Capabilities

Onboarding

• Digital online self-service for Customers

• Dynamic onboarding journeys
• Digital documents and digital signing
• Integration to external systems such as CRM and document management
• Integrated help including automatically triggered guidance videos

Budgeting

• Advanced dynamic budgeting capability

• Budget for Staff, Expenses and for support from Service Providers
• Graphical analysis of budgeted spending
• Proportional spending trend analysis and tracking
• Ability to reset the budget and start from a new date
• Easy to use tools to optimise the spending of funding on staffing

Funding

• Funding can be entered directly into the system by staff, uploaded from a spreadsheet or entered via integration with an external system

• Funding start dates and end dates can be configured
• Automated reminder notices when funding renewal is due
• Customers can see funding details
• Zero balance funding supported
• Customers can have multiple fundings

Spending Management

• Automated analysis of spending on a daily basis

• Customer spending analysis self-service
• Easy to follow Customer statement
• Automated issuance of Customer statements to those Customers who want to regularly receive their statement
• Accessible version of the Customer Statement
• Detailed breakdown of Customer spending at a transaction level
• Spending analysis graphs
• Ability to extract transactions for analysis
• Ability to manually upload transactions from an external system
• Ability to upload transactions from an external system via an interface
• Predefined notifications and communications processes triggered by irregular spending
• Both Customers and Staff are made aware of spending issues
• Claims payment limitations can be applied where spending issues occur
• Claims that are ‘in process’ are included in spending management to ensure accuracy of the remaining balance

Payments Module

• Customer can enter claims for expenses themselves

• Ability to pay / reimburse the Customer
• Ability to pay a service provider directly on invoice
• Ability to setup Service Providers to be selectable from a list of providers
• Ability to review and rate Service Providers
• Ability for Staff to review and process Claims
• Ability for Staff to query sand reject a claim within the system
• Ability to automatically process some claims

Workforce Scheduling & Rostering

• Customers can create their own staff schedule and roster

• Ability to schedule activities and work shifts
• Ability to add recurring activities and work shifts
• Ability to invite staff to work shifts
• Ability to cost a roster
• Ability to notify Staff of shift assignment via different methods
• Ability to set reminders
• Ability to attach documents to an activity or work shift
• Ability to convert the worked roster to Claims / Timesheets

Audit & Compliance

• Detailed audit trail logging of changes to key data such as timesheets and claims

• Ability to extract the spending history for an account into an audit report
• Ability for an auditor to be able to access a specific Customer account in ‘read-only’ to support spending investigations

Web Application

• Bespoke self service application available via a web application

• Support for all main internet browsers
• Microsoft technology supported by the Microsoft Azure Cloud security

Integration

• Support for REST API integration

• Support for SFTP File Integration
• Support for Excel and .CSV File integration
• Active monitoring of integrations

Reporting

• In-built suite of reports enabling the extraction of key data (e.g. Audit Report)

• Ability to extract Customer transaction data from the system for analysis
• Support for Microsoft Power BI

Monitoring

• In-built monitoring service

• Ability to check the status of critical system processes and services in a dedicated dashboard
• Active monitoring of connected systems and interfaces including automated alerts when interfaces become unstable or stop working
• Support for Microsoft Azure Cloud monitoring services
• Support for integration to service management systems (e.g. JIRA)

Accessibility

• UI support for Dyslexia

• UI support for Cursor size changes
• UI support for colour contrast inversion
• UI support for dynamic Zoom
• Tested to work with all main screenreaders (JAWS, NVDA, Microsoft Narrator, etc)

Security

• Identify Server 4 authentication

• Role based access model
• Microsoft Azure Cloud – Azure Firewall
• Microsoft Azure Cloud – Azure DDoS Protection
• Regularly tested and verified by an independent 3rd Party testing organisation

Authentication

• Identify Server 4 authentication

• Support for single-sign on across self-service applications
• Support for multi-factor authentication
• Support for external authentication integration (LDAP, Microsoft Active Directory)
• Password complexity checker
• Automated support for regular password renewal (Default 180 days)

Smartphone Application

• Native Google Android Smartphone Application

• Native Apple IOS Smartphone Application
• Support for push notifications
• Ability to disable functions, modules or applications as required
• Ability to force application update
• Mobile App emulation console for Customer Support staff
• Single Administration application across both Android and IOS Smartphone Applications

Automation

• Automated processing of Timesheets

• Automated processing of Expenses Claims
• Automated issuance of Customer spending Statements
• Automated issuance of Employee Payslips
• Automated analysis of spending behaviour
• Automated reminders and communications processes to support payroll processing

Spending Compliance Module

• Funder specific view of spending compliance

• Aggregation of bank transactions leveraging bank account feeds / integration
• Summary dashboard for Staff of Customers with details of spending
• Analysis of spending transactions using predefined rules

Purchasing Decision Making

• Customers can access an online purchasing support tool to provide details in support of a purchased item

• Customer can enter a proposed purchase item and submit it to clarify if it can be purchased
• Notes can be added to an Account to detail purchasing exceptions

Payroll

• Time and attendance self-service for Employers

• Time and attendance self-service for Employees
• Payroll email inbox can be consumed into a processing queue
• Customers can enter details for a new Employee including loading key documents
• Customers can terminate Employees
• Advanced claims queueing screens for streamlined processing
• Ability to record account and claim level notes
• Advanced audit log to track changes to Claims and Employees
• Pay rate history support
• Payslips self-service for Employers
• Payslips self-service for Employees
• Payslips issuance
• Leave Balances self-service for Employers
• Automated review and approval of timesheets including automated insertion into a payroll system
• Advanced integration to an external payroll system
• Automated monitoring of external payroll system interfaces

Direct Payments

• Dynamic tool for creating a direct payments disbursement plan based on budgeted items

• Ability to map budgeted spending to a purpose or outcome
• Ability to manage actual spending into the direct payments plan to avoid overspending
• Summary dashboard of direct payments participants for staff that indicates spending status, bank account balance, etc
• Ability to re-process direct payments disbursements
• Ability to process one-off direct payments disbursements
• Automated creation of direct payments disbursements into a financial system via integration
• Automated creation of direct payments disbursements in a banking system via integration

Direct Payments Funding Bank Account Management

• Bank account integration to aggregate bank transactions

• Automated analysis of bank transactions to identify irregular spending, transfers and withdrawals using ‘rules’ based evaluation
• Ability to apply global transaction analysis rules or to customise rules for a specific Customer
• Automated analysis of bank balance to identify excess balances
• Automated prompting of Customer to qualify a bank transaction
• Ability for the Customer to add a detailed note to a bank transaction
• Ability for the Customer to attach an invoice to a bank transaction
• Ability for the Customer to map / classify a bank transaction to a purpose of goal
• Ability for the Customer to opt to automatically classify bank transactions once they have been classified for the first time

Personal Assistant Finder

• Ability for Customers / Advertiser to setup an account themselves

• Ability for Customer / Advertiser to post a job advertisement themselves
• Ability for Job Seeker to setup an account themselves
• Ability for Job Seeker to post a profile themselves
• Ability for job advertisement and job seeker matching based on numerous criteria including skills, experience, location, etc
• Ability for automated job alerts to be setup/configured
• Automated processes for managing account timeliness and dormancy
• Automated processes for managing job advertisement timeliness and dormancy