Key Features in Jobstream 9.2 Contents Introduction ......................................................................................................................................................................................... 2 Terminology Changes ...................................................................................................................................................................... 3 Customer Lifecycle Management (CLM).................................................................................................................................... 3 The Role-Based Interface ................................................................................................................................................................. 3 Smart Views.......................................................................................................................................................................................... 4 User Interface Enhancements........................................................................................................................................................ 4 Incorporation status .......................................................................................................................................................................... 5 Protected Contacts ............................................................................................................................................................................ 5 Integration Improvements ............................................................................................................................................................. 6 Financial Query ................................................................................................................................................................................... 6 Preparing to Upgrade ....................................................................................................................................................................... 6
Key Features in Jobstream 9.2 Introduction Jobstream 9.2 further underpins Jobstream’s position as the leading platform for offshore trust administration. Jobstream consistently seeks to work in partnership with its users to deliver a platform that is user-centric, flexible and empowers efficient, informed and compliant operation. Jobstream 9.2 introduces ground-breaking full Role Based operation to trust systems for the first time – each user is presented with a dashboard and task list tuned to their role within the organisation. The dashboard can be configured with sets of views, reports and actions directly relevant to their role and clients. This allows staff to focus on the ‘next action required’ and managers to ‘manage by exception’ – increasing productivity by presenting information that needs their attention rather than wasting time searching the system. Whilst dashboards were introduced in previous versions, they are greatly enhanced in Jobstream 9.2. Key business indicators can be monitored and explored without the need for repeatedly running and analysing separate reports. This release also provides a greatly enhanced suite of standard management reports. With release 9.2, Jobstream becomes the first trust system to have comprehensive customer relationship management functionality built in – allowing completely integrated management of introducers, leads and prospects and sales pipeline reporting. The functionality is known as CLM – Customer Lifecycle Management - to reflect the ability to seamlessly manage client entities all the way from lead to end of life with full time recording and compliance support all the way. CLM is complemented by the introduction of automatic generation of live structure charts showing the relationship between individuals and entities, which can be viewed and navigated in a web browser. Jobstream 9.2 also enhances Jobstream’s integration with the powerful Metastorm business process management engine, allowing workflows to be seamlessly started, executed and monitored within the Jobstream desktop. For the first time users can have an enterprise workflow engine running within their trust system. This release is rounded out with major usability enhancements to Time Recording & Company secretarial functions and the introduction of a ‘Global Search’ function allowing a single search to span Leads, Contacts & Entities.
17/07/2012
Page 2 of 6
Key Features in Jobstream 9.2 Terminology Changes Updated naming conventions in line with industry-standards • Clients are now known as Entities • The Client Database is now called Entities • Name & Address records are now known as Contacts • The Address Book is now called Contacts • Events are now known as Activities
Customer Lifecycle Management (CLM) Opportunities Maintain the sales pipeline from within Jobstream • Add opportunities as new prospects or against existing customers • Set initial/annual value and probability • Record time, log activities, link documents • Track introducers of new and existing business • Create new entities from opportunities; optionally transfer time and other records to the entities Customer Groups Identify your entity groups quickly and easily • Flag entity groups as customer groups • View members of a customer group from each entity • Optionally mark an entity to represent the customer • Report on customer groups: • View consolidated time & activities from the group • Group management reports by customer group • Because they’re entity groups, almost any report can be filtered by customer group Activities Invaluable for logging simple interactions and tasks • New shortcut key (F7) added to create an activity from anywhere in Jobstream - like posting a timesheet (F6) or an accounting journal (F11) • Concept of ‘Interaction with a third party’ introduced so you can log the third party, for example meeting with lawyer about trust; contact investment advisor in relation to company)
The Role-Based Interface Adapting your view to suit your role Setting Roles • Roles are represented by user groups so you might already have them set up • Each user is allocated one role – by choosing from user groups Roles in menus • Via the Utilities module, menus can be customised per role • You can hide menu items for each role so the accountant role sees all of the Accounting module items and the administrator role only sees Trial Balance, Statement of One Account, Post Templated Transactions
17/07/2012
Page 3 of 6
Key Features in Jobstream 9.2 Roles in browsers • Customise which columns are available in browsers for different roles • From each browser, customise the view for each role to choose which columns should be available for that role Roles on the dashboard • Smart Views can be linked with roles instead of specific users although specific users can override the subscription for their role so you can use roles as a template for smart views, then adjust to specific needs • Shortcuts can be linked with roles instead of specific users so it’s easier to roll out hyperlinks and reports to multiple users, instead of one at a time
Smart Views See what you want in a format you like Filtering Create your own versions of smart views by using our built-in filtering capabilities, for example you can filter by • Entities: Status, Group, Personnel, Extension • Bills: Office, Approval status, Payment status, Date, Amount • Users: Current user, Specified user, Depending on manager, Depending on department Multiple Columns Extra columns in the output of the Smart View, so that more useful information can be included: • Multiple dates • Amounts • Names as well as reference numbers • Responsible staff Drill down Create summary smart views leading to detailed smart views leading to drill down to specific records, for example • Group un-signed-off contacts by KYC class • Drill down to contacts within a specific KYC class • Drill down to specific contact records • Group new entities in the last month by type - or administrator/manager/director • Drill down to list of entities within each category • Drill down to specific entity record
User Interface Enhancements Responding to feedback from our users Share register • Reduced the number of buttons on the Share Register page - all actions available from menus • Defaulted the members screen to show only current members • Option to add new members automatically from the Contacts database when allotting new shares • Added some super user permissions to help you to fix historic data 17/07/2012
Page 4 of 6
Key Features in Jobstream 9.2 Billing • “Finalise” split into two parts: • Gather time and disbursements and “fix” the bill • Click again to adjust time totals in bulk • Adjust time totals screen clearly shows difference between write up/write down on individual items and on the bill overall • Summary page of Bill Details form adjusted to show more clearly how the nominal time on the bill becomes the actual time Entities & contacts New pages • Time browser • Fixed assets browser CLM • Introducer, Opportunities, Customer group • “This entity is this contact” - Link entities with contacts to help show relationships between entities, for example where a company is a shareholder of another company • “How to contact” & “How to bill” • Filter relationship summary to only show current relationships Time recording Redesign of the time posting form • All on one page, including Notes • Enter time as units or minutes (in which case it’ll round to appropriate units) • Display fixed fee information in line Global search Search from anywhere in the system for • Entities • Contacts • Customer groups • Opportunities (Search includes current name and former names)
Incorporation status Set incorporation status • Pre-incorporation • Incorporation applied for • Incorporated Validation is relaxed in pre-incorporation – can appoint officers and allot shares without specifying a date Blank dates are updated when an incorporation date is entered into the system
Protected Contacts Mark groups or individual contacts as protected • Can block either view or edit • If blocked from view, then they’re hidden in browsers, relationship viewers, and reports
17/07/2012
Page 5 of 6
Key Features in Jobstream 9.2 Integration Improvements Embedded web pages • Reporting Services reports • Metastorm • Sharepoint • Document management systems Improvements to JSLinks • More record types have JSLinks • Link to specific pages/fields Reporting Views • Three types • Open – best for performance, but no security • Standard – the Windows user is passed through for security checks against the Jobstream database • By user – you need to specify which Jobstream user to behave as • Reporting views are used in our own reports, can be used for custom reports, and are used for third party system integration • As well as simple table-based views, there are some special reporting views for use in specific reports
Financial Query • • • •
Build up financial queries within Jobstream, using rules based on account numbers, account types, account categories, etc. Preview the queries within Jobstream Execute the queries externally via the special reporting views, e.g. via Crystal or Reporting Services, or directly into Excel Examples • Quick formatted trial balance, with comparatives • Management reporting analysis
Preparing to Upgrade What do I need to do before upgrading to 9.2? Before upgrading, all customers should • • • • • •
Decide whether to use CLM for business pipeline Plan how you will use the new customer group concept Consider how you will implement role based functionality Plan to use the new standard management reports Brief your users on the upcoming changes and benefits Check the impact of terminology changes on custom reports, integrations, internal documentation/user guides
17/07/2012
Page 6 of 6