Product Feature List

BrainCONNECT is available in two forms, whereas it's possible to change from one to the other at any time:

• Software as a Service: We host your database on one of our servers either in Switzerland or Malaysia and you simply need a browser to access it. This is a perfect solution, if your company has reasonably fast Internet access and the average file size of your Office documents is below 1MB.

• Inhouse installation: The same software as used in the 'Software as a Service' package is installed on a PC in your company, so that the users can access it via the local area network (LAN). In this case, your IT department will be in charge of installation, backup and maintenance.

Task Control Center is available for each employee to manage his or her open tasks. At the same time, it gives the supervisor an overview of all the open tasks in a team and allows to easily change the assignee or sending out a quick reminder if needed. The below features are included:

• Alert Engine automatically changes the status of a to-do from green to yellow (3days before due date) and from yellow to red, once the due date has passed.

• Flagging for to-dos if one is urgent, newly assigned, not opened by the assignee yet or changed by somebody else, than the assignee.

• Monitor with views for to-dos assigned to me as well as delegated (assigned by me). Configurable set of teams, for which you want to monitor the open to-dos

• Team Context allows to set a team under which a to-do shows up, especially helpful if users are member of many teams

• Calculation whenever a to-do is set to done, the system calculates the runtime and compares it against the due date. If the user entered a working time, it is calculated against the time budget.

• Reporting there are default charts for open to-dos by status. For Business Process Improvement, you might like the charts of the completed to-dos by overrun and by overtime

The Document Management System is the central storage for all sort of documents as well as for incoming and outgoing mails. It let you organize your documents similar to a physical file cabinet, but offers the benefit that multiple employees can view a folder at the same time. The below features are included:

• MS Office Integration let you use your MS Office tools (Word, Excel and Powerpoint) directly from BrainCONNECT. If you are working on an Office Document and want to save it in BrainCONNECT, it's as easy as pressing a button.

• Mail Integration let you send out mails by using your Outlook environment (and address books). It's easy to add attachements and links from BrainCONNECT. Regarding the incoming mails, you decide if you want to store a copy in BrainCONNECT by pressing the 'store in BrainCONNECT' button.

• Checkout allows one user to lock the document while editing, so that other users cannot make any changes.

• Audit Trail logs all changes by user, date and field for audit purposes

• Import cabinet structure gives you the possibility to import your current storage or register plan from a file, knowing that some organizations have a structure with 1000+ folders, this feature allows a quick setup

• Version Control allows you to lock a document and continue editing on a new version, e.g. to keep different versions on a contract.

• Snapshot is the big brother of the version control as it freezes the complete folder content, which can be relevant for verifyability purposes.

The Workflow Engine allows you to create templates for frequent tasks, so that they are always processed the same way. The different steps of a workflow can be assigned to roles, so that there are no definition changes requested. The below features are included:

• Autostart automatically starts repeated flows (e.g. creation of the quarterly bulletin) and assigns to-dos to the people as set in the related template.

• Quick Designer allows you to create a new flow with just some mouse-clicks, as the drawing is handled by the engine. There are basically three steps:

  • define task and to-do templates
  • draw the flow
  • assign the task templates to the flow steps

  Done - it should you take less than 5 minutes to create your first simple flow.

• Role Manager is helping to handle all the issues due to staff turnover. Once a role is assigned, the flow engine will forward a task to the role owner - and if the first person in the role owner list is not available, it is sent to the replacement.

• Ad hoc Changes are as easy to implement, as it is to design a new step. As long as a flow is not completed, it can be changed with the same designer tools, which are used to create a new one.