Paradigm Software - leaders in integrated Risk, Training, Document and Corrective Action management software

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Enterprise Business Organiser

Overview: In any organization, the management system is usually a combination of word processing, spreadsheets and databases. The order and interrelationship defines the Management system. Paradigm Software recognises the need to allow organizations the flexibility to work with Microsoft Office products, yet still capture the advantages of an integrated management tool. Paradigm II and ActiveNet (Intranet Solution)is built around 6 modules each with specific capabilities.
	Action Items User tasks/job lists triggered from the modules below.
	The Records and Documentation Module Functionality Table This module handles the bulk of an organization’s management system information. The module accepts MS Office applications and any other that companies may like to import. In effect, the organization continues to use the same information as before but now in a controlled environment. If an item needs to be controlled to meet typical management system document control protocols, it is imported into the Records and Documentation module.
	The Training Module Functionality Table This module handles all organizational training management requirements with the added advantage of integration with other Paradigm II modules. The features of this module include the preparation of activities (competency, qualifications, licenses), recording of scheduled/completed training and appropriate reporting capability, viewing scheduled or completed training from other modules, Para-Linking® to scanned certificates in the Records and Documentation Module and set reminder notifications for re-training.
	Improvement and Risk Assessment Module Functionality Table An integral part of management systems is the method of processing improvements, complaints, risk assessments and or corrective actions. This module captures these issues and introduces a controlled process flow by involving personnel at strategic points. The Improvement Generator is a database module, which offers the same reporting and analysis capabilities as the Resources Cabinet.
	Resources Cabinet Module Functionality Table Some information is better stored as a database. It is not possible to extract data from a collection of word processor items or spreadsheets. The Resources Cabinet module is a selection of typical management systems databases - customers, suppliers, equipment assets and hardcopy item register. The advantage is once the data is stored, reports can be generated and analyzed.
	User Profiles and Security Module Functionality Table This module controls users’ log on and access levels (security), organization structure with respect to department, division entities and personnel job titles, teams, work groups distribution lists. This forms the basis for work-flow information. This allows managers to ‘describe’ their business and position roles. Setting up the administrator module is NOT an IT specialist function and can be managed by a basic PC skilled manager. Position titles, name changes or department name changes are single step processes and instantly reflected throughout other modules.
	Archive Functionality Table Designed to enable obsolete or outdated items to be removed from the Records and Documentation Module, Improvement Generator and Recourses Cabinet modules and stored indefinitely for future reference. Key properties are retained and locked. Database format records are transferred into MS Word documents (to ensure future accessibility). The archive module provides a systematic method of maintaining an uncluttered but relevant management system.

TABLE 1 ActiveNet (Internet Product) Technical Functionality

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This product is NOT available in Small Business solution
1	Customisable front entry page
2	Add favourite hot links
3	Replicates Records and Documentation Module Document management protocols
4	Compatible with MS Office (in native Format publication) MS Word, Excel. Powerpoint, Access, Visio, etc.
5	Compatible with other commercial applications (in native format publication) PDF, AutoCad etc.
6	Replicates Resources Cabinet database data formats
7	Replicates Improvement Generator corrective action processing
8	Check out and Check in controls for item updating.
9	New item importing facility
10	Thread view directory structure
11	Replicates open naming and labelling conventions from Client application Paradigm II
12	Maintains document compliance properties, authorisers, responsibility, read, modify,
13	Maintains latest (current) versions automatically. System removes previous versions
14	Maintains key compliance management dates, version, review, reminder, effective,
15	Maintains Item history automatically
16	Automated history for audit trail
17	Coverts cross referencing tool (Para-Link®) into hyper-links in published documents
18	Notification system (Action items) can be viewed and completed
19	Action items link accurately to associated published information using “show me” button.
20	Sequential action items, (i.e. Notification escalations)
21	General reporting using wizard and output options
22	Customisable reports with output to MS Excel
23	Search capability by name, ID number and contents + more
24	User Guides, On-Line Help
25	Master Forms management for generating electronic records.
26	View Evidence

TABLE 2 General Technical Functionality

	* = Not available in Small Business Solution	top
	General (Accessed via LAN, WAN, or WinFrame Servers)
1	Compatible with MS Office. (MS Word, Excel, Powerpoint, Visio, etc.)
2	Compatible with other commercial applications (PDF, AutoCad, etc.)
3	Manages database data formats
4	Manages corrective action processing
5	Tree view directory structure
6	Open naming conventions
7	Maintains document compliance properties, authorisers, responsibility, permissions,
8	Maintains versions automatically, current, drafts, review, pending, obsolete, locked
9	Maintains key compliance management dates, version, review, reminder, effective
10	Maintains Item history automatically
11	Maintains reminders, review and trigger dates
12	Intuitive administrator functions, delete, rename, move, archive
13	Copy to… items and directory structures+ Export item….
14	Directory level schedule setting tool
15	Notification lists
16	Sophisticated cross referencing tool (Para-Link®)
17	Notification system (Action items) automated at desk top and linked to email system
18	Action items link accurately to associated information using “show me” button. This eliminates errors and ensures system integrity
19	Over 60 customisable events controls
20	Sequential action items, (i.e. Notification escalations)
21	Extensive customizable process making capability integrated with Notification system
22	General reporting using wizard and output options
23	Customisable reports with output to MS Excel and MS Access
24	Activity Reporting (Action Items) by person, by item, by selected items and by directory with performance analysis
25	Search capability by name, ID number and contents + label
26*	Maintain clean live dataset by Archiving unwanted information
27	User Guides, On-Line Help
28	CD Video training aid with voice over

TABLE 3 Security Technical Functionality

	* = Not available in Small Business Solution	top
	Security
1	Synchronised network logon with NT/2000/XP and above
2	Remembers user logon between sessions (Optional)
3	Forced log on to each Module (Optional)
4	Read only accounts (For 5 concurrent and above systems)
5	- Forced password change at next logon - Training mode switch to protect live data set - Optional Case sensitive logon - Account disabled
6*	Multiple Business unit configurations which allows for overall administration and business unit administrator access restrictions.
7	Protect live data by switching new personnel into training made into competent.
8	Over 100 User specific access right settings across all modules
9	Protected Records & Documentation item deletion. Only Full control personnel can delete from recycle bin

TABLE 4 System Administrator Privileges

	* = Not available in Small Business Solution	top
	System Administrator Privileges
1	Set and modify events
2	Set and modify properties of directories, defaults and items
3	Set Special Access privileges on directories and items
4	Reset headers and footers
5	Modify responsibilities, Authoriser, Permissions
6	Modify effective date
7*	Set re-publish all
8	Empty Recycle Bin
9	By-pass special access control set (once only) check box visible
10	- Set and modify template reports- Set and Modify Export data to Excel and Access Reports
11	Set Miscellaneous Directory options
12	Re-set responsibility and complete any open item

TABLE 5 Records & Documentation Module Technical Functionality

	* = Not available in Small Business Solution	top
	Records and Documentation Module Module (Document Management)
1*	Master Forms for generating electronic management records
2*	Master Analysis Forms for generating electronic MS Excel management records where data can be extracted and dumped into .CSV file
3*	Master Records for generating electronic management evidence with history and version of each transaction. Pass word protected.
4	Optional password authorisation confirmation with history
5	Evidence importation locked in read only mode
6*	“Notices” distribution system with knowledge receipt history and evidence
7	Automated MS Word Header/Footer templates linked incorporated in directory import defaults
8	Over 12 Standard document management insert fields with auto update capability linked with Header/Footer templates
9	Ability to report notifications by item
10	Check out and Check in controls for item updating
11	Controlled printing tools with print recipients register, unique print number per controlled copy, recipients control copy receipt
12	Export current item only to desk top
13	Text extraction tool for dumping text into Action items with show me link back to associated original item. Meetings, planning and business administration tool
14*	Publishing control to Web Browser

TABLE 6 Training Management Module Technical Functionality

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	Training Module (Global Training Management)
1	Optional password confirmation
2	Customisable Pull Down Menus
3	Interface with administration module for users and position titles.
4	Interface with Records and Documentation Module, Improvement Generator and Resources Cabinet to enable users to see training record associated with other modules. Example: From a document in Records and Documentation Module, see scheduled or trained staff.
5	Set structured training plans/activities
6	Track external training of contractors/suppliers and customers
7	Maintain records of training either scheduled or completed. Search and report using multiple search criteria.
8	Ability to report notifications that have occurred by training record
9	Library of standard styles for creating records for general training, competency or licences
10	The ability for styles to be modified or Custom built to your specification
11	Automatically trigger notifications. Examples: critical dates, pull-down menus, names or key results from a calculation.
12	Perform calculations from a combination of data fields. (Example: to calculate training costs.)
13	Template reporting of data into MS Word
14	Template reports extracted and dumped into MS Excel or MS Access

TABLE 7 Resources Cabinet Module Technical Functionality

	This module is NOT available in Small Business Configuration	top
	Resource Cabinet Module (Database Record Management)
1	Customisable Pull Down Menus
2	Library of standard database styles for, Equipment, Asset, Legal compliance, Training, Competency, Suppliers, Customers, Hard copy items, Quality records, Raw material, Contacts registers
3	The ability for styles to be modified or Custom built to your specification
4	Completing database fields can automatically trigger notifications. Examples are critical dates, pull-down menus, names or key results from a calculation.
5	Perform calculations by completing a combination of fields. (Same principles as Improvement Generator.)
6	Template reporting of data into MS Word
7	Template reports extracted and dumped into MS Excel or MS Access
8	Publishing control to Web Browser

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TABLE 8 Improvement & Risk Assessment module Technical Functionality

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	Improvement Generator Module (Corrective/Preventive Action Management)
1	Customisable Pull Down Menus. (Same principle as Resources Cabinet item.)
2	Library of standard database styles for Customer complaints, non conforming product/service, Customer Satisfaction, Hazard control, Risk Management
3	The ability for styles to be modified or Custom built to your specification
4	Completing database fields can automatically trigger notifications. Examples are critical dates, pull-down menus, names or key results from a calculation. (Same principle as Resources Cabinet item.)
5	Perform calculations by completing a combination of fields. (Example risk calculation.)
6	Template reporting of data into MS Word. (Same principle as Resources Cabinet item.)
7	Template reports extracted and dumped into MS Excel or MS Access. (Same principle as Resources Cabinet item.)
8	Publishing control to Web Browser. (Same principle of Resources Cabinet item.)

more...

TABLE 9 Archive Module Technical Functionality

	This module is NOT available in Small Business solution	top
	Archive Module
1	Extensive range of search options.
2	Clean viewing layout from search result.
3	Retains critical properties information time captured when archived from live modules.
4	Coverts database information into MS Word format for future easy readability.
5	View items in native format, MS Office or other applications.
6	Export function to allow items to be copied back to desk top or burnt to alternative media.
7	Reporting function of items in Archive and report of items when deleted.