How Ebms can help Local Government with an affordable Contract and other Management Systems

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2. Common frustrations within Councils?
Inefficient &
Disorganised Processes Inadequate Outcomes
MS Excel
Spr/sheets
Old Legacy Systems &
Technology
No Workflow &
Outdated & Limited Collaboration
Complicated Multiple versions of
Database Excel Spreadsheets
Data Overload, no
Paper Forms
information
(i.e. forms)
No Management Dashboards &
Limited Reporting
People trapped behind
Spreadsheets
eBMS helps to eliminate the above frustrations across
multiple solutions and council functions.
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3. Who we are
eBMS makes life at work easier, productive and more
valuable for employees, managers and department heads.
Since its inception in 1999, eBMS has helped a number of high
profile organisations & departments within the private and
public sector to automate their processes.
We help clients to become better organised with People & Processes
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4. What we offer councils
Take your old paper, Access, Excel, legacy registers and non-
formalized processes and …
 Build user-friendly solutions on a ‘web-based database platform’
tailored to suit council’s exact & unique requirements and compliance.
We call this the eBMS Platform.
We also have deep VBA skills to build advance solutions
Enables councils to have: ‘Big System Features
at
 comprehensive management systems (hosted)
Small System Prices’
 with value added features That offers
 100% fully customised
Greater
Improved &
Become Better process
 build in short timeframes Faster Decision
Organised transparency &
making
accountability
 Integrated with other systems
Access data Improved
 at low cost with rapid ROI when ever & collaboration ,
where ever i.e. sign-offs &
web based control
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5. A platform, scalable to current & future needs
Start from „Vanilla System‟ OR a „Clean Canvas‟
Example of Systems we do:
• Management
– Action & KPI Management System
eBMS is a Scalable Web-based
– Balanced Scorecard System,
Database Applications Platform:
– Authority & Delegation Register, etc
• Procurement We offer flexible solutions to help you
– Contract Management System
– Regional Procurement Hub,
capture, manage ,report and drive
• Council Operations desired outcomes .
– Complaints & Service System
– Survey and Action System
– Infringement Register
– Fleet Management
– Property Maintenance System
– Loyalty Program , etc
• Human Resources
– Training Management System
– OH&S Systems
– Employee Database Management System
– Staff Rotation System
– Induction Processing System , etc
• Financial & Risk
– Risk Reporting, Assessment and Tracking System
– Compliance Systems, etc
• Environmental Management
– NGERS Management System
– Waste & Incident Monitoring Scale-up as
needed
• „Build your own Solution
– Enables councils to create unique applications to
streamline any business process
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6. Key Features of the eBMS Platform
Key Features Can Do
1 Scalability - Unlimited automated processes on one platform
Robust Systems – Your own look & Feel
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3 Work Flow – Multi level & Secure
Management Dashboards – e.g. to generate the automated
4 reporting of department, categories, customers …
Drill Down - Able to Group/ Un-Group : Department /
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Categories/ Customer/ …
Automated Business Rules – Prioritisation, Integration,
6 Reminders, Automated Communication
Ease of Integration – Talking to your other systems via CSV
7 files
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7. We can also….
Turn “floating Excel Spreadsheets” into Robust Systems
Option 1
Turning „Informal Excel Spreadsheet‟ Option 2
processes….
Gain visibility, continuity and automated
reporting on a range of Excel spreadsheets.
…into formal system
…with system attributes that will effectively drive & control desired outcomes
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8. Tender & Contract
Management System
We offer an affordable Tender / Contract
Management Solution, tailored towards the
needs of rural and regional councils
‘Big system features at small system
prices’
 Automated Workflow
 Flexible Reporting and Dashboards
 Automated Communication & Reminders
 Integration with your Financial System
 Clear Audit Trail & Easy to Use
 Scalable to current and future needs
...and many more exciting features
More accountability from ‘Cradle to Council Group Investment Index
Grave’ Regional Cities $25,000 to $30,000
Shire Councils $15,000 to $20,000
Pricing is subject to integration requirements
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9. More about our
Contract Management System
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10. An Integrated Contract Management Systems
Flexible enough to fit your needs
Council‟s Needs eBMS Tailored System
Have automated transfer of A standard feature of the platform we use is a built in
data between CMS and scheduler, facilitating automated data transfer with
Finance System any other system
Contain a Contract Register Contracts Register will be the base data that drives
the system. Each contract will have a separate ID
number and all data captured against that contact ID
Monitor the Milestones of all Work flow capabilities and automated scheduler and
contracts email integration will monitor milestones and
facilitate appropriate actions taken.
Monitor the Financial System designed with inbuilt financial modelling to
requirement of the contacts allow full assessment of financials, including “what if
Contract Life “ analysis
A comprehensive Reporting eBMS will conduct workshops to document and
Suite understand all stakeholders needs. Reports then
built to workshop outcomes
Templates and Integration The system comes with a standard Content
with Document Management Management system, which can hold templates and
System integrate with the existing system
Enable contractors The system can have a section for assessment and
performance to be monitored rating of contractors performance. Reports can then
be generated based on these assessments

11. A tailored Contract Management System (continue)
Council‟s Needs eBMS Tailored System
Contain a quality checklist Checklist embedded with contract ID and reported
against.
Hold all insurance and risk Insurance and risk data or documents can be linked
management details to contract ID - no lost documents, full reporting
associated with the contract capabilities.
Easy to use version control Contract ID‟s can be linked – ensuring version
control can be maintained and reported against at
all times
Workflow Workflow option are flexible. An infinite amount of
Ability to capture four levels authorisation levels can be established if required.
of authorisation. Email alerts, escalation and priorities can be
activated
Contract Variations Contract variations recorded against contract ID
number and recorded text boxes. Full tracking of
user name and date of when changes made
Generate automated Automated scheduler and email integration will
reminders to the smooth monitor milestones and facilitate appropriate
administration actions taken. .

12. Configure around your needs
Our platform is like
„playdough‟.
We can shape & configure the eBMS
platform features around your exact
data capturing, management and
reporting needs.
Helping you to drive outcomes,
achieve compliance and gain
more control.
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13. 1 2 Scalable & Own Look & Feel
Complete Your own look
customisation & feel with
around your maximum Start with one
processes flows scalability solution and
add over time
as your needs
unfold
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14. 3 Effective Workflow & Sign-Offs
 eBMS provides a flexible and traceable
workflow system
Manager Approvals
Responsible person, status, and priority for all forms
My eForms „Todo List‟
As complex as your need dictates
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15. 4 Management Dashboards
Charting of data
in customised
management
dashboards The interrogation
of data is easy
and quick
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16. Drill down reporting can be build up in one form e.g.
5 "Tab" or "Scroll Down" or "Link"
Various profile
reports which is
quick and easy to
design by the
user. Once
designed, the
reports are
available at their
finger tips – this
turns out to be a
huge time saver
for staff.
Grouping of data
for improved
“drill down”
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17. 6 Automated Business Rule Execution
Set Scheduler
to prioritise
data
Automated activities can be
triggered through our scheduler or
at the push of a button.
Activate automated:
• Notifications & Reminders
• Altering content within records
• Importing & exporting of data
Set Scheduler
to run when • Adding of records
you need it.
•Raising record priority
•and many more
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18. 6
Integration
 Data can be
imported and
exported
easily in excel
or csv format
 Imports and
exports can
be scheduled
to help
integrate with
other systems
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19. Intelligence – Support Excel Functionality
 Advanced formula engine supporting Excel functionality and more
 Sophisticated behaviour can be attached to many aspects of forms
 Behaviours can be triggered from form interaction or scheduled
events
Calculation and intelligence driven forms
Traffic Light Reporting
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20. Easy to use templates for data capturing
Collapsible
forms - more
user friendly
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21. Content & Document Library
Document
library and
attachment of
document per
record
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22. Escalation and notifications
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23. Setting and keeping standards
Have imbedded
video or
information
buttons to
show what is
expected.
„Training on the
job‟
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24. eBMS is Easy to Manage & Maintain
- The
management of
templates (i.e.
eForms) in an -Built in control
effective and for deleting
efficient way. records
-Efficient
integration
(Import &
Export of date
- Multi Level vis CSV files
security to
ensure that
authorised
people are
working with
the right data. -The effective
scheduling of
business rules,
reminders, and
- Capability for integration
greater procedures.
compliance and
control demand
a clear audit
trail on all
system
activities.
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25. Last Thoughts
 Do more with less effort at higher quality
 Affordable process automation in councils
 Rapid solution building for fast benefit realisation
 Become better organised with managerial activities
 Makes your managerial activities more agile
 Drive & implement process improvements
 Quick and better decision making
 Better delivery of KPIs
www.ebms.com.au
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