This page lists the full feature set of the SmartLibrary system.
Process Library
► a collection of Books, Templates, Guides, Samples, Standards and Directives.
► News and Forums associated with a particular library.
Available libraries
► SmartMatix specific pre-defined libraries or,
► Empty process library containers, to add your own defined processes.
Tailoring of SmartMatix process libraries
► Brand & amend SmartMatix base templates with your own organization’s logo and copyright statements.
► The SmartMatix base templates are unique in that they provide key-board shortcuts for a range of styles to quickly apply a consistent layout without needing the mouse (reduce RSI).
► Upload Organisation-specific sample files for each template place holder
(SmartMatix does not provide samples since generic examples just don’t work)
► Upload additional organization-specific Templates and associated Guides and Samples
► Upload organization-specific Standards and Directives
► Add organization-specific Standards and Guides in on-line protected book form (on-line edit), to protect the intellectual property of your guides and standards.
Version management of libraries
► The Organisation’s process libraries are independent of the versions published by the Master instance;
► You can elect to skip versions;
► You can merge the current version with any later version;
► You can retain some or all of your current Templates and Guides (in which case you just get the new books);
► When you publish your amended instance, all templates, guides and standards that have been modified will be marked as “New” for a duration (period) set by you.
► With regards to software processes, version management of process definition artifacts, is a CMMI level 3 KPA!
Security and Intellectual Property protection
► The system tailors access to information based on the following roles:
- User – authenticated and authorised person with read access only
- Line Manager (Mgr), like user but can inspect uptake statistics
- Process Improvement Manager (PIM) – full rights to the Organization instance.
- Admin – Admin role for the organization to set up users and allocate libraries and roles
► Names are unique across all organisations to ensure users can access their organization’s materials only.
► To protect business-unique processes, organization-specific work can be protected against electronic copying / screen scraping and / or printing.
Editing
► MS-Word-like editor, which has been configured for a range of MS-Word styles to retain a consistent layout when using copy / paste;
► Insert jpg’s or gifs and add hyperlinks using the editor’s hotspots feature;
► Custom word replacement - marked words that can be replaced by words of your choice; For example project phases can be replaced by those in use in your organisation;
► Global search and replace of text throughout the collection of pages of the “book”;
► Automatic cross index generation, which creates a table of links for each “reference text” specified by you;
► Create Hyper-links to locations in the current book, or other books which are independent of the book version!
Interfacing
► To create a seamless integration with Lotus Notes, MS-Sharepoint or say your intranet system, the SmartLibrary can now be accessed by the user through a one click event from those environments.
Sharing and learning
► Provides a News function by process library, to disseminate information on process improvement and adoption aspects.
► Provides Forums by process library, where Users can add their discussions, and look up frequently asked questions. Moderated by the Process Improvement Manager (PIM) assigned to the library.
► The PIM role has user rights access to the SmartLibrary Master Instance for News and Forums. This creates a community of interest for all participating organizations; moderated by the Master’s PIM.
► Add / maintain hyperlinks to other useful sites, for display on the Goto menu.
✉ mail to colleague