Process descriptions, manuals or any other instructions for the business processes are uploaded in a specific web based management tool. All operations in this tool are made by administrators. Here are the main features in this tool:

• Folder system with infinite subfolder structure
• All operations connected to folders are easily done with mouse right‐click and context menu
• Any folder created are automatically being rendered in the front‐end document library menu
• After selecting a folder, you can upload one or more documents to it. The dialog window for upload handles up to 30 documents at the time
• If a document should appear in several folders, you can simply use drag and drop with the mouse
• Folders can easily be reorganized with drag and drop, too
• Uploaded document have an extended data model that allows you to set security level, “friendly” file name, description and meta text (data about data, used for enhancing search function)

In addition to the document list, you can add a web page to each menu item so that the whole tool actually works as a full content management system. The web page content editor has all possibilities in HTML editing available today. The document archive, and its respective folder system, is rendered in an intuitive web site with dropdown menus and lists. Users throughout your organization can log in and view or download documents from the categories they are allowed to see (based on the user’s security level).

Deviation report module

This is the tool for reporting about unexpected conducts or activities. All relevant employees will have their own user name as password for this tool. Unified Aspects will together with you set up the departments, dimensions and deviation categories. We will also make rules and distribution of reports and alarms according to your business rules and deviation policy. Here are the features of this tool:

• Intuitive web based tool for reporting
• Common login with the document library
• All users can report a deviation. Immediately after creation the user can see the report in the grid of the main view
• Each deviation report has an icon that resembles the status of the record:
  • Grey – unhandled
  • Blue – read, but not handled
  • Green – read and handled
  • Red ‐ expired and broken deviation policy rule
• Each report is linked to a department and therefore distributed to the respective co‐workers and leaders
• User can select from a predefined list of deviation categories. This list can be individual for each department/dimension and is rendered dynamically as the user selects from the tree view of departments, regions, branches, etc.
• As soon as the deviation report is created, e‐mail is sent automatically to the persons responsible for handling the issue and make actions to prevent more similar, undesired events
• Such a user can then log in and handle the case and flag it to be handled with some description of what is done
• Any person involved in the case can open the record and add comments
• If nobody handles the deviation properly and within the expiry time set in the rule set, and automated e‐mail is sent to the respective leader for the department and/or the deviation category. The number of leaders and the structure of the organization can be built in a cube pattern and has more or less infinite possibilities
• In the main view of the deviation system, one can search items based on all fields in the data model. That is f. example category, department, reporting person, description, etc The rule sets defined also handled automatic archiving. F. example all closed cased are automatically archived and hidden after 30 days. Such archived records can still be found with the search function
• Super user are given an additional tool within this tool for adding users
• Each user can edit his/her profile and change the password for login
• As an optional channel for alarms and notifications, SMS can be used. Which categories and departments that shall trigger use of SMS are defined in the rule sets
• In addition to the deviation reporting, one can add suggestions for improvement. This is a separate tab in the main view, and has the same system for distribution
• If someone gets a deviation report he is not supposed to have, he can forward to another party. The receiving part must accept the move in order to fulfill the transfer. Notification are sent on email when such event occurs

We also customize the tool’s layout so that it has the correct business profile for you. That means that we place your logo and colors in the tool.