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Components

ActiveOffice is an open system. If your company needs to find solutions in other areas of its business activities than those already covered by the existing modules, Lomtec.com can in a relatively short period of time and under financially advantageous terms develop new modules for your company’s exclusive use and thus fully customise the ActiveOffice system to your requirements.

Enterprise Content Management (Document Management)

Enterprise Content Management (ECM) module enables management of all structured and non-structured information (content) in your enterprise. ECM module helps you to generate content by use of common desktop applications (e.g. Microsoft Word) and user-friendly web templates. It can also provide for content integration from other enterprise information systems (ERP, CRM, etc.).

By means of ECM module, all the content (MS Word documents, HTML files, PDF, etc.) in your enterprise is maintained under chosen categorisation scheme and added corresponding metadata, thus allowing for faster and more effective search and access to required documents. In addition, ECM provides for control of the entire generation and maintenance process concerning documents (workflow) upon preset rules.

Some ECM module components:

• Content generation – integration with desktop applications and publication of documents in the enterprise intranet, including corresponding description (annotation) generated by use of web templates
• Versions check – tracking changes in individual documents and possible return to previous versions
• Library functions – Check In/Check Out functionality provides for safe loading and unloading of documents to/from intranet. This component sustains Read-only and Edit statuses, and locks currently used content for purposes of its protection from unintended deletion or overwriting.
• Workflow – definition and automation of processes related to the generation of documents and management of their life cycles. When generating and maintaining individual documents or groups of documents, users apply default commands (create, edit, review, approve, etc.).
• Search
• Administration of users and their rights

Helpdesk

Helpdesk module delivers more effective receipt and subsequent solution to individual users' problems associated with use of information technology. In case of need, the user places their request by using an application form wherein they choose a particular category and precisely describes the problem. Each such request shall be automatically assigned a registration number and sent to a person responsible for its settlement based on chosen category. Once the responsible person receives the request, its copy and registration number will be sent back to the user to check over the status of the problem solution. Each request and its solution will be automatically stored in a database (Knowledge Base) accessible to every user and serving the purpose of current request search-out. In case the problem has already been described and resolved, the user may get instant description of the solution without the necessity of another worker's assistance (direct participation). As a result, the large number of queries and requests addressed to the IT division staff will decrease.

Projects

Implementation of this module is always fully customised to the nature of a client’s business activities and the type of projects they do. The Projects module streamlines the management process significantly. It enables registration of a project team, delegation of tasks to project team members, administration of project documentation, management of special project types, etc.

Calendar

The Calendar module helps its users to plan all appointments and events like sessions, business meetings, project deadlines, etc. The user can plan their private or business appointments, invite other participants and verify their availability. You can attach various documents to invitations, e.g. agenda of a meeting. The Calendar is available in several views (day, week, month, year). You can also have automatic reminders of upcoming events sent to you by e-mail or SMS text message. Calendar integrates with the Microsoft Outlook application or personal digital assistants, e.g. Palm or Compaq iPaq in the form of import, export or event synchronisation.

Contacts

With the Contacts module you can input, edit and browse contact information on your colleagues, customers, clients, acquaintances or relatives. You have a choice to define which contacts are private and which you could share with other ActiveOffice users. This module can work in connection with the Microsoft Outlook application or personal digital assistants of the Palm or Compaq iPaq type, too. It enables, like all the other ActiveOffice modules, a fast and comfortable search in the individual fields.

Tasks

Users can formulate tasks, track their status and delegate them to other colleagues or subordinates. You can create your own task that relates and is visible within the system only to you. In case you delegate the task to someone else, you decide whether and if so who else will have the right to see it. Those in charge of the task receive notification via e-mail with all details of the task. There’s also the possibility to send automatic reminder e-mails or SMS about the upcoming deadline by which the task should be accomplished. The Tasks module can also run in connection with the Microsoft Outlook application or personal digital assistants.

Documents

ActiveOffice strengthens its users’ productivity also by enabling them to share documents in a central repository. The Documents module makes it possible that an ActiveOffice user shares, in a simple and safe way, key documents within his or her department or another predefined user group. In most cases these documents are: company presentations, product presentations, project plans and reports, heading papers, various company directives, minutes from sessions, miscellaneous forms frequently used (e.g. a vacation form, etc.) Documents can also use ‘Web Folders’ technology, which ensures absolute integration of shared documents with the Windows applications of individual users and enables e.g. opening and saving shared documents directly in Microsoft Office applications or moving them between the ActiveOffice system and a local computer by dragging the mouse.

Sales and Marketing

Sales and Marketing is an extensive module that in a revolutionary way automates and streamlines activities of all staff working in Sales and Marketing units. It has been developed on the basis of a business process model. Sales staff and sales managers can manage or track each business process from its beginning to its end. A detailed system of monitoring business processes, their stages and expected sale volumes can estimate the future turnover of a company precisely and thus contribute significantly to effective management.

Customer Service

This module can upgrade customer relationship management (CRM) to a qualitatively higher level. To customer service staff it offers tools for raising their productivity. They can manage and monitor individual business cases or projects. After evaluating their success rate they find solutions for specific problem types so that in any similar cases in the future the time and costs related to its solution are reduced significantly. Like the Sales and Marketing module this module on CRM includes a report extraction system so that customer service analysis according to various criteria (e.g. product type) is possible.

Time recording (timesheets)

This module may be very useful in companies that provide services. It can be connected closely with the Projects module and serve as a basis for invoicing customers or calculating the salaries of employees and evaluating the cost-effectiveness of individual projects.

Monitoring of Employees’ Presence at the Workplace

This module makes it possible to monitor the presence of individual employees at the workplace. On arrival or departure at the workplace users can register in the ActiveOffice system in a prompt and simple way. The accuracy of registered time is automatically checked by comparing it with the system time of their computers. In case of a lunch or an appointment outside the company users can announce their departure together with an estimated time of return to other colleagues again by a simple registration in the system.

Expenses

The expenses module offers ActiveOffice users simple on-line forms for reimbursement of their expenditure incurred during their working activities. This module has also other related functions, such as online requesting advance payments in regard to expected expenditure or tracking expenditure according to specified items.

Discussion Board

This module promotes intra-company communication to a significant extent. In order to keep discussions focused, they are sorted into thematic discussion forums. Individual forums are either accessible to all ActiveOffice users or they are closed and accessible only to a certain group of users (e.g. within the commerce unit). The administrator, however, can allow access to such a closed forum to other units or departments, if needed.

Surveys

By means of this module ActiveOffice users can vote on various company issues or find out their colleagues’ views on current problems. They can watch interim outcomes of surveys displayed in charts, in case of a new survey all users concerned are notified by an e-mail. Voting can also be limited to a certain group of users.

Notices

Notices helps you inform your colleagues on important issues and events. Each notice is automatically displayed on the home page of the ActiveOffice system and after their login your colleagues cannot overlook it. Usual notices are e.g. a welcome to some new colleague accompanied by a picture of him or her or information on a new big contract. For writing notices you can use the WYSIWYG editor which helps you create interesting graphic items without any HTML skills.

User List

ActiveOffice User List contains data on all users who are allowed by the administrator to access the system. Standard information displayed in the list is: user names, functions, contact information (such as telephone numbers and codes, e-mail addresses, pictures etc.)

Extranet

If you wish, even some business partners or customers of your company can have access to certain parts of your ActiveOffice system. This is usually applied when you want selected clients or partners to have an overview of a project, of its progress or e.g. of your current stock level.

Administrator

Your administrator can use this module to have a full control of the ActiveOffice settings. They can create user groups (e.g. according to the units and departments within the company), establish users’ rights, add users, control security functions of the system, etc.