CDMS for mobile CAT

neversinkhurriedMobile - Wireless

Nov 12, 2013 (3 years and 9 months ago)

74 views

CDMS for mobile CAT

Adela Zifceac

Radu Adrian Mlesnita

CEE Symposium 2011

THE SECOND SYMPOSIUM ON BUSINESS INFORMATICS IN CENTRAL AND EASTERN EUROPE


28
-

30 April 2011, Cluj
-
Napoca, Romania


Introduction


In small and medium size companies and organizations the communication process, decision making speed,
information distribution and overall productivity can be greatly increased by using online collaborative
platforms to replace the scribbles, folders, copies, meetings at the office



Businesses require many processes, such as: budget planning, production planning, procurement of supplies,
stocks and asset management, accounting, human resources, public relations, information management.

All these processes involve many sub
-
processes and specific actions. In order to plan
-

organize
-

coordinate


control (POCC) a business, different documents are used (ex. plans, records, communication files, operating
documents, reports, situations etc).



We usually consider the actors in mobile business scenery the m
-
boss/m
-
manager, m
-
workers and m
-
staff. The
m
-
boss is the mobile manager who is coordinating the mobile workers performing anytime and from anywhere
together with the other colleagues organized in the mobile staff (m
-
staff).



Now, more and more companies are “mobilizing” their “employees” and transform them in mobile employees
(mobile freelancers). This is the end of the classical bureaucracy and the dawn of a new bureacucracy: the
mobile one.



In order to have an effective information and document management system, companies and organizations
now need to turn to collaborative systems.



Starting with the 1980s, software systems were developed to better manage paper documents[21]. The next
evolution step were the systems created to manage electronic documents. These earliest electronic
Document
Management Systems

(DMS) supported a limited number of file formats.

Document Management Systems (DMS)



Document Management Systems (DMS)

are computer programs used in the
management of electronic documents and/or images of paper documents
through their entire life
-
cycle idea, conception, creation, scanning, indexing,
conversion, import, archiving, storage, compaction, retrieval, recovery

,
security, protection, control, destruction, use, transfer. They provide tracking,
storage, versioning, meta
-
data, indexing and retrieval for documents. DMSs
are a component of
Enterprise Content Management Systems (ECMs).




A further development in document management was taken by
Collaborative
Document Management

Systems (CDMS);

it facilitates end
-
to
-
end lifecycle
management of e
-
documents, enables access to latest and reliable information
across the borders of specific web
-
sites and disparate repositories, maintains
efficient flow of information. Capabilities that differentiate collaborative
document management from generic shared work
-
spaces are: work flow,
versioning, capture, retrieval, meta
-
data, publishing.



DMSs are used by companies to consume less time & money when: searching
for a specific document, folder or information inside a document;
collaborating, managing changes and versions of documents and also
regarding document security, storage and backup.

Document Management can be achieved by companies through the use of open source (i.e

OpendocMan, Cyn.in ) or commercial software (i.e. Content Central™, Cmstat).


Most used document types by companies are
word

and
spreadsheets

type documents.


Free online services that enable online collaboration in real time for word files include:

(1) Google Documents


(2) Zoho Writer

(3) Sync.In
is


Open source services that enable spreadsheet collaboration include:

(1) Google Documents

(2) Zoho Sheet

(3) ThinkFree
-
Calc

Different companies use different kind of documents according to their business sector. When acquiring a DMS it

needs to be tailored to the specific industry documentation practices. We will consider the requirements for the

educational sector.


An educational organization/company is based on the following general processes:



Educational activities
:

creating
-
updating course materials, creating
-
updating practical programs,
providing the actual training to students, testing and certification.



Student Management:

course admissions, attendance records, progress & performance records,
student personal data, communications with parents, collecting fees, certificates issue.



Staff/Trainers Management:
trainers personal data, courses held, wages, holidays.



Financial Management
:

budget plans, budget control and reports.



Fund Raising:
create and maintain a donors database, marketing campaigns, identification of new
possible donors.



Alumni:

past students can become long term supporters and donors. There is a need to be
continuously in contact with them and maintain their interest in the organization.

An educational DMS facilitates the development of all processes mentioned above:



Educational Activities
:

The DMS helps in downloading, scanning, storing, sharing, using reference
materials and course materials, making references between modules, search through materials.
Students can submit projects online and can be tested online, their grades automatically inserted
in the online catalog and student progress records.



Student Management:

Each training and administrative department has access to view and/or update
students’ records from attendance, progress, grades, payments. Students and parents can view
their records and situation.



Staff / Trainers Management
: DMS helps human resources and accounting to update staff data from
personal information to wages or courses held. Staff has access to view personal situation and edit
certain fields.



Financial Management:

DMS report system can make estimates on the last years’ financial reports,
can facilitate budget preparation
-
administration
-
reports, accounting activities, payment alerts (for
example if a student missed payment deadline).



Found Raising:

a DMS can help in maintaining a donors and donations database, creating sending
and tracking marketing campaigns and results, create and use a prospective donor database,
creating marketing materials.



Alumni:
communicate with the organization, students and among themselves through an
interactive online system.

Document Management at CAT Training & Coaching Center

Analysis of how Centrul de Afaceri Transilvania (CAT) or Transilvania Business Center Cluj
-
Napoca

has solved document management, communication, task assignment and results control for it’s

training and coaching center.


After testing various collaborative management systems and online conference applications, CAT

decided to use Google Documents, Google Groups and Skype in its activities.


The main features and advantages identified for Google Documents are:


Possibility to upload any type of file (not available in the earlier versions)
-

.doc, .docx, .odt, .zip,
.rar, .xls, .ppt, .pps, .jpg, .png, etc


Recognizes both Microsoft and Open Office files (including MS Office 2007)


Possibility to create directly in Google Documents new files of the following types: document,
spreadsheet, presentation, drawing, form.


Possibility to apply various templates, for example: budget planners, resumes, to do lists, invoices,
business cards, Gantt charts etc


Possibility to share files with an unlimited number of Gmail and non
-
Gmail users


Possibility to allow users to view and/or edit files and notify them of every change made


Possibility to open and edit the documents at the same time by various users


live update


From the features mentioned and tested above, CAT used creating and sharing documents and
maintaining an online Dashboard in order to manage it’s training an coaching center.

Document Management at CAT Training & Coaching Center

Training & Coaching Center Dashboard

organized in multiple spreadsheets

Heads of
activities

Weekly
schedule

Training
groups

Organizational
chart

Heads of
divisions

DASHBOAR
D

Head

of

activity

Activity

GSM

Tel

e
-
Mail

YMess

Skype

Address

Notes

Name
1

Activity

1

Name

2

Activity

2

The Heads of Activities and Heads of Units worksheets contain the databases with
full contact information, duties and responsibilities of the staff (see
Table 1
).

The organizational chart is exactly what its title suggests: an organizational chart of the training &

coaching center. Google Documents offers an organizational chart gadget that is easy to create,

modify and publish.The most used spreadsheet “
To Do Lists
” is organized like in the table below:

Responsible/Date

26

June

2010

23

June

2010

18

June

2010

16

June

2010

ALL

-

Assigned

activity

Information

note

-

Name

1

Assigned

activity

Assigned

activity


Assigned

activity

Assigned

activity

Name

2

Assigned

activity

-

Assigned

activity

-



m
-
Boss and m
-
Managers have the possibility to view and edit all spreadsheets and all cells. The
auxiliary staff may only view all spreadsheets.


This system keeps the history of activities and the coloring system helps m
-
managers make
decisions like who to keep in staff/who to let go, what tasks to allocate and to whom, what deadlines
to establish according to task difficulty and previous worker history. It also enables them to get the
general situation of task realization by one quick glance at the spreadsheet.

The “
Weekly Schedule”
spreadsheet is established on each Saturday debriefing. It contains the allocation

of staff for the coming week by hours and location, the time of briefings and debriefings, day
-
time
-

responsible for trainings etc.

Time


Monday

Tuesday

Wednesday

Thursday

Friday

Saturday

Sunday

9
-
11

Name
1

Name

2

11
-
13

Name
1



.

20
-
22

Debriefing

The “
Training Groups”
worksheets contain the contact data of trainees, the situation of
training modules and their final grades. Each group is managed in a different worksheet.
Only trainers and management have access to view and edit these sheets.


Trainee
Name

Telephone

eMail

Notes

Module 1

Module 2



Grade

Name 1

Completed

In development


The system makes all processes and decisions transparent which enables all participants to have a
better view on the overall activity plan, better evaluate themselves, learn from the others and
innovate.


In order to complement the information flow of the training and coaching center, CAT opted to
use Google Groups. After testing different software (i.e. DimDim, TeamViever, Mikogo) CAT
management chose Skype as a method of direct mobile communication . CAT uses Skype in all 4
key parts of the mobile management system: planning


organization
-
command and control.
Most of internal the CAT communication is done by Skype. Daily morning (briefing) and
afternoon (debriefing) online conferences are organized and those are doubled by ad
-
hoc e
-
conferences as needed during the day.

General
situation
of
program

Evaluate
m
-
workers

Decide

Check
task
allocation
and
situation

Receive
feedback
on tasks
assigned

Assign
tasks to
m
-
Workers

m
-
Boss

Innovat
e

General
view of
assignmen
ts

Send
feedback
on tasks

Receive
tasks

m
-
Worker

Results of the first implementation year of the CDMS for mobile
CAT (statistical findings)


Since 2008 the attendance to CAT training center courses increased by 1835%,
registering an increase of 761% in the second year and 241% in the third year. In the
first year 2008
-
2009, 39 people were trained in eMarketing and mobile business (mMK
& mBIZ).


The mobile office was used to help the staff in bureaucratic activities for a better
management of the multi
-
tasks system. The transition from bureaucratic to
eBureaucratic working style was accomplished and a new one was consolidated:
the
mobile working and life style
.


During the next year 2009
-
2010, the number of trainees reached 297 persons, from
which 283 finished the training program and 14 abandoned it. By autumn 2009 the use
of a
mobile virtual office

became neccessary together with quick efficiantization measures.
For the period 2010
-
2011, 716 persons subscribed for the training program and
efficiency needs to be increased even more. The training & coaching process is open
for anyone and we estimate to increase their number to over 1500 by the end of 2011

0
100
200
300
400
500
600
700
800
2008-2009
2009-2010
2010-2011(partial
results)
People attending CAT courses
Conclusions


The use of this mobile business platform has increased the efficiency of the training & coaching
center. Having access to all information from any computer or mobile phone enabled m
-
workers
to be more flexible while managers can easily plan the next steps having the entire history of past
activities in front of them, can easily coordinate and control the staff anytime, from anywhere.
The
TM

-

Total Mobility

concept was once more tested and validated by the spectacular increase
of the clients’ number


The use of Google Docs, Google Groups and Skype in POCC concept of CAT training &
coaching center is presented in
Figure 3
:

Plan


Organize

Command

Control

SK
YP
E

Organizational chart


To Do List

Head of activities

Training groups

After using the platform for one year there are a few features proposed to be added:


Possibility to give permission to an user to edit in a spreadsheet only a selected number of rows,
columns or cells


Integrate Skype or other similar text/audio/video conference option. Currently Google
Documents has integrated a chat option for written messages. More colaborative results are
expected from FaceBook integration into the platform, especially for young people such as
students.


In case a spreadsheet is published


the possibility of live update (any change in Google
Documents should be immediately updated in the online version).



The system flaws identified until now are:


human errors


inability to inform trainees from the databases directly through Gmail


inability to send notices automatically if a deadline is missed



Due to a high increase in the number of trainees further eficiantization measures are required.

The last year’s testing of our collaborative platform was a success for the organization, which played

the role of test

bed in our research.

Thank you for your attention


Contact data:

Adela Zifceac

+40 744 547 781

Adela.zifceac@econ.ubbcluj.ro

www.Zifceac.ro