Thursday, October 14, 2010

OTM as a 'best practice' case study at "sosocon 2010"

"Shared knowledge. Better Business." - this is the motto of the European Software Solutions Conference ("sosocon"), which will take place in Hanover, from November 30 to December 2, 2010. On the first day of the conference, will present its SaaS solution OTM as a 'best practice' case study for smooth customer business processes.    more ...

Friday, October 8, 2010

_changelog OTM Update 3.1 – 2010-10-11

  1. Date formats in the project manager interface
    In the project management interface, dates are now always displayed in the ISO format, for example: 2010-09-27, possibly with time information added. The entry fields were adapted accordingly.
  2. E-mail threads repositioned
    In the project navigation menu, links to the e-mail threads were moved under >Project summary. The corresponding tabs are thus found at 
    >Project summary >E-mail (customer) and >Project summary >E-mail (resources).
  3. Revision of >Reports >Cash flow
    The data for receivables (invoices) and payables (remuneration) will be displayed graphically based on the projects entered; this will be seen by users with corresponding authorization.
  4. Address formats
    The address formats of many countries are unique. Depending on the country, individual elements like postal code, city, street address, etc. are arranged in different ways. OTM adapts to the relevant customs and provides international users with the accustomed formats in each case. All this is flexibly designed so that new information on formats for specific countries can be added and implemented in updates that follow.
  5. Knowledge base
    The knowledge base in the project management module has been expanded and currently contains the following elements: videos, Q&A, sample service pages for customers and resources, links to the OTM blog, change log and news.
  6. Accounting entry when invoices are sent by e-mail
    When an invoice is sent by e-mail, an entry is automatically made in the accounting module in the field for comments and status changes. This information indicates when and by whom the invoice was sent.
  7. Automatic assignment of projects to the sole project manager
    If there is only one project manager in the company, then new projects are automatically assigned to that person. The corresponding step in the project switchboard is no longer required.
  8. Transparent initial download of delivery files
    PMs can see under >Files >Job files whether a delivery file has been downloaded by the customer, more specifically by a contact person in the customer’s organization. (The person who first downloaded the file is indicated.)
  9. Removing the “new” label for files in the file repository
    Project managers can manually remove the “new” label for files in the repository. (It makes sense to do this if, for example, an administrator takes a project himself as a PM and has already seen the files.)
  10. Configurable defaults for sending e-mail notifications
    For a series of important e-mail messages to customers, the configuration can be set to send these messages or omit them by default. The project manager can change these settings in each individual project.
    The general defaults for all customers of the company are under >Administration >Preferences >E-mail options. In case other settings are to be applied to customers or individual contact persons, the appropriate changes can be made in >Customer administration >Preferences or >Customer administration >Customer contact persons.
  11. T&Cs in languages other than the project language
    The general terms and conditions of business for a company or agency are not always available in all languages used for handling projects. When a quotation is created, project managers have the option to attach T&Cs to the quotation even if the language of these terms differs from the project language.
    If T&Cs are available in several languages other than the project language, a corresponding selection can be made. For example, consider the case where the project language is Dutch, but the T&Cs are available only in English and German. The PM can choose to attach the terms and conditions in English or German to the quotation in Dutch.
  12. T&Cs can be viewed under >Team
    The currently valid general terms and conditions of business for customers and resources, if present, can be viewed under >Team in all the languages for which they are available.
  13. Language selection for e-mail when involving resources
    In >Administration >Resource management, when the invitation e-mail is sent, there is an option available to select the language for each individual mail.
  14. No VAT information from EU resources if they belong to a non-EU agency
    It is only required to enter VAT information for agency resources located in the EU if the agency is domiciled in the EU. 
  15. Information for freelancers when the delivery of result files is completed
    When the delivery is completed (the last outstanding result file is uploaded), resources with project-related remuneration receive extensive information regarding the creation of the payable voucher.
    This main purpose of this information is to increase the awareness that it is unnecessary and counterproductive to create documents for this purpose outside the system.
    The necessary data for a job are already present in OTM, and regardless of whether the credit note is generated by the agency or a resource invoice is created by the freelancer, the necessary document can be created quickly and cleanly in OTM.
  16. Configurable services in the quote request form
    The services listed on the quote request form can be selected under >Administration >Preferences >Project management settings. Services which are not selected (checkboxes not marked) do not appear on the quote request form.
  17. Include e-mail in the project documents as a PDF
    E-mail from customers can be converted directly into a PDF document within a project and then stored under >Project documents (in the project summary). This is useful, for example, if the customer has already placed an order in a simple e-mail message and is not to be requested to submit an order form. This type of order is then better compliant in some cases with the formal legal requirements for contractual relevance.
The next OTM update is scheduled for January 2011.