client extranet
OverviewLiberate your administration to increase productivity and creativity
The following information provides existing and future clients with a summary and outline of the key features and operational benefits of Tentacle’s client extranet facility. A resource dedicated to managing client relationships and projects with clarity, transparency, attention to detail and a focus on delivering first class customer service and productivity.
Easy to Use:
Tentacle client extranet requires no software to be installed on Monitors computer network. As an online extranet, the system only requires an internet connection and a web browser. The process for managing projects through the interface is much the same as using email applications through your web browser - such as Yahoo, Hotmail, Facebook or Linkedin.
Welcome to SAAS! (Software As A Service)
1. Proven Technology:
Tentacle’s client extranet is built on open standards which are proven for their security, reliability and fast performance.
2. Project Management Dashboard:
Tentacle’s client extranet provides an intuitive Project Management Dashboard, giving Tentacle and Monitor staff ‘real-time’ ‘at a glance’ access to all of Monitors key project performance indicators using shared project calendars and easy to read Gantt chart schedules with dedicated milestone markers. These ensure that project requirements are clear and easy to monitor, thereby significantly reducing risk and increasing performance and quality across all project areas from communications, file supply, draft tracking, maintaining schedules and sign off of final drafts.
3. Risk assessment and issues management:
Predictive Search, Auto Emails and Daily Summary tools make it easy to stay on top of and prepare in advance for project tasks. They also enable future conflicts or risks to be flagged up and identified at the scheduling stage of a job before work even commences on a project, ensuring that these can be dealt with immediately through careful planning, rather then having to react mid-way through a project or at the point of conflict itself. This means the project management tool enables us to be pro-active rather then reactive to risks and issues.
The additional benefit of the real-time planning and Gantt Chart visualisation used by the system is that if project specifications change mid-way through the process the ramifications can be tracked, measured and addressed in advance down the supply chain and across the full term of the proposed schedule and not just in relation to that particular project but also in relation to other Monitor projects that are ‘live’ or scheduled to begin on the system.
Tentacle’s directors can also asses the impact of these changes across all other client projects booked in on the system to ensure that our capacity and quality service levels are not overstretched and drop as a result because the system enables us to identify bottle necks and ensure staffing levels are increased to accommodate the required work levels.
4. Reduce stress on Email Servers:
With Tentacle’s client extranet, assets are held on the scalable central server. When files are uploaded to be shared, only a web link to the file on the extranet would be sent to the designated client team within Monitor - thus reducing the amount of bandwidth and storage space required for both organisations Email servers. (eg: No physical attachment is sent).
5. Version Control:
All files are managed with Version Control. When Tentacle uploads a file to a project, if a file of the same name exists, a new version is automatically created. All comments and approvals are retained for previous draft versions providing a full and accessible Audit Trail.
6. Online Feedback & Approvals:
Through the centralised system, Monitor staff can review, feedback and approve tasks and projects online. Feedback and approvals are then stored in the extranet database and timestamped as well as generating an auto email notification that goes out to the whole project user group keeping everyone involved in the project in both organisation up-to-date with the latest information and activity.
7. Large File Uploads:
Easily upload files of up to 500mb. This will be of great benefit to the Monitor project team, enabling them to supply us with and keep track of high resolution images potentially for each design project rather then clogging up their email application and server transferring and retaining original source files.
8. Flexibility
While unlikely, if Monitor have a bespoke requirement with regards to a crucial aspect of project management that is not covered by the client extranet system, Tentacle are happy to discuss the options for developing and implementing a module to provide this functionality.
9. Accurate Reporting:
Tentacle’s client extranet enables clear visibility of what is happening on Monitor projects in real time by providing reports across
> Time utilisation
> Task activity
> Staff activity
> Client activity
> File activity
> Project status (waiting approval/approved/signed off)
> Current and planned work
These reports enable Tentacle to monitor the fluctuations in work levels across all current Monitor projects and forecast future requirements for planned or scheduled work to ensure that the quality and level of service is maintained and where possible, exceeded.
10. Online Gantt Charts:
Tentacle’s client extranet generates real-time Gantt Charts of ‘live’ Monitor projects on the system, providing clear visualisation of Monitors projects progress and milestones.
(A Gantt chart is a type of bar chart that illustrates a project schedule. Gantt charts illustrate the start and finish dates of the terminal elements and summary elements of a project. Terminal elements and summary elements comprise the work breakdown structure of the project. Some Gantt charts also show the dependency (i.e, precedence network) relationships between activities. Gantt charts also show current schedule status using percent-complete shadings and a vertical "TODAY" line to enable time sensitive tracking.)
11. Reduce Project Slippage:
Tentacle’s client extranet Centralises communications within the web portal, ensuring that dialogue and status/sign off on each and every project commissioned by Monitor would not be lost as a result of the following potential risks:
technical issues
> Monitor email server/server going down
> Tentacle email server/server going down
> one of Monitors PC stations malfunctioning
> one of Tentacle’s Apple Mac’s malfunctioning
NB- if either organisations primary and secondary web access fails then the project files can be accessed remotely from any location with a web service or wireless network. Alternatively if a client is working from home they do not require access to their PC station and email account at work - they can simply log on to the Tentacle client extranet extranet using their home connection to continue working on the project.
personnel issues
> Monitor project manager unavailable through annual leave or illness
> Tentacle project staff unavailable through annual leave or illness
Centralising the communications means that the above risks are neutralised and the continuity of a project can be maintained with the files for each job being independently available. This means that in the worse case scenario, replacement individuals from either Monitor or Tentacle can review online the project history, schedule and current status to ensure the project is continued and completed on time.
Additionally, project feedback from Monitor is available for Tentacle’s directors to review and act on if required. This provides the director’s with the opportunity of being pro-active, adding value and ensuring quality of service at every stage of a project and does not rely on individual reporting by team members.
12. Never miss a Request:
Using an online Task Management Tool means that we have removed the risk of losing requests from Monitor’s project managers - including notes, feedback, amended pdfs and approvals of specific drafts via the usual email process of communication. Imagine working on a project and never hearing the design team say - sorry we didn’t get that email and attachment.
13. Never lose a File:
Using the centralised file manager means you will never lose a file due to email filters / file size restrictions, or simply deleting it by mistake from your overfull Inbox. Furthermore - because files are kept for the lifetime of project in the project structure, you will be able to go back to files when you need to refer to them. This means that Tentacle’s attention to project detail is second to none.
14. Manage Large Numbers of Files:
Features like Drag & Drop File Uploads, Meta Data Search, Virtual Folders, ZIP Archive Creation and Easy to Manage access permissions,make it easy to share AND FIND large numbers of files.
15. Manage Large Numbers of Tasks:
The Tentacle extranet treats Task Management very seriously. Our task management database supports workflow, history, notes, attachments, groups, task status, task type, time tracking.
16. Knowledge Base:
The extranet Integrates Task Management with Asset Management. So, simply by using the system - all your assets (Files, Tasks, Notes, Users, History, sign off) are centralised in to a scalable Knowledge Base.
Specific function features
Collaboration
17. Team Summary Page:
Each project has a ‘Team Summary’ page, providing Monitor project managers with an overview of the people working on the relevant project within Tentacle.
18. Shared Project Calendar:
This enables staff within Tentacle and Monitor to review up-coming tasks and milestones within the shared Project Calendar area.
19. Dynamic Activity Summary:
All recent activity is displayed internally as an Activity Summary on Tentacle’s client extranet homepage Dashboard. The dashboard enables us to see activity across all projects. For clients and suppliers however, they can only see activity in the individual projects they are involved with. This means that Tentacle can work effectively with various teams within an organisation without them becoming confused or interested in the details of another project their organisation may be undertaking with us.
20. Project Templates - streamlined process:
The client extranet allows Tentacle to duplicate an existing project to use as a new project template. This means we can setup pre-defined projects for Monitor - such as for ‘Briefing Documents for MPs’ or ‘Commissioners’ - with set Document Templates and Task Templates - so we are ready to go at the drop of a hat when a new project starts and all the required milestones will be in place - this is essential for projects such as Monitor’s Briefing Documents which are required to be turned around very quickly but with the extranet they can still be accommodated and processed within the project management system without involving excessive and time-consuming administration to set the project up each time.
21. Auto Email Alerts:
For most functions there is an Auto Email Notification feature. So, if a member of the design team in Tentacle creates an upload, leaves feedback on a note from the Monitor client team or makes an update to a design draft - letting other people in the Tentacle design team know about it is instant, accessible and trackable and avoids missed messages scribbled on Post-it-notes or left with other members of the team who may not remember to pass on the message or be around at the crucial moment. Notification of the completed activity is automatically emailed to the project team members and is available to view with the client extranet if the other team member don’t pick up their emails before next attending to the project. This ensures that all eventualities with regards to communication risks are accounted for and neutralised.
22. Integrated Asset & Task Management:
Tentacle client extranet is unique in that it has full integration of Task and File management. This gives Tentacle powerful tools to make sure that all members of the project team - including the client and suppliers - have the right information at the right time.
Project / Asset management
23. Project Management Dashboard:
The Tentacle client extranet provides an intuitive Project Management Dashboard, giving Tentacle Directors ‘at a glance’ access to all of Monitors key project performance indicators.
24. Version Control:
All files are managed with Version Control. When you upload a file to a project, if a file of the same name exists, a new version is automatically created. All comments and approvals are retained for previous versions supporting a full Audit Trail.
25. Online Feedback & Approvals:
Through the centralised system, clients and internal stakeholders can review, feedback and approve assets online. Feedback and approvals are stored in the database and timestamped as well as auto email notification to the project user group.
26. Drag & Drop Upload:
Features like Drag & Drop File Uploads, Meta Data Search, VirtualFolders, ZIP Archive Creation and Easy to Manage access permissions, make it easy to share AND FIND large numbers of files.
27. Large File Uploads:
Easily upload files of up to 500mb. This will be of great benefit to the Monitor project team, enabling them to supply us with and keep track of high resolution images for each project rather then clog up their email application with original source files.
28. Progress Bar for Uploads:
A graphical progress bar is displayed during upload, accurately showing you the progress of your upload.
29. Virtual Folders:
Organise file uploads into Virtual Folders. Files can be moved through the online ‘drag and drop’ AJAX interface. Thus improving the organisation of files.
30. Auto-Complete Search:
The Asset Search tool provides an ‘Auto-Complete’ function. So, if you cannot remember exactly what a file is called, simply type part of the file name, and the system will find it for you.
31. Zip Downloads:
At the completion of a project Tentacle download and back up the full project Archives to our Archive server before it is removed from the Tentacle extranet. The records can also be exported to a single folder as a ZIP file. This is great for capturing all assets related to a project for future reference.
32. File List Export:
Handy for meetings and progress tracking - you can export a list of all files for a project as an Excel file - including version and approval information.
33. Microsite Upload:
Another unique feature for Tentacle’s website development work is the ability to upload a complete ‘Microsite’ to the extranet system. This is great for clients to review and live test the site, provide feedback and approval.
34. Upload Dashboard Report:
All file upload activity is recorded and displayed on the Tentacle’s internal Project Summary Dashboard.
35. Access Permissions:
Tentacle can assign access control with easy to use groups at a folder or Project Level.
Task management
36. Task Management for Thousands of Tasks:
Tentacle client extranet treats Task Management very seriously. Our task management database supports workflow, history, notes, attachments, groups, task status, task type, time tracking.
Predictive Search, Auto Emails and Daily Summary tools makes it easy for Tentacle staff to stay on top of Monitor project tasks using the Project Management System.
37. Task Grouping:
Create Tasks and Sub-Tasks which enable Tentacle to better organise Monitor’s project delivery into logical groups - admin / creative / typesetting / amendments
38. Flexible Task Grouping:
In the real world, tasks are grouped. The extranet allows us to easily group tasks in a ‘nested’’ fashion. We can even ‘drag and drop’ tasks between groups for easy management so that we are aware of all of Monitors projects running with us at any one time. This means that we never lose track of a single job or related task no matter how many Monitor projects we are managing.
39. Task Classification:
Create Task Status & Types to track tasks which are relevant to Monitors projects. This enables more powerful Task Reporting and Filtering which is essential and especially valuable when we have multiple tasks to complete in response to Monitors projects requirements
40. Task Multi-Assignment:
Assign tasks to one user, multiple users or a group.
brainstorming / designing
41. Task Workflow:
The extranet can be set to automatically progress tasks through certain steps, and assign them to specific users or groups. This has become a very powerful way to ensure our proven project management process is accessible and easy to follow for staff, freelancers and clients alike.
42. Task Filters & Reports:
Easy to Use Task Filters allow Tentacle to create Reports on Tasks based on: Type, Status, Owner, Reported By, Project and Client.
43. Task Notes:
We can add notes to a task, allowing Tentacle staff to update the progress of a task, and leave notes for other users internally within Tentacle or externally within Monitors project team. This is especially useful when we are moving a task through a workflow, such as taking approved creative concepts through to the design, layout and typesetting stage of a project, and the creative director needs the next user (designer / typesetter) to know what they have done and what needs to be done next.
44. Multiple Task Attachments:
Attach multiple files to a single task note. Task attachments are then available directly in the ‘Asset Manager’ area of the project, and benefit from all the file management features such as Comments, Version Control, Approvals. This is a great way to manage files linked to workflow. EG: Document or Creative approvals.
45. Task History:
The extranet builds a comprehensive history of all Task Activity, so Tentacle directors can build a picture of how effectively a task has been managed. This is great for managing ‘problem’ situations and providing detailed feedback and learning points on the progress of a project.
46. Time Tracking:
Track time utilisation at a Task and Project level. This gives you an additional detail on how time is used in your projects - and the impact on our business relationship with Monitor.
47. Email Notifications:
The task manager has easy to use Task Notifications allowing automatic notification to assigned users and groups PLUS custom notifications to interested parties.
User set up and security
48. Easy to add new users:
Tentacle can add new users within the Monitor project management team to live projects as and when required. When a user is created, Tentacle send an auto email with the users login details and a link to the client to enable them to log in and get to work. This enables the system to track and report on individual team contributions and activity. Easy.
49. Project Setup:
For each project Tentacle sets up a Team Summary page that provides contact details of both Tentacle and Monitor project team members - a Project Leader can also be designated. Third party suppliers such as photographers and printers can also be included ensuring that our process is inclusive of all aspects of a commission and remains transparent so that the value of our service can be audited.
50. Easy to Implement Security:
Restricting access to projects and functionality is very important. The client extranet makes it easy to control who can see and feedback on files and tasks client side - and who can Create, Edit, Update new Files and Tasks within the Tentacle team and any required freelance team members.
51. Secure System Search:
The search tool in the system covers Files, Comments, Tasks, Notes and Attachments. Furthermore, the search is secured according to the security profiles for each project - so the client can be secure in the knowledge that only approved users will be able to find what is relevant to their search within their own designated project area. This avoids cross pollination of information across multiple Monitor projects that may be live on the system at any one time and ensures that communications are not scrambled.
52. Asset Encryption:
Files in the extranet system are held in encrypted virtual folders. Unlike other systems, you can only access files when you are logged into the system.
53. User Audit Trail:
All activity within the extranet is tracked in the central database. Logins, Clicks - even Emails are recorded - so that Tentacle’s directors can check ‘who saw what - and when and what feedback or actions they undertook’.
54. User Groups:
Users can be organised into Groups, which can in turn be used to further refine permissions and workflows in relation to live projects on the system.
55. No Technical Skills Required:
No advanced technical skills or knowledge is required to use the client extranet system - it is intuitive to learn, does not require tutorials and is not accompanied by a door wedge of a manual to digest. Tentacle staff are always happy to provide advice and guidance to Monitor staff regarding the use of the system if anything is unclear or does not appear to be functioning correctly.
56. Data Recovery:
Daily back ups are undertaken of the whole system and stored on a separate parallel server to ensure full recoverability of files and no loss in continuation of service provision in the event of any severe problems with the main server or primary network.