The Dashboard Screen appears after login into the system. All the components or sections are visible as menus in the left hand panel.

The Dashboard Screen displays the list of employees with their Roles and designation, their photo, today's attendance of all the employees etc. The System greets the employees on their birthday.

All the Menus are available to Admin.

There are four types of roles which employees perform i.e. the employees are broadly classified into four categories as Admin (AD), Office Employees(OE), Marketing Employees(ME) and Office Plus Marketing Employees(OM). These are just the role or type of employees. The employees can have any Designations, they may work in any department or belong to any branch.

AD or ADMIN is having supervisory powers in this system. The ADMIN can also perform his regular functions as an employee (OE, ME or OM) and can use the system for himself also. He can use Task Management or Lead Management for performing his normal functions like other employees.

OE, ME & OM can access the menus which are relevant to them only the details of which are discussed in respective sections. In short OE mainly works on Task Management, ME works on Leads Management and OM works on both the above. AD (for himself as an employee) may work on any of the menus.

The procedure and accounting of commission payable to Marketing Employees is also included in the System.

As supervisor AD (ADMIN) can perform various important controlling, monitoring, administrative functions in the System.

1. Can Enter/Edit the details of the Company in Company Management.
2. He can Add Employees or Add Employees in bulk into the system.
3. Can change user id and password of Employees
4. Can remove employees from the system or make them inactive (in case of long leaves etc).
5. Can add or edit Departments, Designations and Branches as prevailing locally in the organisation.
6. Can Allot Tasks to OE or OM and also assign tasks to himself. Can add projects and task categories before allotting tasks.
7. Can view the performance of employees on allotted tasks.
8. Can view periodical performance of tasks by generating the reports
9. Can add Leads of the prospective clients into the system either individually or in bulk. He can add Products of the company on which the particular leads are related. He can allot the leads to particular employees and can mark the status of the lead as Instant, Immeciate, Hot, Normal or Cold on the basis of action to be performed on the lead.
10. He can monitor the followup of the Leads made by ME or OM on the lead.
11. He can generate various reports from the point of view of monitoring and assessing the performance of the employees. These reports are very useful in ranking the employees.
12. He can take Backup of all the relevant data of the company as ongoing basis at proper intervals and can save the data to his local Computers. Admin should take periodical backup from all the menus preferably every month and keep & preserve Excel files with him which can be used in case of emergency or non use of this software.
13. He can purge the unwanted and useless data in case of completed tasks and dead leads which generate heavily on day to day basis. Before purgin the data he can take the backup of the data to be purged on his local computers.

Flow Chart of Office Chalao

There are four types of employees in any type of Organisation. In this software the employees are broadly classified by Roles as :

1. Admin (AD)
2. Office Employees(OE)
3. Marketing Employees(ME)
4. Office Plus Marketing Employees(OM)

At the time of adding any employee in the system, it is necessary to select his role from the dropdown list. An employee in the organisation must belong to any of the 4 roles. The OE uses the Task Management Section of the software. Other Menus are not accessible to him. Similarly ME can access Leads Management Menu only and can work on it. The employees having OM Role can access both Task Management & Leads Management Menu. This role is specifically included in the software to include regular office employees for performing marketing functions in their spare or free time and earn incentives. The AD (Admin) is an employee who controls and monitors this system. As an employee he may function his normal duties as OE, ME or OM and can use the system for himself.

Any business organisation, for the sake of administration, can be classified into branches and departments. The branches may be Head Office, Branch1, Branch2 etc. If there is only one office, it should be named as Head Office. Similarly there can be various departments in an organisation e.g. Operations, Sales, Administration etc. The every employee will have a designnation which means the post on which he is appointed. Similarly every employee must belong to certain department or certain branch. For the convenience of using the software in the initial stage, certain dummy entries of Departments, Branches and Designations are inserted into the system. These dummy entries can be modified as per local needs.

Admin Can add the employees into the system by any of the two methods.

1. He can enter the employees one by one by Clicking "Add Employee" Button for adding new employee in Employee Menu->Employee Basic details. The Admin can enter all the details of the employee himself or can fill only basic details and can ask the employee to fill their other details. The employee can fill their details in "edit profile" drop down menu available at his login name.
2. Admin can Enter the employees in bulk by uploading csv file containing details of the employees available with the Admin. Csv Format is available for download in Employee Menu->Employee Basic details.

The System automatically marks the attendance of the employee as soon as he logs into the system. While marking the attendance the IP Adddress of the Computer or mobile from where he marked attendance is also noted the system alongwith the name of ISP (Internet Service Provider).

The Admin can mark the status of the Employee as Active, Inactive, Suspended, Retired etc. If the employee is proceeding on long leave or deputation to another organisation, the Admin can mark him inactive. On resuming the duties he can again be marked as Active by the Admin. If the status of the employee is marked inactive he will not be visible in the records and cannot login into the system.

The System tells the Admin the birthdays of employees falling on today. Similarly when employee logs in, the system greets him for his birthday.

The System also maintains other details of the employees, which the Admin can use for storing such additional details of identity, salary etc. if he finds it necessary to store. Such stored additional details can be exported anytime in the form of Excel File.

Types of Employee

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Department Designation And Branches

What is a Task ? Task is the office activity (either routine activity or rare or one time activity) which the Office Employee performs in the office.

The Task is related to a project. The project is the work undertaken by the organisation for some client or for itself. The task will therefore be related to certain project. If in a particular organisation similar or routine type of work is being done then any entry e.g. project1 etc be made and all the tasks will be related to such project1.

Similarly the tasks can be of various types or categories e.g. report making, accounting, presentation making, sorting, store keeping, shoe making, designing, tailoring clothes etc. or any type of tasks which are performed in the organisation. If only one type of category exists then one entry like category1 should be made and all the tasks will be of that category1 only.

Every task will therefore be related to a project and will be of some category.

If the tasks are of routine type in the organisation the Office Employee can allot the tasks to himself (By navigating Task Management->Tasks Menu)at the start of the day and write the expected time required for its completion. Such added tasks are automatically stored as new tasks.

After Adding the tasks by the Admin or by the employee himself they are saved in "New" tab. The employee can make such task active and then start working on the task. After completing the task he has to change the status of the task as completed. The system notes both the start and end times and also notes whether the task is completed within time, automatically. Every task is allotted "Good" or "Late" Remark by the system which can be used for ranking of the employee.

If the task is not completed by the employee within time or he does not enter the remark of completion in the software, the task will move to pending tasks. Pending tasks can also be marked as completed by employees after completing them later.

The Office Employee or Admin can cancel any task if it is not to be performed for any reason, can mark such task as cancelled which can only be viewed in Cancelled tasks tab. Tasks once cancelled cannot be subsequently modified. If the cancelled task is to be reassigned then it should be created again by clicking "Add Task" Button and then should be made active.

The Admin can view the tasks allotted to all the employees and can also view the completed tasks by the employees. He can monitor whether the tasks are done in scheduled time or not and can caution the employee if he is late.

Similarly the Admin can allot tasks to himself and write expected time for completion. Such tasks will be visible to him only. The Admin like any other employee can make such task active and start performing such task and note it after completion.

The Admin can generate two types of reports in respect of Task Management :

1. Performance Report of each employee for the given period.
2. Consolidated report of all employees showing their performance and effeciency.

TASK MANAGEMENT DIAGRAM

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Product means all type of goods and services which are offerred by the organisation for sale, distribution or charity. Before proceeding to start the work of Leads Management, it is necessary to insert the products or services the company offers or deals in. For this the Admin can add the products or services in the menu Products Management. Every Lead which is to be entered in the system will be related to certain product. If the company deals in only one product, one entry is also sufficient to be entered for which the leads will be added in the system. For convenience some dummy products viz. Product01,Product02, Product03, Product04 & Product05 are entered in the system. If the products are not to be added these dummy entries can also be used.

PRODUCTS DIAGRAM

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What is a Lead ?

Lead is the information about a person/orgaisation who is interested in the product or service you sell and he may buy such product or service from you. On proper interaction with such leads, they become prospects i.e. prospective customers.

Marketing is the most important factor in any business. Success of every business house depends how effectively the marketing is done by converting maximum leads and procure the business. It has therefore become utmost necessary to control and monitor the marketing employees properly and effectively by keeping a close watch on the followup they make in respect of the leads allotted to them.

Admin or employee can add leads into the system by any of the two methods.

Insertions or Adding of Leads (Individual or in Bulk)

1. They can enter the leads one by one by Clicking "Add Leads " Button for adding new lead Leads Management Menu->Manage Leads. The Admin can enter details of the leads for any or all of the employees and the Employee can add the leads for himself only.
2. Admin or Employee can Enter the leads in bulk by uploading csv file containing details of the leads. Two separate Csv Format for Admin and employee are available for download in Leads Management Menu->Manage Leads. The employee can upload the csv file for adding the leads in bulk for him only. The Admin on the other had can allot leads to employee in the csv file

Type of Leads

The types of leads from the point of view of action to be taken on them are classified in five categories viz. Instant, Immediate, Hot, Normal & Cold. The definitions of these types may be locally defined as per requirement. Broadly,

1. Instant can mean "Leave other work and rush for the lead".
2. Immediate signifies -” Complete the existing work in hand and then proceed”.
3. Hot means “ the lead must be attended today only”
4. Normal signifies that the lead should be attended as per convenience or as per the decided time.
5. Cold means the action may be taken with ease or the lead can be marked as dead in Status field of lead information.

Status of Leads

The Status of the Leads may be of following types :

1. New : Recently added into the system.
2. Active : Started action of followup on them.
3. Converted : The lead is converted and start the work relating to contract, order etc.
4. Dead Lead : The person is not interested and therefore to be marked as dead.

Followup Schedule of Leads :

There are following Seven tabs :

1. New Leads for followup : New leads added in the previous sub menu Manage Leads will appear here.
2. Todays Followup : The followup which were scheduled today will appear here. This will tell the Followup to the Admin for all employees and also to the employee for himself.
3. Todays Meeting : The meetings which were scheduled today will appear here. This will tell the Scheduled meetings to the Admin for all employees and also to the employee for himself.
4. Upcoming Followup : The followup which are scheduled within 3 days from today will appear here. This will tell the Followup to the Admin for all employees and also to the employee for himself.
5. Upcoming Meeting. : The Meetings which are scheduled within 3 days from today will appear here. This will tell the Followup to the Admin for all employees and also to the employee for himself.
6. Missed Followup and Meeting. If any followup or meeeting is missed i.e. no action is taken on them will appear here. By clicking the “Eye Button” next folloup or meeting can be mentioned and saved.
7. Future folloup and Meetings. : The Followup and Meeting which are scheduled after 3 days from today will appear here.

Lead Commission Transaction : The Admin can insert the gross amount of lead and commission payble to the marketing employee in the Menu Manage Leads. If the commission in respect of one lead is paid on more than one occasion or in parts such part payments of commission can be entered in lead commission transaction.

Print/Export Customer List : There is continuous process of adding leads into the system. The lead information contains vital information of the customers whether prospective or not. The list of such customers can be exported as Excel File for office use. Before exporting the data, it can be sorted by clicking any Column Head of the table. So also only part data with any parameter enter in “search” can be exported to Excel. This utility of exporting is available to Admin only. The employees have no access to this utility as there can be misuse of such important vital information.

Report Generation in Leads Management

The Admin can generate five types of reports in respect of Leads Management :

1. Performance Report of each employee for the given period.
2. Consolidated report of all employees showing their performance and convesion of leads.
3. History of Leads
4. Todays Meetings and Followup
5. Upcoming Meetings and Followup

Backup of Leads

The Admin can take backup of leads, folloup, lead commission transaction, all types of leads at the respective places. The backup is generated in the form of MS Excel file. Before taking the backup, the data in the table can first be sorted by column heads and then the custom backup can be taken.

LEADS MANAGEMENT DIAGRAM

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FOLLOWUP OF LEADS DIAGRAM