Office Automation

Simple | Intuitive | Flexible | Complete

Main value
Ability to simplify and automate complex processes
and workflows;
Cross departmental automation and organizational
processes that touch multiple departments;
Dramatically decrease the operational costs;
Improves employees’ efficiency and customer loyalty;
360 view over the performance indicators;
It increases the company’s agility and competitiveness;
Collaborative working environment, focused on
satisfying business partners’ needs.

Management value
Provides key reports for executives to run business;
Reports with the ability to go from high level to low
level detail;
Comprehensive insight from all departments and
systems;
Provides executive dashboards, on-spot quick facts
and real-time notifications.

Employee’s value
Clean and easy to use interface;
Commonly performed tasks can be automated;
Can provide data from other applications and sources;
Can access various reports from the same interface;
Support – Users have access to training and support.

Cost value - Minimal IT requirements

Workflow modifications can be made without
additional code writing development;
Easy to upgrade and to upscale the entire system;
Ability to support all business units with different
attributes, user views and rules;
Personalized training and support access to all
stakeholders.
 Services
Technical support
Decreased reaction
time to any requests;
Permanent access to
Charisma consultants.

Implementation
Data migration;
Integration with
external applications;
Quick customization
of internal specific processes.
If you have a company specialized on
providing services of consultancy, IT Business consultancy
solution, law, advertising, architecture or Internal processes consultancy;
engineering, you certainly faced the Performance indicators and
questions such as: how profitable is specific processes implementation.
actually the business? How many of our
projects were completed on time and
Training
budget? Do our teams know to sell the
Internal courses for
most profitable services, in a professional
application use;
manner? Are we billing the worked
Training workshops
hours? Such questions occur due to
for internal users.
intense work practices, overloading or
high number of projects which lead to
low productivity or inefficiency within
the company.

In order to answer to these questions,

TotalSoft designed a solution for the
automation of processes in the
companies operating in the field of
services. Charisma Office Automation
generates a quick return on investment
by improving the operational efficiency,
increasing the employees' profitability,
through the reputation gained among
the customers and through the better
approach of the projects.
 Charisma Office Automation is a professional service automation
solution, dedicated to companies providing services for the
management and automation of business activity. The solution
generates a quick and substantial ROI by improving the
operational efficiency, employees profitability, reputation among
customers and by continuously tracking the projects’ deployment.
Why
Charisma
Office Automation
Using SharePoint principles and
functionalities
By using SharePoint principles and cutting-
edge technologies from Microsoft, Charisma
Office Automation offers a collaborative
work environment, where all the employees
can consistently access the information
stored on secured databases, based on
access rights granted to predefined roles or
user groups they belong to. Thus, you
eliminate the downtimes, the routine tasks
and the redundant work usually spent by
looking for the information or their
integration in a consistent insight upon the
company's activity.
Exceptional modularity and scalability
The exceptional modularity of the
application and the possibilities of
interfacing with any other solution in
Charisma business suite allows achieving an
integrated end-to-end solution for the
complete automation of the internal
processes, with cross-department real-time
data transfer, within organizations of any
size or complexity (multi-company, multi-
sites, multi-localization, multi-currency, etc).
Licensing flexibility
Charisma Office Automation is also available
as Software as a Service, providing you all
the benefits of this licensing model: low
initial cost, fast implementation, minimum
support and IT training, cutting the
infrastructure and application maintenance
costs, high security for accessing the
databases.
Native Web solution
Charisma Office Automation can be
accessed from any mobile device with
Internet access, regardless the
configuration. Thus, the field agents can
access any time, from anywhere, the
projects stored in the databases within the
company, and they can send the information
in real-time in order to inform the decision
factors regarding the field situation.
Speed and flexibility during installation
and implementation
Business expertise and advanced and
specialized consultancy encompassing
Charisma Office Automation significantly
decrease the total implementation costs,
while providing a fast return of investment.
 Charisma
Office Automation
Charisma Office Automation is a service
dedicated particularly to suppliers, which
simplifies the tracking of projects, streamlines
the resources involved in their execution and
maximizes revenues associated with contracts
concluded. Charisma Office Automation
streamlines and automates the billing and
collection cycle under timesheet hours,
manages documents of interest and provides
support in management decisions based on
metrics and performance indicators. Through
Charisma Office Automation, TotalSoft answers
the questions regarding business
development, as well as its afferent problems.

Modules
The exceptional modularity and the unlimited possibilities of configuring the
application, the licensing flexibility, using the collaborative work environment
provided by SharePoint technology, native Web architecture that allows
accessing the data from everywhere in any moment make Charisma Office
Automation the ideal solution for simplifying and automating the specific
activities of the companies operating in the services area.
Time & Expense
Management

Management

Management

Management

Management
Management

Document
Resource

Financial
Contract

Analysis
Project

Office
 Time & Expense
Management

Time & Expense Management module is a self-service

tool, providing transparency both to the employees
and organization, being designated to efficiently track
the hours worked. This module helps the company to
automate the collection, validation, approval, billing
processes or any other information provided by the
employees regarding the worked hours, in a project-
oriented business.

Financial and Operational Benefits

Increases the employees' productivity Reduces the operational costs

Easy-to-use and user friendly tool for
n n The timesheets recorded into a single
recording timesheets location, including documents, tasks,
Allows online accessing, in any moment
n incidents, calendar, provides the
and from anywhere advantages of working with a single
Provides various options to record the
n application – low costs of learning and
timesheets: real-time or at the end of using, fast adoption by the employees,
the period consistently displayed information for
Allows detail or summary view of
n the entire organization.
timesheet period calendar, completely n Allows tracking the timesheets recorded
configurable: day, week, month by an unlimited number of projects,
Captures the spent effort, from any
n tasks, customers or employees
section of the solution n Provides flexibility for implementing the
Allows an automatic transformation of
n timesheet model, depending on the
the task list into time tasks characteristics and working pattern of
Includes flexible schedules of tasks, as
n the company
well as the comparative review of the n Allows using timesheet templates,
scheduled vs. output. according to each company needs.
n Includes a visual, intuitive marking of
timesheet cell status: not validated,
validated, invoiced, closed Eases the comparisons with the job
n
Offers e-mail or message board
n descriptions, which are useful in
notifications for various alerts - periods performance assessments;
without timesheet, hours to be validated Records holidays, overtime, sick leaves;
n
or invoiced, etc. Quickly displays the split of the reported
n
Integrates with other human resources
n hours by project type, phase, task or
applications for transferring data, customer;
loading/unloading organization charts, Calculates the costs of the tasks - tracks
n
costs by employee type, dictionaries of the hours performed by employee,
positions within the company; project, activity or detailed task;
Integrates with MS Project or Primavera
n Validates in real-time the timesheets,
n
for the automatic recording of the based on automatic notifications;
employee's timesheet into both Records distinct types of activities:
n
applications. billable or non-billable, actual allocated
hours or customer hours;
Increases the efficiency of managerial Processes the approval of multi-
n
decisions resources timesheets in a flexible
Tracks the allocation and yield of the
n manner, tailored to company's needs;
employees over time periods or at Groups the timesheets by period or
n
project level; account, project, resource.
 Project Mangement

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

activities are performed against a time and money
budget, an ongoing calendar, allocated resources and
multiple deliverables. Finally, the success or failure of
the projects depends on the efficiency of each
operation. Charisma Office Automation includes a
powerful module, dedicated to project management
that targets the tracking assessing and improving all
the operational activities within a project.

Financial and Operational Benefits

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

contracted services Simultaneous manages the budgets
n
Defines and tracks at central level all the
n assigned to the projects, at task, project,
issues related to a project: objectives, task type or resource level.
costs, deadlines, calendar, events, Allows revenue forecasts, cost budgets
n
resources, risks, incidents, invoices, (time or money budgets) or tracking the
receivables. output vs. the schedule.
Creates projects based on templates,
n
allowing predefining the project plan Increases the operational productivity
structure, with the available tasks and Easy and quick assignment of the
n
WBS (Work Breakdown Structure), as resources.
well as the categories of timesheets by Allows reviews and adjustments at
n
activity type. project level or resource allocation.
The possibilities to define and monitor
n Provides the employees' focus on their
n
multiple simultaneous projects, responsibilities and not on
regardless their type or size. administrative tasks.
Provides advanced functionalities of
n Allows tracking both internal and
n
project planning: WBS, stages, tasks or customer posted incidents, at project
milestones. level; capturing and managing the
Allows complete and methodic cover of
n comment history, severity, person
a project: kick-off, planning, execution, responsible for solving.
control and closing. Offers discussion forums, where the
n
Quickly and accurately captures any type
n employees can disseminate best
practices. decisions for reaching the goals
Streamlines and automates all the
n Helps to deliver the projects on time and
n
operational activities. budget.
Uses To-do list at project level, with drill-
n Defines and tracks the budget by
n
down and tracking capabilities for resource, task, project or customer.
various tasks. Allows quick identification of the
n
Provides quick notifications related to
n employees or tasks with deviations or
the main events recorded at project delays vs. the budget.
level. Provides centralized and intuitive
n
Minimizes the non-invoiced hours and
n information for ensuring the right
ensures revenue increase through a resources within the projects.
better planning of the projects and Tracks the project schedules, by
n
resources. displaying overdue or current
Allows the integration with any project
n milestones.
management solution and natively reduces the differences between the
n
integrates with MS Project and budget strategy and project schedule.
Primavera; Updates in real-time the project status
n
Allows data import / export and
n based on the hours in the timesheets of
synchronization of schedules with other the resources for the projects' tasks and
applications. stages.
Provides permanent and secured access
n
Increases the efficiency of managerial to project information.
 Financial Management

Financial Management module manages the

operations and project execution from the financial
point of view, regardless the type or nature of the
concluded contractual terms. The solution includes
complex financial management tools, covering all
the financial flow, from issuing the invoices to the
customers to recording the payments and closing
the debts on contracts and projects.

Financial and Operational Benefits

Increases the efficiency of the financial Provides regular forecasts upon the
n
operations organization's revenues.
Eases the budget management by
n Tracks and improves the transparency of
n
defining and tracking them by resource, the cash-flow, providing support for the
project or contract. decisions regarding the future
Simplifies the project and contract
n investments of the company.
invoicing, the billable costs being Allows recording the receipts by
n
calculated and grouped by resource or customer or contract, with automatic
task type; invoice matching;
Provides accuracy in issuing the invoices
n Matches the customer receipts with
n
at detail level and in the format invoice details and allows quick retrieval
preferred by the customer. of rates by resource or resource type.
Provides flexibility in issuing the
n Allows automatic calculation of
n
invoices, by determining and grouping exchange rate differences, based on
the rates, periods, services and expenses payment and invoice dates.
to be included, as well as by setting the
specifics at project level regarding the Maximizes the billable revenues
billing process; Allows quick and automatic selection of
n
Allows further review of the invoices,
n valid spent hours as being billable.
changing their content, as well as Allows real-time access to the statement
n
adjusting the hours to be invoiced from of costs by resources or projects on a
the total worked hours. chosen period.
Allows managing different invoice types;
n Automates the invoice issuing based on
n
the invoice schedule agreed under the and money consuming work.
contract. Automates the retrieval and grouping
n
Provides the possibility to use different
n the data related to budgets, costs,
invoicing rates, by resource, used allocated resources and deliverables at
professional education, contract or contract or project level.
project. Includes alerts at invoicing terms or
n
other financial events.
Improves the relationships with the Allows the implementation of workflows
n
organization's customers for invoice approval after issuing,
Provides quick and complete invoicing,
n according to the business specifics of
as well as lower costs per project or each single customer.
contract. Provides quick and permanent access to
n
Offers a correct and easy financial
n customer account record.
management of the customers' Includes alerts, quick access and
n
accounts. efficient analysis of the existing overdue
Includes advanced possibilities to use
n amounts by contract and/or project.
and record the advance payments or Allows planning the activities for
n
incomplete payments from the receiving the overdue amounts and their
customers. tracking until completion.
Allows automatic marking of timesheets
n
Reduces the internal costs and as invoiced.
increases the company's productivity Integrates with Charisma ERP or with
n
Removes the redundant, manual, time
n any other accounting or ERP system.
 Resource Management

Resource Management module schedules the

company's resources by projects in an efficient
manner, by providing the best usage, without
doubling the efforts, based on the competence profile
and skills of the employees, thus providing the best
resources for the projects' success. The solution takes
into account the experience in the fields, interests,
competences or psychological profiles, so that the
created teams to be able to deliver the projects
within the restrictions enforced by time, cost and
quality.

Financial and Operational Benefits

Increases the profitability at Quick and best support for the migrating the resources from
company's resources level company's goals one project to another;
llows the resource selection
n Allows online and real-time
n Provides quick and transparent
n
based on the existing management of all the human access to the availability of any
allocations, updated in real- resources existing in the resource within the company;
time. company. Offers quick notifications for
n
Eliminates the overloading or
n Allows the management of
n increasing the workflow
over-allocations of the employees' profiles in order to efficiency, by e-mail or
resources. optimize the allocation process. dashboard. Thus, the availability
Allows multi-project, multi-
n Assigns the resources by
n of a resource is notified, as well
stage, multi-task allocations. matching their abilities, based as the delayed, current or
Uses standard rates at resource
n on the projects specifics and by completed tasks;
level their availability at company Provides access to a centralized
n
Allows customized rates
n level. calendar of all the projects and
according to the specific of each Organizes and classifies the
n involved resources;
project or contract. company's resources based on Natively integrates with
n
Allows tracking and using the
n the organization chart or using Charisma HR or with any other
resources per task, phase or WBSs (Work Breakdown human resources management
project. Structures). solution, allowing the retrieval
Includes roles and / or
n or matching the costs per
professional categories resource or per resource
matching. category.
Prioritizing the projects by
n
 Contract Mangement

Charisma Contract Management is a module

especially designed for recording and managing all
types of contracts concluded with the customers
and partners of a company. This module centralizes
and manages the services' execution, according to
the agreed terms and conditions, immediately
notifying any deviation, thus supporting a
professional, agile work environment, based on a
strongly customer-oriented culture.

Financial and Operational Benefits

Reduces the costs and company. customer history.
optimizes the operational Allows tracking the costs by
n Provides different invoicing
n
processes contract. methods, such as flat price,
Maintains in an easy to access
n Uses contract templates,
n milestones or completed
manner all the data related to reducing the routine work and percentage, advance as security,
the company's customers and saving valuable time for other initial payment and equal
the contracts concluded with activities. installments or based on the
them. execution schedule.
Provides permanent and
n Increases the quality of the Includes quick support for
n
simultaneous access to provided services and improves invoicing and payment
contractual data. the relationships with the allocation to the customers.
Uses a resource allocation
n customers Allows tracking and access to
n
calendar for by contracts and Allows tracking different types
n the entire repository of
task schedules. of contracts and provided customers and their accounts.
Allows the implementation of
n services. Allows the management of
n
new workflows for changing and Allows the customization of
n confidential accounts.
approving the contracts, based rates and invoice schedules,
on the specifics of each single depending on the category and
 Document Mangement

Document management module is developed based

on the latest technologies from Microsoft, providing
easy to use and automation for the management
activity of any type of content, regardless the
format. The product perfectly integrates with online
or offline ERP or PSA solutions, providing exceptional
flexibility and configurability in order to meet any
specific needs.

Financial and Operational Benefits

Increases the efficiency of work adapted to the company's Easily and quickly adds, changes
n
with documents image and manages the documents,
Includes comprehensive
n Includes different configurable
n thus relieving the employees of
functions for saving, archiving, filters, for allowing advanced routine and time consuming
recovering, history, control, searches. tasks.
versioning and reporting; Organizes the documents,
n Simplifies the activity by using
n
Provides permanent public or
n created or loaded into the document templates.
private access to the required system, on tree structures.
information, based on the Optimizes the project and
security policies of the Reduces the internal costs contract management
organization. Reduces the paper waste and
n Manages the documentation at
n
Allows the implementation for
n the related maintaining costs. contract, customer account or
document workflows with The physical files can be project level.
multi-level approval. scanned and electronically Allows electronic storing,
n
Allows versioning and history
n loaded into the system. archiving, access and control
change keeping at document Eliminates the effort of
n upon the valuable information
level, with timestamps and logs managing physical documents. needed for project execution.
of users and related comments. The electronic documents are Integrates with Charisma ERP
n
Creates workflows for increasing
n easily administrated and for retrieving the back-office
the efficiency of document organized by structure and/or information or with any other
circuit within the organization. operational flows. enterprise resource planning
Displays the information in a
n Manages different types and
n system.
graphic customized manner, sizes of files.
 Office Analysis

Office Analysis module includes a set of reports

especially created for supporting the decisional
process and the agility of the organization. Perfectly
integrated with the operational flow defined by the
other modules within Charisma Office Automation
suite, these reports provide critical information
regarding the company's performance, from
resource usage to profitability per customer,
project, task, employee, team, department or
company.

Financial and Operational Benefits

Increase the control over the Provides full trasability of hours,
n projects and tasks, on the
company's processes from timesheeting to billing and invoiced hours vs. billable hours,
Provides color and symbolic
n payment receiving. reported hours vs. billable
performance indicators for a Offers a complete and
n hours, etc.
quick analysis through transparent status by projects, Allows determining and
n
dashboards with advanced drill- tasks, resource allocation, monitoring performance
down or drill-through functions. incidents and risks. targets.
Includes standard detail reports
n Allows advanced analysis and
n
for the project managers. Increases the revenues and the scenarios using different rates
Allows generation and
n company's profit assigned to resources, such as
configuration of ad-hoc reports, Includes profitability metrics, at
n internal rate, rate at customer's
easy to accessed by the users. resource, invoicing or site, rate outside the city or
Allows fast calculation of cost
n completeness level. abroad.
per resource, project or Provides a correct and actual
n
contract. image of the time spent on
Shortly after its foundation in 1994, TotalSoft
became one of the most important software
companies in Romania, with an excellent
reputation and a consolidated position on
the domestic and international software
market. Currently, TotalSoft team consists in
over 380 professionals, with relevant
experience in IT&C field; its innovation spirit
and competence guarantees the successful
fulfillment of its customers' projects.

With over 1500 customers in the private and

public sector in 20 countries, such as USA,
Germany, UK, Italy or France, TotalSoft has
an undeniable expertise in verticals such as
financial-banking, leasing, distribution,
retail, medical, utilities, constructions,
engineering, production, services or public
administration.

TotalSoft is part of Global Finance group, one of the most important private
investment companies in South-Eastern Europe, with offices in Athens,
Bucharest, Sofia and Belgrade. Global Finance administrates over EUR 850
millions, obtained by private and real estate investment fund management
and has carried out over 70 investments since its founding in 1991.
Notes

TotalSoft Headquarters
Global City Business Park
10 Bucharest - Nord Street
Building O2, 8th Floor,
077190, Bucharest-Ilfov, Romania
P: +4021 335 17 09
F: +4021 335 17 12
E: office@totalsoft.ro
W: www.totalsoft.ro
W: www.charisma.ro
TotalSoft Greece
64 Vas. Sofias, 115 28
Athens, Greece
P: +30 210 72 00 084
F: +30 210 7253 511
E: info@totalsoft-hellas.com
W: www.totalsoft-hellas.com
W: www.charisma.com.gr
© TotalSoft 2010
TotalSoft Bulgaria TotalSoft Qatar
11 Maria Louisa Blvd, Commercial Bank Plaza,
Sofia, Bulgaria West Bay, Level 15
P: +359 2 9239 564 P.O Box 200348, Doha, Qatar
F: +359 2 9239 560 P: +974 44 52 83 97
E: marketing@totalsoft.bg F: +40 21 335 1712
W: www.totalsoft.bg E: iconstantinescu@totalsoft.ro
W: www.charisma.bg W: www.totalsoft.ro
W: www.charisma.ro