2016B Release: Business processes completed in Ci Anywhere
The following is a list of completed, end-to-end business processes in Ci Anywhere, giving you the flexibility to work on any device, anywhere, any time.
Asset & Work Management: Work execution | Asset registration | Work planning | Asset bookings | My asset bookings | Work scheduling | Operational project management
Work execution is the process to perform the work scope within the timing and budget to the standards, policies and regulatory requirements applicable to the work. The four work execution sub-processes are: work dispatch, work execution, work costing and work closure.
Asset registration is the process of creating the asset in physical and financial systems, the application of and adherence to policy, standards and regulatory requirements throughout the life of the asset to maximise the investment. The six sub-processes of asset registration are: asset classification, asset relationships, asset attributes, scheduled maintenance regimes, condition assessment and bill of materials.
Work planning is the activity to plan resources to perform the work activities in accordance with the project schedule. This includes identifying the skills required, availability and location of resources, and matching them to the work order requirements. Permits, equipment and procurement including hire, is obtained in advance to ensure all resources are available as required to perform the activities without delay or interruption.
Asset bookings minimises scheduling conflicts when booking assets, and improves efficiencies with work planning and scheduling, through visibility and availability. Asset and Fleet booking is a Ci Anywhere module that is available as a ‘self-service’ or a centrally controlled process to allow for scheduling of asset bookings for required periods of time. The Asset and Fleet Booking module provides the ability to book or reserve assets, such as fleet vehicles or plant, or even parks or office equipment. Current bookings can be viewed at a glance and a simple calendar view showing availability for all ‘bookable’ assets.
My asset bookings allows your staff to create their own bookings for pool vehicles or any class of asset using a simple calendar view. A convenient inbox allows the viewing of current and past bookings and clearly shows the progress of your bookings and/or approval.
The work scheduling function allows a work scheduler to manage resources and work requirements using a simple-to-use calendar view. Work can be moved around interactively in order to optimise the resources and work order completions over a user-defined date range with drag and drop functionality.
Operational project management assists with the monitoring of project milestones and includes project initiation, project management and project completion.
Asset Management: Open space management | Fleet management | Water and sewer waste | Facilities management
Open space management refers to processes that encompass the inspection and maintenance of open spaces within an organisation. Open spaces include assets such as parks, reserves, foreshores and sporting grounds. These processes provide total life costing and produce KPI and financial data to assist with facility renewal and replacement decisions.
Fleet management refers to the processes that encompass the acquisition, maintenance and disposal of vehicle or plant items. Fleet management also provides total life costing and produces KPI and financial data to assist with vehicle and plant replacement decisions.
Water and sewer waste management refers to processes that encompass the inspection, maintenance, and renewal works on water and sewer infrastructure within an organisation. These processes are designed to manage the maintenance, inspection, total life cycle costing and KPI data reporting, and provide the financial data to assist with water and sewer infrastructure renewal and replacement decisions.
Facilities management refers to processes that encompass inspections, maintenance, and renewal works on a facility within an organisation. These processes provide total life costing and produce KPI and financial data to assist with facility renewal and replacement decisions.
Tenancy & Commercial Management: Tenancy management
Tenancy management refers to the full lifecycle of a tenancy from application to end of tenancy. The process enables eligible applicants to enter waitlists for matching vacant properties, allocation of those applicants to a tenancy including all rent and other charge details, review of rent and other charges, and management of the end of tenancy process (incorporating void management).
Financial Management: Journal processing | Manage master data | APRA reporting | Treasury (OneCouncil Solution)
Journal processing enables an organisation to record transactions against the general/subsidiary ledgers and can include one-off entries to record items not captured by other processes. These other processes include accounts payable or receivable, entries required for reporting such as accruals, or balance transfer journals.
Manage master data refers to the processes used by an organisation to record, amend and control items in their Chart of Accounts. The manage master data process ensures an organisation’s Chart of Accounts remains consistent, complete and is protected from unauthorised amendment.
The APRA reporting solution streamlines the APRA reporting process for financial services organisations while extracting and organises the APRA reporting data needed for third party systems, APRA is a part of the OneBanking solution.
Treasury is in the OneCouncil solution and assists the organisation’s ability to monitor cash flow to support capital and operational expenses. This is held in a special purpose ledger and provides simple interest and recognition.
Business Strategy & Planning: Budgeting
The budgeting process enables an organisation to estimate finances for a future period enabling it to plan its operations accordingly. These activities are undertaken to measure, track and adjust budgets in line with operational objectives and strategic direction.
Regulatory management: Register management | Animal management | Water regulatory authority | Trade waste management
Registration management refers to the processes undertaken by an organisation to manage Heritage and Delegations registers.
Animal management allows you to configure and manage all aspects of animal ownership including registration, renewals, and issuing and collecting fees. A registration wizard is provided to simply and easily allow both internal and external users to register new animals in accordance with rules configured by the organisation. Registration renewals can be issued annually or based on anniversary date.
Water regulatory authority refers to the activities undertaken by an organisation for the management of water accounts, and billing processes for the availability and consumption of water services for those accounts. It also encapsulates the management of water connections, water meters, and also provides the ability to assign connections to either one or a number of routes to facilitate the timely and efficient capture of water meter readings. The process also includes the ability to generate notices for printing in-house and extract files for external printing. Extracts of water notices are also produced for properties owned by the relevant Department of Housing or State Revenue Office.
Trade waste management refers to the activities undertaken by an organisation in the administration and management of permitted discharge of liquid trade waste by businesses and government agencies within the organisation’s jurisdiction. Liquid trade waste is any discharge to a sewerage system other than domestic waste from a hand wash basin, shower, bath or toilet. Sewerage systems are designed to safely collect, transfer and treat wastewater that is mostly of domestic origin. However, sewerage systems may also accept liquid trade waste discharges provided they are planned and controlled within acceptable limits. Businesses or government agencies proposing to discharge liquid trade waste to a council sewer must have prior approval from the council responsible for regulating sewerage and trade waste in that area.
Revenue Management: Property & ownership management | Property & revenue debt management | Sundry invoices | Ad hoc invoice management
Property & ownership management involves recording land and ancillary data as required by the various Local Government Acts and Regulations. The details involved are essentially the same details as recorded at the State Government’s Title Office including name/company/entity records, mailing addresses, and details of the land holding based on the Torrens title system of recording land. The process is further used to create and amend land information to facilitate the various functions of local government.
Property & revenue debt management enables an organisation to accurately record the lifecycle of revenue activities through the generation and/or adjustment of direct entry debtor invoices and the periodic distribution of prepaid (unearned) revenue. Debtor management also supports council with the collection of unpaid monies due in arrangements of outstanding debt for customers and generation of interest for outstanding monies owed.
Sundry invoices enables an organisation to accurately record revenue activities through the generation/adjustment of direct entry, i.e. not generated from a billing/contract process, debtor invoices and the periodic distribution of prepaid (unearned) revenue. It is supported by the manage master data process and facilitated by the use of data entry formats which control items such as the account period the transaction will be recorded against; and the workflow required to authorise the invoice/adjustment.
Ad hoc invoice management covers invoice processing, adjustment processing and deferred revenue processing.
Customer & Community Service Management: Cemetery management | Property portfolio management | Name & address management | Manage master data
Cemetery management refers to the activities undertaken by an organisation to administer a register of interment sites at the facility and the information about the interred at the site. As the cemetery adds additional sites, a new record is created within the register to indicate its availability for interment. Each process as it occurs updates the register accordingly.
Property portfolio management refers to the processes undertaken by an organisation to administer and manage agreements with individuals, community organisations or commercial entities relating to the lease or licence for the use of property and/or facilities owned by the organisation. Examples of these types of agreements are:
- The local community body utilising a sports ground for playing and other activities associated with the running of a sports club.
- The commercial leasing of an area within a controlled facility for the provision of kiosk facilities.
Name & address management provides a fast and efficient means of recording details of the people and organisations that Council has dealings with.
Procurement & Expense Management: Procure to pay
The procure to pay process enables an organisation to implement procurement-related policies by providing a facility to record delegations, record authorisations and execute workflows, whilst streamlining accounts payable processes and providing visibility over outstanding debt.
Human Resource Management: Health & safety management | Training
The health & safety management process provides a mechanism to record and report on workplace incident and accident details, hazard details and report to committees to address safety concerns. This allows you to reduce your workplace risk and improve employee safety by taking a proactive approach to the reporting and management of incidents and hazards. Key features and benefits:
- Use a single source of truth for managing workplace incidents and hazards
- Enables employees to report on incidents and hazards at the source on any web-enabled device
- Mitigates risk through integrated compliance training, licences, certifications and inductions
- Keeps stakeholders aware of incidents and hazards with automated alerts
- Empowers managers to view and update incidents, hazards and associated investigations that affect their team
- Experience fast user uptake with the simple user interface
Capital Planning & Delivery: Project execution delivery
Project execution deliveryis the process that enables an organisation to manage capital and general types of work that aid in planning, organising, motivating, and controlling resources, procedures and protocols to achieve specific goals. There are a number of approaches for managing project activities including lean, iterative, incremental, and phased approaches. Regardless of the methodology employed, careful consideration must be given to the overall project objectives, timeline, and cost, as well as the roles and responsibilities of all participants.
Student Administration: Higher degree research
The higher degree research process supports the management of the higher-degree research student lifecycle from enrolment through progression to thesis completion. Candidature is managed by dates, rather than semesters; from the start date of study to the expected submission date. This enables changes in status such as enrolled or leave of absence under examination and changes in part-time or full-time load to reflect exactly what the student does throughout the year. The recording of supervisors allows for a change in supervisor or in a supervisor’s organisation unit, based on dates and these can optionally be used for disbursing fee revenue and reporting to the government, management of progress reporting, examiner recommendations and thesis tracking.
Student Recruitment & Engagement: Application assessment | Offers | Student self service
Application assessment provides all the details, supporting files, communication history, and assessment items in one place and is designed to speed up the processing time so that once an application is submitted, it appears immediately in an assessor’s ‘Workflow In-Box’, ready for the assessment to begin. Assessment can be automated for cohorts or courses of study and the application progressed to the offer or admission stage.
Offers management provides all the application details, supporting files and history in one place where offer details including dates, responses, reasons, comments and conditions can be easily updated. Depending on configuration, a successful outcome for a course application can automatically generate an offer for the applicant. The offer may be for the course they applied for, be conditional on meeting certain requirements, or be an offer for an alternative course or pathway. Offers can be released to the student through a number of channels including email, SMS, or surface mail, at the student’s preference; chosen in the application process.
Student self service delivers real-time online self-service for students, agents, academics and staff. This mobile-enabled functionality empowers students with self-service capability to place them at the centre of their education decision-making, while at the same time enhancing educational provider productivity.
Document & Records Management: Creation | Distribution | Archiving & disposal
Document & Records Management refers to the processes undertaken by an organisation to manage all aspects of the information lifecycle, from creation to archiving and disposal. Document & Records Management can cater for data in any format (including social media) and is fully integrated with all areas of the solution. Version control and comprehensive reporting is also applied to all documents.
Enterprise Foundation: Self service | Business process management | Enquiries | Web services | Reporting & analytics
Self Service functionality is accessed via different interfaces including My Leave, My Timesheets, My Details, My Team Timesheets, My Requisitions, My Asset Books and My Workflow.
Business process management (BPM) forms empowers users to build forms for any scenarios that are important to your business, enabling simple digital delivery to your users with business rules built in to make it quick and easy to fill out a form.
Enquiries covers queries such as ledger, executive, accounts payable and accounts receivable enquiries.
Web services includes:
- WFS (Web Feature Service) – this specification defines interfaces for describing data manipulation operations of geographic features.
- CMIS (Content Management Interoperability Services) – is an open standard that allows different content management systems to inter-operate over the internet.
- REST (Representational State Transfer) – this is an architectural style of networked application that is primarily used to build web services that are lightweight, maintainable and scalable.
Reporting & analytics allows users to optimise the use of the most up-to-date data in their XLOne report outputs. Managers can check on their department's financial position and always see the latest figures; a project sponsor can accurately monitor project costs at any point in time; or a business leader can confidently update the executive team with the latest information at little notice.