Charisma Office Automation

Office Automation

Simple | Intuitive | Flexible | Complete

Main value
Organizes, simplifies and automates complex
processes and workflows;
Cross departmental automation and
organizational processes that cover multiple
departments;
Dramatically decrease operational costs and
improves employees' effiency;
Increases the company's agility and
competitiveness;
360 view over the performance indicators;
Increases customer loyality;
Collaborative working environment, focused on
satisfying business partners’ needs;
Updates and develops customers' business needs.

Management value
Provides key reports and analysis for executives to
run business;
Reports with the ability to go from high level to
low level detail;
Comprehensive insight from all departments and
systems;
Provides executive dashboards, on-spot quick
facts and real-time notifications.

Employee’s value
Clean and friendly user interface;
Commonly performed tasks can be automated;
Can provide data from other applications and
sources;
Can access various reports from the same
interface;
Provides technical support directly from the
application interface;
Provides development methods and tools for
business flows and entities directly from the
application.

Market value
In 2012, Charisma ERP was designated as one of
the 5 strongest European B2B solutions in the
"Enterprise Vertical Market Solution" segment.

Services
Technical support
Decreased reaction time
to any requests;
Permanent access to
Charisma consultants.

Implementation
Data migration;
Integration with
external applications;
Quick customization
If you have a company specialized in of internal specific processes.
providing consultancy services, IT solutions,
law, advertising, architecture or Business consultancy
engineering, you certainly faced the Internal processes consultancy;
questions such as: how profitable is actually Performance indicators and
the business? How many of our projects specific processes implementation.
were completed on time and budget? Do
our teams know to sell the most profitable
Training
services, in a professional manner? Are we
Internal courses for using
billing the worked hours? Such questions
the application;
occur due to intense work practices,
Training workshops
overloading or high number of projects
for internal users.
which lead to low productivity or
inefficiency within the company.

In order to answer these questions,
TotalSoft designed a solution for the
automation of processes in the companies
operating in the services field. Charisma
Office Automation generates a quick return
on investment by improving the operational
efficiency, increasing the employees'
profitability, through the reputation gained
among the customers and through the
better approach of the projects.

You have the opportunity to see the
solution live, visiting one of the reference
customers from abroad. Moreover, we can
provide additional developments to prove
our team’s responsiveness.

Charisma Office Automation is a professional service automation
solution, dedicated to companies providing services for the
management and automation of business activity. The solution
generates a quick and substantial ROI by improving the
operational efficiency, employees profitability, reputation among
customers and by continuously tracking the projects’ deployment.

Why
Charisma
Office Automation

Using SharePoint principles and Licensing flexibility
functionalities Charisma Office Automation is also available
By using SharePoint principles and cutting- as Software as a Service, providing you all
edge technologies from Microsoft, Charisma the benefits of this licensing model: low
Office Automation offers a collaborative initial cost, fast implementation, minimum
work environment, where all the employees support and IT training, cutting the
can consistently access the information infrastructure and application maintenance
stored in secured databases, based on costs, high security for accessing the
access rights granted to predefined roles or databases.
user groups they belong to. Thus, you
eliminate the downtimes, the routine tasks Native Web solution
and the redundant work usually spent Charisma Office Automation can be
looking for the information or their accessed from any mobile device with
integration in a consistent insight upon the Internet access, regardless the
company's activity. configuration. Thus, the field agents can
access any time, from anywhere, the
Exceptional modularity and scalability projects stored in the databases within the
The exceptional modularity of the company, and they can send the information
application and the possibilities of in real-time in order to inform the decision
interfacing with any other solution in factors regarding the field situation.
Charisma business suite allows achieving an
integrated end-to-end solution for the Speed and flexibility during installation
complete automation of the internal and implementation
processes, with cross-department real-time Business expertise and advanced,
data transfer, within organizations of any specialized consultancy encompassing
size or complexity (multi-company, multi- Charisma Office Automation significantly
sites, multi-localization, multi-currency etc). decrease the total implementation costs,
while providing fast return of investment.

Charisma
Office Automation
Charisma Office Automation is a service
dedicated particularly to suppliers, which
simplifies the tracking of projects, streamlines
the resources involved in their execution and
maximizes revenues associated with contracts
concluded. Charisma Office Automation
streamlines and automates the billing and
collection cycle under timesheet hours,
manages documents of interest and provides
support in management decisions based on
metrics and performance indicators. Through
Charisma Office Automation, TotalSoft answers
the questions regarding business
development, as well as its afferent problems.

Modules
The exceptional modularity and the unlimited possibilities of configuring the
application, the licensing flexibility, using the collaborative work environment
provided by SharePoint technology, native Web architecture that allows
accessing the data from everywhere in any moment make Charisma Office
Automation the ideal solution for simplifying and automating the specific
activities of the companies operating in the services area.
Time & Expense
Management

Management

Management

Management

Management
Management

Document
Resource

Financial
Contract

Analysis
Project

Office

Time & Expense
Management

Time & Expense Management module is a self-service
tool, providing transparency both to the employees
and organization, being designated to efficiently track
the hours worked. This module helps the company to
automate the collection, validation, approval, billing
processes or any other information provided by the
employees regarding the worked hours, in a project-
oriented business.

Financial and Operational Benefits

Increases the employees' productivity Reduces the operational costs
Easy-to-use and user friendly tool for
n n The timesheets recorded into a single
recording timesheets; location, including documents, tasks,
n online accessing, in any moment
Allows incidents, calendar, provides the
and from anywhere; advantages of working with a single
n various options to record the
Provides application – low costs of learning and
timesheets: real-time or at the end of using, fast adoption by the employees,
the period; consistently displayed information for
n detail or summary view of
Allows the entire organization;
timesheet period calendar, completely n tracking the timesheets recorded
Allows
configurable: day, week, month; by an unlimited number of projects,
n the effort spent, from any
Captures tasks, customers or employees;
section of the solution; n flexibility for implementing the
Provides
n automatic transformation of the
Allows timesheet model, depending on the
task list into time tasks; characteristics and working pattern of
n flexible schedules of tasks, as
Includes the company;
well as the comparative review of the n using timesheet templates,
Allows
scheduled vs. output. according to each company needs;
n a visual, intuitive marking of
Includes
timesheet cell status: not validated,

validated, invoiced, closed; n the comparisons with the job
Eases
n e-mail or message board
Offers descriptions, which are useful in
notifications for various alerts - periods performance assessments;
without timesheet, hours to be validated n holidays, overtime, sick leaves;
Records
or invoiced etc. n displays the split of the reported
Quickly
Integrates with other human resources
n hours by project type, phase, task or
applications for transferring data, customer;
loading/unloading organization charts, Calculates the costs of the tasks - tracks
n
costs by employee type, dictionaries of the hours performed by employee,
positions within the company; project, activity or detailed task;
Integrates with MS Project or Primavera
n Validates in real-time the timesheets,
n
for the automatic recording of the based on automatic notifications;
employee's timesheet into both n distinct types of activities:
Records
applications. billable or non-billable, actual allocated
hours or customer hours;
Increases the efficiency of managerial Processes the approval of multi-
n
decisions resources timesheets in a flexible
n the allocation and yield of the
Tracks manner, tailored to company's needs;
employees over time periods or at n the timesheets by period or
Groups
project level; account, project, resource.

Project Management

Any project is based on a set of operations, where the
activities are performed against a time and money
budget, an ongoing calendar, allocated resources and
multiple deliverables. Finally, the success or failure of
the projects depends on the efficiency of each
operation. Charisma Office Automation includes a
powerful module, dedicated to project management
that targets the tracking assessing and improving all
the operational activities within a project.


Efficient tracking of projects or of costs related to the projects;
contracted services Simultaneously manages the budgets
n
n and tracks at central level all the
Defines assigned to the projects, at task, project,
issues related to a project: objectives, task type or resource level;
costs, deadlines, calendar, events, n revenue forecasts, cost budgets
Allows
resources, risks, incidents, invoices, (time or money budgets) or tracking of
receivables; the output vs. the schedule.
n projects based on templates,
Creates
allowing predefining the project plan Increases the operational productivity
structure, with the available tasks and Easy and quick assignment of the
n
WBS (Work Breakdown Structure), as resources;
well as the categories of timesheets by n reviews and adjustments at
Allows
activity type; project level or resource allocation;
The possibilities to define and monitor
n Provides the employees' focus on their
n
multiple simultaneous projects, responsibilities and not on
regardless their type or size. administrative tasks;
n advanced functionalities of
Provides n tracking of both internal and
Allows
project planning: WBS, stages, tasks or customer posted incidents, at project
milestones; level; capturing and managing the
n complete and methodic cover of
Allows comment history, severity, person
a project: kick-off, planning, execution, responsible for solving;
control and closing; n discussion forums, where the
Offers
n and accurately captures any type
Quickly employees can disseminate best

practices. decisions for reaching the goals
Streamlines and automates all the
n nto deliver the projects on time and
Helps
operational activities; budget;
Uses To-do list at project level, with drill-
n n and tracks the budget by
Defines
down and tracking capabilities for resource, task, project or customer;
various tasks; n quick identification of the
Allows
Provides quick notifications related to
n employees or tasks with deviations or
the main events recorded at project delays vs. the budget;
level; Provides centralized and intuitive
n
Minimizes the non-invoiced hours and
n information for ensuring the right
ensures revenue increase through a resources within the projects;
better planning of the projects and n the project schedules, by
Tracks
resources; displaying overdue or current
n the integration with any project
Allows milestones;
management solution and natively Reduces the differences between the
n
integrates with MS Project and budget strategy and project schedule;
Primavera; Updates in real-time the project status
n
n data import / export and
Allows based on the hours in the timesheets of
synchronization of schedules with other the resources for the projects' tasks and
applications. stages;
Provides permanent and secured access
n
Increases the efficiency of managerial to project information.

Financial Management

Financial Management module manages the
operations and project execution from the financial
point of view, regardless the type or nature of the
concluded contractual terms. The solution includes
complex financial management tools, covering all
the financial flow, from issuing the invoices to the
customers to recording the payments and closing
the debts on contracts and projects.


Increases the efficiency of the financial n regular forecasts upon the
Provides
operations organization's revenues;
nthe budget management by
Eases n and improves the transparency of
Tracks
defining and tracking them by resource, the cash-flow, providing support for the
project or contract; decisions regarding the future
Simplifies the project and contract
n investments of the company;
invoicing, the billable costs being n recording the receipts by
Allows
calculated and grouped by resource or customer or contract, with automatic
task type; invoice matching;
n accuracy in issuing the invoices
Provides n the customer receipts with
Matches
at detail level and in the format invoice details and allows quick retrieval
preferred by the customer; of rates by resource or resource type;
n flexibility in issuing the
Provides n automatic calculation of
Allows
invoices, by determining and grouping exchange rate differences, based on
the rates, periods, services and expenses payment and invoice dates.
to be included, as well as by setting the
specifics at project level regarding the Maximizes the billable revenues
billing process; n quick and automatic selection of
Allows
n further review of the invoices,
Allows valid spent hours as being billable;
changing their content, as well as n real-time access to the statement
Allows
adjusting the hours to be invoiced from of costs by resources or projects on a
the total worked hours; chosen period;
n managing different invoice types;
Allows Automates the invoice issuing based on
n

the invoice schedule agreed under the and money consuming work;
contract; Automates the retrieval and grouping
n
n the possibility to use different
Provides the data related to budgets, costs,
invoicing rates, by resource, used allocated resources and deliverables at
professional education, contract or contract or project level;
project. Includes alerts at invoicing terms or
n
other financial events;
Improves the relationships with the n the implementation of workflows
Allows
organization's customers for invoice approval after issuing,
n quick and complete invoicing,
Provides according to the business specifics of
as well as lower costs per project or each single customer;
contract; Provides quick and permanent access to
n
n a correct and easy financial
Offers customer account record;
management of the customers' Includes alerts, quick access and
n
accounts; efficient analysis of the existing overdue
Includes advanced possibilities to use
n amounts by contract and/or project;
and record the advance payments or n planning the activities for
Allows
incomplete payments from the receiving the overdue amounts and their
customers. tracking until completion;
n automatic marking of timesheets
Allows
Reduces the internal costs and as invoiced;
increases the company's productivity Integrates with Charisma ERP or with
n
n the redundant, manual, time
Removes any other accounting or ERP system.

Resource Management

Resource Management module schedules the
company's resources by projects in an efficient
manner, by providing the best usage, without
doubling the efforts, based on the competence profile
and skills of the employees, thus providing the best
resources for the projects' success. The solution takes
into account the experience in the fields, interests,
competences or psychological profiles, so that the
created teams are able to deliver the projects within
the restrictions enforced by time, cost and quality.

Increases the profitability at Quick and best support for the migrating the resources from
company's resources level company's goals one project to another;
n the resource selection
Allows n online and real-time
Allows Provides quick and transparent
n
based on the existing management of all the human access to the availability of any
allocations, updated in real- resources existing in the resource within the company;
time; company; n quick notifications for
Offers
Eliminates the overloading or
n n the management of
Allows increasing the workflow
over-allocations of the employees' profiles in order to efficiency, by e-mail or
resources; optimize the allocation process; dashboard. Thus, the availability
n multi-project, multi-
Allows n the resources by
Assigns of a resource is notified, as well
stage, multi-task allocations; matching their abilities, based as the delayed, current or
nstandard rates at resource
Uses on the projects specifics and by completed tasks;
level; their availability at company Provides access to a centralized
n
n customized rates
Allows level; calendar of all the projects and
according to the specific of each Organizes and classifies the
n involved resources;
project or contract; company's resources based on n integrates with
Natively
n tracking and using the
Allows the organization chart or using Charisma HR or with any other
resources per task, phase or WBSs (Work Breakdown human resources management
project. Structures); solution, allowing the retrieval
Includes roles and / or
n or matching the costs per
professional categories resource or per resource
matching; category.
Prioritizies the projects by
n

Contract Management

Charisma Contract Management is a module
especially designed for recording and managing all
types of contracts concluded with the customers
and partners of a company. This module centralizes
and manages the services' execution, according to
the agreed terms and conditions, immediately
notifying any deviation, thus supporting a
professional, agile work environment, based on a
strongly customer-oriented culture.

Reduces the costs and company; customer history;
optimizes the operational n tracking the costs by
Allows Provides different invoicing
n
processes contract; methods, such as flat price,
Maintains in an easy to access
n ncontract templates,
Uses milestones or completed
manner all the data related to reducing the routine work and percentage, advance as security,
the company's customers and saving valuable time for other initial payment and equal
the contracts concluded with activities. installments or based on the
them; execution schedule;
Provides permanent and
n Increases the quality of the Includes quick support for
n
simultaneous access to provided services and improves invoicing and payment
contractual data; the relationships with the allocation to the customers;
na resource allocation
Uses customers n tracking and access to
Allows
calendar for by contracts and n tracking different types
Allows the entire repository of
task schedules; of contracts and provided customers and their accounts;
n the implementation of
Allows services; n the management of
Allows
new workflows for changing and n the customization of
Allows confidential accounts.
approving the contracts, based rates and invoice schedules,
on the specifics of each single depending on the category and

Document Management

Document Management module is developed based
on the latest technologies from Microsoft, providing
easy to use and automation for the management
activity of any type of content, regardless the
format. The product perfectly integrates with online
or offline ERP or PSA solutions, providing exceptional
flexibility and configurability in order to meet any
specific needs.

Increases the efficiency of adapted to the company's n and quickly adds, changes
Easily
working with documents image; and manages the documents,
n comprehensive
Includes n different configurable
Includes thus relieving the employees of
functions for saving, archiving, filters, for allowing advanced routine and time consuming
recovering, history, control, searches; tasks;
versioning and reporting; Organizes the documents,
n Simplifies the activity by using
n
Provides permanent public or
n created or loaded into the document templates.
private access to the required system, on tree structures.
information, based on the Optimizes the project and
security policies of the Reduces the internal costs contract management
organization; n the paper waste and
Reduces Manages the documentation at
n
n the implementation for
Allows the related maintaining costs. contract, customer account or
document workflows with The physical files can be project level;
multi-level approval; scanned and electronically n electronic storing,
Allows
n versioning and history
Allows loaded into the system;. archiving, access and control
change keeping at document Eliminates the effort of
n upon the valuable information
level, with timestamps and logs managing physical documents. needed for project execution;
of users and related comments; The electronic documents are Integrates with Charisma ERP
n
n workflows for increasing
Creates easily administrated and for retrieving the back-office
the efficiency of document organized by structure and/or information or with any other
circuit within the organization; operational flows; enterprise resource planning
n the information in a
Displays Manages different types and
n system.
graphic customized manner, sizes of files;

Office Analysis

Office Analysis module includes a set of reports
especially created for supporting the decisional
process and the agility of the organization. Perfectly
integrated with the operational flow defined by the
other modules within Charisma Office Automation
suite, these reports provide critical information
regarding the company's performance, from
resource usage to profitability per customer,
project, task, employee, team, department or
company.

Increase the control over the Provides full traceability of
n projects and tasks, on the
company's processes hours, from timesheeting to invoiced hours vs. billable hours,
n color and symbolic
Provides billing and payment receiving; reported hours vs. billable hours
performance indicators for a n a complete and
Offers etc.;
quick analysis through transparent status by projects, n determining and
Allows
dashboards with advanced drill- tasks, resource allocation, monitoring performance
down or drill-through functions; incidents and risks. targets;
Includes standard detail reports
n n advanced analysis and
Allows
for the project managers; Increases the revenues and the scenarios using different rates
n generation and
Allows company's profit assigned to resources, such as
configuration of ad-hoc reports, n profitability metrics, at
Includes internal rate, rate at customer's
easy to accessed by the users; resource, invoicing or site, rate outside the city or
n fast calculation of cost
Allows completeness level; abroad.
per resource, project or n a correct and actual
Provides
contract; image of the time spent on

© TotalSoft 2012
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Charisma Office Automation

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