General Solutions
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OA
IFCA SoftwareTM KNOWLEDGE-BASED OFFICE AUTOMATION SOLUTION
CONNECTING PEOPLE WITH A DIGITAL KNOWLEDGE PLATFORM
Every organization faces the challenges of improving personnel productivity and inter-employee collaboration. There is a need to empower employees to carry out their duties efficiently and productively via cost effective means in enhancing communication and collaboration across the organization. To achieve these objectives, there must be a common group-wide knowledge platform to connect employees for them to interact, share knowledge & information in building up a rich corporate knowledge data-bank collectively. Our fully web-based IFCA OA solution is the ideal platform to achieve this.
Managing & centralizing “explicit knowledge” (e.g., files, databases, programs, publications, drawings etc.) scattered throughout the organization is a big enough challenge, let alone having to mine the latent “tacit knowledge” (e.g., ideas, know-how, experience, intuition, imagination, creativity, etc.), residing in the minds of each individual employees. IFCA OA Solution is design to provide a platform to “extract” such tacit knowledge via a group-wide Corporate Communication Platform, comprising of tools such as Instant Messaging, Discussion Forums, individualized Team-sites (for team members to share and collaborate their knowledge), Web Conferencing, Q&A etc. for employees to share their tacit knowledge freely and easily, hence transforming tacit knowledge into explicit knowledge in enriching the databank of an organization. Backed by a powerful Search Engine within IFCA OA, information can now be easily searched and retrieved with ease.
With this digital knowledge platform, dissimilating and managing group-wide corporate news, announcements, bulletins, automating meeting schedules, management of tasks and work schedules are now made possible and easy.
Managing & centralizing “explicit knowledge” (e.g., files, databases, programs, publications, drawings etc.) scattered throughout the organization is a big enough challenge, let alone having to mine the latent “tacit knowledge” (e.g., ideas, know-how, experience, intuition, imagination, creativity, etc.), residing in the minds of each individual employees. IFCA OA Solution is design to provide a platform to “extract” such tacit knowledge via a group-wide Corporate Communication Platform, comprising of tools such as Instant Messaging, Discussion Forums, individualized Team-sites (for team members to share and collaborate their knowledge), Web Conferencing, Q&A etc. for employees to share their tacit knowledge freely and easily, hence transforming tacit knowledge into explicit knowledge in enriching the databank of an organization. Backed by a powerful Search Engine within IFCA OA, information can now be easily searched and retrieved with ease.
With this digital knowledge platform, dissimilating and managing group-wide corporate news, announcements, bulletins, automating meeting schedules, management of tasks and work schedules are now made possible and easy.
Benefits
1.Knowledge Management
Knowledge retention deals with ways to capture both explicit and tacit knowledge “before it walks out the door” and avoid “reinventing the wheel.” The loss of critical knowledge hits organizations twice: by the number of managers and executives retiring or exiting from the workforce, and by the shrinking pool of qualified younger workers. IFCA OA saves all corporate and employees’ documents, notes, discussions, forums, questions and answers etc., building a knowledge database to boost employees’ productivity, increase revenue and reduce costs. The ability to transform latent tacit knowledge into explicit knowledge is a massive advantage to any organizations.
2.Enhances Corporate-Wide Collaboration
Real-time collaboration and communication adds value to productivity and reduce costs, allowing users to connect, share ideas and information across multiple geographies, time zones, and organizational boundaries. IFCA OA provides real-time collaboration via a built-in Instant Messaging, SMS and Web Conferencing Engine allowing users to work seamlessly with everyone, reducing time to completion of common tasks thereby improving productivity and efficiency.
3.Staff Empowerment
Technology serves as an important tool in enabling employees to effectively carry out their job. IFCA OA provides single-sign-on capabilities and an e-Work Desk, allowing employees to execute their work effectively in one single work space. The e-Work Desk elegantly incorporates communication capabilities such as Instant Messaging, Telephony, Web-Conferencing, Alerts & Notifications, Workflow driven tasks, Content-sensitive document search and other office automation functions in empowering employees to perform.
4.Enhances Data Security
Maintaining a secure system with increasing information and security threat is top priority in today's competitive business landscape. IFCA OA is designed to provide the capability in managing all your information securely in a central location within a central database. No data is required to be stored at branches, site offices or other off-site locations. This ensures that data backups and disaster recovery can be easily managed from a central location.
5.Increase Employee Retention
Managers need to find ways to actively engage employees in contributing ideas to plans and activities. Providing employees with a clear line of sight between their work and the larger initiatives of the organization is a solid method of engaging employees and retaining top talent. With IFCA OA, company’s initiatives can easily be communicated via the Corporate Information Platform, and align these initiatives with employee’s tasks via the Workflow & Forms Automation and Task Management. This will allow employees to contribute their ideas, know-how, experience via the built-in Discussion Forums; all of which promotes increased employee job satisfaction, resulting in healthy employee retention.
6.Streamlined & Standardized Work Procedures
Good business practices emphasize standardization of clear and well defined business processes. With IFCA OA Workflow Automation, managers can now focus on more important staff and business matters, rather than the routine assignment of tasks. An army of clerks is no longer required in tracking work. Work procedures are formally documented and adhered to, ensuring work is organized and performed in the way it was planned, meeting business & regulatory requirements. In short, IFCA OA improves process control and eliminating unnecessary management interventions, with far less chances of delays or misplaced work.
Functions & Features
Employee e-Work Desk
To improve productivity & collaboration within an organization, IFCA OA provides an individualized and easy-to-use automated e-Work Desk where employees can carry out their daily work by interacting and collaborating with each other easily. This e-Work desk can be perceived as a “Digital Secretary”, gathering and organizing work, presents tasks and notifications to each employee in a systematic and orderly manner. This will include, “Knowledge Center”, “Alert & Notification”, “Personal Calendar”, “Pending Tasks”, “My Assignments”, “My Forms”, “Company News and Announcements” etc.Corporate Information Platform
Most employees spend the greater part of their work day involved in collaborative tasks. They share information, work together in teams, manage their tasks and activities, as well as their projects. IFCA OA provides a platform for sharing information and working together in teams. It allows creation of multiple team sites (e.g., Corporate Site, Department Site, Project Site, HR Site, Marketing Site etc), with each site having its own facilitator and members who can manage, publish and view related news, announcements, events, policies & procedures, bulletins and these can be shared out if required. This is an important way to capture latent tacit knowledge accumulating in the minds of each employee and transforming them into explicit knowledge.Document Management
IFCA OA provides an integrated centralized document repository for the whole organization, across boundaries. Each document can be stored electronically and organized into different user definable directories/folders. Users can also create personal folders to store documents/files which can later be transferred to teams or corporate folders to share with other employees. Access rights can be defined and assigned based on roles or individual names of employees. All documents can be retrieved speedily with “content searches” using keywords with full audit trails for access control.Corporate Communication Platform
To greatly reduce cost and enhance communication and collaboration, IFCA OA provides Internal Messaging, Instant Messaging and Video Conferencing capabilities. This function accesses to a centralized corporate electronic Personnel Directory and allow single or multi-party communication. Besides this, it can be integrated with other IFCA e-Business applications which allow attachments and direct drill-down of business information. It also provides discussion forums capabilities which enable employees in the organization to quickly share ideas, know-how, experience, innovation and information. Discussion forums with comment posting, Questions & Answers are dated and listed in reverse chronological order for easy access. Employees can comment on the posting, as well as provide links to related sites or blogs. Forms Automation
Managing physical forms within an organization can be an administrative nightmare. IFCA OA allows you to design and turn internal paper forms, such as Expense Forms, Leave Application Requests etc., into more efficient electronic browser-based forms. With IFCA OA Forms Automation, forms are electronically organized in a repository and automatically routed through a pre-defined approval process via the built-in Workflow engine. You can also apply rules and business logic to the forms to ensure that accurate and relevant information is captured.Work Flow Automation
IFCA OA’s Workflow Automation allows definition of business process flows via visual-driven Work Flow Designer. Once designed, these workflow processes are stored centrally and constitute the core of IFCA OA. All business processes are driven systematically based on these pre-defined flows and thus enforces standardization thorough out the organization. Workflows are initiated either via pre-designed forms or triggered by the integrated IFCA e-business application. All works are routed as notification to respective employee real time via email, SMS or to the employee’s e-Work Desk. Time & Task Management
Manual time reporting is a thing of the past. IFCA OA provides Time Management capabilities to assist in the management of personal and team schedules. Work tasks can now be monitored centrally for each employee. Employee timetable can be shared with proper authorization to enhance team collaboration. Reminders on task due-dates are automatically e-mailed, SMS and presented in the employee’s e-Work Desk. Tasks can be routed based on user-definable workflows. You can now see your tasks in your calendar, so you can have a single view of all your commitments, making sure that deadlines are achieved and you are able to manage your workload, rather than have it control you!Corporate Facilities Management
IFCA OA provides capabilities to maximize the utilization of shared corporate facilities such as meeting rooms, workspace, vehicles, AV/LCD equipment, communication devices such as mobile phones and other shared facilities. It makes it easier than ever to locate the facilities you require when you want it. Search for a meeting room or AV/LCD equipment and indicate when you need it, our scheduling function presents the available options and, with just a few simple clicks, you’re done.Search Engine
It is essential that the knowledge retained in IFCA OA centralized database is easily accessible by authorized employees. With its powerful search engine, it facilitates keyword searches into file names and content of documents to retrieve information and knowledge quickly and easily.
IFCA e-Business Application Integration Framework
IFCA OA offers a comprehensive application integration framework allowing full integration to other IFCA e-Business application solutions, giving you control over your most important business processes. With full integration, you eradicate the cost of manual data re-entry, lower ongoing system administration expenses & control and simplify business processes.
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