passing documents and certain requirements for their execution. The basic principle of developing electronic services for employees is to supplement the current capabilities and not to replace them all at once. In other words, if it is more familiar and convenient for an employee to carry and endorse documents himself, then so be it. For those who value their working time and easily manage services in digital form, the new system is more suitable.

Mikhail Petrovich Vasiliev, Head of Development of Digital Services Department (DDSD), spoke about the implementation of projects:

"The department was established in 2021, during this period our work has been more focused on procurement activities - the preparation and adoption of new regulatory documents, the description of processes in accordance with modern standards for their subsequent digitalization. In July, JINR Directorate set the task of preparing and launching new digital services. Meetings have been held with representatives of various departments and services of the Institute, a list of such services was determined. Moreover, Meshcheryakov Laboratory of Information Technologies is also involved in this work. The services that are developed by our department are based on the administrative processes of the Institute and are mainly offered by central services. The JINR Accounts Department has played the basic role, it will also participate in many services as an "owner", later I will try to explain it with a specific example. Service is an administrative function that will be implemented using information systems. And this or that department will be responsible for this. For instance: if we wish to digitalize the process of providing employees with a 2-NDFL certificate, then not our department, but the JINR Accounts Department will be responsible for preparing the certificate and the reliability of the information in it.

The description of the catalogue of digital services is in the format of the so-called service passports. The passport is a description of the service, the departments involved and the list of information systems that will be used for its functioning. The basic units of the passport when describing the service are the user path and a schematic description of the processes in a language that is accessible to both users, and the responsible, and the developers. In total, at present, we consider 6-7 services."

Aleksey Viktorovich Sheiko, Head of the Department for Support and Development of Digital Services of DDSD, spoke in detail about the services and the system on which they are going to work today.

"Distributing such services at the Institute is quite difficult," A.V.Sheiko noted. "Advertising, information boards, mailings are often ignored by employees. When last year we launched the Electronic Receipts Distribution service, information about it was distributed according to the word of mouth principle. In the first month or two we had few users, later the shaft went. Today, more than three thousand employees use the service of electronic receipts and basically all new employees immediately subscribe to it.

So here, we meant that we would make services, for some time they would be unclaimed, but gradually information about them would be public. Our second expectation is that the services will inform about themselves. For instance, an event will occur, about which the service will have to notify the employee by e-mail and following the link he will see the shared catalogue. An internal portal will be designed, where depending on the role and identification of the employee certain services will be available to him."

Further, Aleksey Viktorovich spoke in more detail about each server.

Business trip. This service is a tool for communication between a business traveler and all central services. There are two parallel unrelated processes going on here. The first is creating a personal account, where an employee, firstly, can apply for a business trip and the second that was missing before, is to track all stages of approval. The second process is change-over of the ISTC agreement into the electronic plane. Today, only economists agree in electronic form, but we expect the whole process to take place electronically.

The only moment that depends on the legislation is the transition to the paper plane at the stage of signing. When the business trip is fully agreed in electronic form, the person responsible for the ISTC in the structural unit will need to print and pass to the employee to sign the document that he agrees with all the conditions and guarantees, as well as to the head of the department. That is, if today it is necessary to put 8-9 "live" signatures on a travel certificate, then only two of them will remain. And then this document should be uploaded to the electronic plane for further passage. The service will allow an employee to submit an application, track all stages of its approval, receive an invitation from central services regarding the purchase of tickets, order vehicles, receive reminders and help report. Key tasks: the first is to transfer the document flow to the electronic plane; and the second is for the employee to minimize visits to central services, receive documents, so that registration and reporting can take place at the workplace, be as fast and convenient as possible.

A trip ticket to the "Dubna" SPA and Resort Hotel". About a thousand JINR staff members visit the Hotel in Alushta every year. The process of booking and redemption of trip tickets is quite complicated. At the request of several laboratories, we began to develop a system that could accumulate all this in a single place. The service will allow you to submit an application, include family members or someone else and indicate the period of arrival at the Hotel. The system will notify whether a ticket has been allocated or not, remind you what you should do next: to redeem without visiting the Accounts department through the website or submit data for changes in terms and receive it electronically. This year, we did not have time with our personal account, but we did a huge preparatory work. Some employees have already taken advantage of the fact that non-cash payments have become possible in the Accounts department. We developed a mechanism for employees of JINR departments, changed the trip ticket form - this form and electronic checks can be sent to the employee by mail. By the end of the year, we plan to complete the mechanism of a personal account, where all this can be performed online. Again, we do not change the scheme, we supplement it, offering employees a new way, but at the same time leaving the old scheme for redeeming trip tickets.

Ordering references. Service to receive salary certificates, 2-personal income tax, certificates from the personnel department. As you know, it takes time to visit central services and it will be possible to apply electronically in just a couple of minutes. Depending on its type and purpose (legislation allows most certificates to be received in electronic format), it will be possible to choose a paper version, with seals and signatures, or an electronic version - PDF, signed by the electronic signature of the responsible officer. You can also choose the method of receipt: electronic certificate will be sent to your mail, respectively, you will receive it as quickly as possible. It will also be possible to obtain paper versions from responsible persons in JINR departments, where they will have to come in sealed envelopes that ensure the confidentiality of data. That is, the service allows you to order a certificate, see the degree of its readiness, select the type and place of receipt. At the same time, the history of the certificates ordered by the employee is saved and if necessary, they can be downloaded again. At the first stage, these will be certificates of accounting groups of the Accounts department: 2-NDFL, for banks, on income and others, as well as personnel data. As the service launches, if something else is required, we will expand the functionality.

My data. Service that aggregates personal information. In addition to personal information about the employee, his income, personnel history, personnel events, we want to add accounting information about the material assets that the employee owns, their service life. Today, in order to find out what things or devices an employee is responsible for, in the JINR department one needs to find a responsible person who will view the cards, find the purchase history from them. That is a rather complicated process. Our goal is for you to be able to see all the information about yourself in one place, including significant events: planned vacation, end of employment, as well as job descriptions and regulations that are relevant to the performance of duties.

Menu. It has been observed that employees that dine in the canteens of the Institute call catering establishments to find out the menu, choose where to go and generally to find out whether this establishment is open or closed for special services. This distracts from the work of both the catering workers themselves, answering the calls and the employees of the Institute. The idea arose to collect in one place all the descriptions of business lunches, the current menu of a canteen or cafe, as well as information about working hours.

Repair request. This service applies to those employees who live in the JINR housing stock, so that they can submit an application for the performance of any work, see responses to it and reports on the principle of a one-stop shop. That is, it will be an extension of the personal account of the H&RC M Office of JINR. An employee can submit an application, the master will contact him - at present, by telephone, later by e-mail. They will agree on the time, the employee will see which master will come and when, how the master reported at the end of the work. And then the employer will be asked to evaluate the quality of the work.

"All services will be developed in two languages, Russian and English," A.V.Sheiko noted. "If necessary, content can be added in other languages, the portal toolkit allows. There are many more ideas, but at the first stage we chose services that could be useful for most JINR staff. And the second criterion is the services that we can implement as quickly as possible, taking into account the tasks set."

While this material was being prepared for printing, the aforementioned bilingual information service of JINR food outlets (restaurants, canteens, buffets) became available, where regular and business lunch menus, work schedules, announcements about non-working days are published. They are looking forward to developing a chat bot for this service. Feedback and suggestions can be sent to: press@jinr.ru.

The information service is available at the link: http://www.jinr.ru/about/menyu-restoranov-oiyai/.

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The leading programmer of MLIT Sergey Dmitrievich Belov told our newspaper about the work carried out in this area at the Laboratory of Information Technologies:

"New services established and developed at MLIT are primarily aimed at supporting scientific research and simplifying access to digital infrastructure. A data-oriented environment is being developed at present that will allow to organize a digital space with single access and data exchange between electronic systems, as well as to automate actions that have previously required a personal or written request.

This year several services will be opened for users. A single access point is a catalogue of digital services with shared access that also allows one to see notifications from various services (such as, an electronic document management system) within a single "showcase". The network service user's personal account is a server for managing the parameters of a single entry point (SSO login), setting up mailboxes and distribution lists, managing remote access accounts (VPN) and network settings of the user's computers. The JINR Geographic Information System is an interactive map with information about buildings, location of offices, infrastructure, socially significant objects, such as canteens, sports facilities.

Many other services are under development, such as a database of scientific documentation, a service for organizing excursions, a system for accumulating and managing information about publications of employees and an analytical system."

Material prepared by Galina MYALKOVSKAYA