By making individual workflows and corporate goals visible, an organization can spot redundancies and decrease errors, while at the same time increasing productivity.
With accessibility to the same information and the same set of rules, Synergy enables your company to become more responsible, reliable and proficient.
With Synergy, workflow consists of
request types that are customizable; a request type is any action that occurs
within an organization, including those involving appointments, HR requests, training, sales, marketing or finance.
All requests are linked with their corresponding resources, projects, assets and documents so that all corporate operations are traceable and interrelated.
Only when a task has flowed through the required individual for approval can it then be considered completed. At any time, work can be viewed, remarked on or generate an
alarm so that bottlenecks are avoided and follow-through is ensured.
One Source for Activities: - All activities, and the information surrounding them are located on one collaborative
platform, making workflow available to employees, management, vendors, suppliers and partners as tasks and requests are created.
Activity Monitoring / Exception Management: - Any task can be examined, analyzed or triggered at any time, for notification on involvement, due dates, follow-through, log jams and exceptions, including urgency level parameters.
Automated Flow: - Based on the request type, tasks automatically appear in an individual’s workflow, according to the
necessary actions dictated by the task. A task can require documentation, collaboration or deadlines, and can be defined to follow a resource path until the request has
Role-based Security Model: - Access to all information is based on roles and rules-based schemas, in order to control and limit use to a need-to-know basis. Requests
are given specific security clearance ratings so only those who possess the rating can access such information.
Analysis and Reporting: - Synergy contains continuous monitoring capabilities to observe ongoing workflow through pivot analysis and divisional or departmental
statistics in order to procure the most significant business information and respond quickly to action.
Enterprise-wide Integration: - Activity that might otherwise be isolated is by default linked in Synergy. Projects,
customers, financials and documents are inherently associated with one another in order to reflect the details of work, creating one intrinsically linked business process.
Workflow Management Business Benefits:
Eliminate unnecessary functions through
the automation of business processes
Establish standard and rules-based
working methods for greater management
control and auditing
Monitor and predict customer support,
response and feedback
Enable collaboration and teamwork
between employees, customers, vendors
Give employees a clear understanding
of their tasks and end goals
Shorten cycle times and lower production
costs through streamlined and automated
Workflow Management Features and Functions:
Definable and customizable request types to accommodate company operations
Extensive and pervasive search options
Assignments of responsibility for all workflow steps
Built-in analytical tools to ascertain request usage and average processing times
Alert generations for risk management through the establishment of deadline notifications
With Synergy, knowledge management is intuitive and controlled rather than disorganized and chaotic; by publishing all documents online and making them available through the Internet, employees, customers,
vendors and business partners are fully informed of what is happening in your company.
All documents in Synergy are electronically stored and are associated to corporate workflow, projects and assets. This makes visibility into knowledge capital
multi-faceted and provides an automatic audit trail that translates into streamlined communication for a more productive and visible workforce.
Document Creation, Storage and Management: - All documents in Synergy include category and type definitions that foster more robust organization. Meeting
notes, product announcements, policies, education manuals or supplier invoices can be categorized by marketing, management, finance or by any category defined by your company.
Security Definitions: - Every Synergy document requires a security level for controlled accessibility. This means
your documents can be shared at various levels within the company as well as externally at your discretion.
Consolidation Without Duplication: - Once a document is scanned, uploaded or entered into Synergy, it is the only version that exists for reference, ensuring that identical information is shared by all those who view it. Multiple copies no longer exist, simplifying cooperation amongst employees and speeding decision-making.
Organization-wide Integration: - Business components that are otherwise separate such as projects, customers,
financials or product information are associated with each document for more relevant interaction.
Website Creation: - Synergy documents can be published to create Websites for specific audiences, containing content
such as product and service information for clients, customer management administration for sales reps or human resource policies. By having access to a unique Website through Synergy, information is provided in
a succinct and organized manner to those who need it.
Knowledge Management Business Benefits:
Better accessibility and organization
through Web-publishable documents
Inherent knowledge-sharing across
Open communication with customers,
business partners and employees
Captured context of every business
event or transaction that occurs
Intelligence of individual resources
leveraged across the entire organization
Complete, centralized location of all
detail that is crucial to your business
Knowledge Management Features and Functions:
Creation, categorization, storage and publication of any document
Advanced search and reporting features
Individual customizations of document views
Creation and maintenance of Websites
ISO 9000 certification procedure
Integration with Microsoft Office (Word, Powerpoint, Frontpage)
Human Resource Management
With Synergy, guesswork is eliminated through a complete HRM toolset that allows for both broad-based and specific views of all human resources, including your employees,
contractors and applicants throughout the HR lifecycle.
Resource Planning: - Planning on individual or group levels with graphical overviews of absence statistics, workflow
performance, budget activity, offsite assignments, consultant hours, etc. that provide immediate views into
resource allocation and better insight into the dynamics of your company.
Staffing: - Recruiting is streamlined with centralized management of job descriptions, an applicant tracking system,
and Web portal functionality for creating a corporate career site.
On-boarding: - New hires have a central source for HR information like benefit enrollment forms, the corporate
directory, the policy and procedure manual, and other training materials. They can get up to speed quickly with instant access to critical information determined by their
role and security level, such as all of their predecessor’s work product and their team mate’s work-in-progress.
Performance Management: - Workflow activity and employee audit trails give management teams greater visibility into
who is doing what, translating into a more efficient division of labor. Formal procedures such as performance evaluations and individual development plans are created,
securely stored, and easily accessible to those with the proper access rights.
Employee Self Service: - Employees have one source for corporate news and benefit information as well as restricted
access to personal data such as pay stubs, PTO allowance, etc. They can also submit and track requests like time cards, expense reports, vacation requests, address
changes and more.
Training & Development: - Scheduling and approving training can be automated within Synergy and each employee’s
training and certification history is available from the employee record. Built-in testing capabilities are also available and can be used for internal certification as
well as employee satisfaction and opinion surveys.
Exiting: - Streamlined processes such as automated exit interviews and asset tracking take some of the headaches
out of off-boarding. More importantly, the knowledge doesn’t leave with the worker. All of the employee’s workflow, documents and projects are retained for reference.
Organizational and Value Chain Collaboration: - By bringing
together the people, processes and knowledge that matter most to your business, Synergy creates an accurate, up-to-the-moment view of your organization’s personnel, finance, workflow, documents and asset information,
enhancing decision-making, analysis, scenario planning, and ongoing management across your entire business, making your most valuable asset more creative, productive and competitive.
HRM Business Benefits:
Provide extensive employee self-service
Gain immediate views into day-to-day
operations from anywhere, at anytime,
Align metrics with business goals
Automate and accelerate the hiring
Reduce errors and re-work
Control access to projects and documents
through defined roles
Obtain greater visibility into employee
and departmental performance
Measure employee satisfaction using
Business Process Management
With Synergy, the focus is on extending your enterprise applications in order to obtain a much needed operational visibility across the entire business. Business processes typically occur outside the scope of ERP or back-office systems.
Therefore, it is imperative for an organization to integrate and associate all workflow processes to every business facet in the organization, including HR, documents, projects, finances and assets.
One Source of Information: - All business information and the activities surrounding them are located in one comprehensive, collaborative platform, making information available to employees, management, vendors, suppliers and partners as business issues affect them.
Activity Monitoring / Exception Management: - Any business activity can be examined, analyzed or triggered at any time, including involvement, follow-through, bottlenecks and exceptions.
Role-based Security Model: - All business information is based on roles and rules-based schemas in order to control and limit access. Assets, documents and projects are given specific security clearance ratings so only those who possess the rating can access such information.
Business Analysis and Statistical Reporting: - Rather than a traditional reporting paradigm, Synergy contains continuous monitoring capabilities to manipulate hundreds of pre-defined report templates for greater flexibility in obtaining the most relevant business
information and responding quickly to change.
Organization-wide Integration: - Business components that are otherwise separate such as projects, customers, financials or product information are intrinsically linked for more related interaction. Any adjustment to one facet automatically updates or triggers any other business process or component that is related or affected.
Business Process Management Business Benefits:
Comprehensive, consolidated view of critical business information
Role-based and workflow orientation model for greater corporate accountability
Collaboration across the entire enterprise including employees, customers, vendors and partners
Instant visibility of corporate bottlenecks
Automated, self-service environment for more empowered, self-directed
Association of all business process components (documents, transactions, resource involvement) for unparalleled
Business Process Management Features and Functions
Re-useable library of business objects, including workflow requests and document types
Open desktop portal with application integration and executive dashboards
Statistical reporting through standardized report templates, enabling transaction volume analysis and real-time querying
Customized self-service desktop to provide only the most useful information
Analytical tools for maintaining and monitoring quality for time sensitive, critical tasks
Sarbanes - Oxley
Synergy, from Exact Software, provides an internal control system essential in establishing financial accountability,
policy compliance and procedural tracking across your entire organization. The Synergy Web-based solution connects
the people, processes and documentation that support financial governance, auditing processes and assist with Sarbanes-Oxley compliance.
Policies and Procedures
Using Synergy enables organizations to establish an internal control framework for financial policies and procedures. Within Synergy this framework becomes a business structure that assigns processes for expense approval, workflow and document certification. These processes directly aid in automating the flow of financial information throughout the organization. This ensures that the responsible manager obtains
timely and accurate data, assisting in the prevention and detection of fraud or financial irregularities.
Real-Time Metrics on Internal Controls
Effective controls require real-time information on the status of internal compliance. Synergy generates real-time reports and automatic alerts on the status
of several business activities:
Sales Documentation with Integrated CRM
Expense Approval and Reporting
Budget, G/L and Cash Flow Reporting
Accounts Payable with Integrated Supplier Records
Centralizing Financial Information
In addition to corporate issues surrounding internal compliance, many organizations are having difficulties
managing and consolidating information from
remote locations. In companies with multiple offices, the financial truth is often hidden in separate databases, technology solutions and various spreadsheets. By supplying a central repository for workflow, documents and financial consolidation, Synergy
provides a clear view of your global financials. Synergy can produce both corporate and department levels of finances while maintaining links to detailed
documentation in support of audit and research.
Automating Regulatory Projects and Tasks
Synergy allows organizations to establish projects and tasks to aid in the management of the Sarbanes-Oxley
compliance process. Secure collaboration between subsidiaries and external accounting groups enhances compliance communication and accuracy of information. To aid with internal support and effectiveness of your
established Sarbanes policies and procedures,
Synergy provides online training tools, internal newspages and policy authorization and approval via automated workflow.
Employee Self Service Portal
Synergy from Exact Software is a powerful tool that can solve many of
these HR problems by streamlining processes, reducing paperwork and cost,
and increasing access to information. However, most organizations have a
number of employees who don’t need the full power and capabilities that Synergy has to offer. The Synergy Employee Self-Service Portal (ESS)extends the HR benefits of Synergy to the rest of the workforce by providing only the most relevant capabilities with complete security control. ESS users
have company-defined privileges to critical information and capabilities such
as vacation requests, expense reports, and timekeeping records, anytime
and from anywhere they have an Internet connection.
ESS gives employees predefined privileges and capabilities to quickly view
and request critical information with complete security control. They can
request vacation or other time off, submit expense claims and enter
timekeeping records, anytime and from anywhere they have an Internet
connection. It makes your organization highly accessible and transparent.
Keep Employees Up-to-Date: - It’s not uncommon for some employees to be unaware of relevant company news. But it takes a lot of time and money to produce and distribute hard-copy newsletters. With Exact’s Employee Self-Service Portal, you have a central news page accessible to all your employees in record time and with minimal effort. Those who
work outside the office can keep abreast of the latest developments via the Internet (like new customers, new products, policy instructions, etc). What’s more, you can assign a security level to news items you want to be viewable only by employees above a certain grade.
Reduce Redundancy and Increase Accuracy: - Too much
HR department time is taken up by routine activities like processing changes of address, looking up a new mobile
phone number, and entering requests for leave. The possibility of mistakes is greater than when the employee (the source of the information) enters the data the first
time. With the Employee Self-Service Portal, your employees will be able to edit their own name and address data, and also enter requests for leave and keep their work schedules up-to-date. The data is also accessible and editable securely via the Internet. So, employees can update sensitive data from their workstation or from the
privacy of home.
Facilitate Communication: - If an employee is not present, it is often difficult to find out whether he/she is visiting a customer, on vacation, or has simply popped out for a few minutes. Looking up contact data often necessitates starting
up a separate computer application or wading through the company’s ‘telephone book’. Using Exact’s Employee Self-Service Portal, you can rapidly find all relevant data
of other employees, like their telephone number, e-mail address, position, etc. You can also retrieve their work schedules to see at a glance where they are and when they will be available again. For even more convenience,
employees who use Microsoft Outlook can synchronize their Outlook calendars with Synergy.
Save Time and Money: - Sending out pay stubs is a time consuming and expensive chore. Besides printing out prepared pay stubs, there are the costs of envelopes
and postage. The same applies to the annual employee benefits statement. Using the Employee Self-Service Portal, your employees can retrieve generated pay stubs and annual benefits statements. Each employee’s data is
made inaccessible to others through security levels. Your company will save time and money by providing pay stubs online instead of physically posting them. In addition
to this data, the employee can view other personalized documents, like a contract of employment or performance appraisal report. Here again, the documents will be
viewable only by the employee concerned.
Measure Employee Satisfaction: - Employee performance and productivity drives your company’s revenue. An HR
professional needs to keep in touch with what makes the workforce tick in order to measure and manage costs and productivity more accurately. It’s no coincidence
that the management of many companies has made
employee satisfaction a Key Performance
Indicator (KPI). All too often, however, an
employee satisfaction survey turns out to be
a complex and expensive exercise. With ESS,
you can ask employees (anonymously if
desired) about their motivation and their
opinions on policy, management and their
own personal contribution to the organization.
The survey is easy to prepare and is answerable immediately and simply. Pressing a button gives you an analysis of the results. ESS allows you to make employee satisfaction an integral part of your HRM strategy.
ESS Allows You To:
Access important benefit and HR related
information from anywhere, anytime.
Stay up to date with important company
news and events.
Maintain accurate employee records.
Find co-workers and coordinate
Provide valuable feedback on
Customer Relationship Management
With Synergy, nothing is left on the table when it comes to your corporate relationships-a complete CRM toolset
provides both broad-based views and specific information about everything from product updates, sales standings, customer support issues and any related documents.
Two-way Workflow Management: - With Synergy, realtime views of the issues and actions by both you and your clients enable consistent, up to the minute insight
into both the details as well as the big picture-an open, transaction-based system.
Customer-specific Reports and Statistics: - Built-in analytics are the only way to know what your customers
are thinking and to respond to their issues quickly and effectively. Synergy’s native real-time analysis tools, reports and ad hoc querying can help you recognize issues before your customer does.
Financial Management: - All customer-related financial transactions are automatically associated with their account information, including outstanding payments
or marketing co-op amounts, making them easily
accessible to your sales reps and remote offices when needed.
Document Management: - By electronically storing all documents, Synergy provides an automatic, accessible
audit trail of all paperwork associated with your customer.
CRM Business Benefits:
Complete teamwork and rapid communication
between you, your customers, partners, suppliers and vendors through integrated portals
Secure logins that provide immediate
access to all customer activity from
anywhere, at anytime, worldwide
Recognition of customer problems or
issues before they happen
Centralized, detailed view of each
customer, including workflow, financial
transactions and support issues
Ability of customers and partners
to actively and privately manage their
CRM Features and Functions:
Secure portal for customer participation
Separate customer and partner portals
Storage of all sales quotes, contracts and workflow
Tracking of individual account financial transactions
Association of accounts to assets, documents or projects
Management of marketing campaigns
Integration with Microsoft Exchange and Outlook
A vital part of product lifecycle management is the processing and tracking of customer orders. With Web Shop, users can generate and track orders throughout the entire value-chain, including customers,
vendors, distributors and suppliers.
With Web Shop,
shoppers can log into an Exact Synergy customer portal and place an order, which then feeds directly into Macola ES. Once the catalog order has been placed, the customer can then track the status of their order online.
Benefits Associated with Web Shop:
Providing online order access from any remote location at anytime
Ensuring order accuracy and efficiency throughout the organization
as well as for customers
Eliminating time-consuming, manual order-taking from faxes and phones
Making product inventories visible to customers at all times
Reducing the number of follow-up customer support calls to track orders
Customizing client-unique catalogs through personalized portals
Web Shop Allows You To:
Create, configure and customize multiple
catalogs with an unlimited number of
display and navigation options for catalog
Automatically alert the client account
manager with new orders in parallel
with the order information being sent
to Exact Macola ES for action
Provide customers with the ability to
have the most up-to-date information
on inventory stock, including current
availability and out of stock status
View pricing and customer-specific
quantity discounts through an intuitive
Enable or disable client accessibility
to online catalogs
Ensure immediate creation of Exact
Macola ES quotes, created in real-time
from completed catalog orders
Define and generate multiple catalogs
to allow clients to hone in on areas of
specialty when ordering
Allow shoppers to adjust quantity level
discounts dynamically through their
personalized or generalized pricing profile