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The Value of Logos.NET eSuite

An Excerpt from New World Systems White Paper

eSuite is the name of a suite of modules containing the functionality that interface with employees, citizens, businesses and vendors outside the “firewall” of the municipality. The intention is to interact with the municipality using a browser thus creating a City Hall or County Seat with is open 24 hours, 7-days a week. Listed below are the eSuite modules and the value of each.

eHR

Listed below are the modules, which allow employees to access information about themselves, using a browser and a password thus not requiring the employee to interact with the HR department and doing so at the employee’s convenience?

ePersonal

Employees can view and maintain personal information. Employees can request changes for name, primary and mailing address, phone number, email and contact information. Employees can view and maintain dependant information and add new dependants. Employees can view a history of Position changes. The benefit is complete, secured access at the employees’ convenience without interacting with the HR department.

ePayroll

Employees can view a history of paychecks. The user can view and request changes to their direct deposit account information. Employees can see the Vacation or Sick Pay Accruals. They can see Taxes and Pay Rate information and history. Once again, the benefit is a complete, secured access at the employee’s convenience without interacting with the HR department.

eBenefit

Employees can view a history of their Benefits and Deductions.

eRecruit

Employment candidates can view open positions. Candidates can submit and maintain an on-line application. The following information can be collected from an applicant: education and job histories, certifications, skills, optional EEO information and references. Resume text or an actual resume can be attached to the on-line application. The benefit of eRecruit is an applicant can submit an application with having to drive to municipal location. It is possible to have a significantly larger number of applications because of the convenience of the internet.

eBenefit Administration

Many organizations have an annual open enrollment period in which employees can select eligible benefits for a future period. This enrollment can be done at the employee’s convenience over the Internet with the enrollment information automatically collected and validated. This saves time within the HR department by not having to re-key enrollment information. It also saves employee time by not having to deliver the hand written forms to a specific location. The on-line validation insures that the employee only selects eligible benefits thus reducing errors.

eTimesheets

This module allows employees to enter their timesheet information directly into the system using a secured link to the organization’s web site. The Payroll Administrator would be able to import these timesheets into a payroll batch. The payroll hours would be validated by the system and approved by the employee/supervisor as a form of electronic signature. The benefit of eTimesheets is the timely capture of payroll hours, the on-line validation to insure the accuracy of the hours entered and the electronic signatures. Time would be saved by not having to re-key the payroll hours from a time sheet document.

eTraining

This module will allow the Training Administrator to post a schedule of upcoming training classes on the organization’s web site. During the signing up period, authorized employees would be able to sign up for the classes being offered. With the appropriate approvals, enrollment can be confirmed to the employee and automatic reminders can be sent. Instructors may be able to confirm attendance on-line and post student evaluations. The benefit of this module is the convenience of an on-line listing of classes and the convenience of on-line enrollment. There is also better communications for reminders and class results.

eUtilities

eUtility Customer

This module allows utility customers to view their account activity using a link to the organization’s web site. Customers can check information billings, meter reads, consumption and transaction history. Customers may also have the option of paying the bill on-line. Customers can initiate changes to their profile including mailing addresses and contact information. The benefit of this module is having information on-line therefore reducing the number of phone calls to the Utility department. The on-line information would be as current as the last transaction. This is a good example of 24/7 customer service. On-line payment could also reduce a customer’s exposure to penalties for late payment.

eFinance

eSuppliers

This module will allow potential suppliers to register with the organization through the web site. Existing suppliers (vendors and bidders) can check on the status of items associated to them like open purchase orders, the status of submitted invoices and issue checks. Existing suppliers can initiate changes to their profile like mailing addresses, contacts and commodities offered. The benefit of this module is less time answering phone calls from suppliers and broadening the list of potential suppliers.

eBids

This module will allow bids to be posted on-line. Vendors or bidders will be able to view and download bid specifications and other information concerning a bid. For bids allowing electronic tabulation, vendors/bidders can respond to the bid directly on-line. The benefit of eBids is convenience for the responders and perhaps the receipt of a larger number of responses because of the broad range of the Internet.

eCommunity Development

eRequest for Service

This allows citizens to submit service requests, complaints or comments about the organization. When the request is entered, the information is available to the Logos.NET Request for Service module. The request can be acknowledged with an email and a case can be generated from the service request. The submitter has the ability to look up the status of the request. The benefit of this module is an easy way for citizens to communicate with the organization without making a phone call therefore saving time for the organization. The request can be done at anytime therefore this is another example of 24/7 service to the constituents.

ePermits

This module allows for contractors or citizens to apply for a permit on-line. Payment could also be received at this time. An inspection could also be requested or scheduled. The results of the inspection would also be available. The benefit of ePermits is the convenience of the web saving travel time or phone time. Time would also be saved by the organization by not having to re-key information into the Permit/Inspection system.

eInspections

This module would allow inspectors to receive notification of inspections assigned to them and to update the inspections as they are completed in the field. This module could be used with a table PC with a wireless access to the internet. The benefit of this module is the time saved by not having to drive back to a central site and re-keying the information into the Inspection system.

eLicensing

This module allows potential licensees to apply for or renew a license on-line. Existing licensees can check on the status of a license application or the results of a completed inspection. Existing licensees can make changes to their profile such as mailing address and contact information. Payments could also be made on-line. Once again, the benefit is convenience and time saved re-keying information into the Licensing system.