The most important feature of System100™ as far as we’re concerned is Training.
We want our customers aware of, and proficient in, the many features of this powerful tool—to give you maximum return on your investment.Those who choose System100™’s feature-rich solution for improving the way their company operates, will be given SEVEN LIVE ONLINE WEBINAR TRAINING SESSIONS with our knowledgeable training staff. Each session lasts 1 to 2 hours, and it’s all included with your monthly subscription.One of the most important training sessions will be facilitated by our president, Philip Beyer, on using the System Buster Locator tool and the Operations Manual. He will personally take you, and an administrator of your choice, through several scenarios.
Using, for the training session, any errors/mistakes or other system-busting events your company has recently experienced. We want you to see how this works using YOUR company with REAL events that happen to YOU. This can be a lot of fun; however, we’re very serious about helping you bring your business to order.We’ll give you our best, as we believe it’s our calling to share with business owners and managers, how to fix the problems in their organization using the Power of Systems.Training Includes: • Every feature of System100™— read about the features on this page • How to Set and Name, Organize Departments, etc. • How to STOP—system busting, non-conforming events using tools in
System100™ • How to effectively use the Operations Manual provided with System100™ • How to Organize and Manage Your DocumentsWe will not leave your training to chance. We use a detailed Client Training Checklist for every training session. Our goal is to make sure you complete all seven sessions.We will train on YOUR time schedule, as much as possible, as we understand that you are very busy and sometimes you’ll have to reschedule a training session. If so, we will reach out and touch base with YOU; we have a system to ensure this happens. You will get an email, and in many cases a call, reminding you to please stay the course. We want you to succeed and to understand ALL that System100™ has to offer, with no gaps or holes in your training, and that all seven of your training sessions are completed. If you need a refresher on certain features, we have ONLINE TRAINING VIDEOS you can access from anywhere on the planet, day or night. Simply Log-in and click on Training Videos. Now grab a cup of Starbucks™ and get back up to speed. Customers are encouraged to suggest new enhancements and improvements—over the past few years we’ve had great input from our customers.We can’t say it enough! We want you to be successful; it’s our Mission!Our hope is that YOU will tell others about your great experience with System100™— our excellent service—and how we might help other owners and managers bring their businesses to order. System100™ is all about setting a business free from CHOAS; giving owners and managers more time to GROW their business.
Another great feature we now offer with System100™ is unlimited Phone & Email support.
DEPARTMENTS Break you organization here into Department that have their own Menu Bar and Document Folders in a matter of seconds
HOT BUTTONS - Are we there yet?
How many clicks do I have to make and how many pages do I have to open before getting to what I’m looking for?
Our customizable buttons (Name, Order, Color and Link) on the System100™ dash board are the Fast Track/Hot Buttons to the System100™’s internal systems, outside sites, documents or landing pages. The buttons avoid a user’s having to make multiple clicks to access these areas.
How to Use It
Ever had someone in the organization interrupt you to find out who to call when there was a plumbing, electric, heating and equipment repair problem, etc.?
You can keep getting interrupted—or stop unnecessary interruptions by giving your employees a system, empowering them to handle the problem without your input.
One of the Hot Buttons on the System100™ Dashboard is for Emergency Numbers, which gives users of the organization quick and easy access to emergency numbers contained inside the System100™ Contact Management System.
This type of interruption—STOPPED!
TASKS - See the Task/Projects feature
SELF HELP TIPS
INTERNAL EMAIL -See Email feature
CRM-CONTACT RELATIONS MANAGER - See CRM feature
SYSTEMS ADMINISTRATION-All the systems associated with your System100
The DocDesigner™ is the most simple-to-use tool available today for document design; expressly created for systemizing and organizing a business—mapping processes and turning simple documents into interactive systems for managing a business in real time.
Your documents can be created, edited, and managed under your control, from anywhere in the world that has Internet access. Yes, there are other online document builders on the Web, but nothing comes close to the power and ease-of-use found in the DocDesigner™.
DocDesigner™ is the culmination of many years of dreaming, planning, mapping, developing and debugging. Having completed beta testing, this unique tool is designed to provide almost limitless possibilities for continual improvement of all your company processes, as are all features of System100™.
Our team at Ebiz Products, along with our most steadfast clients, have been waiting with anticipation and excitement for THIS DAY, when all of the featured systems in System100™ would become totally dynamic—editable by the clients themselves—and to have all documents editable ONLINE; a totally paperless system, if so desired, but still able to support the printing of hard copies. We've done it!
Users now have a quick way to create/develop documents using our library of templates, which are common to most businesses—without having to start from scratch in most instances. We've done it!
Users have wanted the ability to create their own systems to incorporate their documents without having to pay for custom programming (i.e. Request for Leave, Job Applicant Processing—or virtually anything one can dream up). We've done it!
Users have wanted the ability to share documents “in the Cloud” with a community of business owners and managers who are also committed to the systemization of their businesses, by developing a custom, written Operations Manual. In other words—if someone develops a great system or document, it can be shared with other System100™ clients, when given their permission, by simply going to a button marked: Browse the Cloud. We've done it!
Other features of DocDesigner™
Auto Numbering - For ease of document management. Great for ISO companies and those who are committed to the building of an Opertions Manual broken out by department.
Auto Document Management - When developing or editing a DocDesigner™ document from the edit side of the DocDesigner, you choose the document's defaults (i.e. Department, Department Folder, Size, Type of Document, what Type of System it belongs to, and how users will interact with the document).
Next—from the edit window, you will see the system auto number by assigning specilized numbering using a criteria set by you. Example: S100-HR3025 Rev 09-24-2011 will be stored in the Document Management data base for easy search and retrieval, and the ability to print out lists of documents by department. A great tool for ISO and LEAN companies troubled with sustaining their documents.
Text Boxes - With many editing options
Text Fields -For users of the documents; includes many editing options
Lines - Option to size and to set colors
Borders- Option to size and to set colors
Graphics - Option to use System100’s library of business graphics, or use your own
Dropdown Lists - Customizable
Dropdown Lists of Customers - Pulls from System100’s CRM or can be custom-programmed to interact with other software
Dropdown Lists of Employees - Pulls from System100’s User Management system
Dropdown Lists of Vendors - Pulls from System100’s CRM
Dropdown Lists of Equipment - Pulls from System100’s Equipment Inventory, which is also used in System100’s Preventive Maintenance and Repair Request systems
Radio Buttons - Customizable
Date Fields - With option for Auto Date and User Select
Linking - To other DocDesigner documents or other types of documents inside System100 (i.e. Word documents). This option is quick and easy, and gives each document the ability to be its own dashboard to other parts of the system.
Attach Files - This gives the intended user the ability to attach another document or file, to a newly created document
Submit Button - This will submit a document to the system administrator
Signature Boxes - Used with Quality Control, Preventative Maintenance, Daily Routine Checklists and other types of control documents that require signatures before submitting to administration
Remember—You can even design documents from your phone, if you so desired. We recommend that the smallest device be at least the size of an I-Pad. (unless, of course, your vision is on par with Superman)
DocDesigner™ — the ultimate document designing tool!
Seamless integration of Job Financials that give you instant Job Reports at a glance. Also all Customer & Vendor Contacts are auto sync’d, no need to input the data twice.
Our JobTraxx system was designed for ease of use and to be totally customizable for any type of business desiring to track jobs, projects or work orders, from start to finish, whether in the field or inside your facility.
JobTraxx features a Master Quality and Service Control System for tracking all documents related to a particular job or project—i.e. quality control checklists, customer-signed documents, or any document pertaining to a job/project. As various related documents are used and submitted, they are auto-linked to a JobTraxx’s job for easy access and tracking.
JobTraxx can schedule people to a job, where management sees everyone’s location. Even after a job closes you will still have a record of who worked on the job and how long a person spent on the job.
Do you ever misplace equipment? JobTraxx can schedule and track equipment, whereby management can see at a glance the current location or its last location.
JobTraxx features a Photo section where you can take pictures on your phone or tablet and upload them quickly into JobTraxx. Anyone, anywhere, with permission, has instant access to all photos.
JobTraxx features a Job Materials section where you can add job related purchase orders, or miscellaneous job receipts. Now you can track material cost on any job, instantly.
JobTraxx also integrates directly into our TimeTraxx system, which will give your labor cost on any job/project with a click of a button.
With the click of a button you can see the cost of your materials and get a full labor report for any job.
You may have a software that tracks your jobs or projects—but it probably isn’t a Quality Control tracker, like JobTraxx!
Entering a job into JobTraxx only takes minutes—JobTraxx integrates with our unique DocDesigner to setup an infinite amount of customizable Job Ticket Types, Projects or Work Orders—i.e. New Job Data Entry Checklist, Carpet Cleaning Job Tickets, Printing Job Ticket, Water Restoration Job Ticket with Initial Claim Checklist, Project Job Tickets with a Data Entry Checklist, Cabinet Building Work Order with QC Entry Checklist—you name it!
As you can see, the sky is the limit! No matter the industry or profession, JobTraxx, in concert with DocDesigner, makes tracking your jobs or projects easy!
Everyone can see at a glance, all jobs or projects in progress. You can color-code jobs or projects in process for easy locating, if you have a long list of jobs/projects. Example: Normal turnaround jobs can be in black; Rush jobs can appear in red; jobs denoting GREEN INITIATIVES—i.e. recycled paper, special environmental-friendly packaging—well, you get the idea—green! Read: How System100™ Helps your Company Run Green
Printing updated lists of in-progress jobs or projects only takes seconds!
If you work from home, and you want to see what’s in production: Just log-in System100™ and click on JobTraxx. It’s that easy! It’s all ONLINE—and it’s in the CLOUD. If you’re traveling—you can check the production schedule from your hotel (but, please resist this temptation if you’re on vacation with the kids!
How it Works? — You’re going to LOVE this!
JobTraxx also integrates with our System100™ Calendar, so when you start a new job it will automatically post the job or project on the calendar for easy tracking—by month, week or day. This allows everyone in the company to see what jobs are in-progress, or on the schedule to be processed. In fact, if you use our Scoreboard system, everyone in the company can see all jobs/projects on a large TV screen. You don’t need to post jobs on a White Board and Excel sheet.
As a job moves through production, each user working on the job has the ability to change the location or workstation, to the next location or workstation that will be processing the job. This keeps JobTraxx jobs or projects location in the process chain, updated in REAL TIME.
If a customer calls to check on their job or project and you’re not sure of its location in the process chain—simply open JobTraxx, type in the customer name, job name or job number, and within a couple of seconds you know exactly where the job is located. No more looking all over the shop or production floor for a job ticket, or calling and interrupting production staff.
Reports in a Given Period
See Educational Materials—Scheduling System for Production and Service
TimeTraxx is a powerful way to keep up with labor cost on a job/project with just a click of a button, whether in the office or out in the field.
Are you tired of hand written time sheets that you have to be input into other software? TimeTraxx makes it easy for employees to log their time on a tablet or smartphone.
TimeTraxx also integrates directly into our JobTraxx system, which will give your labor cost on any job/project with a click of a button. How powerful is that?
Time Reports for Any Given Period
Manage and administrate System100™ with Ease.
The administration tools offer you an ever-increasing amount of customization and configuration options that make it easy to integrate your System100™ into your business.
As Administrator of System100™’s feature-rich Toolbox, YOU are able to choose which features/systems your company will use. Manage user permissions to limit access to specific areas; set-up and name departments and document folders inside of those departments that reflect your organization within minutes, and begin to experience the power of great systems!
System100™ is designed to give YOU the controls—to manage and bring your business to order.
Turn any feature/system ON or OFF as needed, with just a click. Remember, there’s NO EXTRA COST for these features/systems, as they are ALL ENCLUSIVE.
System100™ is FEATURE-RICH
• Assign or delegate the administration of certain features/systems to other managers or supervisors.
• Set permissions, control access to sensitive information by limiting access to specific areas.
• Set up users and assign them to one or more departments, as this makes efficient communication easy by organizing users with related needs.
• Limit user’s access to System100™ to inside your building only, or give them access anywhere in the world.
Remember also: Our support and trainers are just a phone call or email away—we want to serve you with our excellent support.
• Password Protected
• User Permissions
If customer, prospect and vendor relationships are an important key and an asset to your organization, then effective CRM policies and software are paramount.
If you want to keep your data updated in real time;
If you want your people to have access to that information
from anywhere in the world — You are looking in the right place!
CRM software consolidates all contact information and contact documents into one central place for reviewing. This enables sales staff, marketing and customer service to quickly access information to make informed decisions about the contact.
Because System100™ is browser-based—The Contact Management system gives the user access to their Customers, Prospects and Vendors etc. anywhere there is Internet.
There are other, similar online Contact Management Systems on the market (i.e. Sales Force). However, our Contact Management System rivals those others and with NO extra cost to our clients.
So, if all you were receiving for investing in System100™ was our Contact Manager, this would still be a great value!
System100™ is FEATURE-RICH!
• Importing and Exporting of Contacts—Excel
• Private and Public Contacts
• Custom Tab for Setting Unlimited Custom Fields
• Supports Limiting the Viewing of Certain Contacts and Categories
• Multiple Contacts within the Main Contact (i.e. Company or Vendor)
• Content Library Stores Attached Files to Contacts
• Notes that Sort Automatically By Date
• Set Up Call Backs, Follow-Ups, Appointments, Meetings that interface
with the System100™ Calendar
Search Contact List By:
• Custom Fields (i.e. Number of Employees, Sales Volumes, Industry or
any custom field you set-up)
• Public or Private
A quality control system is a checklist (or a series of checklists) with specific prompts that must be followed and adhered to, in order to ensure that a process or multiple processes can be completed with minimum errors.
Production and service errors cost companies thousands of dollars in waste, which can be the difference between failure and success, especially in current economic times.
QC checklists are crucial to any company that promises quality and/or service. You may not be a manufacturer, but every company and organization has a product it is selling or promoting. A product may be a service—but, without a Quality Checklist system, you CANNOT GUARANTEEyourquality of service.
The System100™ Quality Control System is paperless, allowing you to create and edit a checklist system that users submit directly online to anyone you assign as administrator (i.e. a Quality Manager, Production Manager or Service Manager). Once checklists are submitted, they are stored in the database for archival and reporting purposes.
If you prefer hardcopy QC Checklists, simply print and distribute—users can fill out and return to their respective supervisor, or place in a designated location (i.e. a Job Jacket).
• Searchable by Assigned Number
• Keyword Searchable
• Job No./Ticket No.
• By Employee who submits QC Checklist
• By Types of QC Checklists
A Daily Routine Checklist is likely the most effective tools for organizing a business or organization. It is a detailed list of duties, in the approximate order an employee performs them (to be checked off after each task is completed), from the time they arrive at work until they leave.
With this document an owner or manager has a clear view—a list of everything an employee is assigned to do on a daily basis. You don’t have to ask or try to remember what a particular employee’s duties are, or work completed each day—it is all written down in a step-by-step process.
Our Daily Routine System is online and paperless; create/edit checklists that users can submit directly online to another person (i.e. supervisor or manager). A unique feature of this system is that every Daily Routine Checklist becomes its own dashboard. It can link directly to other System100™ systems and documents (i.e. procedures, policies, or other control systems to which a user needs quick access). This provides the user with the exact information they need to perform and accurately complete every prompt on their Daily Routine Checklist without direct supervision.
Every item/prompt on the checklist has reference numbers with direct links to procedures, policies or other documents the user needs.
Example prompt (note the document reference number/link to the right):
Shipped all packages by FedEx SR-3039
If a person forgets a step in shipping a package, they can simply click on the number (SR-3039) and it will instantly open the procedure, giving them step-by-step instructions for how to ship by FedEx.
Do you see what a powerful training tool this can be? And how this tool is able to save a company time and money by reducing constant interruptions from employees seeking information from owners, managers or others?
• By Employee submitting DR Checklist
• By Types of DR Checklist
Have you heard this before from one of your supervisor?
“Where, in heaven’s name, is Frank? We have a large order that’s been on this week’s schedule for months, and we need every hand on deck! Nobody told me he was on vacation this week. We can’t do this job without him.” Hmmm.
We have the solution to prevent this!
It’s our online and automated tracking system for users to request Leave/Time Off.
If APPROVED, the request is automatically input into the System100™ Calendar for public viewing.
You see, the supervisor mentioned above would have seen on the calendar that ole Frank was on vacation and would have been the one APPROVING Frank’s vacation, by his signature on the Request for Leave.
The Request for Leave system will ensure that multiple employees are not requesting (and being approved for) leave for the same time period, or for a time period when a large order has been schedule, and we need everyone to be present.
Add to the Sytem100™ Calendar events like mentioned above so everyone is in the loop.
• Auto Numbering
• Can be hidden-Turned Off/ON
Reports in given period
• Person requesting leave
• Number of Days/Hours of Leave by person
A valuable, time-saving tool—the Inventory/Requisition System—allows users to send requisitions (request for supplies) to the person ordering supplies for the company. Administrators also have a viewable and printable list of all materials used and a list of all company assets.
How it Works
Located on a department’s Menu Bar is an Inventory Icon, which opens a list of all supplies by category, used in that department.
A user in that department simply clicks on the Inventory Icon, and then clicks the category for the needed item. An Items List opens and the user selects the item; types in the quantity and clicks submit.
THE SYSTEM generates and sends an email, with all the item’s specifications, to the person who will purchase the supplies, and also stores the information into the System100™ database. The purchasing person can use the email for ordering, or open the Inventory Administration section to see a list of all material requested for any given period.
Now that’s fast—and that’s efficient!
No more causing the purchasing person to search all over the building, trying to locate the correct specifications, so they can make the purchase.
No more LOST requisitions, or verbal requests to management for supplies!
How many times have you heard something like this, "I told Bob I needed a No. 5 Widget and apparently he forgot, and now I can't proceed with the customer's order."
How many times has your purchasing person failed to receive (or said they didn't receive) a requisition for a supply, simply because a supervisor FORGOT?
With our requisition feature, you empower every member of your organization to order (not purchase) their own supplies.
• Unlimited categories that can be assigned to one or more departments
• A Photo can be attached to each item
• Unlimited custom fields can be added and made viewable to management
only (Great for inventorying software, where you want to keep licensee codes private)
• Printable list of inventories
• Tracks Order History, so a user can see the last time they ordered a supply
To use the untapped brain power in your organization effectively, you must have a system to delegate certain tasks and projects, while at the same time staying informed of the progression. You need an effective tool—you need a Task Management System. We have it!
To help with the positive transformation of your organization through delegation—our ONLINE Task Management System for administering tasks or projects for your members is the answer. Don’t leave the results to chance by simply trying to “remember” what needs to be done. Use the power of great systems!
What normally happens to a suggestion for improvement, received by management, is that it’s forgotten—because there’s no system—it’s all left to memory. If it’s a good suggestion, good for business and you can afford it, you need to assign a member a task in your System100™ Task Management System, and get it implemented.
Have an idea in the middle of the night for a task that needs to be done? Since System100™ is all online, you can get out your laptop log-in and assign the task; automatically an email notification will be sent to the member to whom the task was assigned, right from the Task Management System. Now go back to bed and get some sleep!
Take advantage of slow periods at your company, by using the Task Management System. Many companies, unfortunately, don’t use slow-downs effectively. They likely have no written list of improvements to be accomplished, and many suggestions for improvement have long since been forgotten.
So when a slow period comes—and you know they will—management often quickly assigns tasks or small projects, off the cuff, with little or no preparation or forethought. But tasks should not be assigned just for busy-work; they should be useful tasks or projects that will transform the company into one of excellence.
What is a System Buster?
Any event that causes errors/mistakes, miscommunications, late deliveries, poor quality products, clutter from poor housekeeping, equipment failure, etc. in your business—that’s a System Buster!
Another word I often use is—CHAOS!
When we’re not dealing with disorder in our OWN business—we have more time to serve our customers—more time to GROW our business.
The answer to stopping the System Busters is our comprehensive, yet easy-to-use-and-administrate system, designed to identify and find the root cause of system-busting, non-conforming events—and eliminate them permanently.
Continually improving, transforming and bringing order to a business or organization, the System Buster locator empowers everyone in the organization to be involved in correcting and improving the business processes—as a team.
The System Buster locator also functions as a follow-up system, ensuring employees consistent and efficient use of the company's processes (i.e. Quality & Service Control Systems, Procedures, Policies, HR Systems, and Maintenance Systems, etc.). The System Buster locator also contains a powerful reporting system that measures waste in time and dollars, giving management a much-needed tool to benchmark progress. The name/title of this system (System Buster) can be changed to fit your company's culture.
• Name/Title of this System can be renamed
• Adding Unlimited Reasons/Reason-Codes for Reporting
• Total Cost and Time Lost
• Company-wide Personal Errors
• Company-wide System Errors
• Employee with Personal Errors
• Employee with System Errors
• Department with Personal Errors
• Department with System Errors
• Reason/Reason Codes
Reports on Events in a Given Period
• Non-Conforming Events
• Predictable Events
• Unpredictable Events
• Changes made to Systems/Documents
• Employee Submitting and Number Of Times
• Employee and Reason for Submission
See Philipbuster Video: What is a System Buster?
Our System100™ online calendars is a much-needed tool for keeping everyone in the organization on the same page.
Build Multiple Calendars - One for Each Department Etc.
Post meetings, company tours, call backs, appointments and holidays etc. for public, private and recurring events; as well as, receiving pop-up reminders right on your desktop.
Ensure members aren't requesting leave or vacation time for the same time period, by posting vacation and time-off events on the companywide calendar.
All these Calendars can be added to our Scoreboard system, which place them on large screen TV moniters throughout the building.
Great for sales and other department managers!
Members stay informed and connected, even members who are traveling or working from home.
Set up a Fleet Department and track all vehicle's maintenance and repairs.
Assign a Preventative Maintenance Checklist for every major piece of equipment or vehicle.
If a vehicle or a piece of equipment needs repair, use our Repair Request System.
It's simple for any user to submit a request to the person responsible for repairs!
From the admin side of the Repair Request you will see all of the information needed to document the repair being made.
• Who made the repair
• Parts replaced
• Where parts were purchased etc.
This information is vital when searching for past repairs that were made on any piece of equipment or vehicles.
This system replaces the old dusty repair manual that never seemed to be up-to-date, and ensures proper maintenance and repairs are completed in a timely, cost-effective manner.
Are you and your employees wasting time looking for and using out-dated documents?
Organize your documents; give easy-to-find and fast access to everyone in the company with our powerful System100™ Document Management Tool.
You can break out your documents by departments that you set up and name, according to your company's Organizational Chart.
Each department has its own document repository—with unlimited customizable document folders and sub-folders.
Each department also has its own customizable menu bar—to access features/systems related to the department.
The GOOD NEWS is—it’s all ONLINE! Download any document you need from anyplace on the planet; right from your own System100™ site.
Think about it! Develop your own training videos that can be accessible to members in their own department with just a click of a button. Fast uploads, with just about any type of file. Add links, videos, photos right in your department’s document repository.
Here’s another time saver!
Have a New Hire log-in System100™ where you have all of your orientation documents and videos for them to see, located under a Company-wide Document Folder. You won’t need a supervisor spending hours giving an orientation—just hand the New Hire a checklist and, with a click of the button, they are giving themselves the orientation!
Our ISO & LEAN clients find this feature extremely helpful.
Our online Memo feature keeps everyone on the same page, even the employees traveling or working from home. With our easy-to-use online editor you can set-up and post great-looking companywide memos anywhere you have Internet within minutes.
• Store unlimited memos for later use
• Comprehensive editor for creating memo • Add photos and clip art etc.
• Memos can be added to our Scoreboard system, which places them on large screen TV moniters throughout the building.
A safe, internal email system, designed for users who don't need or have access to outside email (i.e. Outlook) — yet allowing them to communicate with members inside the organization, without fear of viruses or unauthorized downloads from the outside Internet.
There is an option in the administration set-up of System100™ that allows an internal email to be forwarded to a member’s outside email with just a click. This is all done inside of System100™ so members without permissions can’t change the forwarding email address.
Does anyone in your organization have a habit of coming to work late and making all sorts of excuses like —
“My dog chewed up my alarm clock, and on the way to the office I was stopped by a train, causing me to run out of gas, and then I was going to call the shop on my cell phone, but the batteries died and I didn’t have any change for the payphone. Sorry!”
What do you say?
How about using our solution for breaking these habits, or at least track the number of times people are absent/tardy, and then you can make an informed decision about whether the person will be allowed to continue the behavior. With this system, it’s easy to pull a report and use the information when it’s time for the employee’s evaluation.
The System100™ Absent/Tardy System is for tracking and reporting on employees being tardy or taking days off without requesting leave in advance.
• Keyword Searchable (Identify Recurring Excuses)
• Number of Days Absent/Tardy by Employee
• Number of Days Absent/Tardy by All Employees
A communications system for improving the organization—giving everyone in the organization a quick and easy-to-use tool that allows them to get involved by submitting suggestions directly to management.
No more going around looking in a suggestion box to see if anyone dropped in a suggestion note. The old suggestion box system rarely worked, because it took too much effort.
With our online system, it takes less than a minute to submit a suggestion. The system automatically generates an email and sends it directly to the administrator of the Suggestion System. It then stores the information in the System100™ data base, for further reviewing and reporting.
Quick, easy and very efficient!
If a suggestion is approved, the administrator will add it to the System100™ Task System for implementation—ensuring the suggestion is not lost and forgotten.
• Auto numbering
• Name/Title of this System can be Renamed
• Assigned Number
Developing an Operations Manual may seem like an overwhelming task.
Good News is coming—don’t stop reading!
Many small business owners say, "We only have a few employees, why do we need an Operations Manual?”
By developing the Operations Manual, you will eliminate many of the frustrations you face each day, including:
• I can’t leave the office for a minute without my cell phone ringing—Come Back!
• Why do I have to do everything myself?
• Why is it so hard to find good people?
• My employees never seem to do the job the way it should be done?
The Good News!
System100™ clients receive a detailed Operations Manual, to be used as a template and guide. It allows clients to build a custom manual for ANY type or size company, in a fraction of the time it would normally take, if you were building it from scratch.
A certain Lean Management Consultant shared with me that building a detailed Operations Manual for a company could take years. We can attest to that!
It took Philip Beyer, our president, ten years to build a detailed Operations Manual for a commercial printing company, using the System Buster Locator tool to locate the root cause of problems and fixing them, ONE SYSTEM AT A TIME!
If you can think it, you can build it!
Not only documents but entire systems!
How many times have you thought about creating a document or form that would benefit your company or business?
Think of a document that would help with the organization of your processes to give you better control, or a form people could fill out to insure getting the necessary information to do a job or to run the company.
Imagine—if you could build that document/form online from scratch, or take an existing document from our online library, tweak it a bit and within minutes have your document instantly; numbered, assigned to a department and accessible to everyone in the company, provided they have necessary permissions.
Now further imagine—if all you had to do was make a few clicks of the mouse, which would set up a NEW ONLINE system, allowing users to submit your document(s) to an administrator of your choice; a reportable system.
In fact, you can attach many similar documents to your NEW system—all designed by you.
Here are a few examples of what you can do with System100’s DocDesigner:
• Meeting Planner System
• Resignation System
• Request of Some Kind
• Fax Cover Letters
• Forms of all types
DocDesigner™—the ultimate tool for designing business documents!
Have you ever noticed that the unexpected seems to happen just when the production pressure is at its peak, and a key machine or work-center breaks down?
Now the whole production process goes into a tailspin. That’s when the fingers come out and the pointing and blaming begins, “I told so-and-so that my machine was acting funny, and no one did anything about it.” Sound familiar?
Well, you can stop it!
STOP IT—by using our online system for tracking all repair request and repairs made to equipment, building, trucks etc.
This system will totally replace equipment manual log books.
It tracks parts ordered and parts replaced etc.—everything you need to track for a repair.
A lot of breakdowns in equipment are due to the fact that there's not a Repair Request SYSTEM in place, so equipment is not kept up to specs. Consequently, everyone waits until the equipment goes down—they know it will get fixed then.
However, the cost will be much higher, likely due to more damage to the machine and the problem not being addressed as soon as someone noticed the machine was “acting funny.” Now it’s wasting valuable time and costing more money.
Take a look at the Preventive Maintenance System, to stay in front of costly repairs.
• Cost and Time - By Machine
• Cost and Time - By Employee Performing Repair
• Cost and Time - By External Person Performing Repair
• Cost of Parts
Why do you change the oil in your car?
Well, it’s a lot cheaper to change the oil than buying a new engine, but many people don’t seem to put the obvious together.
In most cases, employees don’t have the same investment in your equipment, trucks, and air conditioners, etc., as you. OR, they may think it’s someone else’s responsibly. But, don’t blame the employee if you haven’t given them the tool and time to do preventative maintenance.
Take to heart what ole Ben Franklin said, “A penny saved is a penny earned.” Giving your employees and yourself a tool to ensure preventive maintenance is part of your company’s normal process.
Use our System100™ online system for managing and tracking all preventive maintenance on equipment, building, etc., to ensure proper maintenance compliance.
Use our Preventative Maintenance Checklists. These are given to all new clients, to be used as a template and a guide. You will be saving dollars, not just pennies!
• By Equipment – Number of Times, Time Taken
A time saving online Daily Delivery & Pickup System for your delivery drivers, that has a list of deliveries and pickups to be completed each day, along with their other daily routine activities.
Entering a pickup or a delivery only takes seconds—with the customer and vendor drop-down list it makes entering super-fast.
The Delivery & Pickup system integrates into the System100™ Contact Management System to pull customers and vendor into a drop-down list for pickups and deliveries.
No more having your drivers come to the Customer Service area or Production area to receive last minute instructions before leaving on their route. They can look on their own Daily Delivery and Pickup schedule—it’s all happening in REAL TIME.
You say your driver has a laptop that has remote access to the Internet? GREAT!
Since this system is ALL ONLINE, the driver can log-in to System100™ and check to see if any new pickups have been added to their list, before coming back to the plant. Saves a lot of time and energy! GREEN, GREEN, GREEN!
A manager has a rush pickup to make? Simply log-in, add the pickup, it only takes seconds and, before you know it, the delivery driver is walking into your office with the item you needed and nobody needed to be interrupted.
At the end of day, the delivery driver completes this daily routine checklist and clicks SUBMIT online; the system automatically creates a PDF of the document, emailing it to management for review. It also stores the data into the System100™ database for viewable and printable reports.
• Destination Searchable
• Multiple Trucks and Drivers.
• Renew Licenses Tag Reminder
• Change Oil Reminder
• User permissions
• Total mileage-All Trucks
• By Truck, Total Mileage, Oil changes, Cost of Fuel
• By Driver, Total Mileage
• Deliveries/Pickups by destination and date made
• Pickups Only
• Deliveries Only
Must Read Article in Educational Material — The Prompt, by Philip Beyer
Track WASTE and CHAOS with our database-driven Benchmarking System—with ONLINE graphs and data for tracking cost of waste—in time, dollars or by ratios.
This system was also designed for tracking and measuring improvements in the organization. The charts can be printed and posted for companywide viewing.
When members of the organization can see with their own eyes the progress your company is making—it becomes a powerful motivational tool!
Proof—Great Systems Work!
Charts for a Given Period
• System Busters (Non-Conforming Events)
• Rework Due to Error
Other Customizable Charts for Benchmarking Waste
Example for a printing company:
• Ink Waste
• Paper Waste
The Employee Evaluation System is online and paperless, and can be edited on the fly. Create with ease, multiple evaluation documents for various positions.
Time is a big issue for management in conducting employee evaluations. Filling out multi-page documents can be tedious and time consuming. The good news is…
Using System100’s DocDesigner™ feature—to create evaluation documents that incorporate a series of radio buttons and dropdowns—makes completing even those multi-page evaluations simple and fast!
Each radio button or dropdown can be set up with assessment values and attributes that your company is looking for in its evaluation process. This saves hours of filling in the same information over and over by hand, especially when processing several evaluations.
A helpful feature of this system, as with many of our systems, allows a supervisor to BEGIN an evaluation and then to submit it to In Progress—giving them the opportunity to come back to it later when they have more time or want to add additional information to an employee’s evaluation.
Many companies know the importance of evaluating personnel, and that many employees actually look forward to and welcome an evaluation. Most employees want to know what management thinks of their performance and how they can improve.
• Searchable by Assigned Number
• Keyword Searchable
• By Supervisor evaluating
• By Person Being of Evaluated
• By Types of Evaluations
Have a need and a desire to keep track of your Salespeople’s activities, yet there just doesn’t seem to be enough time in the day to do it?
Well, it’s time to automate!
Our customizable, online Daily Routine Checklist for Salespeople can be accessed anywhere you have Internet, meaning they can complete or update the checklist even while taking a break at Starbucks™ (Guess you can see where we hang out!)
This is a powerful sales management tool for tracking a Sales Person’s daily activities (i.e., suspect, prospect and customer calls, etc.).
It’s also a benchmarking tool to measure performance. Don’t wait until a salesperson’s been with your company a year or so, BEFORE YOU FIND OUT or even notice they have poor sales skills OR, just taking advantage of the company.
How It Works
When a sales person completes the online daily routine checklist and clicks SUBMIT, the system automatically creates a PDF of the checklist; emailing it to management for review. It also stores the data into the System100™ database for viewable and printable graphs and other reports.
Add unlimited prompts/checks, totally customizable and it all online.
Must Read Article in Educational Material—The Prompt, by Philip Beyer
Example of some of the prompts you can add to the checklist:
Number of Prospect Calls:
Number of Customer Calls:
Number of Estimates Sent:
Emailed Production Management informing of a prospect’s tour of facility:
• Auto Numbering
• Add Unlimited Number of Fields (i.e. Number of Estimates Completed)
• Assigned Number
• Key Words
• Sales Person
Reports and Printable Chart by Given Date
• Number of Customer Calls
• Number of Prospect Calls
• Number of Suspect Calls
Put an end to using outdated documents and forms with our Automated Tracking and Control system for changing/updating of documents in your Operations Manual.
The System100™ online Document Change/Update system ensures everyone is using the latest revisions; the moment the update is made and uploaded, it becomes available instantly to every one in the organization.
With this system everyone is empowered to keep all documents current, as it only takes seconds for a member to submit a change/update, notifying the administrator that a document or form needs to be updated.
The system automatically generates an email and sends it directly to the administrator. The administrator can evaluate the change/update request to determine if it’s a critical update, whereby they can make the update immediately, upload it in System100™ and it’s available to everyone in the organization within seconds.
The power of a great system at work!
A great tool for ISO & LEAN companies troubled with sustaining their documents.
• Other Referenced Document Numbers
• Document Number Changed/Updated
A picture is worth a thousand words!
With today’s digital cameras there is just NO EXCUSE for not showing members, the progress your organization has made, the roads journeyed—the befores and afters.
With the System100™ online customizable Photo Gallery for uploading company photos of picnics, parties, special guest visits and landmark events, etc.—companywide viewing, only take a few minutes.
Show new hires the history of the organization—a great motivational tool!
• Unlimited Categories
• Unlimited Albums
Polls encourage feed back from your employees, by asking for their opinions. A company can gain valuable insight into their business. Learn what people REALLY think. You’ve heard the old adage, “The truth can set you free.” It’s difficult to improve or fix issues in your business unless you get down to the TRUTH.
Get suggestions for new product ideas, or when to hold the next company picnic. Imagine, right from your desktop, anywhere you have access to the Internet, you can set up opinion polls and request opinions, address employee issues, and conduct surveys.
These polls ensure you are making better-informed decisions in an instant—with a real time feedback chart. We’re talking RIGHT NOW!
Add to your company’s “brain trust” by tapping into valuable information and ideas of your employees and co-workers.
Involve employees who work from home, or sales people who are on the road in your business; always remembering that System100™ in browser based—meaning you administrate and set-up opinion polls all ONLINE.
• Unlimited polls and questions
• Turn Polls on/off with a click
Set up links to Web sites or internal documents you have created, that have self-help tips for employees.
Collect articles from trade magazines and other sources that help people in the organization to continually improve. Scan and then link them here.
Does this sound familiar?
“Who told Joe, he didn’t have to follow the company’s procedure on which he was trained, and just to do whatever he thinks is best.”
Our online automated tracking of overrides/bypasses of company's processes allows management to permit someone in the company to bypass a certain system (i.e. Quality Control Checklist, Procedure or Policy etc.) BUT, in a systematic way!
Here’s an example: A customer has an emergency order—there’s absolutely no time to process the order through the company, using the normal process.
With our system, a manager could submit a System Override and give it to an employee—allowing the employee to bypass normal quality control protocol without being penalized.
A great tool for tracking a system being bypassed!
HOWEVER, this places the responsible for quality control, directly on management—having granted permission for the override.
If overriding the system becomes the norm, then the processes for the company need to be reevaluated, improved and updated.
The main reason this override system was developed, was to stop management from giving verbal instructions to bypass certain processes. Verbal OKs are not track-able, and they encourage a system bypass to become the norm, which could become an undesirable, if not a legitimate excuse by employees, whenever an error occurs.
We had a customer who called this system a “Get out of Jail Free Pass”
• Can be hidden-Turned Off/ON
• Key Word
• Job Number
There are times in the course of operating a growing business, you need help in designing a system that will bring even more efficiency, which will add more to your bottom line.
Why reinvent the wheel, let us share our 25 years of experience in building systems directly with you.
Have you noticed? BIG SCREEN TV prices are falling, and now it’s very affordable to install 55” or bigger screens in your business.
Why would you want to install big screen TV’s in your business?
System100’s Scoreboard System is another one of our rich features, a great tool for displaying important company information for everyone to see without having to print out and tack up notices and other charts on your company bulletin board were everyone can see them.
See information in REAL TIME!
• Set the rotation time for each board
• Set the order of each board
Post different information in different departments in real time for everyone to see at a glance.
•WIGs (Wildly Important Goals) via the Task System Create as many scoreboards as you need
•Productivity by Departments (For EPMS Users Only)
•Productivity by Individuals (For EPMS Users Only)
Everyone can see at a glance whether they're winning or losing!
A tracking system for companies that manufacture or use Job Tickets/Work Orders in their operation.
This system is used to submit an update/change to the person responsible for updating or changing a Job Ticket's/Work Order's specifications
(Example: updating the information in a company’s industry specific software)
All production employees should have access to this system, to make suggestions for improving the way a job is produced as it moves through production, or in the future. With this system the updates, or suggestions for updates, are not forgotten and are traceable.
• Job Ticket Updates
• Sort by Customer
Have you had an OSHA surprise visit lately?
Did you have any fear that the inspector would find a chemical bottle or other items in your company not labeled, or the label was un-readable?
I don’t have to tell you what that could cost, especially if OSHA found multiple infractions. Let’s stop this before the unthinkable happens!
Put an end to unlabeled or un-readable items, by using System100™’s unique document management system for labels—used to organize a company.
A user can submit a request for a certain label; the system attaches the label to an email and sends it to the label administrator. The administrator can simply open the label document and print the quantity requested.
Labeling is very important in the 100% System of Cleanliness, 5S Program in Lean Management, and OSHA regulations.
• Easy ordering with drop downs screen
• Request for a label emailed to person making and distributing labels
• Order Information and History
• Search by Document Number, Department or Style
• Repository of existing labels categorized by departments
• Preview of Labels
See Video Tour of a Systemized Company
Can’t find your hard copy of a Bill of Lading, and now a customer has requested a copy.
OK, open the administration section of the Bill of Lading System and simply print out the one you’re looking for, then fax or email the PDF to your customer. Only takes a few seconds with our easy to use Bill of Lading system.
Another time saving application for shipping departments!
Our system has drop downs for pulling in Customers, Users, and Job Numbers, etc. This makes filling out bills of lading fast and fully track-able.
When a user completes a Bill of Lading and clicks SUBMIT online, the system automatically creates a PDF of the document; emailing it to management for review. It also stores the data into the System100™ database for viewable and printable reports.
• Filter by Date
• Employee Shipping
• Consignee (Ship To)