Overview

In most businesses and other organisations managing project, contract, tasks, work, people, client expectations and staying in business is becoming complex due to the workload on employees, volume of paperwork/documents and volume of transactions generated. 

Meeting quality standards on contract deliverables is vital in order to stay in business due to the aggressive competition in today’s business climate.

JobNG is an integrated project quality assurance management, task  management software application, which has been designed and developed to address the contractual needs and problems of any business or other organisation. JobNG is designed to provide an integrated cost-effective and efficient automated project or job management and quality assurance management on projects for any operation.

There is a great need for companies and establishments to be IS9002, ISO9003 etc compliant. JobNG is the tool that provides the framework for companies to achieve the international quality standards. 

JobNG is customisable for any business or establishment.

The core business functional areas in JobNG are as follows:

• Electronic Project Management Register
• Project contact and relationship management
• Project Task Management
• Project Billing Management
• Project Budgetary Control 
• Sub-Project Management with consolidation
• Project Time Recording and Expense Tracking (Labour Cost)
• Project Correspondence – Call Log Processing and Tracking
• Project Progress and Status Tracking (Project Lifecycle)
• Interface to Project Management Tools such as Microsoft Project
• Project Document (object) scanning (batch or single scanning)
• Project Compound Document Capture and Registration (Multi-page Document Registration)
• Project Document Multiple Indexing Fields
• Project Document Storage and Retrieval
• Project Document Stored Query and Quick Search
• Project Document  Viewing and Printing
• Project Document  Distribution and Routing
• Project Document Security and Encryption
• Project Document Storage Location Configuration
• Project Document Workflow
• Project Document Auditing and Action History
• Project Document Annotation and Mark-up (Redlining)
• Project Document Check-in/Check-out
• Project Document Scanning and Viewing Interface
• Project Document Viewer Configuration
• Project E-mail Interface and Integration
• Project Document Version Control
• Project Document Work Group Administration
• Project Document Inbox/Outbox
• Project Automated Diary Management
• Interface to all Windows-based applications
• Project Automated Work-flow Management and Administration
• Project Call and Post Log Management (Electronic Post Office).
• INTERNET/INTRANET/EXTRANET module available
• Project Statistics and Quick Reporting
• Multi-project management

JobNG can be integrated to your existing systems and can make any business or establishment meet the needs or requirements for the International Quality Standards (ISO9000, IS09002 etc).

Modules

1.    Client Manager

This module processes information on the subject for which projects or documents are being managed.  A ‘client’ could be a person, an establishment, a company, and a company department or government institution. A ‘client’ could be defined as the beneficiary for which the project is being managed. Information about the client, such as name, addresses, contacts, contact job details, contact bank details can be captured, stored and managed.  JobNG provides a facility to store multiple contacts for a client, including multiple contact media such as fax number, phone number, e-mail addresses, and mobile number. 

2.    Job Desktop Manager (Job Quality Assurance Management)

Job manager is the core business function of JobNG, which provides the framework for workflow automation and project quality assurance management.  This module deals with the processing, tracking and management of the jobs or projects for a client.  For every project, an electronic project filing cabinet is opened and maintained for a client.  Information such as project types, project manager, project title, project time record and expenses (labour cost), project activity, project task, project lifecycle, project related documents, and project correspondence are captured.

Job manager desktop provides the framework for the registration, progress monitoring and status tracking for all projects.

Job Manager sub-modules are as follows:

    Job or Project Registration
Project Time Recording and expense costing Management (Labour Cost)
    Project Activity Tracking and Task Allocation Management
     Project Lifecycle Processing 
    Project Correspondence Manager (Call Log)
    Project Working Days (Calendar)      

3.    Workflow and Diary

This module deals with the management of staff personal and case diary.  A diary action can be created and sent to another member of staff.  The diary shows outstanding and processed tasks based on any search criteria specified by staff.  A typical example could be all my outstanding tasks and diary actions on a specified day for a specified client.
 
Diary actions can be rescheduled and can be re-assigned to another member of staff.  Notes can be attached to a diary action and a diary action can have a history of notes.

Workflow component introduces a staff workgroup concept, whereby tasks could be routed to a member of staff or to a team. Through the use of a work-flow or diary action screen, a supervisor can quickly analyse a case.  

Questions such as at what stage is a case, who is responsible for what outstanding task on a case, what diary actions have been generated as a result of a case progress etc. can easily be answered by the use of the work-flow module.  Project Job Plan can be set-up for any project or job type using this module.

This module is integrated to the time recording module.  Staff time is recorded against an allocated task on a project.

4.    Personnel Manager – Human Resource – Project Staff Management

JobNG provides a facility whereby information about your staff can be managed.  Information such as staff contact details, staff time and attendance record, staff rates, staff skill profile, staff manager, staff training details, staff bank details, staff employment history, staff photograph, and all staff related documents are stored.

        It also deals with time and attendance record for employees. Examples could be sickness absence, holidays, and so on.  A basic employee salary management and payroll facility is also available.

JobNG also stores data on all the departments within your establishment.  

5.    Letter Generation

Project or contract letters, templates, mail label and batch mail- shot can be processed using this module.

JobNG can interface with Microsoft Word and any other Windows-based word processing package to allow for data transfer from database to the word document.

6.    Document Manager  (Project Document Configuration Management)

This module introduces ‘paperless office’ to your business operations and it is the core of JobNG.  Client documents such as correspondence can be scanned, captured, registered, indexed, stored, viewed, printed, distributed, and retrieved electronically. Client documents are only printed if they are to be physically sent to an external source.  As result of the integration of this module with the work-flow module, client documents can be routed electronically.  The life history of a document is monitored with a document audit trail facility. JobNG provides an opened document scanning and viewing interface.  Any choices of scanners and viewers can be used.

Document viewers can be used to view the document and the user can specify their viewer to be used accordingly.

        Ad hoc queries on documents can be carried out and the facility to stored        document queries or searches is available.  Sample stored query could be my In-tray (incoming documents), my Out-tray (Out-going documents), all bank statements, my entire externally generated documents etc.

        There is keyword search facility on documents.  An example keyword could be on-line manuals, closed sale documents etc.

        All the documents related to a client or project can easily be accessed through a document quick view mechanism.

                   Documents can be routed or allocated to a team or a specific user.

All client or project documents can be captured by this module and kept on-line for electronic access and possible archiving if need be.

7.    Report Manager

Standard reports are available, such as, list of project  by project types, list of clients, project time recording report, project expense report, project outstanding task report.  During implementation, more reports can be designed based on the information requested by the users.  A report writer is available for users who understand SQL (Structured Query Language), Databases and some computer programming.

8.    Interface to E-mail

JobNG provides an interface to e-mail using a mail application programming interface protocol (MAPI).  Documents can be attached automatically using any email client software such as Microsoft Outlook.  A database transaction record is automatically stored for any email sent on a project.  The project correspondence folder is updated with the email transaction record.

JobNG also provides a good interface, which can be used as the email client.  Email can be received, sent, forwarded, deleted from within JobNG.

9.    System Maintenance and Parameter Configurations

System maintenance module is used to configure the system parameters for your Law Practice.  All the static data such as User, User Groups/Roles, Project Types, Project Job Plan and Lifecycle and Task Category are maintained using this module.

10.    Interface to any Microsoft Windows-based application

JobNG can be used as the main desktop for all Windows-based applications.  All Windows-based application software can be opened from within JobNG.

11.    Project Accounting and Financial Management

JobNG integrates with our AccountNG package which provides the following functionalities: General Ledger (GL), Accounts Receivable (AR), Accounts Payable (AP), Budgetary Control (BC), Fixed Asset Register (FA), Trial Balance (TB), Balance Sheet (BS), Cash Management (CM), Profit and Loss (P&L) and Fund Flow Management.

Sample Screens

he screens below shows a project electronic filing cabinet (project management desktop) with information such as project document, project calls, project status, project stages, project activities, project time record and project expense record.