|
Correspondence
Management
CCM is also a comprehensive correspondence
management tool, i.e., all correspondence data can be
tracked whether or not it’s related to case contracts.
 Correspondence
Tracking. Key data describing each correspondence
item can be recorded to provide indispensable search,
retrieval, and reporting capabilities, e.g., Date, From,
To, Subject, relevant Case file, etc. All correspondence
can be classified according to the program office’s
unique filing system needs.
Incoming
Paper Correspondence. In addition to
recording correspondence data, users may scan the document
so that its image can be stored on the server. Scanned
images can be retrieved anytime in the future and read
on the screen, emailed, or reprinted, saving the user
from cumbersome searches through paper filing systems.
 Incoming
Faxes. Faxes can be received automatically
by the server. New faxes are stored in an inbox-like
holding area until users decide whether they should
be discarded or transferred to the CCM system database
for future reference, retrieval, etc.
Outgoing
Correspondence. Correspondence generated
by the office can be prepared directly from CCM. Users
enter the key data for a new letter and designate which
of the predetermined office members with signature authority
will sign it. Once the primary fields describing the
letter have been entered, CCM will launch MS Word and
load the data into their appropriate locations of the
correspondence template selected. The user can then
proceed with preparing the body of the letter immediately
or at a later time.
Smart
Replies. When replying to an incoming
letter or sending a follow-up to a previously sent letter,
users do not need to re-enter basic information such
as addressee and subject. In addition to saving time
and effort, this feature affords Program Offices more
efficient correspondence management by ensuring successful
searching and sorting of historical records.
Templates.
CCM’s close integration with MS Word allows the
office to establish an unlimited number of templates
for outgoing correspondence. Custom letterhead text
and graphics can be designed into the basic templates
for letters or faxes. Foreign language counterparts
can also be established. Likewise, business specific
templates can be set up so that letters based on them
will be created with any boilerplate verbiage as appropriate.
Improved
Workflow and Office Efficiency.
-
 Multi-user
access to CCM allows managers to easily review correspondence
prepared by others in the office. For example, correspondence
records can be filtered to list only those letters
prepared in the past seven days, or by one individual,
or relevant to a specific case, or any combination
of these and other criteria.
-
Unsent letters can be reviewed and further edited
prior to signing for release.
-
Deadline
date by which a reply or some other action is required
can be assigned to an incoming correspondence item
to improve management’s oversight capability.
-
Addresses
commonly used by the office can be stored and are
automatically made accessible to all users. Such
lists can be easily imported from a variety of other
sources such as MS Outlook, Access, Excel, or other
database sources.
 Correspondence
Reporting. A full complement of tabular
and graphics reports are available to provide a macro
view of office workload and performance. As with Case
Reports, they can be printed, or saved to Word or Excel
to use as email attachments.
Previous |
|
