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The Spectrum Group has developed CHANNELS to deal with processes which need to follow a predefined path.  The module is quite complex and powerful. Your Spectrum Group Support Team will set these CHANNELS up for your, and train you on thier use.  This methodology is the first of its kind in that it is programmable by your Spectrum Group Support Team from within the web program  interface. 

The purpose of this module is to manage the processing of work - specifically work items which may be handled by different people or groups of people at different times, and which require human interaction at different levels for processing. Among its many uses are such applications as:

- Development Scheduling

- Patient Processing

- Bug Reporting, Tracking and Resolution

- Work Order Handling

- Service Orders

- Task Management

- Help Desk Requests

- Literature and Information Requests

- Key Ordering and/or Inventory Ordering

- Key Requests and/or Authorization Requests

although this module can easily be configured in thousands of ways to support a variety of other applications just as well.

TERMS USED

To begin, a CHANNEL is a collection of similar types of work items, or processes.

The channel is the container which holds all the other types of things we will describe. A channel appears to the user as a standalone module in the system, much like the Project Manager, Calendar System, or Document Module.

A channel contains REQUESTS. A request is a single instance of a work item of a given type. It is initiated by one person, and then handled by other people until it reaches completion.

Requests in a channel travel along a PATHWAY. The pathway describes how requests should be handled, who may handle requests, and what options each group of workers has for dealing with requests.

A pathway consists of STOPS. Up to 16 stops, plus some special situations, can exist on a pathway. A request always waits at a stop for human interaction... once a human has finished with a request the computer sends it along the pathway to the next stop, or to some other stop as needed.

LICENSE CONTROLS

As with all modules, the Channel Management module is controlled by the license in place for the server and zone.

SECURITY AND ACCESS

As with other modules, only system administrators can define, and manage channels. Other access to channel functions is given by the system to users who are members of one or more stops along the channel pathway. Users must be a member of the channel to view channel requests, they must be a member of the stop a particular request is at in order to modify requests at a stop.

An access group can be used to control who can initiate a request. If no access group is set, any user can initiate a request... and requests can even be accepted FROM NON-ACCOUNT-HOLDERS IN THE OUTSIDE WORLD without the need to be logged in, using a manually-crafted form. This is a particularly powerful feature of the system.

CHANNEL SETUP AND CONFIGURATION

All channel configuration is done The Spectrum Group Support Team.

Once a channel is set to ACTIVE, a new set of menus appears on the program's menu bar, allowing for access to the channel and is now its own, separate module.

CONFIGURE CHANNEL REQUESTS

Channels are configured by The Spectrum Group, and are customized to meet each customers needs.

CHANNEL PATHWAY CONFIGURATION

The Request Initiation section allows the administrator to specify an access group of people who can initiate requests. If an access group is defined, only members of that group can initiate requests.

Each stop also have members. Separate screens allow members to be added to and removed from stops; these screens are accessed by clicking on the MEMBER MANAGEMENT link next to the desired stop.  The local systems administrator will add or delete members in the management of the CHANNEL.

Restricted stops require the members of that stop to follow the pathway rules explicitly; that is, those users can only send a request forward (if a forward action is defined,) or backward (if a backward action is defined), or can cancel a request if a cancel action is defined, or can complete a request if a completion action is defined. By contrast, unrestricted stops allow their members to send a request directly to ANY stop in the channel whether an action is defined or not.  Custom messages can also be sent to the email address on the request by members of unrestricted stops. Typically, for maximum usefulness, all the stops in a channel will be of the same type, either restricted, or unrestricted. Mixing them generally does not make sense... but it is possible.

Stops with arrival alerts send an email to the members of the stop whenever a new request arrives at the stop (from any source.) This email cannot be configured, and simply alerts the stop members that a new request is at the stop awaiting processing, and provides a click-link to allow them to go directly to the request for handling.

COMPLETE marks the channel item as completed, and drops it from the channel (again, it isn't deleted, just marked "completed.") When an action is taken, if an alert message is defined for the action, and an email address exists in the request, the alert message is sent to the email address.

WORKSPACE USAGE

The real power of this system lies in the workspace. A new workspace module has been added to the system, called "Channel: 10 Requests."  Using workspace modules, channel members can get an instant overview of the work they need to take care of, and the items waiting for their attention. Administrators can monitor "hot" stops to ensure that workflow continues smoothly and nothing gets lost. Up-to-the-minute information about any aspect of any channel can be had just by going to the main menu and viewing the workspace modules.

All stop members should be trained on the use of the workspace, and should always have workspace modules for their stop(s) configured in their preferences.

SYSTEM OPERATION

Your Spectrum Group Support Team will train you on the use of your new Channel at the time of its creation.

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The "Customer" Database

The Customer module can be used independently to manage and administer your customer.  In the CUSTOMER section of WorkNET you are able to create lists of your customers.  The information associated with each customer is customizable; both in name and order of appearance.  The number of customers is limited only by your hard drive storage space (so, it is really unlimited).  Special features have been added to allow customers to view information about their account.

Each Customer may have any number of fields associated with them.  Your Systems Manager can name different types of fields to suit your needs.  Thus creating a Custom Customer list for use throughout the program.  As your list grows, all of the Customer Names will appear in a DROP-DOWN list in any portion or module of SystemsNET software you have activated.  By simply typing in a name for your Customers in the Configuration screen...the Drop-Down list will appear.

This is a tremendous time saver.  Reducing redundant entries, typing time, typing errors and insuring accurate information input; will insure your ability to perform more accurate searches and reports.

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eKeyRequest - electronic key request

eKeyRequest is a licensable add-on to KeyNET PRO, but may be included with KeyNET ULTRA when so packaged.  When licensed, eKeyRequest provides a number of customizable methods to use this AUTHORIZATION add-on.  Different from the Authorizations used in the main program, eKeyRequest allows users to AUTOMATICALLY route authorizations through a consistent process and procedure to a Key Issue Point, with stops at customizable authorization points.  The form is also highly customizable allowing a customer to create and arrange fields to be used in completing the request form.  KeyNET tracks the entire process so that individuals or authorized personnel can view the CURRENT status of each eKeyRequests with automated notifications being sent via email at each stop.

A link to MY REQUESTS is available to all users with login privileges.  This feature allows a user to view their entire eKeyRequest history and the current status of those requests.

Authorizers are notified when an eKeyRequest is available and requires their attention via email. The authorizer simply clicks on the link in the email and they will be taken to the eKeyRequest which requires their approval or denial and send the eKeyRequest to the next step in the process.  Or Authorizers can choose to login to KeyNET, where they will see another link called "List", which allows the Authorizer to see those eKeyRequests which still require action and the current stop location of the eKeyRequest.  An Authorizer then has the ability to deny the issue, return the request for more or different information, or approve it and send it on to the next level for authorization.  Each step of the process is time and date stamped for historical recovery and the person being issued the key is notified via email what is happening.  eMail Notifications can also be activated to inform those in the process of appropriate information and status changes.

GETTING STARTED

Requesting a Key, or other asset  - There are 3 methods which can be used to initiate an eKeyRequest.

1. The requestor must have an account (RECOMMENDED) - the most secure and easy to manage method.

2. The request is made from a web-form that anyone can access and create - harder to control, as anyone can submit a request.  No login is required

3. Use the AUTO-JOIN feature to create an eKeyRequest - the hardest to control and least secure method of use.  AUTO-JOIN uses the information from the web-form to create people in your database.

Authorization Routing - eKeyRequest are routed based on the authorization assignments of keys in the AUTHORIZATIONS portion of the program.  The routing is made to the individuals who are authorized to approve access to those areas being requested.  When all approvals have been obtained the eKeyRequest is routed to the LOCKSHOP for processing, and onto KeyISSUE.  Persons for who keys have been requested will be notified that their eKeyRequest has been processed and they can pick up their key.

Notifications - when configured, an email notification will be sent to the appropriate individuals who are associated with the eKeyRequest.  The originator is always notified of approvals, and Authorizers are notified via email when there is an authorization in KeyNET which requires their attention.  New improvements now allow for additional notifications to be sent to the person being issued a key, if the key has not been picked up within a period of time.  Additionally, keys that have not been picked up within the allowed timeframe are populated onto a list so that those keys may be returned to stock.

If you have this feature, please refer to the documents provided to you by your instructor at the time of training or your training video.

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The purpose of ePhotoID is to capture and store digital photos, either independently or through interfacing and integrating with another program.  This feature is licensed and sold as an ADD-IN to your KeyNET software program.

This feature is a customizable feature and may be deployed in a variety of ways and designs. When licensed, the ability to capture photos will be recognized by a PHOTO link being visible in an individuals Personnel (PEOPLE) record.

The MOST popular method of using ePhotoID is by importing the jpeg or gif file from another networked application, or from a OneCard database.  Spectrum Group will perform all of the programming and interaction necessary to make the use of Photo IDs as seamless as possible.

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eSignature - electronic signature capture

The purpose of eSignature is to allow customers to capture, import and store signatures electronically.  This feature is licensed and sold as an ADD-IN to your KeyNET software program.  The system will also work with other ODBC signature capture devices.

When licensed, the ability to capture signatures will be recognized by a signature link being visible in the individuals PEOPLE record. 

Before starting, insure that your Systems Administrator has licensed and  CONFIGURED your privileges to allow you all of the features you will need from the eSignature Module.

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eWorkRequests

With WorkNET, users are able to create a Work Request electronically, and track it through all processes and Stops along the way.  Notifications are sent via email to the originator and/or others associated with STOPS along the process channel.  Your Systems Administrator and has complete control over who can see or work on each eWorkRequest.  Additionally, an eWorkRequest can be called anything your Systems Manager chooses; we are referring to these request as eWorkRequests for continuity.

Electronic Notifications (email) can be sent to individuals who are assigned to work on the eKeyRequest.   WorkNET can also be customized so that a worker sees those eWorkRequests which have been assigned to them, and have them displayed in a list in their personal workspace.  As the worker performs their verification or work, they can charge time and material to the eWorkRequest.  They can even charge aspects of the work to different Cost Centers.

Searches by any eWorkRequest field, or multiple fields, will produce VERY accurate reports.  Searching in WorkNET is powerful, and can produce MANY, MANY types of reports.

Remember, a eWorkRequest could be many things...so, think outside the box:

• Patient Records (medical)

• Vehicle Use Records

• Admission Records

• Customer Service Records

• Telephone Request

• Utilities Request

• Vehicle Service Record

• Preventive Maintenance Record

• Training Record

AND MUCH, MUCH MORE!!!   Simply create a Channel, and customize it for your use.  Spectrum Group can license and set up your channels in a matter of minutes.  Once Created, Systems Managers can modify and administer the channel; or have Spectrum Group do it for you.

It is now possible to have journal entries automatically emailed to people when such an entry is added to a channel request.

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Storage and association of FILES AND DOCUMENTS to  a Project, WorkRequest or any other "Channel" function is an optional feature in WorkNET or other Spectrum Group software packages.

Channel requests can now have files uploaded to them and downloaded from them.

When files are enabled in a channel, AND enabled for a request, a new feature section on the right side of a request lists the most recently added files, and provides a link to the file management screen for that request.  From there, files can be listed, uploaded, and downloaded.

Each request has its own file space, and file number sequence.  File numbering has been simplified to a simple six-digit number.  Revisions are not supported, but file revisions can be uploaded as newer file numbers.  Additional file types have been added, including audio (MP3), GZIP, and a number of image formats (JPG, GIF, PNG, TIFF).

Uploading is a simple, two-step process.

• The file record is created.

  • Once the record is created, the user is offered an upload menu.

  • The user chooses the file type, browses to the file, and clicks upload.

• Once a file has been uploaded, the upload menu is replaced with a download link and download counter.

Operation is quite simple, and intuitive

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Inventory Control             

The Inventory Module is a highly flexible multilayered database system.  Inventory can be used by itself as a powerful inventory tracking tool; or with KeyNET, WorkNET, or ProjectNET to increase the power and capabilities of your entire system.  Multiple inventory locations can be managed and controlled at the same time.  The ability to attach inventory from the inventory system to channel records and eWorkRequests is now available; adding the power of reserving inventory for specific jobs. 

The Inventory section of the program  is where all of your  work is accomplished for creating, modifying, and tracking of your inventory.  Other features allow you to receive inventory, reconcile your inventory, transfer your inventory, mark any shrinkage, and charge inventory to work requests and cost centers.

A new Receive system allows for inventory to be received at a warehouse en masse.   The user specifies which warehouse they are receiving at, and they are then presented with a screen on which they may indicate quantities of items received. Optionally, the user may display only the inventory items from a specific vendor (when the vendor module is licensed), to more easily enable the receipt of vendor orders.

A new Reconcile system allows for easy warehouse inventory reconciliation.   The user is presented with a form, which may be printed and used to reconcile warehouse inventory.   Once the paper form is completed, any corrected quantities can be entered on screen and updated all at once.

This screen allows for the transfer of inventory items from one warehouse to another.   The transfer is initiated as the user specifies the quantities of items to be transferred.   Once the quantities are entered and verified, a transfer ticket is displayed, and may be printed and sent with the transferred inventory.   When the inventory arrives at the destination warehouse, the operator may display an electronic copy of the ticket, and receive all the items on the ticket with one click.

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Journal Entries

The Spectrum Group has added the ability to add journal entries to any "Channel", including WorkNET, ProjectNET, AttendanceNET, DeveloperNET and other SpectrumNET software modules.

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Multiple Key Issue (MKI) - its NOT just for keys!

MULTIPLE KEY ISSUE (MKI) is a powerful tool for controlling keys.  This feature allows Lockshop and Key Issue functions to be used together in harmony.  Lockshop functions can now administer to remote Key Issue sites as if they were in the same room.

Key Issue location operate independently; but, in concert with each other.  Personnel may work at a number of sites and have keys issued from multiple sites.  They may also transfer between sites quickly and easily. 

• Personnel only need to be entered into the system once.

• Issue records are a composite of all sites (you may turn in keys at any MKI site) (individual records are complete with all keys issued).

• Rapid look-up of Key Identification

• Rapid look-up of Hook to Key

• Rapid look-up of Key to Hook.

• Each MKI site can control Key Issue Authorizations.

• Each MKI site can electronically order keys.

• Each MKI site can produce reports specific to their MKI site.

• Each MKI site can issue and return keys with ease.

• Each MKI site can print, and have signed, an individuals key record.

• Each MKI site can utilize e-signature, for a paperless system.

• Each MKI site can track DELINQUENT KEYS.

• Each MKI site can track Lost or Stolen Keys

• MKI allows sites to reduce the number of keys in their inventory.

• MKI sites can create and administer KEY RINGS.

• MKI sites can update Photo IDs and Pin Numbers.

• MKI aids in the enforcement of site Policies and Procedures.

• Complete control of ACCESS to YOUR MKI site.

Lockshop personnel service each MKI site as an independent location, with hook assignments at each site being independent of each other.

Now there is a quick and effective way of MANAGING KEYS at Multiple Key Issue locations.  Imagine, other MKI site administrators being able to assist at critical issue times, or fill-in while you are on sick leave or vacation.  MKI provides it's sites with valuable resources, while maintaining the highest of Security Industry standards and practices.

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