• Pension case client information and profile processing (pensioner demographics especially photo ID, address, contacts and status)
• Pension scheme management via our Job Tracking System
• Pension case client accounts, case ledger management
• Pension case electronic filing cabinets (Electronic Drawers for document storage)
• Pension case activities and workflow or task automation (Task allocation, distribution, monitoring and tracking)
• Pension case-related document management (introducing paperless law office)
• Pension case staff or human resource management
• Pension case automated time recording and expense processing (labour cost)
• Pension case scheme job plan management (project management)
• Pension case template management ad letter generation
• Pension case payments tracking and processing
• Pension case complaint management
• Pension case lifecycle and status tracking
• Pension scheme correspondence management ( letter tracking)
• Pension scheme payment record management

Modules

1.     Client Manager

This module processes information on the subject for which the pension scheme or case is being managed.  A ‘client’ could be a person, an establishment, a company, a company department or government institution.  Information about the client, such as name, addresses, contacts, contact job details, contact bank details can be captured, stored and managed.  PensionNG          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.     Pension Case Manager and Correspondence Tracking

Pension case manager is the core business function of PensionNG.  This module deals with the processing, tracking management of the pension case for a client.  For every case, an electronic filing cabinet is opened and maintained for a client.  Information such as pension case types or scheme, case manager, case title, case status, case time record and expenses (labour cost), case activity, case task, case lifecycle, case related documents, case correspondence, case client need analysis, case payment management and case key event dates are captured.

The sub-modules within Pension Case Manager are as follows:
         
Pension Case Registration (electronic pension case register)
Case Time Recording and Costing Management (Pension management cost)
Case Activity Tracking and Task Allocation Management
Case Financial Transaction Monitoring (Payment Record)
Case Lifecycle Processing
Case Correspondence Manager (Call Log)
Case Working Days (Calendar)
Case Statistics
Case Static Data (parameter)
Case Graphics
Case Reports

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 task 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.  Pension Case Job Plan can be set-up for any case type using this module.

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

4.     Staff  Manager

PensionNG provides a facility whereby information about your establishment 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 records for employees.  Examples could be, sickness absence, holidays, and so on.  A basic employee salary management and payroll facility is also available.

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

5.     Letter Generation

Pension case referral letters, templates, mail label and batch mail-shot can be processed using this module.

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

Correspondence management tracks all incoming and out-going correspondence on the pension scheme.

6.     Document Manager

This module introduces paperless office to your pension management business.  Case documents such as case incoming letters can be scanned, captured, registered, indexed, stored, viewed, printed, distributed, and retrieved electronically.  Case 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 workflow module, case documents can be routed electronically.  The life history of a document is monitored with a document audit trail facility.

PensionNG 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 the 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,
          Complaint documents etc, etc.

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

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

All case 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 cases by pension schemes, pension case types, list of clients, case transaction percentage by case types, case statistics, case time recording report, case expense report, and case 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), Database and some computer programming.

8.       Interface to E-mail
         
PensionNG provides an interface to e-mail using a mail application programming interface protocol (MSPI).  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 Pension case.  The case correspondence folder is updated with the email transaction record.

 

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

9.         System Maintenance and Parameter Configurations

System maintenance module is used to configure the system parameters for your establishment.  All the static data such as User, User Group/Roles, Pension Schemes, Case Job Plan and Lifecycle and Task Category are maintained using this module.

10.     Interface to any Microsoft Windows-based application
         
PensionNG can be used as the main desktop for all Windows-based applications.  All Windows-based application software can be opened from within PensionNG.

11.     Interface to Accounts and Financial Packages

All financial transactions such as pension case payment information, case pensioner account data, client bank account data, and office account data can be exported to any Windows-based accounting or financial package.  PensionNG has been tested with SAGE Financial Controller and MYOB. We can work with SUN Accounting, ORACLE Financials or any accounting package which allows for data import.

System Environment

PensionNG can be implemented and deployed as follows:

• Single User System (Stand alone) running Microsoft Windows NT, 95, 98, NT 2000,XP operating system
• Multi-User System (Client/Server) running Microsoft Windows NT, 2000 (Server Machine).  Microsoft Windows 95, 98, NT, 2000, XP operating system on the client workstation machines
• Web/INTERNET/INTRANET/EXTRANET client/server version available by the end of 2006.
• WAP (Wireless Application Protocol) & Pocket PC/Hand Held devices client/server version available by the end of 2006
• Back-end database is client’s choice but the recommended databases are ORACLE Database Server version 8/8i/9i/10g or above, CENTURA SQLBase Server version 7.5.0 or above, Microsoft SQLServer version 7.0 or above.  Some customisation will be needed for ORACLE/SQLServer backend.

IMPLEMENTATION OPTIONS

 Web/INTERNET-based solution, which allows for Pension case data availability anywhere, anytime for all law practice staff.

Wireless Network Solution (WAP), which allow for client data to be available on Hand Held Devices, such as Palm Top, PDAs, Portable computers, Pocket PCs, Web Browsers.  This allows for case information to be processed anywhere, anytime via a Wireless network.

Browse.com’s job tracking system will be customised to meet the above pension scheme management system requirements.