Presentation of the core features and functions of the SofTools web application

19. Case – Data Entry Cell Types Cell Type Description Text Entry Simple Text Entry, although the number of characters may be limited by the system Scrollable Text Entry Simple Text Entry, where a scroll bar is presented on the right of the text entry box. These are used where there is expected to be a large amount of text to be entered Number Entry The system validates the entry of data into these fields, only allowing numbers to be entered (including a decimal point) Characters such as currency symbols are not allowed Simple Drop Down Where the field required a selection from a list, a drop down option is provided where there is a downward pointing arrow on the right of the cell. When clicked, the list of options is displayed, allowing the user to select only one Combination Pop Up Where multiple items are allowed from a finite list, a pop up box is used showing all the available selections. The user is then able to click on a single item, or select multiple items by holding down the CTRL key and clicking as normal on the additionally required items Date LookUp The user is able to enter text in these fields, as well as use the clickable calendar button that pops up a calendar or clicking on the ‘NOW’ section will enter the current date into the field Person LookUp Clicking on the ‘…’ button on the right of the cell shows the standard user list and allows either multiple selection of people, or a single person, depending on the type of lookup field that is required. Typing in the field is also allowed, where a list of people matching the typed text will appear to select from, using the cursors to move up and down the list, and ENTER to select. The list gets intelligently refined as the user types External File Selection This is another ‘…’ button that opens up a message box that allows the user to browse the local file system (windows explorer) and select a local file to reference from the cell. Be aware that local files to the computer in use will almost certainly not be available to other users, so selecting c:y documentsest.doc would not be available to other users Formula Field These fields are already highlighted in light blue, and get their content from another area of the case automatically, and so are not available for editing Secure Cell Secure cells are only noticeable if the user has less that Full Read Write access, where the cell will show ‘******’ in the field to disguise the content and stop editing. These types of cells are used mainly to hide financial data from external access. Audit Cell Audit cells are used to record changes to values within a case. They can be any type of the cells listed above, but do not allow direct changes. Instead, they have a small ‘key’ button next to the cell. When clicked this loads a pop up window that allows the cell to be changed. Any changes are recorded (current user, date+time etc). The user making changes to these cells also has the option to enter a description as to why the cell is being changed. Quick Tools count This is a special kind of field that shows the number of Quick cases associated with the specific cell – refer QuickTools . These are typically Action Items. The number of items is clickable and represents the total number of Actions associated. Clicking on the number takes the user to the editing area, where these Actions can be edited deleted, or added to. Special / image Some specialist cells will contain images such as ‘stars’ or ‘arrows’. These are used as an alternative to text based cells, and are typically list cells offering selection from a number of discrete options

41. This section provides an overview of the support mechanism and underlying technology SECTION 7 – SUPPORT AND TECHNOLOGY

44. This section provides an overview of the function that enables the creation and editing of Performance Reports, and the Import / Export of data SECTION 8 – REPORT WRITER

50. Grouped Reports

53. This section provides an overview of the module that Administrators use to initially configure and then Administer the application on an ongoing basis SECTION 9 – CONFIGURATION

67. This section identifies the ways in which the Return-on-Investment in the application can be maximised SECTION 10 – RETURN ON INVESTMENT

71. Senior Management Visibility, Control and Confidence Desired business benefits Senior Managers’ ability to …. Feature SofTools functions Configure reports for both groups and individuals that reflect appropriate levels of security and access permissions    Security and Permissions Administrator control over individual and group security to manage access permissions (None, Read Only, Read Write) Customise, modify and update management reports without the need for technical support    Report Writer Use of Dynamic Reports and a flexible and easy-to-use report writer that requires no technical input or knowledge Minimise time and effort for data entry with no duplication of effort or repeat mistakes    Central database Single point of entry with multiple access as required, including interface with external systems as required Track performance and status using simple Red-Amber-Green reports for critical issues, risks and opportunities    Status Red-Amber-Green Red and amber ‘open item’ reporting including action planning showing ownership (who) and timing (when) Access reports anytime, anywhere (including remote access across secure internet connections)    Web access Full web-based application that sits on a secure internet server or client intranet, and requires no downloads or plug-ins Have critical issues and risks automatically flagged and escalated for management attention    Triggers and escalation Exception reports that embed email & data triggers to inform key stakeholders of status changes Monitor at a high (strategic level) but quickly and easily drill down into detail where required    Report Drill-down Dynamic reports allow one-click access (drill-down) to cases containing work activity Electronically approve, assign for rework or reject work activities at formal review    Audit and Sign-off The use of Editable Reports and audit cells allow the tracking of formal review points including ‘who’, ‘what’, ‘when’ and ‘why’ Allocate work priorities based on business needs and criteria – resulting in an automatic update of portfolio views    Prioritisation criteria Use of custom prioritisation fields and automatic sorting of performance reports to reflect scores View activities and progress by business defined classifications and groups   Performance Reports Client defined grouping and filtering of cases in reports to reflect group security, permissions and client keywords View the entire portfolio and programme of operational activities in a single screen   Portfolio Reports Portfolio display of activities as a single table from ideas to projects to business results Ensure a link from current business objectives and imperatives to the strategy and the Annual Business Planning (ABP) process   Key Performance Indicators Dynamically links cases such as Key Performance Indicators [KPIs] to Change Projects Monitor change and continuous improvement activities by stage and status (Idea, Feasibility, Business Case etc.)   Change Management Client defined reporting of project activities grouped and filtered by phase A T L

72. Consistent Application of Best Business Practice Desired business benefits Operational Managers’ ability to …. Feature SofTools functions Ensure that all teams are using a common approach based on best practice processes and tools    Interactive templates Interactive templates contain all team inputs and documentation - providing a common single quick access point Access expert resources and other relevant documents that provide justification and rationale for actions    Document Management Dynamic links to project data and expert resources using pre-defined key word tagging Effectively communicate progress upwards to the senior managers, sideways to other managers and downwards to the operational teams    Management Reports Pre-defined management reports provide standards updates on team activity with drill down to detail as required Reduce dependency of the team on a single expert or operator – allowing work to be transferred seamlessly    Expert Profiles Tracking and visibility of levels of expertise in key business topics (defined using ‘key-words’) Ensure a high quality of work based on the use of best practices and input of timely data entry in the required format    Virtual Consultant Validation of data input is provided in selected cells, and case examples are used to demonstrate best practice solutions Provide expert support in specific management techniques – building on recognised best practice principles and practices    Expert Resources Linked documents are captured and tagged to client-defined keywords – making them quick and easy to retrieve Identify and track issues through to successful resolution – clear ownership and timings resulting in ‘first time fix on time’    Quick Issues Tool Open Item tool allows the capture, tracking and closure of performance issues, project milestones and actions Identify critical decision points and use a structured approach that combines rational and creative thinking    Quick Decision Tool Quick Decision tool provide a common cross-functional / team approach to critical decisions and sign-off points Simplify cross-team communication and joint working for all key internal and external stakeholders    Open Access Open ‘secure’ access to all stakeholder groups provides common operating processes and visibility of progress Manage and mitigate strategic, operational and programme risks – dealing with concerns before they reach crisis point    Quick Risk Tool Simple risk management tool is used to identify, track and mitigate risk associated with all activities Focus on specific priorities but have an awareness of the broader programme or portfolio of activities   Matrix Reports and Filters Reports can be defined to show individual team or overall portfolio views as required A T L