Documents Library Module
Represents the functionality to integrate all the documents necessary for the implementation of the constituent stages of the Internal Control Management System, thus allowing interaction with the specific documents of the institutions or organizations concerned.
Moreover, the module enables working on mass documents, partially or totally selective, regardless the changes supported by each document. The changes brought to the system can be operated simultaneously, in real time, regardless the changes or the number of documents that need to be modified.
Dynamic Organization Chart Module
Represents the key element in the integrated management of an organization or institution. With this module, the entire documentation is allocated to the active compartments for which it has been developed. The documentation may be accessed either only by the people within the respective active compartment, or by any other person designated by the manager of the active compartment or of the entity. Viewing or modification of the documents assigned to the active compartments can be performed directly from the Dynamic Organizational Chart Module. Thus, each active compartment or responsible for the process can fully customize distribution of the specific documentation of the Internal Control Management System or any other type of document, without the need to explore the entire library of files/folders.
With this module, the documents of the organization are stored digitally in the long term, in a safe environment. The module is part of the Dynamic Organization Chart Module, thus, each active compartment will manage to define its own folder structure to archive documents. The documents’ archive may be accessed either only by internal staff of that department or by other users responsible for the process.
The learning and testing process of knowledge integration of the constituent stages of the Internal Control Management System is possible only by the e-Learning Module, which provides two unique textbooks:
- “Internal Control System in Public Entities”, a textbook dedicated to all those involved in developing and implementation of the control system;
- „Audit of Internal Control Systems”, a textbook dedicated to the staff in charge;
Both textbooks follow and develop the practice of the two activities, so with the completion of any of the textbooks and of this stage with the final test, the users who have completed this process will be capable to apply the concepts and practices acquired.
Throughout the reading period of the two textbooks, the users can benefit from expert technical support and dedicated seminars, for the debate and explanation of the misunderstood terms or concepts.
The e-Learning Module enables users the possibility to promote their own teaching or information materials by using all the functionalities of this module. The module allows to initiate training/refresher sessions for the employees within the entity, at any time, without the need for outsourcing the services.
Annexes and Reports Module
It has multiple functionality and can operate on multiple hierarchical levels, respectively:
- for hierarchically subordinated entities it provides both automatic generation of Annexes and the System report, as well as transmission to higher – level entities;
- for upper hierarchical entities it provides both automatic generation of the Annexes and the System report, data centralization from the Annexes received from subordinated entities and their transmission to the entities responsible for centralizing all the data;
- for entities in charge with centralizing data it provides both generation of the Annexes and Reports, as well as centralization of all data collected regionally;
The functionality of the module is integrated in a graphic interface Diagram/Chart type, where all the data generated by the system can be accessed. Thus, all the entities integrated in the e-S.C.I.M. Solution may be arranged hierarchically in a map, where you can view, report and centralize the specific annexes of the Internal Control Management or of any other type of customizable application at the entity’s request.
The Annexes and Reports Module has three main functions:
- Generation – it produces, automatically, as a result of data processing in the platform, all the Annexes and Reports necessary to support the implementation of the Internal Control Management System, in accordance with the laws in force;
- Reporting – transfers all the Annexes and System Reports, generated into the system, to the upper hierarchical entities in charge with the centralization of data from the hierarchically subordinated entities;
- Centralization – automatically collects all the data inserted in the system Annexes of the subordinated entities, with the capability of processing these data and generate the cumulative Annexes of the superior entity.
Objectives and Risks Module
With the support of this module one can track, in real time, the achievement of objectives through automatic calculation of indicators defined for each goal and regularly alert of the users depending on the result.
The module facilitates monitoring control measures implemented for diminishing the effects of the risks. At the same time, it correlates the three most important standards of the Internal Control Management Code: objectives, performance monitoring and risk management. The next stage involves the integration within this module of the requirements of Standard 3 “Competence and performance”, respectively the evaluation degree of the individual performance indicators.
The whole process of diminishing the effects of the risks is radically improved due to the module’s ability of tracking the implementation of the control measures set for minimizing risks. Once the control measures are not implemented in time, the responsible officers are being alerted on the missed deadlines for implementing these measures and recalculation of residual hazards.
Following the field of Internal Management Control System and the idea of Performance Management, our team proposes a new approach in the policy of managing the Objectives. Thus we developed the section of Individual Objectives, these being correlated with the Specific Objectives, the General Objectives and the Mission of the public entity. Thus, a complete logical circuit between the General Objectives associated with the Mission of the public entity is ensured, their translation to the Specific Objectives associated with the active structures on the entity’s organizational chart and their distribution into Individual Objectives associated with the managers / employees.
The weight of the Individual Objectives in the Specific Objectives is automatically generated by the application, and it is also possible to manually configure them according to the needs. As the performance indicators associated with the Individual Objectives will be completed, the values associated with the Specific Objectives will be generated automatically, which in turn will automatically generate the specific values for risk management.
In addition to the automation of the coordination and monitoring processes for Individual Objectives-> Specific Objectives-> Risk Management, users will be able to automatically generate “Professional evaluation” of the employees, according to the preset filters (period, employee, compartment / compartments etc. .).
Although it seems to be a new tool that strengthens the control area, it is actually a function that helps the Beneficiaries of the application to optimize their activities through coherent and centralized coordination and monitoring. An organized work environment is a relaxed work environment.
Allows the users to configure important events that will be accompanied by alerts and system notifications on schedule. Both the system alerts and notifications are automatically sent to the users of the platform via dedicated messaging to the responsible persons for the scheduled event.
It is a mail type service, by which the users of the platform receive notifications and personalized messages from the platform administrator or the person designated for this task within the entity or by which they can cooperate internally by sending text messages or documents.
Multimedia Panel Module
The Multimedia Panel is running on the front page of the application and allows the users to view important announcements or any other type of multimedia materials, posted by users with this right. This module, through its customized functions, allows management of the materials and selective transmission to users within the public entity.
Provides both the assignment of the registration numbers for system documentation and their easy management in relation to the name of the documents registered in the module. At the same time, the module allows to replace the mechanism for assigning input/output numbers on paper and, in this way, the electronic storage pattern of this kind of information is hereby established. As with all the modules, the Registry Modules can be remotely accessed, on any device connected to the internet. A secondary function of this module is to allocate the recordings to the active compartments or responsible, thus making possible generation and monitoring of the circuit of each document.
Online Support Module
The Online Support System provides assistance to users while accessing the platform, both in terms of functionalities offered by it and for questions or other issues related to technical aspects of implementing the Internal Control Management System or other processes related to scrolling the courses/textbooks integrated into the e-Learning Module. Through this module, the support services are personalized according to each customer’s demand, these being active from Monday to Friday, between 10.00 a.m. to 04.00 p.m.