Customer Profile:
As the first aerospace higher education institution in New China, Beihang University is now under the jurisdiction of the Ministry of Industry and Information Technology, with campuses on Xueyuan Road and Shahe in Beijing. The Beihang University Hangzhou International Campus will be completed and put into use in 2023. The total area of Xueyuan Road Campus, Shahe Campus, and Hangzhou International Campus is about 4000 acres. Since its establishment, Beihang University has been a national key construction university, one of the first 16 key universities in China, and one of the first 22 universities to establish graduate schools after the restoration of the degree system in the 1980s. It entered the "211 Project" in 1995, the "985 Project" in 2001, and was selected as a "Double First Class" construction university in 2017. The school was founded in 1952, originally named Beijing Institute of Aeronautics and Astronautics. In 1959, the school was designated as a national key university by the state, and in 1988, it was renamed Beijing University of Aeronautics and Astronautics.
Requirements analysis:
① Campus digital transformation trend
Universities are a key area of national digitalization construction, and achieving campus digital management and digital services has become a trend. Introducing electronic signatures on the basis of existing campus informatization to promote online stamping of high-frequency and commonly used documents on campus is one of the important tasks of Beihang University's digitalization construction.
② Offline signing efficiency issue
The traditional paper document signing process often involves complex manual approval and document transmission processes, with long time cycles;; The automatic circulation and online approval of seals in the electronic signature system process can accelerate the progress of document approval and signing, and improve work efficiency.
③ Cost issue of paper document signing
In campus services, a large number of certificates, transcripts, etc. require stamping, and offline signing cannot be separated from the support of paper and printing, which requires a significant investment in costs every year.. Beihang hopes to completely eliminate paper, save printing and other processes, and reduce service costs through the application of electronic signatures.
④ Validity issues of offline seals
The validity of offline signatures and seals is difficult to guarantee and carries the risk of forgery. Paper materials such as transcripts and certificates cannot be verified for authenticity offline, and fake materials are inevitable; Beihang hopes to achieve full process tamper proof and online authenticity verification of stamped documents through the application of electronic signatures.
In the first phase of Beihang University's electronic signature project,
Contract Lock provides a unified electronic seal window for all teachers and students of Beihang University through the school's existing online service hall. Beihang University teachers and students can log in and use electronic signatures with a single click by opening the campus online service hall with a unified ID account; Simultaneously connecting to the internal OA system of the school, providing electronic stamping support for official documents and departmental documents, simplifying the stamping procedures for frequently used transcripts, certificates, and other documents on campus, enhancing the stamping experience for teachers and students, and assisting in the comprehensive digital transformation of campus management and services. Scenario 1: In order to facilitate the use of electronic signatures by current students (fresh graduates/graduate students/international students) at Beihang University,
Contract Lock
embeds the electronic signature application into Beihang University's online service hall platform, allowing students to log in with one account in the online service hall and use the contract lock electronic signature to open certificates. >Detailed scenario: ① Current students enter their account ID to log in to the campus online service hall system, click and log in to the contract lock electronic signature page with one click.
② On the contract lock page, select the corresponding stamping process according to the required certification type, and the corresponding electronic template will be automatically associated. The system will retrieve the corresponding data from the database according to the applicant's identity information to complete the filling. ③ During the initiation process, the system automatically activates facial recognition to verify the true identity and intention of the initiator, and confirms the initiation and stamping process.
④ After the process is initiated, the special electronic seal for Beihang certification will be automatically affixed with the help of the silent signature interface, without the need for manual dragging. After stamping, the user can download the electronic proof on the contract lock page or via SMS.
Scenario 2: Electronic Signature of Transcript
Contract Lock Equipped with Beihang's existing online service hall platform, it provides integrated services for current students such as fresh graduates and graduate students to apply for, stamp, download, and verify their transcripts online, without the need for manual intervention or self-service
Office, remote office.
>Detailed scenario:
① Current students log in to the campus online service hall, use their existing account ID to single click on the contract lock electronic signature page, and initiate a transcript stamping application. After the process is initiated, the contract lock automatically retrieves student and grade information through the database interface, and implements intelligent parameter filling through templates. ③ During the confirmation process, facial recognition is used to quickly verify the identity and true intention of the operator. If the verification is successful, it can be automatically stamped. ④ No need to manually drag and drop the seal, simplifying the stamping operation and providing students with efficient and responsive transcript processing services.
Scenario 3: Multi department Joint Document Electronic Signature Scenario
In the joint document issuance scenario of Beihang University departments, it is necessary to have "joint signatures" and "joint seals".
Contract Lock
By integrating with Beihang University's existing OA system, the electronic signature application is embedded into the document issuance process, and the signing process and notification are automatically created in the signing stage, promoting the online stamping of joint document issuing departments and realizing the digitization of the entire process of document approval, countersignature, joint stamping, distribution, and archiving.
> Detailed scenario: ① Staff members from various colleges and departments log in to the OA system to initiate a joint document issuance process, fill in the official document submission and joint document issuance departments, and enable electronic printing. After the process is initiated and approved internally and signed by various departments, OA automatically synchronizes the document information to the contract lock platform through the interface, and creates a PDF electronic file and signing process. ③ The OA end synchronously generates a pending task for stamping (notifying the designated signatory of each department), and the person in charge can open the process to call the contract lock page to complete the stamping. After the manual stamping of all joint issuing departments is completed, the official document is officially generated, and the data is promptly returned to the OA system for archiving and storage. Scenario 4: College/Department Universal Electronic Seal Scene
Contract Lock
provides Beihang University with unified electronic signature and seal control services for the whole school. Each college, department's college seal, party seal, and other special seals can be uniformly produced, managed, and used through the contract lock platform.
By integrating with OA, employees of various departments and departments of Beihang University can access electronic seal information within their authorized scope in the OA process form, realizing the interaction between OA process and electronic signature function, and promoting the comprehensive digitization of seal approval and use.
① Beihang University can maintain seal information based on organizational types, binding each seal to its affiliated department or department. When a certain college or department is selected in the OA process form, only the seal information of the department and the college can be seen. In addition, each seal has a designated seal administrator and user, and the signing process system will automatically bring out the signer based on the management information system of the selected seal.
Application value:
The application of electronic signatures for proof of enrollment and transcript allows students to print the required proof materials online, achieving a transition from offline errand stamping to automatic stamping and improving efficiency. Certificates, transcripts, official documents, and other internal stamped materials can be signed online, with a unified process and traceable use of seals, ensuring transparency and compliance in the document signing process. The frequently used documents of current students can be processed remotely or through self-service, with zero paper and no need for manual intervention to complete the signing process, comprehensively reducing the cost of paper and labor in each link. Through the first phase of electronic signature application pilot, Beihang University has gradually expanded its application scenarios and helped more campus businesses achieve paperless management, from independently using electronic signature systems to sign documents to integrating with various business systems.
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