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Task and resource management with billing and reporting

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Managing orders, tasks and resources is essential for the efficient operation of any service organization – whether public, private, internal or external.

ebs.dk has to support the common and specific needs of service organizations developed a portfolio of components, which together form a very close to represent turnkey-, yet extremely flexible solution for managing orders (tasks, resources, costs related to delivery of time, material and transport) and invoicing.

"Rekv" consists of a loosely coupled (service-oriented architecture) collection of services and forms with the widespread use of Microsoft SharePoint Server, Workflow Manager and SQL Server database, which in this context should be considered framework system and Service Bus.

Using the customer's already made infrastructure investments as a framework system and service bus enables a cost-effective and strategically sustainable solution to manage ordering (requisition of services and/or deliverables) and the resource comsumption involved in delivery thereof.

Together, these components support the business processes from the request of the orderer, as well as internal and external contractors' casework – including task initiation, recording of resource, material and transport consumption, and eventual invoicing.

The components of Rekv are grouped in the following modules:

  1. Casework (RekvSag) consists of a number of SharePoint solutions and functions that are installed in the relevant Web application(s) of a SharePoint farm and enabled in each team's SharePoint site group and Rekv-Web site
  2. Administration, (RekvAdm) consists of a number of SharePoint solutions and features that install relevant Web application(s) in a SharePoint farm and are enabled in SharePoint site group reserved for system Power Users and system administrators. The module is complemented by PowerShell scripts for automated configuration etc.
  3. Externally oriented functionality, is essentially supported by HTML5 pages for App or Web based communication with principals, contacts, and external contractors regarding tasks and other deliverables
  4. Ancillary services consist of a wide range of Web services which, in addition to supporting the business processes of the task, might form a significant part of the organization's Enterprise Service Bus
  5. Billing, (RekvFakt) consists of a SharePoint solution with associated Web services and Web Site that handles the preparation of invoice and communication with the client hereof
  6. Reporting, (RekvRap) consists of an SQL Server Data Warehouse with associated reporting of resource use, deliverances, etc.

1.1      RekvSag - Casework

The RekvSag module supports the business processes of the daily execution and casework of the tasks. The main supported business processes include:​

1.1.1    Ordering (Case initiation)

  1. Client's order ("requisition") of new task / deliverance
    1. Receipt email with QR code and link to task status etc. to orderer and any contact persons
  2. New Team Case – internal creation of new task/case
  3. New external requisition
    1. Ordering email with QR code and link to task status and update etc. for external supplier.

1.1.2    Order (Case) management

  1. Monitoring the deliverances
    1. SharePoint list views with option to set up notifications
  2. Documentation of the status and progress of the tasks
    1. SharePoint list views with option to set up notifications
    2. Possibility of defining reports
  3. Communication with the orderer and any contact person
    1. Email to the orderer and any contact person at events occurring
    2. Access (HTML5 web site) for the orderer and any contact person to
      1. the history of relevant case events
      2. communicate with the service organization
  4. Communication with external contractors
    1. Email to external supplier at events occurring
    2. Access (HTML5 web site) for the external supplier to
      1. the history of relevant case events
      2. communicate with the service organization

1.1.3    Task assignment

  1. Distribution of (tasks from) order to Team
  2. Distribution of (team tasks from) order to SubTeam
  3. Assignment of Order Responsible in Team
    1. Notification email to new Order Responsible in Team
  4. Distribution of (tasks from) order to External Contractor
    1. Order email with QR code and link to case status and -update etc. to external contractor
  5. Distribution of sub-tasks between Teams
  6. Distribution of sub-tasks from Team to External Contractors
    1. Order email with QR code and link to case status and -update etc. to external contractor

1.1.4    Case distributed, priced and accrued resource registration

  1. Registration by employees and external contractors of time spent on cases (orders)
  2. Registration by employees and external contractors of material consumption on cases (orders)
  3. Registration by employees and external contractors of transportation on cases (orders).

1.1.5    Menus and navigation

The RekvSag CaseWork-module also consists of team-specific global and current SharePoint menus.

1.2      RekvAdm – Administration

The RekvAdm-module supports the superusers' and system administrators':

  1. Maintenance of common information (meta- and master data)
  2. Maintenance of common use-oriented configuration objects ("Farm")
  3. Maintenance of common service-oriented configuration objects ("System")
  4. Monitoring common workflows.

1.2.1    Common Information

1.2.1.1      External Contractor

Maintain inventory of external contractors: Create and edit contact information etc. using SharePoint list with associated edit form.

1.2.2    Common Configuration objects ("Farm")

Maintenance of common configuration objects, such as:

  1. Master Data regarding the Teams: TeamID, Team sitegroup
  2. Location of Central Invoice Library
  3. Content of common email messages, such as
    1. Receipt email to the orderer
    2. Orientation email to new Case Responsible
    3. Order email to external contractor
    4. InformationTo the Orderer email
  4. Location of Team-specific configurations
  5. ....
is done using a de​dicated SharePoint list.

1.2.3    Common Configuration objects ("System")

1.2.3.1      Data Connections

Maintainance of the system's data connections is done by using a dedicated SharePoint dataconnection list.

1.2.4    Common Workflows

1.2.4.1      Site Workflows

Planning and monitoring of site workflows: Create and maintain information about where and when to run site workflows.

1.2.4.2      Housekeeping

SharePoint Timerjob, which mainly takes care of cleanup and release of resources that are no longer used by the system.

1.2.4.3      List Workflows

3 SharePoint Lists with associated history lists control Rekv's event-triggered workflows.

These workflows can all be monitored from the RekvAdm module.​

1.2.5    Furthermore

The RekvAdm module also consists of a number of configurable global and current menus with associated forms, list views, and listelement actions.

1.3      External oriented functionality

In addition to supporting your organization's internal workflows, the RekvSag-infrastructure supports, inter alia, the following external business processes:

  1. Creating an Order
  2. Communication with the Orderer and any contact persons
  3. Creating External Contractor Order
  4. Communicating with External Contractor about the order
  5. Communication to the Orderer's accounting officer regarding Invoicing
    1. e-mail with link to pro forma invoice
  6. Communication from the originator's accounting officer regarding Invoicing
    1. The accounting officer of the Orderer may choose accept/reject and enter any Comments.
With very few exceptions, the external oriented functionality is supported by HTML5 app/Web pages

1.4      Ancillary Services

The overall solution includes a range of services, all of which are

  1. based on public and common standards and
  2. are made generally available to any App/System in the organization, or externally to the extent permitted by security requirements.
These service can therefore be included as a valuable addition to the organization's service-oriented architecture and Enterprise service Bus.
Tasks that need to be run at specific intervals can be scheduled
Examples of ancillary services include:
  1. SendMail web service - sends emails with formatted and event-specific content to internal as well as external recipients
  2. Workflowtrigger SharePoint Timer job - that for each site collection where the function is enabled triggers the Wfschedule list workflow with it in the timer job specified interval.
  3. Wfschedule SharePoint Listworkworkflow - that executes SharePoint site workflows with the specified range in the list
  4. Startsiteworkflow SharePoint Timer job – that – e.g. Initiated from "Scheduler" – starts it in the specified site workflow with the specified parameters, such as:
    1. wfcleanuplists SharewPoint Siteworkflow - cleans up the system's lists so that the list items that are older than the retention period are deleted. Thus avoiding system congestion.
  5. QRService web service – returns the QR code according to the specification of the call
  6. AsmxService SOAP services – for insert, update and delete
  7. ApiService REST Services - for inquiries
  8. ASMX Wrapper Service - Packages external calls to AsmxService and others
  9. REST Wrapper service - Packages external calls to ApiService and others.

1.5      RekvFakt – Invoicing

The Rekvfakt module supports invoicing of deliveries based on any registered consumption of time, materials and transportation:

1.5.1    Invoicing

  1. Create and send pro forma invoice on Team-deliverances
    1. When creating a pro forma invoice, email is sent to the Orderer's accounting officer with a copy to the organization's accounting officer with Team-specific content according to the specifications in the team-sitegroup's configuration list
    2. Acceptance/rejection of pro forma invoice
  2. Creating and sending a total pro forma invoice for Team-deliverances relating to the same Order
    1. When creating a pro forma invoice, an email is sent to the accounting officer of the Orderer with a copy to the organization's accounting officer with Team-specific content according to the specifications in the team-sitegroup's configuration list
    2. Acceptance/rejection of pro forma invoice
  3. The organization's accounting and invoice follow-up.

1.6      RekvRap –Reporting

From the Data warehouse of the RekvRap module (SQL Server Integration Services and Analysis Services), the organization's preferred tools can be utilized to generate detailed reports and Analysis of the Case approach, production, invoicing, Resource usage...

 RekvSag Components

RekvSag Components

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