SOFTWARE SOLUTIONS

SERVICE BASED MIS

Automating Performance Management Systems (PMS) in Local Government
Fantus Technologies has been helping Local Governments in South Africa achieve Batho Pele principles and accelerate delivery for two years. The success rate results from compliance to the management interventions, training and technology advancements that Fantus offers.

In terms of management interventions: Performance & Quality Management, Lean Enterprise (Service Delivery), Management Principles and Self-Directed Work Teams are some of the most suitable options for Local Government as they foster communication, problem-solving and goodwill. Training within these interventions empowers the organisation’s employees to benefit the organisation.

Technology installations can be divided into hardware, software and specialised technologies. Fantus is a Microsoft and Dell Business Partner, giving us access to high-end equipment such as PCs, Servers and notebooks at competitive prices. We will also provide the necessary software and even offer website design and hosting capabilities. However, it is the specialised technologies we offer that make Fantus truly out of the ordinary.

Fantus Technologies has designed user-friendly, comprehensive software with competitive pricing. The software can be specifically tailored to Local Government needs. Whether the need is for an effective Call Centre, Incident Management, Customer Complaint capabilities, Project Tracking, Audit Tracking, Meeting Tracking or Performance Management System with IDP integration, Fantus has the solution.

Fantus Technologies has put a solution together for Local Government to automate, manage and deploy its IDP with PMS integration. The new support for SDBIP (Service Delivery Budget Implementation Plan) handles the planning and implementation of Local Government’s strategy. The software supports Balanced Scorecard and SAEM (South African Excellence Model) approaches.

Below we expand an example on one of our offerings:

Fantus Technologies’ Approach

Introspect business Suite - Action Tracker
Quality Control concerns the methods businesses use to make sure that the product will meet the standards expected by the Customer. When products are inspected during production it may be sufficient to inspect one sample. However, some customers, e.g., Woolworths, will insist on 100% inspection because they have built their reputation on high quality.

Businesses tend to encourage a quality approach in the whole organisation to make sure that the product's quality is not let down by any part of the organisation. An organisation will need to be aware of the costs of quality control, including reject costs, inspections and testing costs, balanced against the costs of not having good quality control, i.e. goods returned, repairs under guarantee and poor product image.

All organisations would like to track any form of project, task, customer complaint or message. A trackable organisation is an organisation that sees the necessity for open communication, monitoring and evaluation.

The organisation that is serious about the seven elements listed below (Seven M concept) would like to track the activities in each of these: Money, Men, Machines, Material, Management, Methods and Market.

All divisions (including branches, departments and divisions) are registered for tracking in the Introspect Action Tracker.

Tasks and Messages
A task is any stated activity or job that a person wishes another person to perform.

• A person can manage his own tasks.
• Managers and Supervisors set tasks for themselves or the people working for them. The tasks are listed in the Action Tracker.
• The person responsible for carrying out the list of tasks receives an e-mail reminding him/her of the task.
• The close-out details are filled in once the task has been completed.
• Tasks derived from a strategy meeting can be forward-dated.
• Job cards are tracked as tasks.
• Overdue tasks are highlighted.
• Mini Job card System.
• Asset Register.
• Maintenance schedules.

A message is a recorded communication between two people. In the context of a call centre this message is the recording of the message given by the caller. For example: The manager is out of the office but you want to give him a formal message. The system ensures that he receives the message. Comments regarding the message are attached when the message is closed out. Or, you need documents to be signed and want to ensure that the process takes place. The system ensures this.

Quality Related – NCR, CAR, PAR, Customer/Supplier Complaints




This is an external non conformance raised by a customer. This class is used for recording customer complaints as part of ISO quality control. Managing customer complaints as well as the corrective action taken is of utmost importance. Managing customer complaints will ensure that quality is adhered to at all times. The system will give reports on complaints by type as well as by customer grouping. A formal report with root cause analysis is sent to the customer. A customer complaint is usually dealt with by the technical manager. The system links a CAR so that the production manager can follow up on the ‘shop floor’ and come up with a close-out.

Non-conformances
This is a reported incident of non-conformance. An NCR is usually an internal non conformance of a desired standard or procedure. This class is used for recording non-conformance as part of ISO quality control. A Quality officer will raise a non conformance against a production supervisor if the product on the production line does not conform to standard specifications. Non-conformances are closed stating the corrective action taken to ensure that similar incidents do not reoccur. All Good Manufacturing Practices and HACCP incidents are tracked and the system is paperless.

Corrective Actions
This is the report of a corrective action taken against a non-conformance. A corrective action is usually taken when an NCR pattern of events occur. A CAR is effectively raised against a supplier. This class is used for recording corrective actions as part of ISO quality control. A corrective action is raised against a supplier for supplying goods that do not conform to predetermined standards. The system sends the supplier an e-mail with a reference number. Documents as well as photos can be attached to the corrective action. Pareto analysis can be carried out regarding non-conformances and reports and graphs are available.

Preventative Action Report
This is the report of a preventative action taken before a potential non-conformance occurs. This class is used for recording preventative actions as part of ISO quality control. The engineering artisan does a site inspection and notices that a pulley is running off centre. He immediately raises a preventative action to ensure that the issue is corrected before a major problem occurs. The PAR is closed out in the system stating the action taken.

Customer Complaints
This is an external non-conformance raised by a customer. This class is used for recording customer complaints as part of ISO quality control. Managing customer complaints as well as the corrective action taken is of utmost importance. It will ensure that quality is adhered to at all times. The system will give reports on complaints by type as well as customer grouping and a formal report with root cause analysis is sent to the customer. A customer complaint is usually dealt with by the technical manager. The system links a CAR so that the production manager can follow up on the ‘shop floor’ and come up with a close-out.

Supplier Complaints
Info will be updated shortly.

Project Management

• Improvement Project Deliverables - A project is broken down into deliverables. The milestones around each set of deliverables are tracked for possible action.
• Continuous improvement projects are tracked
• The outcome of trials are tracked
• New product development is tracked
• Capex projects are tracked
• Quality, GMP, HACCP projects are tracked
• Each project type is tracked to ensure that effective reporting regarding the specific project outcome is reported on.

The system is paperless. Documents, photos and other evidence (e-mails, faxes, etc) can be attached to any trackable item including Tasks, Messages, Reviews, Audits and Projects.

Audits
This is a stated actionable item noted during an audit. In other words, these are the findings of an audit that need to be actioned. Audits form an integral part of any organisation today. Internal as well as external audits take place, such as:

• Risk audits
• Quality audits
• Safety audits
• ISO, GMP and HACCP audits

The Action Tracker tracks the audit findings allowing a person to raise a specific audit type and track the audit against this type from within the system. The findings are raised against a specific person responsible. An e-mail is sent reminding the person that there is a finding that needs to be dealt with.

Reviews, Meeting and Action Plans
This is a stated actionable item noted during a review. In other words, these are the findings of a review that need to be actioned. The most effective part of a review or meeting is the action plans. The action tracker tracks action plans against who, what, where, when and how. The person responsible for the action is notified via e-mail of the action that has been opened. The action is closed on the system once it has been completed. A list of previous actions opened, or closed are listed creating a report for the next meeting. The system highlights overdue items and e-mail escalation takes place on overdue items.

Self-assessment (Strength and area of improvement)
Info will be updated shortly.