Ducharme Assist Online Management Tool

Ducharme Assist Logo

Portal Link: https://assist.ignite4u.co.za/index.php?ducharmeassist

Ducharme Assist Overview:

Ducharme Assist is an online tool as central point for management information to assist entities in planning, implementation and management of operations processes. Different modules are available within Ducharme Asset, with the following two main categories thereof (details of some of the modules can be found below:

  • Action modules: Manage the status of actual process activities against the pre-defined process activities as defined in the setup of the module. All activities on the database are time stamped which allow for accurate performance reporting. This includes modules such as Performance Management, Risk Management, SDBIP, Audit Query, Compliance, Contract Management, etc.
  • Document management modules: Manage various types of electronic documents that have been uploaded onto the database (e.g. minutes, policies and procedures, statutory documents, contracts, certificates, employee records, etc..

Key feautures of Ducharme Assist:

  • Secure encrypted web-based management platform to facilitate processes critical to public sector and local government entities, through means of using dashboards, status overview of actions (such as progress, approval, owner, etc) activity logs, storage of supporting documentation, automated exception reporting, detailed customisable reports; etc. User access is defined for each user in terms of the required functionality for the setup, administration, new queries, managing, editing, updating, approving and reporting.
  • Cost effective tool which provides central access point, allowing for information to be centrally stored. This results in up-to-date and integrated management information (such as assigned roles, responsibilities, queries, status of actions) and also reduces the administration burden on stakeholders in the day to day operational running of the entity (automated notifications and reminders, target dates & deadlines, avoiding duplication of tasks, procedures, and data).
  • Ability to link various entity- and individual-based objectives across the various processes. For example, in performance management, the entity-based objectives such as IDP objectives, to SDBIP’s KPAs and KPIS for Monitoring & Evaluation purposes, which again can be linked to individual performance management level base objectives of the employees to the various registers. These can be linked to other tasks and act actions, audit and other queries, compliance requirements, contracts / SLA, resolutions, risks, etc.
  • Ducharme Assist has an easy overview on the status of the processes:

Other key features include:

  • Integrated performance management solution
  • Runs on top of current IT systems with no additional IT infrastructure requirements
  • Separate (independent) databases
  • Accessibility from any internet connection (Remote / mobile access)
  • Clearly Defined Responsibility and Accountability lines
  • Easy and consistent reporting / Automated exception reporting
  • Automated activity / audit logs
  • Up to date action dashboard per user
  • Up to date action plans for the municipality
  • Easy import / export functions using CSV-files, editable in excel
  • Attachment of documents / proof of evidence possible
  • Multiple user types with user access defined by administrator

Ducharme Assist Modules:

The details of the various activity based and document management modules include:

Activity based modules include:

  • Performance Management: Performance Assist is an online Performance Management System which caters for a wide range of variables including: Organisational KPI's, Job Specific KPI's and Leaning objectives, Weightings etc. Employee performance measurement, evaluation and the tracking of learning takes place online. Employees can update their activities on the system from any location.
  • Risk Management: Risk Assist assists organisations with the identification and management of various categories of internal and external risks. The Ducharme Assist workflow methodology facilitates, that when certain events take place, an automatic notification / reminder / action request is send to the identified user to perform the required action(s) / review(s) / approval(s). All of these activities are tracked by Ducharme Assist and are date stamped within the system, providing a detailed audit trail. Reports of all queries can be printed as required. SDBIP (Service Delivery Budget Implementation Plan): SDBIP Assist facilitates the management of performance on a daily, weekly, monthly or quarterly basis. It is an electronic tool that can be tailored to address the Municipality's needs. This tool has been developed taking into account legislative requirements in South Africa and best practice experience. Multiple users can view and update the SDBIP at any given time. There is no need to collect data from departments. SDBIP's are linked to the Municipalities IDP, budget, performance contracts and Performance Management Systems (PMS) and can be used to prepare Annual Reports.
  • Audit Query Management: Audit Query Assist facilitates the resolution of audit queries raised during an assurance process carried out in the organisation. Queries are entered on the system and once submitted, it will be automatically e-mailed to the person responsible for resolving the query. The person responsible updates the query electronically. Reports of all queries can be printed prior to meetings or viewed electronically during meetings.
  • Compliance Management: Compliance Assist assists organisations with their compliance to relevant laws, regulations, etc. The Ducharme Assist workflow methodology facilitates, that when certain events take place, an automatic notification / reminder / action request is send to the identified user to perform the required action(s) / review(s) / approval(s). All of these activities are tracked by Ducharme Assist and are date stamped within the system, providing a detailed audit trail. Reports of all queries can be printed as required.
  • Contract Management: Contract Assist facilitates the capturing, monitoring, maintaining and managing of contracts from a centralised point. Our experience in this field has shown that contracts should be broken up into its components (we refer to them as Deliverables and Sub-Deliverables) and that for each component a SMART action / actions is / are assigned to ensure that the component is achieved / delivered / reviewed and / or assessed. Our workflow methodology facilitates, that when certain events take place, an automatic notification / reminder / action request is send to the identified user to perform the required action(s) / review(s) / approval(s). All of these activities are tracked by Ducharme Assist and are date stamped within the system, providing a detailed audit trail.
  • Action / Task / Activity Management: Action Assist facilitates the allocation, tracking and reporting of actions / tasks / activities, deliverables and deadlines between the various users in the organisation. Management can track the status of all updated actions at any time. Users are notified via e-mail of all new actions assigned to them and the progress status of actions they have assigned to others. The reporting function of this module provides filters that allow for the generation of customised reports that assist with the tracking of tasks assigned, the meeting of deadlines and the performance management of users. Through the use of User Defined Fields (UDFs) Action Assist can be customised to meet organisational requirements.
  • Communication Management: The Ducharme Assist Notice Board facilitates communication within the organisation. The organisation can use this tool to communicate with their employees. It allows the organisation to send a consistent message to all employees irrespective of their physical location. Users also have the ability to publish messages on the Notice Board which minimises the sending of internal e-mail messages.
  • Complaints Management: Complaints Assist facilitates organisational management of complaints. Complaints can be received by one or more staff members and electronically distributed to the department / individual responsible for addressing the complaint(s). The assigned respondent updates the complaint electronically and, once complete, closes the call. An electronic complaints register can be generated as required.
  • Dashboards: Dashboard Assist facilitates the collation and reporting of data into a standardised format. The Dashboard owner creates the dashboard and assigns capturing rights to various users whom can only capture data on a predefined data capture sheet. This allows for more than one user to work on a spread sheet at the same time. Dashboard Assist facilitates multiple period, location and departmental reporting in both numeric and graphical format.
  • Fault management: Help Assist is a helpdesk tool that facilitates the logging and resolution of breaks in service that affect the day-to-day operations of the organisation. The logged faults are communicated to the responsible person electronically. Once resolved, the call can be closed on Help Assist. The data logged can be used by management to introduce steps to prevent similar occurrences and thereby increase efficiency. This tool can effectively assist an organisation to manage Service Level Agreements (SLA's) both internally and externally.
  • Resolutions Management: Resolutions Assist helps Municipalities to effectively manage Council Resolutions. The Committee Clerk enters the resolution on the system and once submitted, it will be automatically e-mailed to the person responsible for executing the resolution. The person responsible updates the resolution electronically. Reports of all resolutions can be printed prior to Council meetings or viewed electronically during meetings. The Module Administrator defines User Access to the module.
  • Travel management: All organisations should define a Travel Policy for the management of employee travel. Travel Assist facilitates this process which includes the defining of the Travel Policy, management of Traveller Profiles and the travel booking process. The Travel Policy will define the rules that govern the travel undertaken by the various staff levels in the organisation. The Travel Policy, once authorised, will form the guideline within which the Travel Agency may operate. Travellers are responsible for the data entered into their Traveller Profile and for completing a travel request as they require. The Travel Policy will form the basis of the Service Level Agreement (SLA) signed with the Travel Agent.
  • Unclaimed Deposit Management: This module facilitates the allocation of unknown amounts paid into the organisation's bank account to outstanding client invoices. On claiming funds a message is sent to the accounting function facilitating the receipting of the amount against the outstanding debt.

Document management modules include:

  • Accounts management: Accounts Assist facilitates the flow of accounting documentation between an organisation and its outsourced accounting function. The system acts as a central repository on which the organisation loads documents for processing. The accountant retrieves the documentation and publishes the resulting reports onto Accounts Assist from where the organisation can retrieve them. The Module Administrator defines the categories of documentation and User Access to each category.
  • Document Management: Document Assist acts as a repository of electronic copies of the organisation's electronic documentation. The Module Administrator defines the categories of documents and User Access to each category. Only those Users authorised to upload / view a defined category of documents, will be able to upload / view them. This module can be tailored to assist with the management of various categories of documents, e.g. Corporate Governance, CRM (Client Relationship Management), FICA, etc.
  • Minutes Management: Minutes Assist acts as a repository of electronic copies of the organisation's minutes. The Module Administrator defines the categories of minutes and User Access to each category. Only those Users authorised to see a defined category of minutes, will be able to view them.
  • Payroll management Payroll Assist acts as a repository of electronic copies of the employees' pay slips, contracts, IRP5's and other employment documentation. The organisation defines the types of documents that can be published on the system. Users can only access their own documents. Functionality has been added to the system where a User can access documents of employees who are not users of Ducharme Assist.
  • Labour Relations: Labour Relations Assist offers the organisation access to tools to address the fears, frustrations and confusion employers and employees can experience in the workplace. These easy to use management tools include handling leave, grievances, misconduct and terminations. The organisation has access to a repository of materials and best practice documents.
  • Policies and Procedures Ducharme Assist offers organisations the opportunity to introduce customised and branded policies and procedures. These assist in managing the organisation with a consistent set of rules and/or standards. The policies and procedures have been clustered into the operational categories of Human Resources (HR), Information Technology (IT), Marketing, Finance and Facilities. A further functionality has been introduced where an organisation can publish their own electronic policies and procedures.
  • Statutory Documents COSEC Assist acts as a repository of electronic copies of the organisation's statutory documents. The Module Administrator defines the categories of documents and User Access to each category. Only those Users authorised to see a defined category of documents, will be able to view them. If the organisation's statutory documents are maintained by an external party, they can be added as a User on Ducharme Assist, allowing them to publish the documents.
  • Templates management Templates Assist acts as a central repository of templates that all the users of the organisation must use in their day to day activities. The Module Administrator defines the categories of templates and the User responsible for maintaining the templates in the each category.
  • User Contact list: The User Directory provides all the users with up to date contact information of all Ducharme Assist users registered on Ducharme Assist within the organisation. The Module Administrator can define which contact information is available for viewing.
  • Contact details to request a demonstration: For more details or to request a demonstration of Ducharme Assist, please contact Riaan Visser on 083 324 9530 or via email on rvisser@ducharmeconsulting.co.za.