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| Enterprise Information and Communication Management System - EICMS |
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It is an enterprise application to manage the flow of information and communication within organization. EICMS is full featured software which will make you to take complete control over the resource management, task management, project management, client and vendor management, document management, schedule management, performance management and much more.
NOT ANOTHER PROJECT MANAGEMENT SOLUTION
Every organization has means of organizing information and communication happen in industry from different sources. Many times companies rely on multiple applications like for information gathering may be excel/word or any custom application developed according to need and for information many times any chat application,emails and physical correspondence from different companies to manage information and communication which leads to following discrepancies, Applications not able to communicate with each other Need to manually format the data in required format for other application Maintaining multiple application licenses and multiple updates is extra overhead Need to be master in handling all applications.
This will lead into large investment of cost and time |
Introduction to EICMS |
EICMS solution is framework which adapts to new information or communication type easily. EICMS presently have multiple information and communication management type inbuilt and can be expandable to any extent.
Information Management Information consists of various things
- Organization information
- Info on people in the organization
- People/ entities connected to organization, like clients, vendors, suppliers,
advisors, investors etc.
- Most vital is Communication between these all.
- Information on the business/ Projects
- Different views of this information for different entities. The same information, the same project as seen by different entities, would be with different focus. The client wishes to see if project is progressing well, and in time. The project
- manager may have his focus on micro-management of project, and allocation of tasks. An individual performer may be interested in his module and the issues related to the same.
- Documents on projects and various tasks, and other important files.
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EICMS as framework assures is organized information and timely and accurate communication between resources No need to buy multiple applications for different purpose like CRM, Document Management, Project management etc.
Web based application so can control remotely and data is available centrally which is in unique format so can useful for analysis purpose. Be in touch with every part of your organization remotely and control every information and communication as you are physically on that place. Faster and easy way to access communication
Optimize communication between team Security for document access, modification and loss Reduction in error prone manual process Reduction in paper handling
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| Mechsoft's' EICMS gives exactly this solution. The flexibility comes from the rule engine, which works within the information management framework, and defines the rules of flow, visibility and security of the information. This framework comes ready with the following main modules that can be enhanced, and added to, as per requirements. |
The modules are |
Application starts with setting up of your organization information, which is
- Physical locations/ offices/ factories
- Various departments: attached to each of these offices
- Roles in the organization
- Human Resource information, their roles and hierarchy and reporting structure
- User Management: All entities associated with the organization are users,
whether employees, management, investors, vendors, suppliers, associates/
marketing associations, partners, clients etc. Each of these is user types in OM.
- Human Resources/ Users information: Profiles of individuals, and their skills,
primary and secondary roles, and a track of any changes in their profile (or
progress). This unit can be used to manage all incidents associated with the
individual. This is very useful in tracking
- Employee progress, evaluation and skills tracking.
- . Client management
- Vendor/ supplier external user's performance tracking.
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Project Management: 3D view and control of projects
OM manages clients, and projects from clients. Information exchange between
organization and clients generates Projects, which in turn gives rise to a team on the
project with roles and responsibilities, deadlines, and project tracking. OM has a
multi dimensional view and control of the Project. This tool is basically a pre-built
rules in the framework to give you a project management solution. The views and
abilities of actions for each kind of user can be different as defined by the admin, and
the client may have access to the project progress, to the level that the organization
decides to give.
Features of 3D Project View
- Creation of Project, with defining project scope, defining expected timeline
- Team and team lead allocation, allocation of roles to all players in the project
- Defining view limits: Configuring who can have access to what information
- Client View: Client will have an access to the project progress to the level set
by the Admin, or the project leader. You can limit this access to having access to
all information including internal communication, details of individuals working
and their micro-level progress, or can be limited to only the necessary parts, like
project communication with the team, issues created by the client etc. By default
the client will have access to the following minimum features
- Discussions: participating in public or private discussions.
- Document vault: Uploading general or secured documents with comments,
and defining who can view, and ability to view documents/ files that he has
been granted an access.
- Issue tracker: Creation of issue, and generating discussion on issues.
- Project Lead's view: Project lead has a view of all the team's tasks, ability to
create and allocate tasks, subtasks, editing/ reallocating tasks etc. Lead also has
ability to initiate a task with respect to an issue.
- Team Member's View: Team member would typically check his tasks,
participate in discussions, view files meant for him, and update and report on his
tasks and work schedule.
- Change management: Defining change, scope, and accordingly correcting
timeline and scope of the project.
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In all tasks that we plan, projects that are done, when things do not happen as
planned, an issue gets generated. Issues can be created by anyone related to the
project. This gives complete cycle of issue management, right from creation of issue,
tracking issue, to closing the issue.
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Document vault is a shared documents space, with ability to define complex access
controls. Document vault is an application integrated with all the aspects of the
Information management system, and would have all the documents, attachments
from uploaded files, attached files with issue tracker of discussions of messaging.
The way every single user sees the document vault could be different, based on his
roles, the projects handled by him, document owner's settings and on top of all,
rules set on the system by the admin user.
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Discussion and communication manager
This module manages all communication, like messages, discussions, defining scope
of work, changes to the scope, appreciations and disapprovals. Communications on
business topics happen between clients and management, clients and team, team
Mechsoft EICMS Features Manual manager to team members, and among team members. Discussion module manages all this information. Some key features are as follows.
- Starting discussions: You can start multiple discussions, and for each
discussion select members.
- Searching through various discussions where you are participant (or you have
rights) for information.
- Taking Discussion Live: The discussion will go live when the users mutually
decide that they need to go interactive. This will be like a chat, though the chat
text gets stored as a part of discussion, and attachments also get added to vault.
- Applying rules for security/ filtering/ access control on the discussions.
- Take back your words: You can take back some of the discussion, in case it
has not already been received by anyone.
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In Day to day life person has to complete different tasks, manage his meetings, calls, plan his holidays, travel. To keep all things in mind is very tedious task. So person
using EICMS application is provided with this scheduling feature in which one can
plan his day, view his all tasks for the day, if user is project administrator then he
can view issues in his projects. He can define his personal as well as official schedule, set reminders, interval for reminders, and alerts by means of SMS/mail/alert, can
plan for birthdays, meetings or holidays. User can share his calendar and can make it
editable by others and can give rights to edit.
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Rule engine to set rules on flow of information, and controlling.
OM is an information management system framework. Many applications can be
created and customized on top of this framework. This framework is fully integrated
with Mechsofts' Rule Engine. (www.rulengine.com).
The framework supports includes following features.
- Communication
- File sharing
- Process flow definitions
- Logical rules definition.
These rules could be simple rules like if a document is type 'business document' then
the access is limited to only business contacts of client and company, or could be a
quite complex set of logical conditions. Soon there will be advanced features like, if
document had 'xyz' kind of material, and is made accessible to role 'general' then get
authentication from admin. In such a case, even though one user has shared this doc
with someone, it would automatically get in queue at admin, for acceptance on this
sharing.
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KRA-KPI Performance Evaluation
KRA-KPI Performance Evaluation:
In any organization there are many employee working in different departments and
in different areas. For organization's better improvement every employee's
performance is counted, but to evaluate number of employee's performance is in-all,
a very tedious task. So, to simplify these things, EICMS has an excellent solution
over this problem i.e. "Evaluation".
KRA-KPI Evaluations:
KRA: Key Result Area.
KPI: Key Performance Index.
This technique is used in most of the companies to evaluate the performance of the
users working with the company on quarter or yearly basis.
In this administrator will define categories, generate KRA at role/user level, define
expected rating for different roles and send it for assessment by defining super users
who also will assess the person on different KRA's defined and final calculated detail
report will be available to administrator. Finally, this system is recommended to be used and replace all current unmanaged haphazard communications, leading to a more streamlined and successful and efficient business environment.
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You have a business. number of offices to conduct the same. Different departments,
different roles, distributed staff. You have clients, and clients have projects. There
are different managers handling different users from client side, interacting with
different users from your teams. Some are using phone, some info is in documents,
some information goes via email, then there are issues in the project, and the client
is agitated. The staff reports that things are normal, and this is not justified. Issues
get allocated to some team members. They are independently struggling with them.
They continue for a month, and after doing so, the client finds that this is not what
he was talking about! Then someone is absent. Emails were sent to him, and info
needs now to be transferred to someone else. There is such a huge confusion, in this
un-managed flow of business, no control and total chaos. This is the perfect
combination for low efficiency and customer dissatisfaction. There are various
players in this story, and all may be trying their sincere best, but are failing to
coordinate, filter information, control situation, and on top of this, there are spam
and security hassles! There is a great need, to handle the communication,
information, progress, with a proper control, and with intelligence built in to allow the informationto be seen in multiple view points, and levels of transparency. Something which is very flexible and still binds and controls the whole process.
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