DocWize provides an integrated and comprehensive Document and Project Management
infrastructure for managing projects of all types, either in a centralised or decentralised
environment.
DocWize manages all the documentation and other communications, tasks, milestones and
contracts for projects of all sizes. Its matrix-based structure, combined with its multilayered
security, workflow capabilities, and integration with other databases and project management
tools, enables it to be used not only to manage complex projects, but also to support the unique
business processes of any organisation.
DocWize has historically been used to manage many large projects in Southern Africa and
internationally, and is currently being used to manage projects worth billions of Rands.
Involvement of some of the world’s leading companies in these projects, and exposure to their
requirements and to the variety of projects which they manage, has ensured the continued
innovative development of DocWize, and its position as one of the premier specialist
document/project management systems available anywhere.
DocWize is a functionally rich product which satisfies most of the known document,
communication, and information management requirements of most project oriented
organisations. In addition to its project focus, DocWize can also be used to support other
functions and requirements including HR, Finance, Secretarial, Health and Safety, etc
In its basic form, DocWize can therefore used to manage any project or process within an
organisation or between organisations, locally or internationally, for example:
_ Major construction or engineering projects
_ Complex systems implementation and conversions
_ IT and other development projects
_ The total lifecycle contract process, from initial discussions to finalisation and ongoing
implementation and renewal.
_ The sales process normally managed with standalone “CRM” systems
_ Any project ranging from the smallest inhouse job, to the largest international project
involving major corporations and multi-billion dollar capital expenditure.
Combined with our professional services to help match and integrate DocWize to specific
organisational procedures and structures, and our ongoing operational and technical support,
DocWize provides a strategic management infrastructure on which any project or organisation
can rely with confidence.
_ Manage all relevant records and interactions (hard copy documents, faxes, emails,
written correspondence, drawings, tasks/activities, meeting minutes, calls, presentations,
spreadsheets, cost schedules, notes, contracts, and other information) in a powerful
matrix-based structure, and to search and report on these in a number of different ways
against numerous criteria.
_ Establish new projects or sub-projects/contracts, and provide easy yet secure
access to these for management and ongoing communication. For example a new
project or matter can readily be created for a given customer, members can be allocated
and the respective tasks and key milestones identified and set. All records and interactions
related to the project (meetings, documents, faxes, emails, contracts etc) can then be linked
to the project and accessed. A level of automatic reporting also exists for things like
overdue milestones.
Ensure tight multi-level security over all items, allowing managers to protect confidential
documents, folders, and projects/contracts, within the project or organisation, and enabling
them to provide secure web-based access to the whole database or only specific parts of it
to customers and business partners, should this be desirable.
Manage workflow, including incoming and outgoing communication and required
responses using standard organisational templates stored in DocWize. This provides
tight control and reporting over both incoming and outgoing correspondence, particularly
when strict service or contractual deadlines are involved. Project members can also
distribute project documentation in an efficient yet controlled manner amongst project
members (internally and externally) within a framework of controls and procedures
established at project or organizational level. The workflow module enables users to
manage their own workloads by tracking all sent and received instructions, and actions
taken against user managed deadlines.
Manage the details of all the entities (companies and individuals) involved in the
project or dealing with the organization in one central database, providing useful day to day
access, and standards for communication and other purposes. .
Integrate with other systems and information sources through industry-standard
interfaces, so that information in DocWize can be retrieved by other systems and
vice versa. This is particularly useful where external information is gathered and
communicated through external services, and needs to be imported into DocWize. This
feature can also be used to provide secure access to documents and other information in
DocWize through alternative web-based views, for example for customers or occasional
users. DocWize can also optionally be integrated with commonly used project planning
systems like MS Project™ and Primavera™ for milestone management.
Cater specifically for the function of a project Document Controller/Administrator. In
many large projects or Project Offices, this is regarded as an essential function, ensuring
that all communications are properly indexed, stored in the database, and tasked to the
relevant persons for action. All documents (including drawings and other technical
documents), incoming and outgoing, hardcopy or electronic (including e-mails) can also be
controlled in this way.
Replicate selected parts or the whole of the project/organisational database over
multiple sites and/or servers, for example for divisional use, for customer use, for use on
remote project sites where communications are problematic, or for secure centralised
backup. DocWize is currently replicated across servers nationally and internationally to
meet some of these specific needs for our customers.
Report in a number of ways, for example by project owner, by date, by type of projects
etc. In addition, reports can be drawn from DocWize on specific aspects like
correspondence which has been received from or sent to particular entities, and on which
responses are due or overdue.
Additional Benefits for Project Managers and Organisations
The advantages of using DocWize are clearly illustrated in projects and organisations where
managers and staff are faced with voluminous amounts of documentation and information, but
Docwise is equally useful in managing much smaller projects.
Other than the benefits which may be obvious from the above features, some additional
advantages of using DocWize in these environments are:
_ Electronic versions of all documents. Any number of users can work on the same
documents simultaneously at any location; all work done on the project is accessible to all
authorised users and can never be mislaid or lost; the whole or parts of the document set
can be made available to customers or business partners by simply giving them secure
access to DocWize; and users can access their documents anywhere, anytime, even while
travelling.
_ Many diverse projects can be managed with the same standard organisation-wide
solution. The organisation can standardise on Docwize to manage projects and processes
as diverse as major construction, hiring processes and documentation, IT projects, Sales
Team management, and Contracts management. By implementing one solution with the
capability of handling diverse needs, management can be ensured that procedural
standards are adhered to and can be audited.
_ Versioning in DocWize ensures that the correct version of a document is always available
and worked on and that the entire history of all previous versions is also available.
Docwize’s versioning even caters for managing multiple drafts and associated
attachments, and makes sure that these all remain linked together.
_ Users can work in their familiar chosen environments, for example MS-Office, MSOutlook,
Excel, MS Project, and any number of other desk-top programmes (eg project or
cost management packages) and store and retrieve the results from DocWize, thus
maximising flexibility while gaining all the added advantages of centralised security,
standardisation, communication, and replication.
_ Project/process milestones can be set manually, downloaded from standard project
templates, or read in from external project management systems and then reviewed
online and reported on in a number of ways, including warnings of impending dates and
dates which have been missed.
