COMMITTEES. Electronic management system of decision processes and associated documents for managing boards

Transcription

1 COMMITTEES Electronic management system of decision processes and associated documents for managing boards What does it do for You? Increases efficiency of meetings and optimizes work with associated documents by: structuring, standardizing and automation of the associated processes reducing to a minimum the time assigned to correspondent activities; improvement of collaboration level between theme generators and decision-making factors by using a common set of working and information access tools; direct and fast access to information regardless the user s physical location; significant reduction of the costs related to distribution, print and storage of documents; reduction of document deterioration and loss risks; electronic archiving of decisions and their rapid identification in searching operations as well as in specific reports according to criteria established by the beneficiary; information access control based on user/group specific permission and audience levels; unitary system administration due to centralized architecture which reduces costs and increases efficiency of application management and system maintenance.

2 Characteristics accessibility simple WEB interface, WAN and internet access efficiency standardized flows, real-time access during the meeting, automatic alerts availability 7x7 24x24 access, integrated Out of Office system quick data access rapid identification of relevant information classification of documents according to the owner s criteria management centralized communications , attachments, export, print integration Active Directory, Sharepoint. platform asp.net, MOSS, MS SQL User Interface Main Features The meeting hierarchy is accessible to users by means of a tree-view interface The arborescent structure * allows rapid navigation to the area of interest. The interface allows filtrering meetings by date according to a selected time window. The main actions which can be performed on the tree elements are grouped on the right click functionality: Add, Update, Delete. It is possible to search decisions in the tree by their unique identification number. *Committee --> Meeting --> Section-->Theme-->Decision

3 Meeting flow includes the usual steps for this type of processes; meeting status* changes are accessible only to authorized users. It is possible to generate meetings with development by correspondence. Meeting Creation (Initiated) Adjournment of meeting - optional Cancellation of meeting (Cancelled) - optional Opening of meeting(opened) creation of themes is allowed Closing of meeting (Closed) the creation of themes is blocked; the agenda is approved **. Approval of Agenda (Approved) decision drafts are created; standard documents are created and own documents are uploaded Rejection of Agenda (Rejected) optional Debate of meeting(debate) the minutes of previous meeting is approved; debate process takes places and decisions are made Finalization of meeting(finalized) creation of decision reports and meeting minutes **. Decision drafts creation; credit decisions import Decisions approval final decisions generation Initiated Opened Closed Approved Debate Finalized Meeting creation Add Themes Approval of Agenda Add documents Minutes of previous meeting approval Minutes generation *Both meeting status and their succession can be customized upon beneficiary s rerquest. **Agenda, decisions and minutes are automatically generated Theme level Features Standard theme is automatically created simultaneously with creation of the meeting Bilingual title Add of presenters Selection of the confidentiality level confidential themes are visible in the tree only for a limited number of persons Operations: Add, Update, Adjourne(by assignement to another meeting), Delete

4 Meeting Agenda Crystal Reports Report automatically generated, with approval notice to the authorized persons Accessible from meeting form Bilingual title & content Approval/Rejection direct from the report; automatic change of status. Logging of approval. Export (PDF, Word, Excel, etc.) and print capability Document repository hosted in Sharepoint Document Library with access from application forms Documents in electronic format associated to each particular tree level can be accessed from the link to the repository which is situated in the application forms, with opening at the current level. Documents can be created, uploaded, updated and deleted depending on user s access level and meeting current status Documents in familiar format optimized for working in electronic format

5 Standard documents in familiar format optimized for electronic processing Standard documents are uploaded in Sharepoint as templates; based on them new documents can be generated, to be filled in by the user in real time. Document upload is also possible!!any document used within the organization can be uploaded to the repository!! Decision level features Credit/noncredit type decision* Pre-filled bilingual description Putting into practice time interval Responsible persons Distribution list (users & groups) Confidentiality level for information only Follow-up** Measures Comments at the decision level Comments at the minutes level Compliance status Comments on compliance status Operations: Add, Update, Delete Automatic numbering with: - ordering according to themes hierarchy - ensuring of unicity - possibility of counter reset * Depending on the theme category a credit-type decision can or cannot be created; The credit section can be expanded ** By automatic generation of a theme with the same name as the one in which the decision is located and adding in the suffix the number of the decision which is the origin of the follow-up.

6 Automatic generation of credit-type decisions drafts For themes hosting credit-type decisions decision draft can be automatically generated based on data imported from Excel files; Import is made from the Theme form. Debate. Real time decision making and registration During meeting development, decision makers or someone appointed by them can register the decisions made, add comments, make complementations, set up followups. Credit-type decisions can be approved individually or in block. Comments can be added, complementations can be made. Followups can be set up.

7 Automatic generation of decisions Once the meeting ends decision documents will be automatically generated in the repository in Microsoft Word format, in bilingual version. Meeting minutes Crystal Reports report automatically generated, with e- mail notice to authorized persons for approval Accessible from meeting form Bilingual title & content Approval/Rejection direct from the report; automatic change of status. Logging of approval. Possibility of export (PDF, Word, Excel, etc.) and print

8 Automatic compliance assessment system On changing meeting status, automatic compliance assessments of specific conditions (required by the working procedures) are made: 1. Upon changing to Debate status a. Existence of certain standard documents in the Theme folder from the repository (the set of documents can be defined by the beneficiary) b. Existence of at least one decision draft for certain categories of themes and/or sections 2. Upon changing to Finalized status a. Existence of a resolution for all the decision of the current meeting b. Finalization of all previous meetings Failure to comply with a condition may result either in the end of flow or passing to the next status, in both cases automatic notices being generated, both by and at user interface level, to administrators and persons who are in the position to carry out corrective actions,. Task reassignment integrated system In order to avoid flow blocking caused by temporary absence of certain decision-making factors and in order to be able to appoint replacing persons for a limited period of time without risk that chosen person might be unavailable Q Assist includes an Out of Office - type system. Filtered candidates List according to orgnisation level established criteria Possibility to update/delete Notice redirection to the replacing person Transfer of decisionmaking rights to the replacing person Automatic notice of appointed persons Administration Interface Search of registration Add /delete of registration

9 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 prevents flow blocking. Categories of notices: - Event based o Addressed to participants o With administrative purpose - Automatic alerts * Customization: - Customizable subject, content and addressees; include parameters. - Activation/deactivation of messages; assignment to events - Frequency setting for automatic alerts *Automatic alerts take place in relation to expiry of certain timeouts (posting themes in Opened status as well as documents posting & decision drafts creation in Approved status) Reports Decision Status Report is a complex tool of identification, display and export of decisions data. Search by multiple criteria, including results sets Sorting by columns Choosing number of items per page Link to decision associated word document Export to Excel Specific reports/statements can be drawn up upon beneficiary s request.

10 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. Active Directory Q ASSIST LOB App. Databases MS. SQL ORACLE MY SQL Files MS. Excel CSV XML Application access Management Active Directory integrated user authentication. Permission level based data access at : tree-view level control level in forms menu element level on user groups and fixed roles or individually, correlated with meeting, theme and decision status.

11 Repository access Management* Sharepoint repository authentication is Active Directory integrated. Q Assist includes an automatic repository data access control system. Permission levels are granted/revoked to users, groups and fixed roles according to meeting status and theme level confidentiality dependent schemes. The schemes are fully customizable by authorized users. *correlated with application access management Administration and configuration Q Assist Committees is centrally administered. Application parameters, settings related to standard theme templates, notices, fixed role users/groups, etc. can be accessed and modified by browser interface

12 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 storage related cost For details please contact us: Tel ;