m-files based task management solution (in english)

M-Files based Task Management Solution – system for managing the assignments and their completion in time

DYNAMIC CONTENT MANAGEMENT


Key benefits► Single corporate environment for managing all the assignments and related

information (documents, records, etc.)► Registration the assignments based on various characteristics:

Personal tasks, to-dos, meetings By process and project Single and recurring Individual and group Manually registered and automatically

► Employee absences (vacations, illnesses, etc.) registration in order to provide employees’ substitutes the access to the tasks for period of absence

► Employee inquiries registration for the subsequent task initiation (anonymous inquiries are supported as well)

► Access to the assignments and related information from any hardware devices (desktop PCs, tablets, smart-phones)

► Assignments statistics by responsible persons, departments, processes, projects, actual completion date, etc.


Key efficiency factors of solution► Built-in workflows for managing assignments and related actions

(delegation, postponement for future period, completion approval and sending back for revision)

► Personal planning by particular day and week, projects and processes, and monitoring the tasks assigned to other employees

► Automatic count of assignments, completed in time and with the breach, as well as calculated completion accuracy score by each employee

► Automatically stored reference data, such as actual start and completion, number of postponements and revision iterations by task, full delegation path, etc.

► Alarm messages about task deadlines and overdue, etc.


► The system is accessible through Windows Explorer. All work is carried out in one window only, and similarity with Explorer provides ease of learning


► Tasks are grouped in dynamic folders (views) according to different criteria. Each such folder is an automatic selection of filtered data (for example, Nearest seven days view displays outstanding tasks with planned start date covered by one week)


► Creating a new assignment is based on its selected class (single task, recurring task, meeting or workflow automatic task). Deadline value can be entered manually or derived automatically based on the corporate rules applicable to different assignment types


► All assignments are displayed in the view for personal planning. Assignment can be taken to work, delegated to another employee or postponed


► Delegation provided for all assignment types, including personal ones


► Task might be individual or group – number of task responsible persons is not limited by the information card


► Task initiator can monitor his/her assignments and completion status and see full task delegation path as well


► Employees can add comments to the assignments


► Before performing, the task has to be taken to work that changes its status. It allows to review the current employee workload by department managers and C-level employees


► Task related documents can be uploaded to system by using ‘drag-and-drop’ functionality


► Each document can be previewed without opening it in associated application. Search functionality allows to find information by metadata and document content


► Employees can register elapsed time and time estimated to complete under the task


► When task is performed, it can be marked as completed or delegated to another employee for completion. If the assignment is to-do, task initiator should approve its completion or send back for revision


► Time interval and time unit should be entered at registration of recurring tasks. Upon task completion, system will automatically create new planned task using the specified time interval and unit


► Date, time and participants list should be entered for meeting. Actions, like set a meeting, reschedule or cancel it, will initiate e-mail notifications to participants


► Workflow tasks are automatically created during corporate business processes execution. For instance, item receipt transaction, which is already registered in ERP-system, can be automatically imported to M-Files and that will initiate new task for responsible person


► Workflow tasks can be automatically created during approval processing of the documents saved in M-Files


► Projects and associated tasks can be registered as well


► Project tasks are displayed on the Gantt chart – project managers can review the completion progress on individual tasks and overall project


► Each task with defined deadline is analyzed in the context of its timely completion. Employee card displays net accuracy score which is calculated based on timely completed tasks and tasks with breach


► Employee inquiries as task prerequisites can be registered. Users can also register anonymous inquiries – system will not save user information at creation of such inquiry


► Planned and actual absence (vacations, illnesses, etc.) are registered with entering information about substitute user


► When absence is started, the substitute user will get an access to tasks of absent employee


► Assignments statistic reports show data sorted by various criteria and accessed by defined user rights


► The system provides web-interface which does not need M-Files client installation (all popular Internet-browsers are supported and it is optimized for iPad as well)


► Assignments and related information can be accessed from mobile devices (iPhone, Android, Windows Phone platforms are supported)


Contact for more information:

Artem ShpachenkoBusiness DirectorFTS UkrainePhone: +38 (044) 351 1624Mobile: +38 (050) 445 2405E-mail: [email protected]

m-files based task management solution (in english)

Software