Management Systems for City Councils

1. eBMS

2. Common frustrations within Councils?
eBMS
Inefficient &
Disorganised Processes Inadequate Outcomes
MS Excel
Spr/sheets
Old Legacy Systems &
Technology
No Workflow &
Outdated & Limited Collaboration
Complicated
Database
Multiple versions of
Excel Spreadsheets
Paper Forms
(i.e. forms)
Data Overload, no
information
People trapped behind
No Management Dashboards & Spreadsheets
Limited Reporting
What is the alternative?
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3. What we can do for your council
eBMS
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
eBMS offers you:
eBMS Platform enables councils to have: ‘Big System Features
at
 comprehensive management systems (hosted)
Small System Prices’
 with value added features
 100% fully customisable
Greater
Improved &
Become Better process
 build in short timeframes Faster Decision
Organised transparency &
making
accountability
 Integrated with other systems
Access data Improved
 at low cost with rapid ROI when ever & collaboration ,
where ever i.e. sign-offs &
web based control
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4. Turning council‟s processes into robust systems
Start from „Vanilla System‟ OR a „Clean Canvas‟
Example of Systems which we can do: eBMS
• Management
– Action & KPI Management System
– Balanced Scorecard System,
– Authority & Delegation Register, etc We can help you to
• Admin & Compliance
– Documentation & Report Management become better
– Contract Management System
– Supply & Council Interfaced System, etc
organised with
• Council Operations
– Complaints & Service System People & Processes
– Survey and Action System
– Infringement Register
– Fleet Management
– Property Maintenance System
– Loyalty Program , etc
• Human Resources
– Training Management System  We provide near 100%
– OH&S Systems
– Employee Database Management System customization
– Staff Rotation System
– Induction Processing System , etc  In short lead times
• Financial & Risk  Flexible payment options to suit
– Risk Reporting, Assessment and Tracking System
– Compliance Systems, etc your budget
• Environmental Management
– NGERS Management System
– Waste & Incident Monitoring
• „Build your own Solution
– Enables councils to create unique applications to
streamline any business process
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5. For Example
A tailored Contract Management Systems
eBMS
Council‟s Needs eBMS Tailored System
Have automated transfer of A standard feature of the platform we use is a built in
data between CMS and scheduler, facilitating automated data transfer with
Finance System 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 Work flow capabilities and automated scheduler and
contracts email integration will monitor milestones and
facilitate appropriate actions taken.
Monitor the Financial System designed with inbuilt financial modelling to
requirement of the contacts allow full assessment of financials, including “what if
Contract Life “ analysis
A comprehensive Reporting eBMS will conduct workshops to document and
Suite understand all stakeholders needs. Reports then
built to workshop outcomes
Templates and Integration The system comes with a standard Content
with Document Management Management system, which can hold templates and
System integrate with the existing system
Enable contractors The system can have a section for assessment and
performance to be monitored rating of contractors performance. Reports can then
be generated based on these assessments

6. A tailored Contract Management System (continue)
eBMS
Council‟s Needs eBMS Tailored System
Contain a quality checklist Checklist embedded with contract ID and reported
against.
Hold all insurance and risk Insurance and risk data or documents can be linked
management details to contract ID - no lost documents, full reporting
associated with the contract 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 Workflow option are flexible. An infinite amount of
Ability to capture four levels authorisation levels can be established if required.
of authorisation. 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 Automated scheduler and email integration will
reminders to the smooth monitor milestones and facilitate appropriate
administration actions taken. .

7. We can also….
Turn “floating Excel Spreadsheets” into Robust Systems
eBMS
Option 1
Turning „Informal Excel Spreadsheet‟ Option 2
processes….
Gain visibility, continuity and automated
reporting on a range of Excel spreadsheets.
…into formal system
…with system attributes that will effectively drive & control desired outcomes
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8. We can also…
Make old systems new again
eBMS
Option 3
Save money by extending the lifetime of your old “legacy system”,
e.g. old MRP or Database system, by giving it updated functionality
Old Legacy System Revamped System
Old Database with
limited functionality
which is compensated
by Excel Spreadsheets
VS Upgrade old system
with new
and additional paper
functionality saving
documents
you time and money
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9. Key Features of the eBMS Platform
eBMS
Key Features Can Do
1 Scalability - Unlimited automated processes on one platform
Robust Systems – Your own look & Feel
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3 Work Flow – Multi level & Secure
Management Dashboards – e.g. to generate the automated
4 reporting of department, categories, customers …
Drill Down - Able to Group/ Un-Group : Department /
5
Categories/ Customer/ …
Automated Business Rules – Prioritisation, Integration,
6 Reminders, Automated Communication
Ease of Integration – Talking to your other systems via CSV
7 files
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10. 1 2 Scalable & Own Look & Feel
eBMS
Complete Your own look
customisation & feel with
around your maximum Start with one
processes flows scalability solution and
add over time
as your needs
unfold
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11. 3 Effective Workflow
eBMS
 eBMS provides a flexible and traceable
workflow system
Manager Approvals
Responsible person, status, and priority for all forms
My eForms „Todo List‟
As complex as your need dictates
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12. 4 Management Dashboards
eBMS
Charting of data
in customised
management
dashboards The interrogation
of data is easy
and quick
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13. Drill down reporting can be build up in one form e.g.
5 "Tab" or "Scroll Down" or "Link"
eBMS
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.
Grouping of data
for improved
“drill down”
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14. 6 Automated Business Rule Execution
eBMS
Set Scheduler
to prioritise
data
Automated activities can be
triggered through our scheduler or
at the push of a button.
Activate automated:
• Notifications & Reminders
• Altering content within records
• Importing & exporting of data
Set Scheduler
to run when • Adding of records
you need it.
•Raising record priority
•and many more
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15. 6
Integration
eBMS
 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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16. Intelligence – Support Excel Functionality
eBMS
 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
Calculation and intelligence driven forms
Traffic Light Reporting
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17. Easy to use templates for data capturing
eBMS
Collapsible
forms - more
user friendly
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18. Content & Document Library
eBMS
Document
library and
attachment of
document per
record
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19. Escalation and notifications
eBMS
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20. Setting and keeping standards
eBMS
Have imbedded
video or
information
buttons to
show what is
expected.
„Training on the
job‟
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21. eBMS is Easy to Manage & Maintain
eBMS
- The
management of
templates (i.e.
eForms) in an -Built in control
effective and for deleting
efficient way. records
-Efficient
integration
(Import &
Export of date
- Multi Level vis CSV files
security to
ensure that
authorised
people are
working with
the right data. -The effective
scheduling of
business rules,
reminders, and
- Capability for integration
greater procedures.
compliance and
control demand
a clear audit
trail on all
system
activities.
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22. Last Thoughts
eBMS
 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
www.ebms.com.au
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