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Dhofar

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تم توثيق هذا الإجراء وتحسينه بالتنسيق مع المختصين في دائرة تقنية المعلومات في المكتب ودائرة نظم المعلومات في البلدية وفريق التدريب على البريد الالكتروني وبأشراف الشركة الاستشارية المشرفة على مشروع التحول الالكتروني

إجراء المراسلات بإستخدام البريد الإلكتروني ((outlook 2013 في ضمن اطار دائرة:

* إجراء المراسلات بالبريد الإلكتروني ((outlook 2013 تكون عن طريق تحويل المراسلات الورقية إلى رقمية بواسطة الماسح الضوئي ( (scanner وبعد ذلك استكمال إجراءات العمل ضمن إطار الدائرة بإستخدام البريد الإلكتروني على أن تستمر الأرشفة بشكل يدوي. * هذا الإجراء للمراسلات ضمن إطار الدائرة فقط وسوف يتم دراسة تطبيق الإجراءات الأخرى للمراسلات بين المديريات والدوائر لاحقاً. * يعمل بهذا الإجراء إلى حين الإنتهاء من مشروع المرحلة الأولى للتطبيقات والبرامج وبدء تطبيق واستخدام نظام إدارة المراسلات المدمج مع البوابة . * الرسائل المصنفة بحيث لا تفتح الا من قبل المدير تعرض علية مباشرة. * المرفقات التي لا يمكن تحويلها لصورة رقمية يكون تبادلها بشكل يدوي على ان يوضح ذلك في محتوى الرساله. * لا ينتهي الاجراء ( الحفظ او الحذف ) الا بتوجيه من مدير الدائرة. * يجب على القسم المكلف بانجاز العمل الرد على البريد وتوضيح الموقف التنفيذي. * استخدام خيار إعادة التوجيه عند تبادل المراسلات في إطار الدائرة لضمان ارسال المرفقات وتسلسل الردود في نفس الموضوع . * يجب أن يكون البريد مفعل خلال فترة الدوام الرسمي لاستقبال الرسائل بأي وقت.

المديرية | الدائرة | الخدمة | الشؤون الإدارية والمالية | | المراسلات بالبريد |

التسلسل | اسم الإجراء | ملاحظات | 1. | البريد الالكتروني في إطار الدائرة | | 2. | البريد الالكتروني بين الدوائر | سوف يتم تصميم الإجراء لاحقا بعد تطبيق إجراء المسلسل رقم (1) | 3. | البريد الالكتروني بين مكتب الوزير ومكتب النائب وبلدية ظفار وجميع المديريات والولايات | سوف يتم تصميم الإجراء لاحقا بعد تطبيق إجراء المسلسل رقم (2) | | | |

1. نموذج تتابع النشاطات "محاور النشاطات" ارسالها بالبريد
الالكتروني
مسح ضوئي
والتخزين
توقيع الاستلام | قسم التنسيق | | التحويل
التوجيه بالحفظ
اتخاذ القرار | المدير | | لمتابعة العمل | مدير مساعد | | التنفيذ
الدراسة والافادة | أقسام الدائرة | | اسم النشاط | تفاصيل النشاط(المدخل - قنوات طلب الإجراء- نوع الوثائق و البيانات المطلوبة - طريقة التحقق من المدخلات - المخرج - نوع المخرج - طريقة التحقق من المخرج) | الزمن الأدنى | الزمن الأعظم | قسم التنسيق | المدير | مدير مساعد | اقسام الدائرة | الموظف | | | توقيع بالاستلام | يقوم موظف قسم التنسيق بالتوقيع على الاستلام الخطاب الخارجي من جهات المكتب | | | AR | I | | | | | | مسح ضوئي (سكانر) | يقوم بعمل سكان للخطاب وحفظة بمجلد بالكمبيوتر الخاص بالقسم وكذلك الحفظ اليدوي حسب نوع ورقم الرساله | | | AR | I | | | | | | الارسال | يقوم الموظف بإرسال بريد إلى المدير يتضمن الاتي : 1- الموضوع : موضوع الرسالة + رقم الرسالة حسب التسلسل 2- محتوى الرسالة: * يذكر اسم المرسل إلية والمسمى الوظيفي * يذكر المرفقات رقمية / يدوية * توقيع المرسل | | | R | A | I | | | | | التحويل | يقوم المدير بالتوجيه على البريد المرسل واعادة ارساله الى القسم المختص | | | | R | I | | | | | متابعة العمل | يقوم المدير المساعد بمتابعة تنفيذ أعمال الأقسام حسب توجيهات مدير الدائرة | | | | A | R | | | | | الدراسة والإفادة | يقوم القسم المختص بعمل الدراسة والإفادة حسب التوجيه وإعادة توجيهها إلى المدير مره أخرى | | | | A | I | R | | | | اتخاذ القرار | يقوم المدير باتخاذ القرار حسب افادة القسم المختص وإعادة توجيهها | | | | R | I | C | | | | التنفيذ | يقوم القسم بالتنفيذ حسب الاجراء وإخطار المدير بذلك | | | | C | I | A | R | | | التوجيه بالحفظ أو الحذف | يقوم المدير بتوجيه قسم التنسيق بالحفظ أو الحذف | | | R | A | I | C | | | |

ملاحظة :- | | | | A : المسؤول على النشاط | R : المكلف بتنفيذ النشاط | C : المستشار على النشاط | I : إبلاغ للعلم |

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