Work groups and work teams - Smart Elrag

Work groups and teams are usually formed to enable quick and effective work on finding solutions for any business situation. The need for the formation of these groups grows with the size of an organization. The problem arises when diverse work groups work simultaneously reducing the ability to monitor and control their work. The problem of mutual communication in real time and exchange, or work, on the same document occurs when the work groups are made up of employees located at remote organizational units.

Smart Elrag

Increase efficiency with information technology

Problems caused by the complexity of forming work groups, task forces, monitoring their operations and using the knowledge base that is formed during work, are resolved with the implementation of a collaboration system with all necessary functionalities. The Smart Elrag solution enables formal and technical conditions for the successful implementation of this process in the most efficient manner. It represents a special portal within an organization built on Microsoft SharePoint technology, on which all data necessary for the efficient operation of all established work groups is located. Multi-site and multi-user operation becomes transparent and easy to monitor.

Basic functionality

The Smart Elrag solution has the following functionalities/modules:

  • The formation of work groups and work teams
  • Creating a work space for each work group
  • Monitoring work groups according to phases and deadlines
  • Notifications informing about activities and automatic alarms for deadlines
  • Forming a knowledge base
  • System administration

Common document and knowledge base

During the course of its work, work groups produce and use a large quantity of documents that serve as a basis for finding solutions. Final documents which result from their work, reports and work documents used during work, represent new knowledge which remains for the organization. Over time, an impressive knowledge base is created which later work groups, as well as all those who have access, can use in the course of their work. By realizing the principles of Knowledge management, the efficiency of work groups is increased, solutions to new problems are found more quickly and new employees are introduced to the organization's business processes.

Calendar and workspace

By forming work groups, a new workspace with the team’s calendar, a work plan (defined activities through phases with deadlines and responsible members), work and final documents, indicators that indicate the temporal status of execution in relation to the planned phases, as well as reports on the groups work, are created. Work activities and meetings are entered into the team's calendar. Activities entered into the team's calendar are automatically transferred into the personal calendars of team members in Outlook.

The workspace can contain a forum for communication and the exchange of ideas and documents.

Monitoring work groups according to phases and deadlines

During the formation of work groups, deadlines for execution, as well as deadlines for the completion of individual phases or sub-processes from the project plan, are defined in the work plan. Each phase has its own status (Not started, Ongoing, Completed) so that a change to the status defines the status of the overall task. The importance of the individual phases is defined by a percentage, so that by looking at the flowchart one may determine not only what phase the project is currently in but the total percentage of execution. If need be, the Smart Elrag solution enables the extension of deadlines for activities. Work can be monitored through reports on the status of each task and the work groups operations and through summary reports for all tasks or work groups.

Notifications and alarms

Notifications and alarms are automatically forwarded to email addresses after the formation of work groups, individuals who have been selected to be a part of a work group will receive email notification of engagement. Direct supervisors of individuals in work groups will also receive an email notification given the possibility of an absence from work due to meetings of work groups or joint work sessions. In addition to this notification, the following automatic notifications and alarms are also available:

  • Notification on the formation of work groups - to all participants, the creator of the work group and the direct supervisor of all individuals in the work group;
  • Notification of a requested extension - to the creator of the work group;
  • Notification of approval/rejection of an extension with an explanation - to the chairman and deputy of the work group;
  • Notification of a change to the status of individual phases or the entire task - to the creator of the work group and all participants;
  • Alarm that the deadline for the completion of individual phases or the entire task is approaching - to the creator of the work group and all participants.

Defined user role

Depending on their role in the system, users are assigned specific roles that carry certain rights:

  • Director - has the right to form a work group, define the chairman and members of the work group, approve an extension of the execution period, approve changes to members of the group, review their documents, proclaim their work completed, access the knowledge base and oversee all the other parts.
  • Assistant - has all rights belonging to his/her director because he/she conducts all his/her activities on behalf of the director. The system records that the activity was created by the assistant (secretary) on behalf of the director.
  • Chairman of the work group - has the right to appoint his/her deputy and additional associates, form and manage phases of the work group, submit a request for an extension of the execution period, mark final documents, propose the completion of the work group and delete documents from the workspace.
  • Deputy chair men of the work group - has the same rights as the chairman.
  • Member of the work group - has the right of access the workspace and the right to generate and delete documents. Defined by the director who created the work group.
  • Associate - has the same rights as members of the work group but is defined by the chairman.
  • Applications administrator - administrates the location, changes the codebook for types and sub-types of work groups, adds individuals to individual user groups, assigns the right to access, upon request provides document versioning, etc.

No one has the right to delete a work group which has already been formed and which has been designated. The status of the work group is defined by the application user (In distribution, At work, Work completed, Work discontinued, Further processing). In case of work suspension, all participants in a work group shall have their rights to work on documents revoked. Documents formed by a work group, whose work has been suspended, will be entered into the knowledge base and may be accesses via the portal. A discontinued group may be re-activated. In case work has been completed, the work groups active status is changed to passive and all rights to work on documents are abolished. Participants in the work group, as well as all other users, may access the knowledge base and the final documents through the portal.