e-consulting's "paperless office" e-management solution

E-Consulting’sE-Consulting’s “Paperless Office” “Paperless Office”

E-Management SolutionE-Management Solution

“Doing MORE with less”July, 2001

E-Consulting’s “Paperless Office”E-Consulting’s “Paperless Office”

• It backs-up critical-mission Dataon-line (up to several decades)

• It retrieves instantaneously andprecisely relevant Information

• It coordinates internalcollaboration (promotes team-work)

It is an “E-Management SolutionE-Management Solution” which adds the following Value Added:

Value Added of “Paperless Office”Value Added of “Paperless Office”E-Management SolutionE-Management Solution

• Access to Historic Information :

It allows on-line access to detailed, cumulative data(i.e., Invoices, Credit Notes, Checks, Billing Statements, Application’s History, Personnel Expenses Reports, etc.)

Value Added of “Paperless Office”Value Added of “Paperless Office”E-Management SolutionE-Management Solution

• Retrieval of Relevant Information on-the-fly :

It allows instantaneous, complex query searches over all backed-up data, avoiding an overload in the main

Servers.

Value Added of “Paperless Office”Value Added of “Paperless Office”E-Management SolutionE-Management Solution

• Coordination of Internal Collaboration :

Innovative Solution characterized by : (1) simplifying the internal coordination process, (2) avoiding data duplication, and

(3) storing ALL historic information related to the incident.

E-Consulting’s “Paperless Office”E-Consulting’s “Paperless Office”E-Management SolutionE-Management Solution

• Solves effectively the problems of :– Access to Critical-Mission Data Back-ups,Access to Critical-Mission Data Back-ups,– Retrieval of Relevant Information on-the-flyRetrieval of Relevant Information on-the-fly, and– Coordination of Internal CollaborationCoordination of Internal Collaboration.

• It Integrates to the Organization’s SystemsIt Integrates to the Organization’s Systems, and

• It is an Independent HW/SW moduleIt is an Independent HW/SW module that can be re-installed in hours.

• It is built with NextPage’s robust and mature NextPage’s robust and mature technologytechnology (Folio Views, Folio Builder and LivePublish.)

E-Consulting’s “Paperless Office”E-Consulting’s “Paperless Office”E-Management SolutionE-Management Solution

• Based in Folio Views :– It allows “to record” historic data in an Infobase

(i.e., transaction, document, form, call, meeting summary, state of an application, etc.)

– It provides the best search engine in the market: it allows proximity and synonymous searches.

– It allows to coordinate the internal collaboration using electronic highlighter “Alerts” and “Post-it” notes applied over the read-only Historic data Infobase.

Application Case : Invoices & Credit NotesApplication Case : Invoices & Credit Notes

• The Collections’ clerk takes 10 minutes at least in processing an Invoice / Credit Note :– Going to the Sales Accounting Book’s Archive (2-3 min),– Searching the required Invoice or Credit Note (1-2 min),– Checking out the document from the Archive (0-1 min),– Making a copy of the document (1-5 min),– Checking in the document to the Archive (1-2 min),– Going back to his/her workstation (2-3 min), and– Archiving the document copy plus hand-written

annotations in a personal Folder (3-5 min).

• This can take up to 20 minutes per document !

E-Consulting’s “Paperless Office”:E-Consulting’s “Paperless Office”:“On-line Invoices / Credit Notes”“On-line Invoices / Credit Notes”

• Collections’ clerk takes less than 1 minute! in completing his/her job :– 5 seconds to retrieve the required Invoice or Credit Note,

and– 30 seconds for annotating and coordinating team-work.

• Notice that Personal Folders are no longer needed :– Everything is on-line (document + process history),– It drives cost-savings in copying and printing, and– It protects the Organization from personnel absenteeism.

• Let’s see other application cases ...

Other Application Cases of E-Consulitng’sOther Application Cases of E-Consulitng’s“Paperless Office” E-Management Solution “Paperless Office” E-Management Solution

• Customer / Supplier Relation Management System,• Applications Tracking Management System,• Patients Clinic History Management System,• Call Center Management System,• Help Desk Management System,• Telemarketing Management System,• Research Management System,• Trial Tracking Management System,• Virtual Library Management System,• Etc.

E-Consulting’s “Paperless Office”E-Consulting’s “Paperless Office”E-Management SolutionE-Management Solution

• Architecture :– Client/Server in Base Module for LANs / WANs– Peer-To-Peer in Optional Module for Intranet / Internet

• HW & SW requirements :– PC 386, 50 MHz, 8 MB RAM, Win 3.X or higher, or compatible

• Networkd Supported :– Novell, Microsoft, IBM, TCP/IP with NFS.

SummarySummaryE-Consulting’s “Paperless Office”E-Consulting’s “Paperless Office”

• User Experience :“I do MORE with less !”– Instant Access to on-line Historic data,– Easy Coordination of Internal collaboration with electronic

“Alerts” and “Notes” applied over read-only Infobase, and – User-friendly interface, easy to adapt according to user’s

needs.

• Administrator’s Experience : “I release resources !”– Can reassign personnel who used to handle back-ups, – Easily add / modify Document Formats,– Easily add / modify “Alerts”, and– Enjoy a Solution that demands very little maintenance.

““Alerts” ApplicationAlerts” Application

“Alerts” are applied in only four steps :1. Select text to highlight,2. Apply the proper highlighter

“Alert ...”,

3. Add a “Note” in the paragraph where the “Alert” was applied, and

4. Save changes in the Infobase.

““Alerts” QueryAlerts” Query

“Alerts” are reviewed in only two steps :1. Select the “Alert Query

Template” command from the “Search” menu, and

2. Select the proper highlighter “Alert ...” to query for.

Administering “Alerts” and “Formats”Administering “Alerts” and “Formats”

• System Administrator creates / modifies them :

• Examples of possible “Alerts”:– “Alert Customer Service”,– “Alert Customer Service:

John”– “Alert General Manager”,– “Alert Finance Manager”,– Etc.

Usage of Optional Module “LivePublish”Usage of Optional Module “LivePublish”

• It allows to access the Historic Infobase from the Intranet, using the same Folio Views’ searching capabilities :

E-Consulting’s “Paperless Office”E-Consulting’s “Paperless Office”Integration ModelIntegration Model

USERUSER

INTEGRATION:Extracts Data to

back-up in a Temporal File

DataExtract

Registering Application

Format

HistoricInfobase

Adds Data + Format in

Background

Information SystemInternal

Data Storage

Uses Organization’s Systems as usual

Folio Views

Access Historical Data and Coordinates

Internal Collaboration

LivePublish

Access Infobase from Intranet

Total Cost of Ownership of theTotal Cost of Ownership of the“Paperless Office” E-Management Solution“Paperless Office” E-Management Solution

• Required Investment : US$ 4,950– Required SW: US$ 3,200 (server and 5 users),– System Integration: US$ 950 each (i.e., Accounts Payable,

Sales, Costs Control, etc.), and– Training: US$ 800 (ie., courses of 4 and 12 hours).

• Annual SW maintenance: US$ 640 p/year

• Involved Time-frames : 10 working days– 5 working days per module to be integrated, and– 5 working days for training.

Benefits of E-Consulting’sBenefits of E-Consulting’s“Paperless Office” E-Management Solution“Paperless Office” E-Management Solution

• Improves Customer Service :– Customers deal with personnel that “has all their

information available”, “anytime”, and “from anywhere”.

• Increases the Operative Efficiency:– It improves drastically Customer Service by reducing

considerably administrative cycle times, and– Releases resources allocated for archiving tasks that add

little or no value to the business.– Reduces de Operating Risk due to a Contingency.

• Increases Stakeholders’ Value :– It boosts Auditing processes providing instant access to all

organization’s data,– Induces in personnel the proper resources management,

and promotes accomplishing with policies and procedures.

E-Consulting’s E-Consulting’s “Paperless Office” “Paperless Office”

E-Management SolutionE-Management Solution

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