Phoneman

Phoneman is a modular system constituting a comprehensive tool for the management of mobile and fixed line telephony and devices.

The standard system consists of basic modules. It can be expanded by additional modules, WWW modules and mobile modules.

BASIC MODULES

Telephone Numbers (SIM) Module

This is the basic module of the Phoneman system, which, in the form of a detailed file of telephone numbers, is a tool allowing for the complete registration, data preview and control of telephone numbers with the use of available analytical tools. The overriding task of the module is to link all the detailed data connected with telephone numbers, e.g. history of use of a number, devices assigned to the number, calls (billing), exceeded limits, costs generated by the number, etc. in one place.

Users Module

This is a detailed user file, which is a tool allowing for the registration and preview of information and user control. The basic task of the module is to register data concerning employees and link all the data connected with employees, e.g.: history of use of telephone numbers, history of held devices, calls (billings), affiliation to an organisational structure, generated costs, etc. in one place.

Devices Module

This module allows for the maintenance of a device file, such as telephone devices, modems, tablets, etc., together with a full history of their use by the user or company organisational structures. The module is complemented by analyses allowing for verification of costs of devices and their current status. This module allows the operator to print reports of hand-over of equipment, clearance slips and user notifications, e.g. by e-mail, about the need to clear the assigned device.

Costs Module

This module is an extensive tool allowing the operator to enter costs of use of telephone numbers, configure types and kinds of costs appearing in the telephone analysis, and report those costs in various analytical planes: telephones, users, cost centres. The standard version of the system allows for the preparation of accounting entries. Most costs, including collective invoices (billing), can be imported. During an import of billing invoices, costs are assigned to numbers, employees, cost centres, kinds of costs and accounts.

Limits Module

Thanks to its extensive tools, including the financial magnifier and reports (including pivot tables, graphic reports and over 100 standard reports), this module allows for the control of costs on various planes, including the telephone number, cost centre and user. The module is complemented by the possibility to prepare entries of cost invoices, determine suggested plan for a number, etc. The module is directly linked with the Limits Module.

Analyses Module

Thanks to its extensive tools, including the financial magnifier and reports (including pivot tables, graphic reports and over 100 standard reports), this module allows for the control of costs on various planes, including the telephone number, cost centre and user. The module is complemented by the possibility to prepare entries of cost invoices, determine suggested plan for a number, etc. The module is directly linked with the Limits Module.

Imports Module

The imports module allows for supplying the system with data delivered by mobile and fixed line network operators and internal telephone switchboards, based on which settlements and employee charges are created. The module is complemented by a group of universal imports allowing data to be updated by e.g.: list of employees, affiliation to an organisational structure, absences, list of devices, etc.

Telephone Replacement Programme (TRP) Module

This module allows the operator to control dates of replacement of telephones within the telephone replacement programme, understood as an agreement between the telecommunications operator and the buyer, in which the buyer receives a telephone device at a preferential price, and in return they undertake to use and pay for the telephone service for a specific time (e.g. 24 months).

PDA Module

The Personal Data Administration Module has been created in order to fulfil the requirements of the regulation of the Polish Ministry of Internal Affairs and Administration of 29th April 2004 concerning the documentation of personal data processing, and technological and organisational conditions which shall be met by devices and IT systems used for personal data processing, in particular § 7 of the said regulation..

Authorisations Module

An extensive authorisations module allows for the precise assignment of authorisations to system operators (preview, adding, deleting, editing) to selected thematic elements (e.g. telephone numbers, telephone devices, etc.) and to resources (e.g. employees and numbers in regions). Authorisations have been divided into "static" authorisations, which define the maximum scope of access to data, and "dynamic" authorisations, which allow the Operator, within their authorisation, to change their scope at any time (e.g. only to one Region).

WWW modules

Employees Module

It is the basic element of the WWW extension connected with telephones. The overriding task of the module is to link all the detailed data connected with employees and their telephones, devices, costs, billing, analyses concerning employees, settlements, etc. in one place. Access to data depends on the authorisation (e.g. only data concerning the user, employees of their cost centre or region, subordinates or employees from the company's organisational structure).

ADDITIONAL MODULES

Additional modules are an extension of the Phoneman system, both with new functionalities as well as functionalities significantly expanded in relation to the basic modules. They can be integrated with the WWW application.

Financial System Module (expanded)

The basic assumption of the module is the integration of the Phoneman system with the company's financial (accounting) system. This module is an expansion of the functionalities of the basic module by the possibility to conduct cost accounting based on the cost acceptance process. The whole process of accounting and sending invoices to the financial system is performed fully automatically, with minimum involvement of the system Operator. If the module is linked with the Multi-company Module, each company registered in the system can have a separate financial system, separate charts of accounts, VAT codes and different accounting methods and integration types.

Multi-company Module

This module allows more than one company to be serviced in the system. Authorisations provide access to data only to authorised persons, e.g. company bosses, region managers, heads of divisions. They can operate only within the scope of their own telephone numbers, devices and users, while all costs and settlements are assigned to a specific company. Each company registered in the system can have their own organisational structure (e.g. regions, divisions, cost centres) and their own financial system with charts of accounts and VAT codes.
Such a solution allows the Operator to conduct an analysis of each company separately or together.

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INTERFACE

It is characterised by, among others: an intuitive and user-friendly interface, which applies a number of innovative solutions allowing for the quick input of data and quick access to selected information. The ability to work with many views, giving simultaneous access to many modules and options of adding, viewing and editing data. Performing group operations, which enhances and speeds up work, especially in the case of data modification. Broad configuration possibilities and the creation of profiles allowing for the content of views and the manner of information display to be adjusted to the individual needs of each system user, while the automatic status control  eliminates human errors during the input of critical data.