Within many organizations the volume of work continues to increase while resources decline. Manual-intensive and paper-based processes put a strain on the effectiveness, timeliness, and accuracy of actions and responses. In a web-based environment where response time becomes a critical measurement of performance, effective suspense (i.e. task) management is an imperative. Using technologies to automate and streamline suspense tracking, while providing visibility into the process is critical to the readiness, responsiveness, and productivity of any organization.

Built on a seamless integration between OpenText Content Server™ as a trusted repository and Microsoft® SharePoint® as an infrastructure platform, OpenText Suspense Tracking delivers a robust tasking system that allows for the spontaneous routing of daily work activities from routine to process-oriented collaborative actions which require a formal coordination process. The solution tracks any and all actions or “suspenses” of multiple types to ensure that necessary responses have been made, determine how long it took to respond, and what the response contained. With OpenText Suspense Tracking the entire lifecycle of a suspense is automated, from receiving assignments to initiating, routing, delegating, and generating a response for review, approval, distribution and final archiving.

Benefits

• Improve efficiency by effectively managing staff, processes, and deadlines
• Decrease operational spending by automating recurring and ad hoc tasks
• Minimize errors due to missed suspense dates or project deadlines
• Improve transparency by giving authorized personnel visibility into all phases of a suspense
• Reduce the risk of lost information through the use of a consolidated dashboard, detailed reporting, and an underlying content management repository
• Comply with government standards including Section 508, DoD 5015 RM, GPEA, Digital Signature and E-Signature

Features

• Based on the powerful OpenText Application Governance & Archiving for Microsoft SharePoint module, the solution leverages features such as site metadata, property inheritance, subscription services, enhanced auditing and archiving.
• Personnel at all levels can coordinate and complete vital suspenses across multiple stakeholders including individuals, project teams or ad-hoc working groups—promoting collaboration with online private, secure workspaces and full visibility to management at all stages.
• Users can assign and manage tasks by individual or groups with capability for global actions enabling effective workload management and task reassignments as needed.
• A suspense tracking dashboard gives users a comprehensive view of all suspenses that are clearly labeled and initially prioritized, providing a clear communications history of any suspense and its accompanying information.
• Associated information can easily be attached to the suspense or task assignment including incoming correspondence from a variety of sources, such as paper, e-mail, scanned images, telephone, faxes, and handwritten notes.
• Easily capture attributes and metadata to meet records management requirements. With additional configuration, the solution can be fully integrated into an OpenText Records Management solution, which fully adheres to DoD 5015.