Slipstream: The Ministerial Workflow Solution.

Illustrated Tour

The following slides are a quick overview of Slipstream. It is not meant to be exhaustive, rather to illustrate the key concepts behind the system.

In the series of slides, we will show you a quick ‘round-trip’ through the system, from document scanning and item creation, through to the workflow capabilities and integration with Microsoft Word.

Starting Slipstream

Starting Slipstream

Starting the application.

Slipstream’s integrated authentication features mean that users of the application are not required to remember yet another user-id and password.

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My Work

My Work.

Once you have been authenticated, this is your main screen. The Application bar (on the far left) contains all the Keylists (special filters). When you start, the system always takes you straight to ‘My Work’. My Work shows all the items that have been allocated to you.

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Scanning

Scanning.

Most organisations will begin their processing by scanning any incoming correspondence. To do this, we choose the Scanning component from the Application bar.

Here you can see the batches that have already scanned. Click on Batch Scanning to create a new batch.

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Scanning a Batch

Scanning a batch.

The documents are fed into the scanner, and the user hits the Scan button. Slipstream scans the batch, separating each document in the process.

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Accepting a Scanned Batch

Accepting a Scanned Batch.

Once scanning is complete the document images can be viewed, and the batch can be re-scanned if required. The batch is then Accepted and the document images are stored and subsequently attached to Ministerial items.

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Processing a Scanned Batch

Processing a Scanned Batch.

From our Scanning keylist, the user chooses the Attach Images option. This brings up the Batch Edit window. All unattached documents from the chosen batch are shown here.

Each page of the document can be seen in the viewer by simply clicking on the item in the list. Attaching the document to a ministerial item is as simple as entering the Ministerial Item Id into the appropriate field and hitting the Attach toolbar button.

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Creating a Ministerial Item

Creating a Ministerial Item.

Slipstream currently supports Correspondence, Briefs, and Parliamentary Questions on Notice. Each of these items types has a number of available Actions. The Action defines the data requirements and business process (workflow).

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Create Correspondence

Create Correspondence.

Here is where we create the item. This item is a “Correspondence—Reply by Advisor”. Remember that each type of item has its own metadata requirements, so screens for the different items will vary. By specifying a Circulation Group, we can restrict who can gain access to the item (beyond the normal security rules). Once the user hits OK, the edit form will open. From there we can move the item through the workflow.

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Editing an Item

Editing an Item.

This is the Edit screen—here is where all most of the work is done. Up top you can see who the Current Officer and the Current Task is. The Next Officer, and Next Task are blank, as the item is yet to be Allocated. You can also see that this user is on the Attachments tab. The list shows all documents associated with this ministerial item. From here you can view or edit documents, scan new documents, or create new ones based on your own ministerial templates.

The next few slides show some of the key functions that are available from the Edit window.

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Circulation Group

Group Circulation.

Users can optionally specify a Circulation Group. Only members of the circulation group will be able to view or edit the item.

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Ministerial Item History

Ministerial Item History.

On the History tab you can see who has done what with the item, and when. Administrators can manually add a History entry to record an item being processed outside of Slipstream.

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New Document – Step 1

New Document - Step 1.

Slipstream integrates with your ministerial templates. This screen allows us to confirm the type of letter, and the letter’s recipient(s). Mail merge documents can be easily created if required.

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New Document – Step 2

New Document - Step 2.

Here you can see the result of the document creation. Slipstream has created a new document based on the appropriate ministerial template, and has inserted the corresponding metadata from the item. At this point, the document has been stored in the EDMS and is open for editing. All that’s required now is to enter the body of the letter.

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Standard Paragraphs

Standard Paragraphs.

When editing a ministerial document, the Standard Paragraphs feature is available. This allows you to insert a set of standardised, approved text directly into the document. Each division with the organisation can have their own set of standard paragraphs.

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Allocating an Item

Allocating an Item.

By now, we have scanned our documents, created our Ministerial Item and drafted a response. The next step is to progress the item through the workflow. From the Edit window, the user hits the Allocate toolbar button.

Here we Allocate the Next Task and the Next Officer. At the top of the Next Task list will be the most appropriate task given the item and its current place in the workflow. You can choose that task, or any of the other allowable tasks shown. Each task has a default officer. You can accept the default, or choose any other officer from the directory.

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Sending an Item

Sending an Item.

Having Allocated the item, you are now ready to send the item to the Next Officer. From the Edit menu, choose the Send Next toolbar button.

The confirmation screen allows you to add your own message to the default notification.

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Receiving an Item

Receiving an Item.

When an item is sent to another user they will receive a notification via e-mail.

The message will also include a shortcut to the item, which can be launched within Slipstream from within your mail client.

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Other Features: Keylists

Other Features: Keylists.

Keylists are powerful user-driven filters that allow multiple snapshots of work throughout the system. Shown here is the Group Work keylist. This keylist allows you to view current items throughout each of your organisational units.

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Other Features: Simple Search

Other Features: Simple Search.

The Primary (Simple) search covers the day-to-day search requirements of most users, allowing them to search across a range of commonly-used fields.

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Other Features: Advanced Search

Other Features: Advanced Search.

For users with more complex searching requirements, the Advanced Search function allows searching by nearly all fields on the ministerial item. You can search on item meta-data, or its location in the workflow at a point in time.

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Other Features: Attached File Search

Other Features: Attached File Search.

The Attached File Search allows uses to find any document in the system based on the document type, classification, creator, or date of creation/edit.

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Other Features: Reporting

Other Features: Reporting.

Slipstream provides over thirty separate reports. A subset of reports is shown here.

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Other Features: On-line Help

Other Features: On-line Help.

Slipstream provides comprehensive context-sensitive on-line help. Help is available on a screen-by-screen basis and on a process-by-process basis.

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Other Features: Management Tools

Other Features: Management Tools.

Slipstream is highly customisable. A Microsoft Management Console (MMC) Snap-in is provided to manage the system.

Slipstream comes with a license for one scan station. Additional licenses sold separately.

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