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The IMS runs on an IT platform that enables users to manage, monitor and coordinate organisational processes and related tasks. The IMS has a user-friend web interface with restricted access depending on users’ authorisations. IMS – Integrated Management System Tools IMS – Identification Data Sheet Management IMS – E-mail Transmission IMS – Event Communication Management IMS – Accreditation/Registration Management IMS – Education/Training Management IMS – Reports and Statistics
IMS-Identification Data Sheet Management is the basic resource for easily managing events, mailing lists and deliveries in shared mode: IMS – Identification Data Management • management of personal identification data sheets; • sorting of persons by category (two-tier categories); • management of multiple event-related data: options to “freeze” the data and create “historical records” of each person, in order to trace his/her history, retrieve the events in which he/she was involved and focus on his/her personal identification data sheet, updated until the period of the event; • management of routines for import/export from different formats; • management of users: options to create different profiles of users and describe the type of transactions that they are authorised to carry out on the system. The system will track the changes made by users by entering the changed date and person into a log file; • handling of company datasheets: option to handle data related to companies and not to individual persons; • organisation of lists: options to manage lists of persons targeted at events, to send DEMs and to deliver material. Identification Data Management
The IMS-E-mail Transmission module makes it possible to create and send an unlimited number of e-mail messages to any number of recipients: IMS – E-mail Transmission • full customisation; • development and storage of one’s own templates; • use of specific links within the messages; • from the module, users may have access to statistics and transmission results. E-mail Transmission
The IMS-Event Communication Management module enables users with different levels of authorisation to carry out multi-process activities. The system provides for transparent, effective and direct communications between the event organisers and their invitees. The system consists of a centralised data base that users access/manage via specific web interfaces and customised software programmes. The key features of the system are split between two areas: the Customers’/Users’ Area and the Management Area (the latter with access restricted to the client). IMS – Event Communication Management Event Communication Management
Stage 1 The IMS receives the list of persons to be invited to the Event from the Company. After the Company has approved the message format, the IMS automatically sends 2 e-mail messages to the invitees: the first with the event invitation/notice (Save the Date) from the CEO and the second with the technical/logistic details and the description of the Event. IMS – Event Communication Management
Stage 2 The invitee confirms his/her participation in the Event directly on line, on the IMS. If the invitee is unable to participate in the Event, he/she will describe the reasons for non-participation. The invitee asks the IMS to provide the logistic services needed to participate in the Event (transfers and special requests). After possible contacts and exchanges of information with the invitee, the Organising Secretariat of the IMS issues travel vouchers. IMS – Event Communication Management
Stage 3 On the day of the event, the invitee gets accredited/registers for the event on the IMS, by using the QR Code/bar code/RFID on the badge; the IMS returns any specific information. Accesses are displayed in real time on the management website and the Company may immediately view the number of participants and their names. IMS – Event Communication Management
Details of the Users’/Invitees’ Area Each invitee receives a customised e-mail message, in html format, with the invitation to/notice of the event. The message (with the graphics of the event identity) contains a customised link (with personal access keys) that allows the user to have unique access to the website. In this way, the IMS proposes an interface that is tailored to the individual user. All the data are posted in multiple languages. On the website, each user may directly: - confirm his/her personal data; - retrieve the data required for the event (agenda, social events, logistic information); - register his/her participation in the event; - book flights and train tickets or hire motor vehicles; - book hotel accommodation; - enter special requests. Each user receives automatic communications: - confirmation of registration with summary of key data; - e-mail or SMS text reminders of the key appointments of the event; - travel vouchers; - passes for the event (the system may issue passes with the QR code). Participants in the event may receive a feedback questionnaire by e-mail. In this way, they may express their opinions by filling in the questionnaire directly on line. IMS – Event Communication Management
Details of the Management Area 1/2 The IMS features a control panel enabling the user to fully monitor and control the progress of the event. Access to this area is restricted to clients, who may access all the available data via an appropriate web interface. The system is flexible and may be configured for different types of events. Each user may be associated with a personal profile authorising or not authorising him/her to carry out specific transactions and interactions. In particular, the Management Area provides direct on-line information on the following aspects: - lists of invitees: option to query lists (sorted by company) of persons participating in the event; moreover, by clicking on the individual names, the user may access the individual participants’ identification data sheets; - transmission of invitations: access to the summary of invitations sent; detection of transmission errors (wrong e-mail addresses, unreachable fax numbers, etc.); checking of the number of SMS text messages successfully delivered; - number of participants: option to query the current number of participants in real time and view the recap of the data entered upon registration (changes of addresses, special requests, etc.); - flight booking: access to the summary of booked flights; monitoring of tickets issued; filling of slots and specific statistics; - hotel booking: number of rooms booked per hotel; rooms still available; options to query the rooming lists updated in real time, to focus on the paid bookings, etc.; - accesses: option to monitor each access to the system, both to the “invitees’/participants’” section and to the “management” section; this process is possible thanks to a log highlighting the originating IPs and the date/time of access. IMS – Event Communication Management
Details of the Management Area 2/2 - Organising Secretariat: option to view all communications between the Organising Secretariat and the invitees. Indeed, the system keeps track of all contacts and communications (telephone calls, e-mail or fax messages), by saving them onto the respective personal data sheets; - personal data sheets: option to query all the data associated with a given person and stored onto his/her personal data sheet: personal identification data, addresses, invitations sent, associated categories, status of participation in the event, contacts with the Secretariat, participation and feedback data (questionnaire, communications sent, etc.); - sorting by cost centres: each participant may be assigned to specific cost centres; in this way, the cost of the event may be automatically allocated among cost centres; - accreditation/registration: option to real-time monitor the process of accreditation/registration for the event, in order to manage flows and special cases (management of pre-assigned seats, forwarding of special communications, security); - questionnaire processing: real-time access to feedback questionnaires and to the comments expressed therein; - statistics and recap reports:all the collected data are fed to specific recap reports that may highlight critical issues, if any; the available data are also organised into specific recap reports in the common data interchange formats (Excel, Access, etc.); the documents so created are directly available in the Management Area. Moreover, the user may launch targeted searches through the website via the usual search tools. IMS – Event Communication Management 11
The IMS-Accreditation/Registration Management module offers different options: IMS – Accreditation/Registration Management • self-check-in • the user receives a confirmation e-mail with QR code or RFID media; by entering them into the reader, his/her access is registered and the badge for accessing the event is automatically printed; • assisted check-in • a hostess welcomes the participant, registers him/her and prints his/her badge. • accreditation/registration report. Accreditation/Registration Management 12
IMS-Education/Training Management is the integrated web-based system for managing the Company’s processes. The system allows all the professional figures involved in the management of these activities to carry out multiple processes. The following slides summarise the process of management of the Company’s education/training activities. IMS – Education/Training Management Education/Training Management 13
Flows The process relies on the interaction of the IMS mm with the Company’s administration processes (SAP or other) and with those of Virtual Credit Card Issuers. Hence, the activities of management of the Company’s in-house education/training courses are directly connected, via the IMS, both to the Company’s accounting system and to payment systems based on Virtual Credit Cards issued by Amex or other Issuers. IMS – Education/Training Management 14
Stage 1 The Company issues the technical specifications of the course to be entered into the IMS. The system presents multiple options enabling the user to identify the most suitable venue in both functional and financial terms. The Company defines the details of the education/training event choosing among the proposals put forward by the IMS. At the end of the process, with logistic and organisational details, is created and posted onto the IMS. IMS – Education/Training Management 15
Stage 2 The Company provides the IMS with the list of employees selected to participate in the education/training event. The IMS automatically transmits an e-mail message with the invitation to/notice of the Event (with the logistic details and the description of the Event) to the selected employees. IMS – Education/Training Management 16
Stage 3 The invited employee confirms his/her participation in the education/training event directly on line, on the IMS. If the employee is unable to participate in the event, he/she will explain the reasons for non-participation. The invited employee asks the IMS to provide the logistic services needed to participate in the education/training event (transfers and accommodation). The Organising Secretariat of the IMS issues travel and accommodation vouchers after possible contacts and exchanges of information with the invited employee. IMS – Education/Training Management 17
Stage 4 After issuing travel and accommodation vouchers, the IMS automatically transfers the cost report to the employee and charges the related amounts on the AMEX BTA Virtual Card (or on a similar virtual card) activated by the Company for each Cost Centre involved. The audit trail issued by AMEX (or other issuer) and the related cost reports are reconciled via the Company’s information and management systems (SAP or other). IMS – Education/Training Management 18
Stage 5 After the education/training event, participants are invited to fill in an on-line feedback questionnaire generated and handled by the IMS. The IMS provides the Company with statistical reports about costs, participation in the event and questionnaires received. IMS – Education/Training Management 19
IMS-Reports and Statistics allows users to constantly and real-time monitor all transactions made within the system. Users may filter the results of their searches and categorise them under one or multiple criteria (e.g. by event, by invitee data sheet, by date, etc.). The system may also generate recap reports, as well as reports on individual activities and on one or multiple operational processes, e.g. IMS – Reports and Statistics Statistical Report • lists of invitees • lists of participants • summaries of events • reports on website accesses and sections visited • export of participants’ data bases with related contact data • recaps of special requests • recaps of the activities of the Organising Secretariat 20
