Whether you are looking for an Integrated Workplace Management System (IWMS), a Real Estate Management solution or an integrated business management platform: Axxerion has the perfect solution for you. Our cloud-based software solutions can easily be adapted to your own business processes. And what’s more, you only pay for what you actually use.
Axxerion offers professional, web-based software solutions, allowing you to work on various business processes in close cooperation with your co-workers, partners, customers and suppliers. Our unique workflow management approach allows for processes to be adapted to your specific company style.
Axxerion is available as a hosted service through the Software as a Service (SaaS) model. You do not have to invest in hardware or software, and you can get started immediately. All you need is a web browser and an internet connection. In contrast to most ‘one-size-fits-all’ systems, Axxerion can be implemented quickly and easily.
Where numbers and figures are concerned, precision and detail is everything. The tiniest miscalculation can have colossal effects. Our financial management module goes towards enabling user to become more in control where the pocket book is concerned. You can use our module to process budgets, turnover and costs of projects, properties and inventory. You will also be able to set up an account system, create budget codes and set VAT rates. You can in fact do all your bookkeeping via Axxerion. You will be able to manage an infinite number of accounts, including rent accounts, etc.
Invoices and orders can be approved within the module, with users able to assign bank account numbers for further processing in the ledger. You will also be able to export data to a financial system or generate a balance and loss and profit account.
The module can be adapted to any group of users by configuring the access privileges to fields and functionalities. You will be able to specify your own procedures for the creation and editing of data using the workflow module. Functions specific to your organization can be added on request.
Purchase Invoices: Incoming invoices can be logged in the system, where the original invoice is then saved as an attachment. After the invoice has been approved, it can be booked. Users can even authorize suppliers to submit invoices into the system directly to avoid any paperwork. No longer will invoices lie around the department: the system will instantly send them to whoever needs to approve them. In this way all your records will be completely digitized.
Sales Invoices: Sales invoices can be generated automatically (for example using the contracts module). After the invoice has been approved, it can be sent off by email in a PDF file, after which the invoice can be booked.
Exchange Rate and VAT: All amounts are entered in local currency and automatically converter based on exchange rates. Previous exchange rates can be saved. In addition, users can log the names and percentages of VAT rates into the system, which will be used in various modules.
Payments: Users can log balance statements, log payments for invoices and create a ClieOp file for electronic payments. Users can also to link a single payment to several invoices or vice versa.
Profit and Loss Account: profit and loss accounts can be generated based on turnover and costs that have been booked. The final amounts of a ledger account can automatically be moved on to the opening balance. After all accounts, cash and bank entries have been processed, you will be able to generate a balance sheet.
Budgets: You will be able to simultaneously manage multiple budgets, e.g. a general annual budget and a number of project budgets. Each budget item can be compared to the cost estimate.
It is often case that superfluous inventory purchases, for inventory available elsewhere within the organization, lead to unnecessary costs. It can also be the case that hiring contracts can be extended unnecessarily even though the equipment is no longer in use.
Our asset management module allows you to fully manage your physical and digital inventory, such as software licenses, computers, furniture and vehicles. You will be able to keep track of maintenance costs and see who the users are. The module can be adapted to any group of users by configuring the access privileges to fields and functionalities. You will be able to specify your own procedures for the creation and editing of data using the workflow module. Functions specific to your organization can be added on request.
Categories and Fields: You will be able to create categories to order the inventory and catalog. catalog items can be arranged into several categories. You will also be able to create specific fields for categories. The ‘computer’ category will for example contain fields such as ‘memory’ and ‘disc size’, to only save information relevant to computers.
Catalog: The catalog allows you to manage descriptions, prices and other information concerning items that need to be ordered. You can link inventory items to items in the catalog, allowing to see to where such an item is used in your organization.
Digital File: All documents relating to a certain item can be saved and reviewed online, e.g. manuals, licensing agreements, photos or instruction videos.
Distribution: You will be able to track the status of each and every company resource to see who has used it and ensure that any costs are passed on. If someone leaves the organizations, you will be able to ensure all company goods are returned.
Maintenance: Each item can be linked to one or more maintenance schedules, meter readings or reserve parts. Timely maintenance saves costs and prevents malfunctions. You will be able to plan maintenance in a preventive and pre-emptive manner and keep an eye on the total amount spent on maintenance as well the duration thereof. You will be able to see when the warranty expires and prevent repair costs due to ignorance as to warranty validity.
Operational Costs: All costs of depreciation, maintenance and operation will be tracked. This allows you to compare total cost of ownership between resources and find out where costs can be saved.
Axxerion Mobile allows you to retrieve and edit information on your smartphone or tablet. Each module offer various options, such as task list retrieval, a contact search engine, the capability to fill in hour charts, process work orders and fill in checklists. Modules will also work in offline mode, when there is no wifi available, with edited or supplemented information synced later on. Axxerion Mobile is available for iOS and Android. You will also be able to log in to Axxerion Mobile via Google Chrome.
Up-to-date Information: You will be able to review and/or edit the most up-to-date information whenever you want. New tasks come in immediately and work orders can be issued on site. You will also be able to fix the necessary hours and use of resources when reviewing work orders. Should you come across a malfunction on site, you’ll be able to take a photo of it with your smart phone and save it as an attachment, after which you can immediately send out a report.
Fewer Errors: Input can be checked for validity and completeness. Errors occurring due to unclear handwriting or physical documents that have gotten lost will be a thing of the past.
Shorter Processing Times: Information no longer has to be scanned or fed into the system on paper, but gets synced digitally. This prevents error-prone logging of information and ensures that data from the field is available immediately.
Online and Offline: You will be able to download, save and edit data, even without and internet connection. This saves costs and allows you to work from every possible location. Changes are automatically synced once you get online again.
Bidding and Procurement
Using Axxerion, you’ll be able to ensure contracting procedures for goods and services run more efficiently. Whether it’s multiple negotiated contracts, European contracts, national public tenders, etc. A tender consists of a summary, documentation, schematics and a list of goods and services. Selected suppliers will receive an email and will be able to list their prices and bid on the tender. The various bids will be shown in a clear diagram and you will able to create purchase orders or work orders for one or several suppliers. Our module can also be used for auctions or e-auctions.
Digital Contracting: You will be able to put together a detailed list of specifications, units, amounts and aiming prices based on a catalog. Documents can be added with supply conditions and detailed specifications.
Selection of Suppliers: you will be able to select suppliers have been invited to issue a bid. Selection can be based on region, qualifications or customer-specific criteria. Suppliers will receive an email containing the link to the tender.
Online Invitation: You will be able to create a standard email to invite contractors / suppliers. By making use of the parameters, you can take information from the tender directly.
Easy Bidding: Contractors / suppliers will be able to list prices, download documentation or turn down a tender. In the case of auctions, the highest or lowest bid will be displayed.
Quick Comparison and Selection: No more paperwork or spreadsheets. Bids are displayed in a diagram per item and supplier, allowing you to easily compare prices. You may even select items from individual suppliers.
Easy Confirmation: Bids can be automatically converted into purchase orders or work orders and thus award the contract. You can even award components of the tender to a variety of contractors based on the price of each item in the tender.
If you have existing CAD schematics of a building, you will be able to use them to automatically create spaces and sections in Axxerion. This goes to saving time and preventing errors. Using hyperlinks within a CAD schematic you can create links to spaces, individuals and inventory items within Axxerion, allowing you to access an item from inside a schematic. Several color palettes can be attached to a schematic, allowing you to make a floor plan on a departmental basis, use of space or occupancy rate.
Reviewing Schematics: DWG and DWF files can be attached to spaces and floors; DWG files will be converted to PDF format automatically. You will be able to review floor plans directly from within a space in Axxerion.
Automatic Generation of Spaces: Using a DWG schematic allows you to automatically generate spaces in Axxerion. You need only attach a hyperlink to the polyline of the space. Sections of spaces are attached automatically.
Calculating Surfaces: The floor area of a space is calculated using the schematic. If a certain polyline should contain a second polyline with the same reference, then both the total floor area and the lettable floor space will be calculated.
Updating Spatial Info: DWG schematics can be re-imported after you have made changes to them. The floor areas are then recalculated, with spaces being generated or removed, depending on the geometry.
Floor Plans: Interactive floor plans can be created without involving the use of CAD software - CAD schematics can be assigned colors based on use or occupancy rate.
Gross Floor Area, Net Floor Area, Lettable Floor Space: If you have existing CAD schematics, you can use them to automatically create spaces and sections in Axxerion, also displaying information such as gross floor area, net floor area, or lettable floor space.
Hyperlinks to Objects: Objects in Axxerion can be accessed directly via hyperlinks within schematics. This function can be used to review data information about the supplier or about the number of work orders still open.
NEN-2580: Rent calculations can be made according to the NEN-2580 code, e.g. for general spaces, traffic areas, etc.
The catalog management module allows you to manage information on products and services offered by your organization or by others. In addition to general details on pricing, dimensions and suppliers, you can also manage photos and documents such as instruction and installation manuals. You can create an unlimited amount of specific product features per product category and search according to those features.
Internet: Product information can be accessed and managed from a variety of locations, with changes made visible immediately. This way you can enable suppliers to manage their own product information.
Categories: You can create your own categories and subcategories to order the inventory and catalog. Items can be classified into multiple categories and you will be able to go through the catalog using a folder structure.
Attributes: You will be able to create attributes for a category. For example, for the ‘computer’ category, you will be able to create attributes such as ‘memory’ and ‘disc size’ and ‘petrol type’ in the ‘car’ category.
Documents: All information relating to a certain object can be saved and reviewed online, e.g. manuals, licences, agreements, photos and instruction videos.
Search: You will be able to search for products and services based on the product features you specified. After choosing a product category, the specific product details are displayed on the search screen.
Suppliers: You will be able to track the supplier and manufacturer of each product. You can manage the profiles of these organizations and view open orders and invoices by using the contacts module.
Stock: Due to the integration with the inventory management module, you will be able to see where a product is in stock and how many there are in an order.
Configurations: You will be able to indicates relations between products, e.g. a computer comes with 2 speakers, a mouse and a keyboard. You can also indicate whether certain components are mandatory or optional.
Alternatives: You will be able to provide a list of alternatives for each item, in case a certain component is not in stock. This may be a product with similar specifications or the same product from another supplier.
Reserve Parts: You may also link a list of reserve parts to a product; these parts refer to other products in the catalog. This allows you to see which components of a machine need to be ordered during maintenance.
Pricing: You will be able to keep track of the purchase price, retail price and price reductions of your products, as well as list the price unit, packaging unit and minimum amount that can be ordered.
Units: Individual units can be listed for each product, e.g. currency, dimensions, weight, price and packaging. The units will then be converted automatically when creating overviews and orders.
Coding: Every item in the catalog can be coded in various ways. You can draw up your own coding scheme or use standard NEN coding for products and services.
Orders: The products and services in the catalog can be added to quotations, work orders, purchase orders and invoices. You will be able to construct your own catalog of internal products and services.
Importing: Product details, including specific categories and attributes, can be edited or imported automatically by email or FTP. This allows you to synchronise the catalog with other suppliers’ catalogs.
Exporting: You will be able to export a catalog, including photos and product info, into a PDF file. You can also select whether all items should be included or only a selection thereof. The module can be adapted to any group of users by configuring the access privileges to fields and functionalities. You will be able to specify your own procedures for the creation and editing of data using the workflow module. Functions specific to your organization can be added on request.
It’s highly likely you often have to deal with all sorts of contracts: for employees, letting or rental agreements, purchasing contracts and maintenance. Do you have a clear overview of all the terms and conditions and periods of notice? You can save costs by ensuring invoicing and payments happen on time and that contracts are extended or terminated in time. Axxerion’s contract management module allows you to manage information on clauses, terms of payment and expiration dates. You can also link clauses to the original text using a scanned digital version of the contract.
The module can be adapted to any group of users by configuring the access privileges to fields and functionalities. You will be able to specify your own procedures for the creation and editing of data using the workflow module. Functions specific to your organization can be added on request.
Categories: You can create different categories, for instance for employment contracts, rental contracts, leasing contracts, licensing contracts, etc. Per category you will be able to decide which information needs to be in the system and you’ll be able to generate overviews per category.
Documents: You can attach all sorts of documents to a contract, such as the contract itself, but also letters, correspondences and documentation. You can also save contracts and link them to versions. In this way, different revisions and final versions can always be easily accessed.
Notifications: You’ll be able to draw up a diagram including important dates, e.g. for periods of notice, payments, and extensions. For each date or category you’ll be able to indicate the frequency and the number of days before the date that you’d like to be sent a reminder (by email, text, etc.).
Summaries and Clauses: Incoming contracts can be scanned, allowing for important clauses and dates to be highlighted, making searching easier and giving you an overview of key clauses and dates.
Indexing: Contracts can be indexed automatically. A deviating index can be listed for certain items in a contract, e.g. allowing rent price to rise but omitting service charges. Indexation can take place in three ways: index figure, percentage or price modification. Applying the right filter will only retrieve the contracts that require indexation in a certain period. A contract history is also kept, recording old and new values.
Creating Contracts and Invoicing: Using our contract templates, input parameters and clause library you will be able to draw up contracts easily and save and send them in PDF or Word document format. Prices, reductions, dates and invoicing periods can be listed per contract item. This manner of automatic contract generation saves time and prevents errors.
Customer Relationship Management
An effective customer relations operation hinges on a good system in which you can manage, edit and analyse all information pertaining to your customers, suppliers and partners. In our CRM module your data is kept in a secure, central place. You will be able to access, edit or supplement your data whenever and wherever you are – at work, at home, or your way.
With our CRM module you can do more than just search for customer details and retrieve interview reports. For example, you can send advertising emails to prospects, find out who reports to who regarding a specific customer or what services or products are offered by a partner. The module can be adapted to any group of users by configuring the access privileges to fields and functionalities. You will be able to specify your own procedures for the creation and editing of data using the workflow module.
Organizational Structure: Users will be able to map relationships between organizations, divisions and department using a hierarchy tool. Contact details such as addresses and phone numbers are automatically used by underlying levels if they have not be specified not to be. Individuals may hold several positions at various organizations or departments. A separate contact can be created for each position with specific contact details. Address details are managed in a central location and can be linked to individuals, organizations or buildings. This way address changes need only be logged in one place.
Interactions: Users can keep track of all available forms of interaction: phone conversations, letters, visitation reports, minutes. You will be able to link specific tasks to each interaction. You can also request a status overview of all open and executed tasks per interaction.
Following Leads: Users will be able to manage leads and monitor turnover, probability, decision period and any commissions. You will be able to promptly generate considered averages regarding turnover per customer, partner or account manager. You can also group leads into categories (by sector or postal code), after which you can generate various report which could help the decision-making process.
Quotations: Users will be able to generate quotations, send them off by email or evaluate the status of quotations online. By designing and organizing any workflows yourself, you can ensure the quotation process proceeds in a consistent and structured manner.
Lists and Advertising: Users can save contacts into lists. Should you wish to send a certain group a weekly or monthly newsletter, then you need only select that list. These lists can also be used to print labels or send a survey.
Most organizations manage and share their documents using shared folders or publish them on the internal network. Our document management module goes one step further, offering version management, revision management, access control, reviewing and commenting features. Our module is entirely integrated with workflow management, supporting approval, publication, archiving and printing procedures. The module can be adapted to any group of users by configuring the access privileges to fields and functionalities. You will be able to specify your own procedures for the creation and editing of data using the workflow module.
Revision and Version Management: A revision management system ensures that only one individual can make changes at a given point in time. After the user has checked out the document it will remain locked to changes until it is checked back in. After a document has been altered, previous versions will stay available. Users can review or download older versions of documents and review comments. A record is kept for each document, recording when newer versions were made, a version was downloaded or the document was viewed.
Exporting: Documents are exported into a format that can be viewed in a web browser, such as PDF or JPEG, allowing users without the software to review or print the document. Access privileges can be configured to only allow users access to the exported / converted version.
Search: The search engine can also be used for texts inside the document if that document has been scanned using text recognition.
Folders and Links: A document can be placed in several folders; folders can be placed into other folders as sub-folders. A document can be linked to other documents, properties or inventory items. These links can be used for CAD reference files or to link stylesheets to HTML documents.
Notifications: A distribution list can be drawn up for each document or folder. If a document has been changed or a new document has been created in a folder, the relevant individuals will receive an email notification.
Highlighting: Users can add highlights and comments to a document. If the cursor is moved over the highlighted area, the text, author and date of the comment will be displayed. You will be able to review (high res) scanned documents in a web browser and annotate them. You will be able to zoom in and out and scroll through the document without having to download the file.
Security: Access privileges to documents, and even to specific folders and sub-folders, can be configured per user group. Access privileges way also be linked to the status of a workflow.
Energy consumption is almost always linked to sustainability - it’s an omnipresent theme. This module will contribute to heightening your awareness of and insight into energy management. All relevant kinds of meters and periodically recordable meter readings can be logged in the system. Reports can then be generated on energy consumption and costs and trends can be analysed. All relevant types of meters can be logged in Axxerion as an inventory item and you can also register general details such as the type of meter, the model and the serial number. Meters can be attached to a property, a space or a machine, but also to a contract, for example, or an energy supplier. In addition, meter readings can be periodically recorded.
Some examples of meter readings are: energy consumption (gas, electricity and water), but also the operational hours of a machine, the decrease of the amount of cups of coffee from the coffee machine, the mileage of a vehicles or pulse rate.
Recording meter readings and the date on the value was recorded allows for consumption over a certain period to be recorded. Our effective reporting tools can also be used to chart energy consumption per time unit in a visual representation.
Notifications: The system can be configured to notify the relevant individuals by email at predetermined times regarding meter readings that need to be submitted.
Meter Readings Online: Because Axxerion is a web-based solution, meter readings can be submitted online per property with you having direct and central access to the data.
Pass on Charges: In addition to recording meter readings, you can also attach a price per unit to those meters, allowing for rate to be calculated and the charges to be passed on (internally).
Maintenance: The amount of operational hours of a machine, for example, can be used to project when its next maintenance inspection out to take place. The relevant work order(s) will then be generated automatically.
Charts: Actual values, or meter readings, can be charted against one or more configurable threshold values, e.g. normal, warning and critical. Actual values are shown on a scaled meter with a needle.
The Axxerion GIS integration module helps you to keep track of property locations and analyze your geographical coverage. The GIS integration works with free maps provided by Google Maps and ESRI ArcGIS. Property locations and parcel shapes are displayed on a street map or on a topographic map, and you can quickly switch between map types. The thematic mapping functions enable you to set the color of markers and shapes based on different parameters such as occupancy, energy usage or sales status.
Display Locations: Property locations are displayed as markers on a map. You can specify a different marker shape for each property or property type. This gives you a visual impression of the geographical coverage of your property portfolio.
Graphical Navigation: You can quickly find a property with the pan and zoom options on the map. When you point at a property, a window with key information is displayed. When you click on the symbol the property data sheet opens.
Display Parcel Boundaries: One parcel can include multiple properties, and one property can include multiple parcels. You can graphically show the parcel boundaries on a map by entering the GPS coordinates of parcel corners, the line style and the color.
Thematic Mapping: Parcels and property markers can be colored based on a user-defined color scheme. You can define colors based on different parameters such as ownership, market value or occupancy rate. You can quickly switch between different color schemes.
Selecting Views: You can specify a default map view, for example the street view, satellite view or the topographic view. You can optionally define secondary views and switch views with one mouse click.
Selecting Maps: Google Maps and ESRI ArcGIS are currently supported as map providers. These maps are free of charge and no additional license is needed. More detailed maps with demographic information or soil composition can be licensed from map providers.
Human Resource Management
Your employees are both one of your key assets and simultaneously your biggest item of expense. Your HRM processes can be simplified with an overview of who is where and which resources they have at their disposal. Workflows enable the streamlining of the employment organization process. Our module also provides methods to manage paid leave, illness absence, salary information, work experience, insurance and performance reviews. This allows you to compare overall personnel costs and results per employee between departments.
The module can be adapted to any group of users by configuring the access privileges to fields and functionalities. You will be able to specify your own procedures for the creation and editing of data using the workflow module. Functions specific to your organization can be added on request.
Recruitment and Selection: You will be able to post vacancies with candidate profiles and pay scales. A standard workflow is available for the evaluation of candidates. Workflows can also be modified to fit your business practices. In this way you’ll have a clear overview of the number of candidates per position as well as their status and qualities they have to offer.
Employment Procedures: Workflows simplify the employment procedures concerning new personnel, making it easier to co-ordinate all tasks to be carried out to allow the new employee to get started immediately, e.g. assigning inventory and software licences, arranging training, etc. And if an employee’s employment is terminated or ending, you’ll be able to see to it that all inventory items are reclaimed.
Digital File: You will be able to save all sorts of information under a variety of tabs, such as personal details (date of birth, passport details, bank accounts, emergency contact details) but also other documents such as employment contracts, diplomas and CVs. You can also save information concerning pay, bonuses, holidays and company cars. This allows for yearly or hourly costs to be calculated. You can also give employees access to their own information to review or update it.
Absence Chart: You can log absence due to illness, leave or other reasons, allowing you to calculate remaining leave days.
Illness Absence: In order to streamline and oversee the illness absence process, several workflows have been included in the module based on the requirements of the Gatekeeper Act (Dutch: Wet verbetering poortwachter). This allows management of reintegration files containing all information and results surrounding illness absence, problem analyses and resuming work. You can even grant Health & Safety officials access to the system to add and/or consult data.
Performance Reviews: Results of periodic and incidental performance reviews can be managed using this module. You will also be able to agree upon certain goals per employee, keep track of evaluations and points of action for personal development. Pay out of bonuses and reward can be linked to achieving goals.
Insurance: You will be able to manage health insurance issues, occupational accidents and liability claims, thus preventing employees from becoming under-insured. Insurance costs are included in hourly cost calculations.
Axxerion offers a unique incident management solution to process complaints, wishes, requests and errors – a module that makes us a leading player on the Dutch market. By precisely configured workflows, our system is able to determine what type of report is sent where, who is responsible for processing it and what the service levels of the step in question are. Instead of a task-centered, ad hoc review of reports, the Axxerion system allows for reports be processed step by step through a workflow. Staff who are in charge of carrying out certain tasks are sent the report in their personalized to do list, and if necessary may receive an additional email containing a link. Reports can be changed into work orders. The status of a report can be seen in the overviews, in the form, but is also represented visually within the workflow. Every stage of the workflow can be followed up by an email, allowing changes to its status to be passed on the appropriate individuals via an automatically generated email, in the organization’s own in-house style if need be. The system may also escalate if certain service levels are exceeded (e.g. via email). Managers will automatically be sent overviews and reports by email.
Axxerion also offers a large number of report form templates. Reports can also be linked to photos (e.g. of damage) or other documents. These standard report forms can however be adapted entirely; and users have the option of creating new form types, without requiring any programming. Reports can be assigned, linked back (via email), processed, managed, transferred, etc., thanks to the flexible workflows. Any escalations, notifications, statuses, or service levels linked to these workflows will ensure that the right people do the right things at the right time.
Smart Forms: Users are able to submit reports using ‘intelligent’ forms with standard values and input checks, allowing you to request the right information to process the report. Users will also be able to submit reports via the intranet network; anonymous users will be able to submit reports via portal integration.
Overviews: Users will be able to review all their reports and requests at a central location. By clicking on the report, its current status is shown in a chart. Managers will be able to review the statuses of all reports and requests to ensure that all requests are processed in time.
Reporting Process: By using workflows, all incident reports are processed in a consistent manner, going through all the appropriate stages via tasks and automatic escalations. The recipient of a task will receive a notification email and will be able to open her tasks. The workflow will indicate how many individuals have certain responsibilities and which task they are to carry out.
Fields: Standard fields can be expanded to an unlimited number of additional fields. User may indicate the field type, such as text, number, dropdown list or reference to another object. These fields are displayed depending on access privileges and the status of the workflow.
Progress Check: The applicant and recipients of the request may review the status in a graphic representation of the process at any time. Status is displayed in black, with previous and next stages displayed in grey.
Digital File: Submitting files automatically leads to the compilation of a comprehensive digital file, including details of the requesting party, responses, actions, dates and interactions. Documents such as photos, letters and scanned images can be uploaded for attachment to a report or request.
Analysis: All stages of the incident reporting process are logged, allowing insight into response times and any difficulties at any point in time. Results may be represented in reports, charts and dashboards.
Our inventory management module allows you to manage stock in various warehouses. You can list the maximum and minimum amount of stock for each item, the prices and packaging numbers. Orders can be generated automatically for the various suppliers; and per product you’ll be able to see which transactions have already been completed. This information will help you save costs by optimizing stock and ordering amounts.
Stock Levels: For each item you will be able to see the minimum, maximum and current inventory level as well as the number of incoming and outgoing orders. You will able to illustrate stock levels over a specific period based on previous inventory levels: an easy way to gain insight into fluctuations and to see if the maximum and minimum thresholds were exceeded, allowing you to improve procurement planning.
Prices and Units: Separate units can be indicated for each product, e.g. regarding currency, dimensions, price, reductions and packaging. Units can be automatically converted for overviews and orders.
Delivering Orders: You can create packaging slips and supply lists for delivery, detailing most efficient supply routes and preferred locations. The amount of items delivered is updated on the order.
Transactions and Catalogs: Stock levels are monitored via incoming and outgoing transactions. For each transaction you’ll be able to track the data, contractor, number of items and item type. Items in a warehouses can be linked to a catalog, so general product info need only be adapted in one place.
Exporting: Stock transactions, stock levels and orders can be exported to other systems for further analysis.
Information Technology Infrastructure Library, usually abbreviated to ITIL, was developed as a framework for the configuration of management processes within an ICT organization. Process implementation using ITIL takes place in a manner comparable to that of the ISO 9000 regulations for the non-ICT sector, where all the components of an organization are defined and ordered in to a specific hierarchy based on competencies and responsibilities.
Our ITIL module supports various ITIL processes based on best practice solutions we have developed through our customers. These processes are linked to one another in such a way that one can easily recognize the coherent structure. In any Change, for example, you can easily identify which Incident caused which Problem, which Configuration Management Database (CMDB) item was involved and which release the solution will be realized.
Incident Management: Incident management helps you resolve incidents as quickly and as cheaply as possible, with as little impact as possible to the organization and employees. Axxerion has a built-in workflow for Incidents based on identified best practices of organizations. Incidents can be assigned to an ‘executing’ group via a service desk or based on decision types, and can, if necessary, be escalated. Naturally, the SLA can automatically be monitored.
Configuration Management: By configuring items you can define and manage components of your infrastructure. You’ll know exactly what is where, when components have been installed and what has changed. In Axxerion, the CMDB can be put together from an extensive set of components and can be linked to other objects such as inventory, users, available and used licences, meter readings, etc.
Problem Management: A problem’s consequences can be minimized by building a database containing all known problems, solutions or alternative solutions. Frequently, once problems have been analysed, measures can be taken to prevent them in the future. Problems, for example, can be listed as FAQ, making things very accessible for the user.
Change Management: Change management allows for changes to be defined, approved and documented in a structured manner. It enables you to analyse the impact and risks of changes on various configuration items. Changes can be made directly or from within an Incident. Users can even attach a specific workflow to that process (e.g. authorization workflow). Implementations of Changes can be grouped using releases.
Release Management: Release management improves change planning: it allows you to see when releases have been scheduled, which configurations items are involved and what is to be changed.
Service Level Management: Service contracts can be linked to configuration items. And with any Incident you will be able to see which agreements have been made regarding availability and the resolution of problems.
(Self-) Service Desk Management: Incidents, Requests for Changes and Requests, among other things, can be submitted by users using simple forms which use a single sign on function if users are already logged in on the intranet network.
Managing keys is a challenging task. After all, keys provide access to properties, spaces, cupboards or drawers that may contain items or information not intended for everyone. So it’s essential to be aware of which keys there are and who has them. The key management module allows you to manage the physical access of persons to spaces, properties and inventory. One or more locks can be created per object, where various locks may have the same access code (e.g. cylinder numbers).
Per key you will be able to determine which keys have access to which locks and who has been issued the key. The key management module has all the functionalities of the inventory module, allowing you to add photos and keep track of suppliers. The module can be adapted for each group of users by configuring access privileges for fields and functions. You will be able to specify your own procedures for the creation and editing of data using the workflow module. Functions specific to your organization can be added on request.
People: Any key management data are available immediately on the internet. In the case of an emergency, you will be able to see who has which keys, has access to a certain space and has supplied the locks.
Locks: You will be able to keep track of information on any locks, such as its type, manufacturer, maintenance condition, date of installation and access codes. You’ll be able to use all the functionalities of the inventory management module.
Cylinders: Cylinders are linked to locks and can be replaced if need be. If a key is lost, you will be able to request the location of the cylinders, for possible replacement.
Key Inventory: You will be able to see how many keys you have in stock, to whom they have been issued and if any keys are missing or have been stolen.
Key Chains: Multiple keys can be combined into a key chain. You will be able to determine which key chain is required if someone needs access to a space. Upon issuing a key chain, all individual keys are issued also.
Spaces and Equipment: One or more locks can be assigned to each space or piece of equipment and you will be able to keep track of who has access to that specific space or piece of equipment.
Log: For each key, a record is kept of when and to whom it was issued. You will be able to see whether the key is still in use or when it was returned, enabling you to determine later who had access to a specific space at a specific point in time. The entire issuing and returning process can be managed using Axxerion.
Schematics: Locks can be made to appear on CAD schematics. The user will be able to retrieve information on cylinders, access codes and keys by clicking on the lock in the schematic.
Each type of maintenance requires a calculation of material costs and labor costs, allowing for a cost estimate to be drawn up. Real costs can be settled with the budget that was agreed upon in the maintenance agreement.
Preventive Maintenance: Maintenance diagrams can be created per building, space, machine or machine type. Per diagram you will be able to indicate the frequency, number of cycles and day it is to be carried out.
Multiyear Planning: Maintenance planning can be from a daily, weekly, monthly or multiyear perspective. This plan can then be linked to a contract and a budget, giving a clear view of who is to carry out the activities and at what rate.
Errors and Work Orders: Incoming reports can be converted into work orders. Several work orders can then be assigned to the same report or vice versa. The dashboard allows you to view maintenance planning and to assign internal or external employees to work orders. You can request information about the work order by moving the cursor over the dashboard or by clicking on a symbol. The dashboard offers an overview of all scheduled and/or already executed work orders, allowing for changes to be made in schedules.
Inspections: Using the inspection tool, you can use Axxerion to carry out inspection lists efficiently for the benefit of engineering or installation/technical reasons. The inspection tool is available for use on a tablet.
Being aware of what’s going on in the market, whether among your employees or within your group of customers, is not only a valuable and interesting asset, it is vital for you to be able to keep meeting the demands of your internal and external relationships with your products and/or services. This module simplifies such things as carrying out market research, identity research and satisfaction research. Your respondents will receive an email invitation and can access the online questionnaire with a simple click. This not only makes things easier for you, it also ensure as high a response rate as possible.
The survey module offers a variety of questions types: free text, straightforward choices, tables and multiple choice questions. In addition it offers several options to analyse results or to export them to other systems.
Simple Composition: Online surveys can be put together very easily using sections, open questions, multiple choice questions and help texts. You can see the results in preview mode.
Email: A selection of recipients can be made using the contact module. Each recipient receives a personalizes email containing a link to the form. You can also create surveys for a general audience whose details are not stored in Axxerion. Each survey has a unique URL which you can specify. This URL can be included in an email or social media message or published on your website.
Submit Online: Clicking on the link in the email will open the survey in the web browser. You may include accompanying texts with the questions and even divide the survey over multiple pages.
Reminder: After sending out the survey, you can send out reminders to all individuals and organization who have not yet responded. You can also add new people to the mailing list after sending out the survey and only send those people an invitation.
Quick Evaluations: An overview of the number of submitted forms as well as the filled in forms themselves can be viewed online. The frequencies and percentage scores of the answers are shown per question. Our built-in filtering options allow for quick searches based on answers, allowing quick reviews of forms containing a very positive or very negative reply to a certain question. Answers can also be exported to a CSV file, allowing for further analysis and charts to be drawn up in Excel, for example.
Customer Satisfaction Survey: The survey module has been integrated with the reporting module. You will be able to send out a survey automatically once a report has been processed. This can be done for every report or for every tenth report.
The Axxerion project management module helps you to streamline different types of projects such as relocation, events, construction projects and consulting jobs. It is designed to provide you with a single integrated approach for running your project communication, resource planning and financials. And because Axxerion projects is 100% web based you can collaborate with all the members of your extended enterprise, including employees, subcontractors, suppliers and clients.
Axxerion projects helps you to reduce the risk of running over budget or over time by giving you up to date information on the actual status versus planned. Axxerion workflows are used to streamline processes such as for resolving issues and approving budgets, invoices and timesheets. By automating time consuming tasks you can spend more of your valuable time on coaching team members to ensure that your projects are completed on time and on budget.
Document Management: All project documents are stored in central secure location. Team members can search, view and download documents via internet and always have access to the latest version. You can define access permissions, keep track of revisions, setup notifications and use approval workflows.
Issue Tracking: Forget about spreadsheets and use a professional issue tracking system. All issues are submitted online and can be forwarded automatically to team members using predefined workflows. You have an overview of all open issues at any point in time and see who is in charge.
Planning: You can create a hierarchy of tasks with projected start time, end time, run time and allocated resources. You can define dependencies between tasks and adjust the planning in an interactive Gantt chart. One or more team members, each with a special billing rate, can be assigned as resources to a task.
Time Sheets: Team members can submit daily or weekly time sheets against each of the project tasks. After approval by the project manager or line manager the actual hours, expenses and revenues are updated. The estimated revenue and expenses are calculated based on spent time versus percentage completed.
Budgeting: You can define a budget with revenue and expenses for the project. For each item in the budget you can review the budgeted amount, the amount already committed and the actual invoiced amount. The committed and actual amounts are updated from approved purchase orders, work orders and invoices.
Invoicing: You can automatically generate outgoing invoices for multiple projects. Invoice amounts can be based on a combination of factors such as fixed price agreements, percentage completed and time spent. You can post the invoices to a general ledger and create credit payment batches for banking systems.
Properties are the largest area of expenditure for an organization, second only to personnel. Axxerion’s property management module enables you to keep track of not only your own properties but of rented properties. This highly extensive module over the years has grown into a comprehensive real estate management system, providing the possibility for users to add new spaces and to assign inventory and persons to those spaces. This way you’re able to locate free space, its layout; and you’ll be able to calculate the costs per department. You’ll also be able to create links with AutoCAD: clicking on a person or object on a schematic will then open a link containing all relevant information.
The module can be adapted per group of users by configuring access privileges to fields and functions. You can also specify any original procedures for the changing and creating of data using the workflow module. Any functionalities specific to your organization can be added on request. Property management is back to being accessible and fun!
Digital File: An up-to-date overview of all relevant details such as addresses, geographical locations, year of construction, ownership, floor space and occupancy rate. Documents including CAD schematics, permits, tax returns and valuations, photos and drawings are directly available on the internet.
Service Desk: Tenants will be able to report errors or make reservations on the web. Tasks will be automatically generated for internal and external services. You will be able to keep track of these costs, pass them on and invoice for them. Availability: Each space has its own calendar displaying maintenance and cleaning activities and reservations. You’ll be able to check whether a meeting room is available and add your meeting to that calendar. Each space can be linked to tenants and rental contracts costs can be recharged based on square footage.
Budgets: One or more budgets can be created for each property. Maintenance costs, energy costs and cleaning costs can then be booked onto the budget, with you being able to review the current situation at any point in time.
Multiyear Maintenance Planning: Maintenance schedules can be fixed per property. This allows you to calculate the costs of the period to come and automatically generate work orders to carry out the maintenance works. Maintenance can also be postponed without breaking the cycle. In addition, prices can be indexed for specifically planned activities. Our extensive reporting options allow you to report all this information in a layout of your choice. The module also supports project management issues such as relocation.
Letting Accounts: You will be able to generate rent invoices automatically and have them sent off by email. Rent amounts will be calculated automatically based on floor area and price indexing. You’ll be able to list which service charges are applicable for each space. You will also be able to calculate the final statement annually based on the service charges (settlement of service charges). Floor plans are also easy to manage and access.
The purchasing process is an ever more important factor to organizations in achieving their strategic goals. How to purchase in a smarter, more efficient, cheaper and more sustainable way?
Our purchase management module allows you to manage data on products and services offered by your organization or by others. In addition to general data on prices, dimensions, suppliers and reductions, you will be able to attach photos and documents such as user instructions or installation manuals. In addition you can manage to entire purchase-to-pay process. Per product category, users can create an unlimited number of specific product features that can be used to search for those products.
Supplier: All information on suppliers is stored in a central location. Per supplier users can save an unlimited amount of data and directly go on to view contracts, items, orders and invoices. Changes become visible immediately; product information can be managed from various locations. You can also authorize suppliers to manage their own product details.
Inventory Management: Purchase orders can be generated automatically based on fixed minimum or maximum supply levels. Deliveries can be logged, allowing to see up-to-date supply levels at any time. A link to the inventory management module allows you to see whether or product is in stock and how many are in an order.
Web Stores: Users may also hook any web stores up to Axxerion, allowing product details and prices to synced automatically. Purchase orders will be imported into Axxerion from the web store, allowing it to proceed through a workflow if this is preferred. For example, after a PO is approved, a confirmation is automatically sent to the web store, making the PO definitive.
E-Auction/RFQ: You can use Axxerion to invite suppliers to take part in an e-auction where they may bid on the services or products you are requesting. An e-auction can easily be organised by yourself using a transparent negotiation process. Bids can then be compared and suppliers proposing the best price package can then be awarded the order.
Reporting (Business Analysis)
Managing and adjusting strategy is done based on relevant and up-to-date management information. Analyzing and interpreting this information crucially hinges on the way the information is reported. Reports are vital to gain insight on how your facility and technical department is performing on operational, strategic and tactical level.
Axxerion comes standard with hundreds of report types, spread across the various modules. Apart from these template reports, you can also add new report types. This can be done for you by our consultants, however, after following the right training, you will be able to create reports yourself. Reports can be adapted for use by the various user groups, and you’ll be able to indicate per use group which reports are visible.
Reports can be reviewed directly and can be exported to PDF to be saved and printed. In addition they can be opened in Excel for further analysis. Reports can be created with an easily fixable frequency and can be emailed to one or more persons in HTML, CSV or PDF format.
Filters: Multiple filters can be created for reports using fields of various objects. You can use operators, standard values and dynamic variables, such as ‘last week, ‘user’ or ‘my department’.
Subtotals: Results can be grouped based on various columns. Per column you can then indicate whether subtotals should be displayed and whether they should be calculated based on added values or on the median.
Formulas: Columns can be created with calculation fields, in which you can make use of expressions, formulas and conditions. The module includes standard functions for rounding off figures, minimum/maximum calculations, time calculations and formatting.
Charts: Results can be displayed in list or chart form. Various charts are available, e.g. line chart, bar chart, pie chart, time chart and meter. These charts also work with columns that use functions.
Dashboard: You will be able to configure digital dashboards containing charts, meters or lists. These can be adapted entirely and to suit any object such as a property, a project or machine. When a dashboard is selected, information is presented and updated in real time.
Forms: You will be able to design your own forms in Microsoft Word. These can be used for invoices, orders or reservations.
Our reservations module allows you to reserve spaces, equipment, lunches and special services easily and quickly. One or more criteria can be listed when carrying out a search, for example for a meeting room for a minimum of 10 persons. The module can be adapted to any group of users by configuring the access privileges to fields and functionalities.
Submit Online: Employees will be able to reserve spaces, cars, parking spaces, equipment and catering services on the web or via the intranet network. The calendar will instantly show availability and costs. You can also save documents to a reservation, e.g. a schematic of an alternate layout to a room.
Portal Integration: Portal integration allows for anonymous users to make reservations. This allows municipal authorities or health care organizations, for example, to let civilians book a community center or a sports center.
Availability: Because all Axxerion modules are linked to one another, you’ll be able to see the availability of equipment via our inventory module, or see available parking spaces or rooms via the property management module. You will be able to book items that are available during that specific period. In addition, you may make selections based on individual factors such as location, floor area, attributes, and other requirements.
Reminder: A few days before the reservation date you can have an automatically generated reminder sent to the applicant. The applicant will the receive all the information regarding the reservation again and will have the opportunity to cancel it.
External Parties: You can create automatics tasks for external parties involved in the reservation. For example, by selecting which items need to be ordered from the catalog and by printing order lists. Costs and times can then be specified, which can be included in the costs of the reservation, which costs may then be passed on.
Invoicing: The totals costs of the reservation, including deposit and any damages, will be calculated and allocated to a specific area in the budget. You will be able to create an invoice or export the costs to a financial system.
Dashboard: You will be able to monitor reservations for a certain day, week or month from a planning dashboard. From the dashboard you will be able to instantly make reservations for one or more spaces.
Reports: You will be able to review overviews of reservations. These overviews can be generated per space, piece of equipment, department, individual, etc., helping you plan future reservation requirements as well as to calculate costs.
Whenever you need to make a decision regarding investments in properties, personnel or resources, you’ll want to compare a variety of scenarios before taking action. This module helps you do just that. You will be able to take into account the projected costs of maintenance, personnel, taxes, interest rates and energy. You may also have to take into account income from spaces let out or for services provided. Our module will take into account indexing, growth and occupancy rates. Our strategic planning module allows you to generate alternatives quickly and to have a clear annual overview of costs, profits and cash flow.
Periodic Spending: Periodic expenditure, for example, for multiyear maintenance or energy can be listed in a table You will be able to list an indexing rate and make any changes to the date or costs with a certain period.
Periodic Turnover: You can indicate a growth rate for income per period, e.g. the amount of rent income will depend on the projected occupancy rate in the various periods.
Investments: Investments affect operational results due to interest rates. You can analyse the effects on cash flows in order to determine whether external financing is required.
Financial Reports: After you have filled in the tables with periodic income and expenses, you will be able to review various reports that examine costs, profits, results and cash flow per period.
Maintenance Planning Integration: In Axxerion the planning module has been integrated with the multiyear maintenance planning aspect. This allows for costs based on periodic maintenance schedules to be included in maintenance plans.
Alternatives: You will be able to generate various alternatives using the periodic income and expenses tables. Certain tables can also be linked to multiple alternatives.
Our timesheet module allows you to digitize the entire process of submitting, approving, taxing and invoicing timesheets. Employees and partners can simply submit their timesheets on the web. Having a clear, aligned account of all employee hours, leave and sick days allows for a clearer view of the costs and ensures that you can charge all the hours in the right way. Per project or per project task you can determine who is authorized to put down their hours and at what rate these will charged.
Automatic Generation: Timesheets are automatically generated for everyone each week. Each person has an individual timesheet, containing only those tasks for the relevant individual or organization is authorized to put down hours.
Submit Online: Everyone can submit their timesheets online and will receive an automatic reminder to do so. Upon submission, checks are carried out to verify the total numbers of hours per week.
Evaluation: You can decide how timesheets ought to be approved, e.g. first by various project managers and subsequently by the department head.
Budget: Following the approval of the timesheets, the hours are written into the budget as costs and turnover. The projection of the total costs and turnover is updated based on the rate of progress and on the productive hours.
Invoicing: Invoices can be automatically generated once timesheets have been approved. They can be generated on a productive hours basis, or, in the case of fixed price projects, based on the rate of progress.
Project Planning: You can make an initial estimate of the number of hours required per project task, allowing for a projection of turnover and costs and systematic improvement of project planning by comparing projection to actual productive hours.
Work Order Management
Our work order module allows you to keep track of the progress of work orders both inside and outside your organization – these can related to properties, spaces and inventory. Work orders can be carried out within a contractual framework, and a team of individuals can be assigned to a work order in order to manage those work orders, e.g. a work order manager and a contractor. With our module you can even create different work order categories, each with its own workflow. The module can be adapted for each user group by configuring the access privileges to field and functionalities. You can also specify any original procedures for the changing and creating of data using the workflow module. Any functionalities specific to your organization can be added on request.
Up-to-date Information: The status of the work order is easily accessible online to each participant in the work order process. The information is no longer saved spread across spreadsheets, emails and paper documents. Both requesting party, the contractor and the supplier have access the work orders. This is how supply chain integration can be easily achieved.
Contracts: Work orders can be generated within the framework of a contract. Checks can also be carried out to ensure that the execution met the contractual requirements.
Inventory: The work order module is entirely integrated with the inventory management module. If resources are used for a work order, stock is appropriately adapted. It may even arise that Axxerion can automatically begin generating purchase orders if stock comes under a fixed minimum level. Work orders for properties can, for example, be filled based on the results of a multiyear maintenance plan.
Quotations: Quotations can be generated within the framework of the work order, with the allocated resources and hours / manpower required.
Costs: The projected costs of a work order can be at any time be compared to the real costs. In addition, the projected hours can be compared to the real hours.
Documentation: Documents can be saved and attached to a work order, e.g. a schematic can be added to illustrate to results of the project.
Comment: Comments can be added at various stages of the workflow. Comments are tracked per person and by date, allowing for a complete timeline of the work order.
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