eBMS Tailored & Affordable Management Systems For City & Shire Councils 1
Jun 25, 2015
eBMS
Tailored & Affordable
Management Systems
For City & Shire Councils
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eBMS
Common frustrations within Councils?
MS Excel Spr/sheets
Outdated & Complicated Database
Paper Forms (i.e. forms)
What is the alternative?
Disorganised Processes
No Workflow & Limited Collaboration
No Management Dashboards & Limited Reporting
Inefficient & Inadequate Outcomes
People trapped behind Spreadsheets
Multiple versions of Excel Spreadsheets
Old Legacy Systems & Technology
Data Overload, no information
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eBMS
What we can do for you
Take your old paper, Access, Excel, legacy and
even non-formalized processes or systems and …
Build a friendly, web-based system tailored to suit your
companies unique needs
We build it
Fast
Sturdy
Flexible
On a platform which contain
a library of advanced features out of
the box!!
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eBMS
Rapid Construction & Continuous Improvement
The unique ability to provide you with
comprehensive systems
fully customisable
in short timeframes
at low cost
FLEXIBILITY:
The eBMS platform allows continual
gradual changes as your needs
change and requirements are refined.
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eBMS
For Example A tailored Contract Management Systems
Council‟s Needs eBMS Tailored System
Have automated transfer of data between CMS and Finance System
A standard feature of the platform we use is a built in scheduler, facilitating automated data transfer with any other system
Contain a Contract Register Contracts Register will be the base data that drives the system. Each contract will have a separate ID number and all data captured against that contact ID
Monitor the Milestones of all contracts
Work flow capabilities and automated scheduler and email integration will monitor milestones and facilitate appropriate actions taken.
Monitor the Financial requirement of the contacts Contract Life
System designed with inbuilt financial modelling to allow full assessment of financials, including “what if “ analysis
A comprehensive Reporting Suite
eBMS will conduct workshops to document and understand all stakeholders needs. Reports then built to workshop outcomes
Templates and Integration with Document Management System
The system comes with a standard Content Management system, which can hold templates and integrate with the existing system
Enable contractors performance to be monitored
The system can have a section for assessment and rating of contractors performance. Reports can then be generated based on these assessments
eBMS
A tailored Contract Management System (continue)
Council‟s Needs eBMS Tailored System
Contain a quality checklist Checklist embedded with contract ID and reported against.
Hold all insurance and risk management details associated with the contract
Insurance and risk data or documents can be linked to contract ID - no lost documents, full reporting capabilities.
Easy to use version control Contract ID‟s can be linked – ensuring version control can be maintained and reported against at all times
Workflow Ability to capture four levels of authorisation.
Workflow option are flexible. An infinite amount of authorisation levels can be established if required. Email alerts, escalation and priorities can be activated
Contract Variations Contract variations recorded against contract ID number and recorded text boxes. Full tracking of user name and date of when changes made
Generate automated reminders to the smooth administration
Automated scheduler and email integration will monitor milestones and facilitate appropriate actions taken. .
eBMS
Turning council‟s processes into robust systems Start from „Vanilla System‟ OR a „Clean Canvas‟
• Management – Action & KPI Management System – Balanced Scorecard System, – Authority & Delegation Register, etc
• Admin & Compliance
– Documentation & Report Management – Contract Management System – Supply & Council Interfaced System, etc
• Council Operations – Complaints & Service System – Survey and Action System – Infringement Register – Fleet Management – Property Maintenance System – Loyalty Program , etc
• Human Resources
– Training Management System – OH&S Systems – Employee Database Management System – Staff Rotation System – Induction Processing System , etc
• Financial & Risk
– Risk Reporting, Assessment and Tracking System – Compliance Systems, etc
• Environmental Management
– NGERS Management System – Waste & Incident Monitoring
• „Build your own Solution
– Enables councils to create unique applications to streamline any business process
We can help you to
become better
organised with
People & Processes
Library of vanilla solutions
available for many systems
We provide near 100%
customization
For unique systems, we can build
rapidly on top of a clean canvas
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Example of Systems which we can do:
eBMS
We can also…. Turn “floating Excel Spreadsheets” into Robust Systems
Turning „Informal Excel Spreadsheet‟ processes….
…into formal system
Option 1
Option 2
Gain visibility, continuity and automated reporting on a range of Excel spreadsheets.
…with system attributes that will effectively drive & control desired outcomes
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eBMS
We can also… Make old systems new again
Save money by extending the lifetime of your old “legacy system”, e.g. old MRP or Database system, by giving it updated functionality at a user price of $16.66 per month.
Option 3
Upgrade old system with new
functionality saving you time and money
Old Database with limited functionality
which is compensated by Excel Spreadsheets and additional paper
documents
Old Legacy System
Revamped System
VS
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eBMS
Key Features
Key Features Can Do
Scalability - Unlimited automated processes on one platform
Robust Systems – Your own look & Feel
Work Flow – Multi level & Secure
Management Dashboards – e.g. to generate the automated reporting of department, categories, customers …
Drill Down - Able to Group/ Un-Group : Department / Categories/ Customer/ …
Automated Business Rules – Prioritisation, Integration, Reminders, Automated Communication
Ease of Integration – Talking to your other systems via CSV files
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eBMS
Scalable & Own Look & Feel
Complete customisation around your
processes flows
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Your own look & feel with maximum scalability
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eBMS
Effective Workflow
eBMS provides a flexible and traceable workflow system
Responsible person, status, and priority for all forms
Manager Approvals
My eForms „Todo List‟
As complex as your need dictates
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eBMS
Management Dashboards
Charting of data in customised management dashboards
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The interrogation of data is easy
and quick
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eBMS
Drill down reporting can be build up in one form e.g. "Tab" or "Scroll Down" or "Link"
Grouping of data for improved “drill down”
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Various profile reports which is
quick and easy to design by the user. Once
designed, the reports are
available at their finger tips – this turns out to be a huge time saver
for staff.
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eBMS
Automated Business Rule Execution
Set Scheduler to run when you need it.
Set Scheduler to prioritise
data
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Activate automated:
• Notifications & Reminders
• Altering content within records
• Importing & exporting of data
• Adding of records
•Raising record priority
•and many more
Automated activities can be triggered through our scheduler or at the push of a button.
eBMS
Integration
Data can be imported and exported easily in excel or csv format
Imports and exports can be scheduled to help integrate with other systems
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eBMS
Intelligence – Support Excel Functionality
Advanced formula engine supporting Excel functionality and more
Sophisticated behaviour can be attached to many aspects of forms
Behaviours can be triggered from form interaction or scheduled events
Traffic Light Reporting
Calculation and intelligence driven forms
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eBMS
Easy to use templates for data capturing
Collapsible forms - more user friendly
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eBMS
Document library and
attachment of document per
record
Content & Document Library
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eBMS
Escalation and notifications
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eBMS
Have imbedded video or
information buttons to
show what is expected.
„Training on the job‟
Setting and keeping standards
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eBMS
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eBMS is Easy to Manage & Maintain
-Built in control for deleting
records -Efficient
integration (Import &
Export of date vis CSV files
-The effective scheduling of
business rules, reminders, and
integration procedures.
- The management of templates (i.e. eForms) in an effective and efficient way.
- Multi Level security to ensure that authorised people are
working with the right data.
- Capability for greater
compliance and control demand
a clear audit trail on all
system activities.
eBMS
Last Thoughts
www.ebms.com.au
Do more with less effort and higher quality
Affordable process automation
Rapid & Robust process automation
Become better organised
Makes your organisation more agile
Drive & implement process improvements
Quick and better decision making
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