WorkFlow

Activity Management module records the footprint of any type of activity generated in the Efficiency system. If you can anticipate what is going to occur in the future or there is a structured series of activities to achieve a result, you can extend the Activity Manager to create workflow templates and subsequently the action plans. "Action Plan" is creating future Activity Transactions from the pre-designed "WorkFlow" event templates to manage the activities when they occur. Event Definitions are prepared as individual events with all of the appropriate business rules and activity defaults already attached them. The Business Rules can be:

• Major / Minor Milestones;
• Escalate this event if it goes past the due date;
• Escalate this Event if it is repeated too many times;
• Who will be doing the next event;
• The number of days for this event can be adjusted as the project is progressing;
• What Documents are to be sent with the event activity? and
• At the closure of the activity which fields are to be updated and in which tables. Within the WorkFlow Template each event can be assigned with an action type to determine how they are joined together.

These action types are:

• WorkFlow - Main Event Items.
• Parallel - These events are to run in conjunction with other Main Workflow events.
• Options - The user will be presented with a series of events of which they have to make a choice.

Depending on which event is chosen will determine the next series of events to be undertaken. For example, the client is presented with a quotation the choices could be:

- Order Received
- Alterations to Quotation Required
- Client is not proceeding

Both parallel and options can have sub workflow routines attached to them.

A Workflow template can be customised once applied to a client as and Action Plan.

As Events are completed and closed using the Activity Transaction maintenance options the user can adjust future events that still have an open status depending on their access level.

Action Plans can be put 'On Hold', cancelled or deleted if required. The system will automatically provide information comparing the estimated and actual number of days taken to complete events. Thereby providing management with tools that can identify bottlenecks of workloads and opportunities to improve or change business processes.

Related Modules:
• Client and Contact Management
• Call Scheduling
• Activity Management

To Do Lists

In some cases user requires a simple set of to do lists to achieve a result within a module without any interaction with the Activity Management or any other modules.

For example, a set of actions are to be completed to formalise an insurance claim, or a set of items to be checked for an event or a list of actions to be ticket before releasing a new product all can be controlled EFFICIENCY's To Do List management system.

Unlimited number of To Do items can be created and grouped under various To Do Templates. The templates are controlled by type and categories. Unlimited number of To Do Lists can be attached to any record in the system and the lists can be modified to suit each occasion.

To List Items can be assigned to various members of the organisation and they can be completed by other members at a given date and time with notes and remarks