FORMS. Electronic management system of document flows and optimization of organizational processes

Transcription

1 FORMS Electronic management system of document flows and optimization of organizational processes What does it do for You? Increases efficiency of working with documents and optimizes organizational processes by processes structuring, standardizing and automation, reducing to a minimum the time assigned to these activities; improvement of collaboration between employees by using a common set of working and information access tools; direct and fast access to information regardless user s physical location; significant reduction of document distribution, print and storage costs; mitigation of risk associated to document loss or deterioration; electronic archiving of data and their rapid identification in browsing operations as well as in specific reports according to beneficiary established criteria; user/group specific data access control according to audience and permission levels; enabling activity control through logging at document level and specific reports; easy system administration due to centralized architecture which also leads to cost reduction and increases efficiency of application management and system maintenance. Characteristics accessibility simple WEB interface, WAN and internet access

2 efficiency standardized flows, automatic notices availability access 7x7 24x24, integrated Out of Office system quick data access structured storage & archive, rapid identification of relevant information classification of documents according to owner s criteria management centralized, KPI, reports, SLA communications , attachments, export, print integration Active Directory, LOB app. platform MOSS, MS SQL Main Features Familiar documents optimized for working in electronic format Electronic documents may take over the appearance of the usual ones, currently used in the organization in hard copy HR New hire form HR Internal movement form HR Termination form HW request form LOB app. permissions request form LOB app. permissions assessment sheet Password reset request form Personnel assessment sheet Leave request Travel approval form etc.!!any form used within the organization can be electronically integrated in Q Assist!!

3 On-line fill in browser interface Q Assist Forms allows real time form fill-in, regardless initiator s location within or outside the organization with a minimum effort (initiator details are pre-filled by the system) and maximum accuracy (pre-defined and/or pre-filtered options lists according to beneficiary s rules, fill-in flow and field validations) Options lists Pre-filled information Validations Automatically calculated values automat Attached files Prefiltered values in options lists Mandatory fields Efficient management of working space Q Assist Forms provides various user interface methods to display, group, count, sort, view, print and edit content. Document current status details can be viewed both at document library Ievel and within each item itself.

4 Complex flows specific to each type of organizational process Whether they are step-by-step, with paralell processing or simultaneous approval, forum-type or combinations of the above, Q Assist flows can implement complex organizational processes. Decisions Notices Audit Processing Verifications Fast and efficient interaction of decision makers with the flow Actions like approval/denial, adding coments, assignation/processing/verification option selection are implemented by means of intuitive and easy-to-use controls

5 Task reassignment integrated system In order to avoid flow blocking caused by the temporary absence of certain decision-making factors and in order to be able to appoint replacing persons for a limited period of time without the risk that the chosen person might be unavailable, Q Assist includes an Out of Office -type system automatic OOO for Holiday Application, Authorization or upon the beneficiary s Filtered candidates List according to orgnisation level established criteria Possibility to change/delete request Automatic notice of appointed persons Administration interface Search of registration Add /delete of registration Notice redirection to the replacing person Transfer of decisionmaking rights to the replacing person Automatic notices, information and reminder Service Automatic notice* of process involved persons, their possibility to access the form by means of a link received in the message considerably increases the working speed and prevemts flow blocking. *includes notices to responsible persons if SLA timeout is exceeded

6 Reports and statements Q Assist Forms by integration with MS SQL Reporting Services and MS Office Excel Services provides the possibility to generate complex reports and situations based on forms data and/or associated data sources, in full compliance with beneficiary s requirements. Integration with external data sources and LOB applications Q Assist Committees allows Active Directory data integration and data exchange with organization s Line Of Business applications. This way specific business processes (e.g. Audits**) can be integrated in Q Assist. Active Directory Q ASSIST LOB App. Databases MS. SQL ORACLE MY SQL Files MS. Excel CSV XML ** Q Assist Forms by means of LOB app. permissions assessment sheet implements an Ab- Solut compatible access rights validation process consisting of data collection, comparison with templates, discussion board, processing and verification.

7 Access management, activity control Active Directory integrated user authentication. Permission and audience level based data access for individual users and groups. SSL compatibility. Accepts digital signature at form or form areas level. Key Performance Indicators might be defined in order to keep under control activity efficiency. User actions logging occurs at document level and centralized, in the application log Administration and configuration Q Assist Forms is centrally administered. Application parameters can be accessed and modified by browser interface. User interface administration is made by Sharepoint platform specific tools.

8 Your Benefits Minimization of delays in decision-making processes Efficient communication within the organization Easy follow-up of carried out activities Operational risk mitigation Reduction of information distribution related cost Reduction of document storage related cost For details please contact us: Tel ;