eBMS

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Outdated & Complicated Database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 your council

Take your old paper, Access, Excel, legacy and non-formalized

processes or systems and …

Build a friendly, web-based system tailored to suit your organisation’s exact & unique needs. We call this the eBMS Platform.

We also have deep VBA skills to build advance solutions

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eBMS offers you:

eBMS Platform enables councils to have:

comprehensive management systems (hosted)

with value added features

100% fully customisable

build in short timeframes

Integrated with other systems

at low cost with rapid ROI

‘Big System Features at

Small System Prices’

Improved & Faster Decision

making

Become Better Organised

Greater process

transparency & accountability

Access data when ever &

where ever i.e. web based

Improved collaboration ,

sign-offs & control

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

We provide near 100%

customization

In short lead times

Flexible payment options to suit

your budget

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Example of Systems which we can do:

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

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

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 of the eBMS Platform

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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Start with one solution and

add over time as your needs

unfold

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 at higher quality

Affordable process automation in councils

Rapid solution building for fast benefit realisation

Become better organised with managerial activities

Makes your managerial activities more agile

Drive & implement process improvements

Quick and better decision making

Better delivery of KPIs

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