Charisma Office Automation

Office Automation

Simple | Intuitive | Flexible | Complete

Main value

Organizes, simplifies and automates complex

processes and workflows;

Cross departmental automation and

organizational processes that cover multiple

departments;

Dramatically decrease operational costs and

improves employees' effiency;

Increases the company's agility and

competitiveness;

360 view over the performance indicators;

Increases customer loyality;

Collaborative working environment, focused on

satisfying business partners’ needs;

Updates and develops customers' business needs.

value

Provides key reports and analysis for executives to

run business;

Reports with the ability to go from high level to

low level detail;

Comprehensive insight from all departments and

systems;

Provides executive dashboards, on-spot quick

facts and real-time notifications.

value

Clean and friendly user interface;

Commonly performed tasks can be automated;

Can provide data from other applications and

sources;

Can access various reports from the same

interface;

Provides technical support directly from the

application interface;

Provides development methods and tools for

business flows and entities directly from the

application.

value

In 2012, Charisma ERP was designated as one of

the 5 strongest European B2B solutions in the

"Enterprise Vertical Market Solution" segment.

Management

Employee’s

Market

Serv

ices

If you have a company specialized in

providing consultancy services, IT solutions,

law, advertising, architecture or

engineering, you certainly faced the

questions such as: how profitable is actually

the business? How many of our projects

were completed on time and budget? Do

our teams know to sell the most profitable

services, in a professional manner? Are we

billing the worked hours? Such questions

occur due to intense work practices,

overloading or high number of projects

which lead to low productivity or

inefficiency within the company.

In order to answer these questions,

TotalSoft designed a solution for the

automation of processes in the companies

operating in the services field. Charisma

Office Automation generates a quick return

on investment by improving the operational

efficiency, increasing the employees'

profitability, through the reputation gained

among the customers and through the

better approach of the projects.

You have the opportunity to see the

solution live, visiting one of the reference

customers from abroad. Moreover, we can

provide additional developments to prove

our team’s responsiveness.

Technical support

Decreased reaction time

to any requests

Permanent access to

Charisma consultants.

;

Implementation

Data migration;

Integration with

external applications;

Quick customization

of internal specific processes.

Business consultancy

Internal processes consultancy;

Performance indicators and

specific processes implementation.

Training

Internal courses for using

the application;

Training workshops

for internal users.

CharismaOffice Automation

Why

Using SharePoint principles and Licensing flexibility

functionalities

Native Web solution

Exceptional modularity and scalability

Speed and flexibility during installation

and implementation

Charisma Office Automation is also available

as Software as a Service, providing you all By using SharePoint principles and cutting-

the benefits of this licensing model: low edge technologies from Microsoft, Charisma

initial cost, fast implementation, minimum Office Automation offers a collaborative

support and IT training, cutting the work environment, where all the employees

infrastructure and application maintenance can consistently access the information

costs, high security for accessing the stored in secured databases, based on

databases.access rights granted to predefined roles or

user groups they belong to. Thus, you

eliminate the downtimes, the routine tasks

and the redundant work usually spent Charisma Office Automation can be

looking for the information or their accessed from any mobile device with

integration in a consistent insight upon the Internet access, regardless the

company's activity. configuration. Thus, the field agents can

access any time, from anywhere, the

projects stored in the databases within the

company, and they can send the information The exceptional modularity of the

in real-time in order to inform the decision application and the possibilities of

factors regarding the field situation.interfacing with any other solution in

Charisma business suite allows achieving an

integrated end-to-end solution for the

complete automation of the internal

processes, with cross-department real-time Business expertise and advanced, data transfer, within organizations of any specialized consultancy encompassing size or complexity (multi-company, multi- Charisma Office Automation significantly sites, multi-localization, multi-currency etc). decrease the total implementation costs,

while providing fast return of investment.

Charisma Office Automation is a professional service automation

solution, dedicated to companies providing services for the

management and automation of business activity. The solution

generates a quick and substantial ROI by improving the

operational efficiency, employees profitability, reputation among

customers and by continuously tracking the projects’ deployment.

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Modules

Charisma Office Automation is a service

dedicated particularly to suppliers, which

simplifies the tracking of projects, streamlines

the resources involved in their execution and

maximizes revenues associated with contracts

concluded. Charisma Office Automation

streamlines and automates the billing and

collection cycle under timesheet hours,

manages documents of interest and provides

support in management decisions based on

metrics and performance indicators. Through

Charisma Office Automation, TotalSoft answers

the questions regarding business

development, as well as its afferent problems.

CharismaOffice Automation

The exceptional modularity and the unlimited possibilities of configuring the

application, the licensing flexibility, using the collaborative work environment

provided by SharePoint technology, native Web architecture that allows

accessing the data from everywhere in any moment make Charisma Office

Automation the ideal solution for simplifying and automating the specific

activities of the companies operating in the services area.

Time & Expense Management module is a self-service

tool, providing transparency both to the employees

and organization, being designated to efficiently track

the hours worked. This module helps the company to

automate the collection, validation, approval, billing

processes or any other information provided by the

employees regarding the worked hours, in a project-

oriented business.

Financial and Operational Benefits

Time & ExpenseManagement

Increases the employees' productivity Reduces the operational costs

Easy-to-use and user friendly tool for The timesheets recorded into a single

recording timesheets; location, including documents, tasks,

Allows online accessing, in any moment incidents, calendar, provides the

and from anywhere; advantages of working with a single

Provides various options to record the application – low costs of learning and

timesheets: real-time or at the end of using, fast adoption by the employees,

the period; consistently displayed information for

Allows detail or summary view of the entire organization;

timesheet period calendar, completely Allows tracking the timesheets recorded

configurable: day, week, month; by an unlimited number of projects,

Captures the effort spent, from any tasks, customers or employees;

section of the solution; Provides flexibility for implementing the

Allows automatic transformation of the timesheet model, depending on the

task list into time tasks; characteristics and working pattern of

Includes flexible schedules of tasks, as the company;

well as the comparative review of the Allows using timesheet templates,

scheduled vs. output. according to each company needs;

Includes a visual, intuitive marking of

timesheet cell status: not validated,

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validated, invoiced, closed; Eases the comparisons with the job

Offers e-mail or message board descriptions, which are useful in

notifications for various alerts - periods performance assessments;

without timesheet, hours to be validated Records holidays, overtime, sick leaves;

or invoiced etc. Quickly displays the split of the reported

Integrates with other human resources hours by project type, phase, task or

applications for transferring data, customer;

loading/unloading organization charts, Calculates the costs of the tasks - tracks

costs by employee type, dictionaries of the hours performed by employee,

positions within the company; project, activity or detailed task;

Integrates with MS Project or Primavera Validates in real-time the timesheets,

for the automatic recording of the based on automatic notifications;

employee's timesheet into both Records distinct types of activities:

applications. billable or non-billable, actual allocated

hours or customer hours;

Increases the efficiency of managerial Processes the approval of multi-

decisions resources timesheets in a flexible

Tracks the allocation and yield of the manner, tailored to company's needs;

employees over time periods or at Groups the timesheets by period or

project level; account, project, resource.

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Any project is based on a set of operations, where the

activities are performed against a time and money

budget, an ongoing calendar, allocated resources and

multiple deliverables. Finally, the success or failure of

the projects depends on the efficiency of each

operation. Charisma Office Automation includes a

powerful module, dedicated to project management

that targets the tracking assessing and improving all

the operational activities within a project.

Project Management

Efficient tracking of projects or of costs related to the projects;

contracted services Simultaneously manages the budgets

Defines and tracks at central level all the assigned to the projects, at task, project,

issues related to a project: objectives, task type or resource level;

costs, deadlines, calendar, events, Allows revenue forecasts, cost budgets

resources, risks, incidents, invoices, (time or money budgets) or tracking of

receivables; the output vs. the schedule.

Creates projects based on templates,

allowing predefining the project plan Increases the operational productivity

structure, with the available tasks and Easy and quick assignment of the

WBS (Work Breakdown Structure), as resources;

well as the categories of timesheets by Allows reviews and adjustments at

activity type; project level or resource allocation;

The possibilities to define and monitor Provides the employees' focus on their

multiple simultaneous projects, responsibilities and not on

regardless their type or size. administrative tasks;

Provides advanced functionalities of Allows tracking of both internal and

project planning: WBS, stages, tasks or customer posted incidents, at project

milestones; level; capturing and managing the

Allows complete and methodic cover of comment history, severity, person

a project: kick-off, planning, execution, responsible for solving;

control and closing; Offers discussion forums, where the

Quickly and accurately captures any type employees can disseminate best

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practices. decisions for reaching the goals

Streamlines and automates all the Helps to deliver the projects on time and

operational activities; budget;

Uses To-do list at project level, with drill- Defines and tracks the budget by

down and tracking capabilities for resource, task, project or customer;

various tasks; Allows quick identification of the

Provides quick notifications related to employees or tasks with deviations or

the main events recorded at project delays vs. the budget;

level; Provides centralized and intuitive

Minimizes the non-invoiced hours and information for ensuring the right

ensures revenue increase through a resources within the projects;

better planning of the projects and Tracks the project schedules, by

resources; displaying overdue or current

Allows the integration with any project milestones;

management solution and natively Reduces the differences between the

integrates with MS Project and budget strategy and project schedule;

Primavera; Updates in real-time the project status

Allows data import / export and based on the hours in the timesheets of

synchronization of schedules with other the resources for the projects' tasks and

applications. stages;

Provides permanent and secured access

Increases the efficiency of managerial to project information.

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Financial Management module manages the

operations and project execution from the financial

point of view, regardless the type or nature of the

concluded contractual terms. The solution includes

complex financial management tools, covering all

the financial flow, from issuing the invoices to the

customers to recording the payments and closing

the debts on contracts and projects.

Financial Management

Increases the efficiency of the financial Provides regular forecasts upon the

operations organization's revenues;

Eases the budget management by Tracks and improves the transparency of

defining and tracking them by resource, the cash-flow, providing support for the

project or contract; decisions regarding the future

Simplifies the project and contract investments of the company;

invoicing, the billable costs being Allows recording the receipts by

calculated and grouped by resource or customer or contract, with automatic

task type; invoice matching;

Provides accuracy in issuing the invoices Matches the customer receipts with

at detail level and in the format invoice details and allows quick retrieval

preferred by the customer; of rates by resource or resource type;

Provides flexibility in issuing the Allows automatic calculation of

invoices, by determining and grouping exchange rate differences, based on

the rates, periods, services and expenses payment and invoice dates.

to be included, as well as by setting the

specifics at project level regarding the Maximizes the billable revenues

billing process; Allows quick and automatic selection of

Allows further review of the invoices, valid spent hours as being billable;

changing their content, as well as Allows real-time access to the statement

adjusting the hours to be invoiced from of costs by resources or projects on a

the total worked hours; chosen period;

Allows managing different invoice types; Automates the invoice issuing based on

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the invoice schedule agreed under the and money consuming work;

contract; Automates the retrieval and grouping

Provides the possibility to use different the data related to budgets, costs,

invoicing rates, by resource, used allocated resources and deliverables at

professional education, contract or contract or project level;

project. Includes alerts at invoicing terms or

other financial events;

Improves the relationships with the Allows the implementation of workflows

organization's customers for invoice approval after issuing,

Provides quick and complete invoicing, according to the business specifics of

as well as lower costs per project or each single customer;

contract; Provides quick and permanent access to

Offers a correct and easy financial customer account record;

management of the customers' Includes alerts, quick access and

accounts; efficient analysis of the existing overdue

Includes advanced possibilities to use amounts by contract and/or project;

and record the advance payments or Allows planning the activities for

incomplete payments from the receiving the overdue amounts and their

customers. tracking until completion;

Allows automatic marking of timesheets

Reduces the internal costs and as invoiced;

increases the company's productivity Integrates with Charisma ERP or with

Removes the redundant, manual, time any other accounting or ERP system.

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Resource Management module schedules the

company's resources by projects in an efficient

manner, by providing the best usage, without

doubling the efforts, based on the competence profile

and skills of the employees, thus providing the best

resources for the projects' success. The solution takes

into account the experience in the fields, interests,

competences or psychological profiles, so that the

created teams are able to deliver the projects within

the restrictions enforced by time, cost and quality.


Resource Management

Increases the profitability at Quick and best support for the migrating the resources from

company's resources level company's goals one project to another;

Allows the resource selection Allows online and real-time Provides quick and transparent

based on the existing management of all the human access to the availability of any

allocations, updated in real- resources existing in the resource within the company;

time; company; Offers quick notifications for

Eliminates the overloading or Allows the management of increasing the workflow

over-allocations of the employees' profiles in order to efficiency, by e-mail or

resources; optimize the allocation process; dashboard. Thus, the availability

Allows multi-project, multi- Assigns the resources by of a resource is notified, as well

stage, multi-task allocations; matching their abilities, based as the delayed, current or

Uses standard rates at resource on the projects specifics and by completed tasks;

level; their availability at company Provides access to a centralized

Allows customized rates level; calendar of all the projects and

according to the specific of each Organizes and classifies the involved resources;

project or contract; company's resources based on Natively integrates with

Allows tracking and using the the organization chart or using Charisma HR or with any other

resources per task, phase or WBSs (Work Breakdown human resources management

project. Structures); solution, allowing the retrieval

Includes roles and / or or matching the costs per

professional categories resource or per resource

matching; category.

Prioritizies the projects by

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Charisma Contract Management is a module

especially designed for recording and managing all

types of contracts concluded with the customers

and partners of a company. This module centralizes

and manages the services' execution, according to

the agreed terms and conditions, immediately

notifying any deviation, thus supporting a

professional, agile work environment, based on a

strongly customer-oriented culture.


Contract Management

Reduces the costs and company; customer history;

optimizes the operational Allows tracking the costs by Provides different invoicing

processes contract; methods, such as flat price,

Maintains in an easy to access Uses contract templates, milestones or completed

manner all the data related to reducing the routine work and percentage, advance as security,

the company's customers and saving valuable time for other initial payment and equal

the contracts concluded with activities. installments or based on the

them; execution schedule;

Provides permanent and Increases the quality of the Includes quick support for

simultaneous access to provided services and improves invoicing and payment

contractual data; the relationships with the allocation to the customers;

Uses a resource allocation customers Allows tracking and access to

calendar for by contracts and Allows tracking different types the entire repository of

task schedules; of contracts and provided customers and their accounts;

Allows the implementation of services; Allows the management of

new workflows for changing and Allows the customization of confidential accounts.

approving the contracts, based rates and invoice schedules,

on the specifics of each single depending on the category and

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Document Management module is developed based

on the latest technologies from Microsoft, providing

easy to use and automation for the management

activity of any type of content, regardless the

format. The product perfectly integrates with online

or offline ERP or PSA solutions, providing exceptional

flexibility and configurability in order to meet any

specific needs.

Document Management

Increases the efficiency of adapted to the company's Easily and quickly adds, changes

working with documents image; and manages the documents,

Includes comprehensive Includes different configurable thus relieving the employees of

functions for saving, archiving, filters, for allowing advanced routine and time consuming

recovering, history, control, searches; tasks;

versioning and reporting; Organizes the documents, Simplifies the activity by using

Provides permanent public or created or loaded into the document templates.

private access to the required system, on tree structures.

information, based on the Optimizes the project and

security policies of the Reduces the internal costs contract management

organization; Reduces the paper waste and Manages the documentation at

Allows the implementation for the related maintaining costs. contract, customer account or

document workflows with The physical files can be project level;

multi-level approval; scanned and electronically Allows electronic storing,

Allows versioning and history loaded into the system;. archiving, access and control

change keeping at document Eliminates the effort of upon the valuable information

level, with timestamps and logs managing physical documents. needed for project execution;

of users and related comments; The electronic documents are Integrates with Charisma ERP

Creates workflows for increasing easily administrated and for retrieving the back-office

the efficiency of document organized by structure and/or information or with any other

circuit within the organization; operational flows; enterprise resource planning

Displays the information in a Manages different types and system.

graphic customized manner, sizes of files;

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Office Analysis module includes a set of reports

especially created for supporting the decisional

process and the agility of the organization. Perfectly

integrated with the operational flow defined by the

other modules within Charisma Office Automation

suite, these reports provide critical information

regarding the company's performance, from

resource usage to profitability per customer,

project, task, employee, team, department or

company.

Office Analysis

Increase the control over the Provides full traceability of projects and tasks, on the

company's processes hours, from timesheeting to invoiced hours vs. billable hours,

Provides color and symbolic billing and payment receiving; reported hours vs. billable hours

performance indicators for a Offers a complete and etc.;

quick analysis through transparent status by projects, Allows determining and

dashboards with advanced drill- tasks, resource allocation, monitoring performance

down or drill-through functions; incidents and risks. targets;

Includes standard detail reports Allows advanced analysis and

for the project managers; Increases the revenues and the scenarios using different rates

Allows generation and company's profit assigned to resources, such as

configuration of ad-hoc reports, Includes profitability metrics, at internal rate, rate at customer's

easy to accessed by the users; resource, invoicing or site, rate outside the city or

Allows fast calculation of cost completeness level; abroad.

per resource, project or Provides a correct and actual

contract; image of the time spent on

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Poland Poland

Romania Romania

Bulgaria Bulgaria

Greece Greece

Czech RepCzech Rep

HungaryHungary

Albania Albania

Austria Austria

UnitedKingdom UnitedKingdom

Germany Germany

Russia

Ukraine

Moldova

Serbia

Slovakia

SenegalSenegal

Qatar Qatar

Saudi ArabiaUAE

BelgiumBelgium

FranceFrance

ItalyItaly

SwedenSweden

SpainSpain

Estonia

USAUSA

TotalSoft Implementations

Planned Subsidiaries

Active Subsidiaries

TotalSoft Headquarters

TotalSoft Headquarters, Global City Business Park 10 Bucharest - Nord Street

thBuilding O2, 8 Floor,

P: +4021 335 17 09

W: totalsoft.ro, charisma.ro, acollada.com

E: [email protected]

Voluntari, llfov,România

Austria | Greece | Bulgaria | Qatar

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