6Cloud Systems Business Software Cloud Computing · Profile: AA's test me d n 5 e s C y Surname...

www.6cloudsystems.com Pty Ltd

6Cloud Systems Business Software

Cloud Computing

Smart Solutions

MAR002 6Cloud Systems Software REV(11)

Page 2 of 37

Corporate overview

Integrated Management Solutions

6Cloud Systems provides a set of integrated management solutions tailored

to meet the demands faced by modern companies.

Effective management – a comprehensive Integrated Management System

(IMS) to manage key business processes

Compliance and Risk Management– HS&E, Corporate, Legislative, Reviews,

Audits, Inspections, Documentation

Process efficiencies and cost savings – through integration of data across

functions providing a single point of entry (eliminate data double entry).

Mobile device integration – Collect data from mobile devices through

offline forms, automatically use form data, extend database components

to mobile devices

Cloud based solution – Business software optimised for internet access, high

availability and data security

Comprehensive integrated product set – a product set that has grown every

year driven by client requirements to work smarter and meet diverse

business demands

Services

6Cloud Systems can provide services to;

deliver real business benefits through implementation of 6Cloud Systems

business software,

assist with business requirements analysis

manage your 6Cloud Systems implementation project

assist with safety system accreditation (AS/NZS 4801:2001, ISO 18001, NSCA

5 Star, NOSA 5 Star) (ISO 9001 quality systems)

build your business a custom database application

Assist with business requirements analysis

Many companies develop specific processes to manage their business and

require these to be supported in a business application. 6Cloud Systems can

work with your business to help map processes and develop business

requirement specifications.


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Manage your implementation project

6Cloud Systems have over 20 years of experience in project managing new

technology and business system implementations. We have the expertise

and experience to manage a successful implementation of our system

within your company.

Assist with Health, Safety, Training, Environmental and Quality Assurance

System accreditation

Key members of 6Cloud Systems have worked within Senior Executive

management positions within Safety, Training and Health and successfully

achieved certification against AS/NZS 4801:2001, ISO 18001, NSCA 5 Star

and NOSA 5 Star, ISO 14001 and ISO 9001 Quality using our software.

The rigorous requirements of these levels of certification have underpinned

the 6Cloud Systems development.

Custom Build Software

6Cloud Systems can build customised modules for your company

that fully integrate with our software (Application Development).

General Functionality

6Cloud Systems provides the following functionality across all

applications

Accessibility – a system accessible by any user from any location

with internet access (24/7)

Certification – Implementing 6Cloud Systems and implementing a

continuous improvement methodology will allow your company to

meet ISO 18001, NSCA 5 Star, NOSA 5 Star, ISO 14001 and ISO 9001

Quality certification requirements.

Custom configuration – the look and feel of the application can be

customised with your company logo and corporate colour theme.

Administration – all modules have an administration level access

that allows configuration of settings and tables to cater for

company specific set up.

Alerts and reminders – e-mail notifications can be set up for many

items, like when an incident is entered, an action is assigned or

when a medical is about to expire.

Reporting – standard and query type reports are available

throughout the applications and include HTLM, Excel and PDF

outputs. Many of these reports include the functionality to “Drill

Down” to specific records.


Page 4 of 37

6Cloud Systems – the right fit for your company

Online Software (Cloud Computing/SaaS)

The only technology required to access and use this software is a computer

or mobile device with internet access (all common browser applications are

supported). The application and data is stored on secure servers in high

availability professional data centres.

Data is secure and remains the customer’s property

Every customer has their own installation of the software and a separate

database. All data (information entered into the system) remains the

property of the Customer and can be handed back to the customer at any

time.

Customised security including SSL encryption and tokens can be

implemented to meet specific client security needs if required.

Access and log on

All users must be set up with a username and password to be able to gain

access to the system (no unauthorised access). This is managed and

maintained within the application by a designated system administrator.

Simply click some check boxes and access rights are added.

Corporate System Integration

6Cloud Systems can be integrated with current corporate/enterprise

database systems to provide a truly seamless implementation. This typically

requires an interface to pull information from and/or push information to a

corporate system.

Examples

Time sheeting solutions – Collection of timesheet data for hand off to

Payroll/finance systems

Processing of offline form data collected for integration with 3rd

party systems (CRM, Customer support, Asset management,

Finance)

Synchronisation of people, plant, asset information between 6Cloud

Systems and 3rd party applications


Page 5 of 37

Effective Solutions

6Cloud Systems is an affordable yet highly effective web based solutions for

today’s business environment. The value proposition to your business

includes;

Sophisticated application – A sophisticated feature rich business

applications that can rival the big company systems.

Scalability – An enterprise level system that is fully scalable to support a

growing business.

Reduced IT costs –There is no big capital outlay for technical infrastructure

or high monthly infrastructure support costs. Pay based on monthly usage.

Utilise industry standard server infrastructure and technology.

Accessibility – A system that is accessible from any location/site that has

internet access (worldwide).

System performance – A system designed to perform well over the internet

and in places with low bandwidth.

Ease of use – A system that is easy and intuitive to use. Users access this

software within a browser and use standard website navigation. This greatly

reduces training requirements.

Data security – your data/information asset is managed within a high

security data centre and nightly backups.

Business continuity – your system can be completely re built from backup

and made available online within hours in the unlikely event of disaster,

ensuring business continuity.

System administration and support. 6Cloud Systems provides a support desk

contactable via e-mail or phone. Worldwide assistance in resolving issues

and providing user support is available.


Page 6 of 37

6Cloud System Software

Introduction

6Cloud Systems is a set of integrated, web based software modules

delivering you an out of the box IMS (Integrated Management System).

6Cloud Systems provides a solution to all your compliance challenges and

delivers key operational capability designed to optimise business

performance.

6Cloud Systems is comprised of Six Standard, our flagship product with the

option of additional integrated modules.


Page 7 of 37

6Cloud Systems

The 6Cloud systems application Suit can provide the following functionality

Home page (intranet portal)

The Home Page module provides an intranet portal to the 6Cloud

System modules in an easy user managed content management

system (CMS).

Use as a communication portal by posting relevant news

articles, alerts and reminder messages

Brand the front page individually for specific client user groups,

alliances and partnerships

Incorporate dashboard items (such as statistics by site and users

actions) to show real time information

Include useful links and shortcuts for system users

Example - home page showing dashboard items


Page 8 of 37

People – Person Record

This is a key module and keeps track of people related information

including training and qualifications. Sites and organisation structure details

are managed within people as well.

People Management

Capture details to create a comprehensive person record (add

customised data entry fields to meet requirements)

History record – keep track of what site a person worked on and job

changes

Medicals – record details of medicals, receive alerts when medicals

are about to expire.

Performance review – engage supervisors on site to conduct

performance reviews

Leadership matrix – drive safety ownership through set up of

individual safety leadership matrixes.

Visas and Permits – keep records of Visas, Passports and work permits

for overseas workers. Receive alerts when these are about to expire.

Personal documents – keep a copy of personal documents such as

letters of offer and contract variations (kept in a confidential area)

Reporting – run reports from a comprehensive list of report options

Manage access – access to 6Cloud Systems is managed from within

the person module. To give a person access simple enter them into

the people module, give them a username and password and click

on some boxes to set their access levels.

(set up access rights for contractors, joint venture partners and

customers)

Sites – set up new sites for your company

Alerts – set up automatic reminders by creating and configure e-

mail alerts for HR, Safety, Action log, and Plant items

Example - Medical records screen


Page 9 of 37

People – Competencies and certification

Training is a key component of the People module and tracks and records

training competencies, assessments, licences and certificates.

Training competencies and certificates

Capture all competencies, certificates, assessments, licences,

information sessions and inductions and upload the scanned

evidence

When booking people on training, set up and track as “Planned”

training (mark as complete when completed and evidence

received)

Receive alerts when training/qualifications are about to expire.

Create skills profiles and setup against people

Conduct training needs analysis by assessing people records against

a skills profile

Map training competencies to plant to show compliant operators

against plant/assets

Provide controlled access to training records from any internet

capable device 24/7

Administration area allow set up and classification of any type of

training/assessment record

Example – Completed training tab


Page 10 of 37

Example - skills matrix report

This example shows if the person has a completed, expired or planned

training against a set of training/competency requirements

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Page 11 of 37

HS&E

The Health Safety and Environmental (HS&E) module provides

comprehensive incident, investigation and management reporting

capabilities. This allows incident analysis at job, site, region and country level

(24/7) and other levels of sophistication required by Corporate

Governance.

The HS&E module provides full functionality to

Record incident details including people, plant and environment

(configure custom incident types and recorded data)

Record a 3 dimensional risk score

Attach pictures, scanned statements and documents to the incident

Record drug testing results and manage Health and wellbeing incidents

Analyse causal factors

Assign and track actions

Complete the full investigation online. A comprehensive incident

investigation section is available for each incident that meets TapRooT

and ICAM investigation requirements.

Record hours and create performance reports, record and manage

claims

Comprehensive reporting including a printed incident report, graphs and

charts and data drill down

Example - graph


Page 12 of 37

HS&E - Environmental

The Health Safety and Environmental (HS&E) module provides additional

data recording and reporting for environmental impact. This includes

recording an environmental incident as well as environmental impact on

any other incident type.

The environmental items captured are configurable by the client.

Environmental inspections and audits form part of the compliance

functionality and are managed through the Action Log module.

Example – environmental tab within an incident


Page 13 of 37

Action Log

The action log incorporates a single place to view and manage events and

assigned actions. This encapsulates the proactive approach your company

is taking to improve quality, reduce waste and meet compliance

requirements.

Some of the key features include;

Set up/record events

Assign actions to people (linked to event with stated actions and dates

to complete by)

Report on actions assigned, actions due and actions overdue

Upload files and photos against events and actions

Link events and actions to items in the master plant list (Plant Module)

Plan, record and report on

Hazards (record identified hazards and mitigation actions in a log)

Audits (capture audit details, compliance and remedial actions)

Safety Interactions (drive a safety culture)

Meetings (create meeting events and record attendance)

6Cloud Systems will work with the customer to customise the Action Log

module to meet business requirements. All parties including contractors

need to be fully involved.

Example – Audits conducted

Example - 3 Dimensional risk assessments


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Plant

The plant module is designed to manage and track all fixed/mobile plant,

equipment and company assets. This allows a single asset register to be

maintained across the company (all countries and sites).

Key features of the plant module include

Plant record and movement history (comprehensive plant details

recorded including picture)

Map competencies/Assessments to plant and show people

authorised to operate plant

Maintenance and service log (workshop log)

Document library link (link documents like user manuals to the plant

record).

Attachments (attach plant specific documents)

Record risk assessments and dates

Reminders (set up reminders to track reoccurring events like

registrations and inspections)

Track readings to keep a record of hours/kms and fuel usage

Track and plan conditional maintenance (e.g. maintenance based

on hours/kms) – issue work orders

Record, track and close out defects

Set up and maintain registers (e.g. fire extinguisher, first aid kits, lifting

gear)

Allocate PPE (Track and report)

Fitter timesheets – Utilise the 6Cloud Timesheet function to to capture

fitter hours against plant and work orders

Reporting

o Fuel usage by site

o Reminders (upcoming inspections, registrations)

o Maintenance (next maintenance/overdue maintenance)


Page 15 of 37

Example - Plant search screen

Example - Plant record


Page 16 of 37

Document Library

Six Systems includes a central corporate document library bringing quality

assurance to your documentation process.

The key features of the Document Library module include;

Comprehensive classification (classify documents according to your

corporate classification schema)

o Set up classification rules/auto number generation

Version control (follow standardised version controlling, view the last

updated date for all documents)

Review dates (set next review date and track a history of all review

events for the document)

Archive (all previous versions are never lost or deleted, but archived,

to be accessed during audits and inspections)

Search options (search library using part of the title or description, or

search by selecting subjects and categories)

Administrative function

o Set up and manage Tabs, Groups, Subjects and Type

o Upload documents and classify

o View number of times a document has been downloaded

o Control who has what rights to view individual documents

Example - Document details (administrator view)


Page 17 of 37

eDirectory

eDirectory allows controlled (read only) access to contact information and

provides a valuable central resource to any project .

eDirectory provides the following features/functions.

Search

o People search - look up contact details

o Site Search - search for a site and display related information

and a list of all people attached to the site

o Company Search – search for contact numbers of

companies, suppliers and customers

Companies, contractors and suppliers – set up records for supplier’s

companies and contractors used and contact details of customers

Schedule – Enter the schedule of key people so that anyone can

view it

Mail merge – create mailing lists to use with mail merge

Printed phone list – create phone lists that export to excel for printing

Example screen


Page 18 of 37

eDirectory – Contractor Management

An advanced feature within eDirectory is Contractor Management.

The contractor management function provides capabilities to.

Set up contractor and supplier files

o Set preferred supplier status

o Define insurance / licence requirements for each contractor

o Upload documents and compliance evidence

Report on contractor and supplier compliance

Set alerts to notify when insurances and licences are about to expire

Example screen


Page 19 of 37

Cloud Drive

Cloud Drive is an integrated file sharing and storage platform that stores

data (files) in limitless “Cloud Storage”. Access to create folders, upload

and download, move and delete files is controlled by user roles.

Upload reports, photos and files directly from site.

Share specific files with contractors and clients (provide access to

files that are too big to email).

Set up access groups (user roles) and control who can see and do

what.

Full administrator access to control the platform.

Track who has uploaded and downloaded files (including their

location)

Unlimited storage (storage is expandable – first 50GB free)

Example screen


Page 20 of 37

Inventory

This application provides you with a basic inventory management system

that integrates with Six Systems Standard and allows you a corporate view

of all inventory/stock/parts kept at all sites. This enables you to

Locate stock/parts - Search for and find a specific part anywhere in

the company.

Parts Suppliers – identify supplier for parts and set preferred suppliers

Manage availability - Keep track of what is stored where, stock levels

and what needs to be purchased

Reduce/Manage Costs - Keep an eye on the value of stock held

nationally and by site

Keep accurate details - Print out a stock take report and undertake

stock takes

Diagram – inventory relationships


Page 21 of 37

Recruitment

This application is designed to integrate with your current Internet site. This

application gives you the functionality to create jobs, publish them to a

page on your internet site, accept job applications (complete with

attached CV and cover letter) and process them, all through a backend

database.

Applicants can be managed through a customizable workflow process with

relevant skills and qualifications tagged to their application. This information

can be queried to search for people that match specified skills profiles.

Deliver online job application functionality within your external

website

Manage all job applications in a central location

Automat recruitment processes

Note: Six Recruit can also be linked to a recruitment platform like SEEK

(through an on-link agreement) so that applications made on SEEK link to

and use SIX Recruit for the application.

Example – Vacancy creation and Current Vacancy Display


Page 22 of 37

E-Learning

This module provides an integrated system to manage students and deliver

training (Learning Management System - LMS) and to create custom online

training programs (content Management System – CMS).

Create media rich custom training programs; reduce costs by delivering

training and inductions on line. Track when people log on and do training,

automatically update their training records, get automatic alerts when

inductions are about to expire.

Key features of this module include;

My Account – a section for trainees to view progress against their

training and enrol on courses.

Course Management – enrol people on training and send them e-mail

alerts. View who is scheduled.

Course Content Creation – Easy to use content management system.

Use this to create training courses incorporating multimedia items (Text,

graphics, animation, sound and video)

Reporting – run reports

Training can be accessed through a visitor mode, for people visiting your

site or a login mode (for staff and contractors) requiring a username and

password.

Note: A persons training record in Six Systems (people module) is

automatically updated when E-learning training is completed.

Student account screen example


Page 23 of 37

Example screens – course creation/authoring and course


Page 24 of 37

Daily Operations

The Daily Operations module provides a collaboration platform for gathering and

sharing operational information that does not fit in any of the other modules.

Electronic journal

A function that allows an electronic journal to be kept for each job and includes

capture of details such as;

Recording supervisor details and description of work completed

Visitors to site (Visitors/contractors)

Customisable journal entries – specify journal entry options, capture

time lost and man hours

Attachments – Attach scans of hand written reports and photos

Example – Screen shots


Page 25 of 37

Time Sheets

Timesheets can be automated through use of a 6Cloud form or entered directly into

Daily Operations. Key functions include

Customisable timesheet entry forms (6Cloud Forms)

Supervisor approval process

Awards calculation (a configurable award calculator)

Reporting – Operations output report, Payroll output report



Page 26 of 37

Business Development (CRM)

The 6Cloud Systems Customer Relationship Management (CRM) module is designed to

manage the business development within civil, mining and drilling industries.

Some of the key features include

Central location to store all contacts and company details for current

and perspective customers

Collaboration platform allowing those that are involved in business

development to contribute, share information and be allocated tasks

with system reminders

Track all identified opportunities and submissions (Tenders, EOI, Pre-bids)

Record all conversations and comments and upload documents



Page 27 of 37

6Cloud Forms

6Cloud forms allows traditional paper based forms such as pre-starts, inspections and

audits to be completed on mobile devices such as iPhones, iPads & Android devices.


A forms creation platform – create electronic versions of your forms with

a simple drag and drop interface or use/modify forms from the forms

library

o Multiple question types

o Conditional logic

o Geo positioning data collection from device

o Photo capture and Signature capture

Set up user groups and allocate forms to them (control what forms are

available to what users)

Accessing a form

o Browser access – the forms platform can be accessed via any

device and form filled out using the device browser (must be

connected to the internet)

o iPhone/iPad app – down load the app from the app store, enter

account code and sync forms for offline use. If filled in offline, data

is automatically uploaded to the database when device next

connects to the internet

All information submitted is stored on the forms database for viewing

and is passed to relevant modules within 6Cloud Systems


Page 28 of 37

Client Portal

6Cloud Systems also provides custom client portals to parts of your database and

provides read only access to specified data.

This is a revolutionary point of difference that can be offered to your clients.


Feature

o Access to documents (Document Library)

o Access to client specific People and plant records

o Access to client specific Incident, audit, inspection and

compliance records

o Online client signoff of daily work (Including day works and project

progress.

This is an add on module that provides controlled client login and

access. Data in other applications can be pulled and viewed as

read only

Example – Screen shot


Page 29 of 37

Drill and Blast

Drill plod application (Drill and Blast operations – to improve data

collection and reporting)

A web application solution for recording drill hole data against a

drill plan.


Upload of a drill plan file (x, y, z coordinates)

Capture of data against planned holes

Drill production reporting

Client reporting and sign off

Links with Daily Operations module for consolidated views and

reporting



Page 30 of 37

Exploration Drilling

Drill plod for exploration drilling (Exploration Drilling operations – to

improve data collection and reporting, streamline plod signoff by

client, automate progress claim generation and payroll

calculations)

A web application solution for recording drilling activity against a

HoleID and Drill rig.


Set up of drilling projects (Site, Client, cost codes, pricing matrix,

consumables)

Capture of drill plod data online with smart capture screens

Workflow and integration with Client portal to provide a platform for

client to review and sign off submitted plods


reporting

Production reports including

o Downtime analysis

o Production

o Operations hours and payroll export

o Survey details and analysis

o Export to client

o Progress claim



Page 31 of 37

Weld Book

Electro/Poly weld book (Civil/Pipelines – to improve Weld QA data

gathering and reporting)

A solution for collecting weld details in the field using iPads,

allocating field inspection jobs for the welds and providing

consolidated QA reporting.


Capture of weld details (synched from iPad to cloud database)

Workflow to review submitted welds and submit welds to filed inspectors

for Physical inspection and sign off

Comprehensive QA reports and data downloads



Page 32 of 37

Field Operations (Civil)

Daily Operations Reporting (Civil – to improve field production reporting)

The field operations (Civil) application provides a daily reporting functionality tailored

to civil construction work. The functionality includes

Capture of people and plant hours against project cost codes

Complete daily journal including attachments and photo uploads

Auto calculations and field pre fills (SMU hour and people hour

calculations, last SMU reading, pre-set daily hours)

Buy, sell and revenue rates for profitability analysis

Export to payroll (Operator timesheet hours)

Reports for progress claim, dayworks, daily progress


reporting



Page 33 of 37

Field Operations (Technician)

Field worker time sheets (Building/lift installations – to improve

timesheet process and project tracking)

A web based application, accessed in the field via smartphone

and used to collect time sheet and project progress data from

individual workers. This also includes workflow for supervisor sign off

and allowances/expense submission.

Track hours against multiple jobs including expense submission and

receipt upload

Track completion against project tasks

Timesheet workflow and sign off

Output to payroll, online payslips and notifications


reporting



Page 34 of 37

Resource Plan

Resource Planner (Small job planning – to improve planning,

resource allocation and visibility)

A collaborative platform for creating work packages and

allocating people and plant resources. Key feature include

Display of planned, approved and completed work in calendar view

Print out of a job sheet

Sync with Offline forms to allow timesheet entry (Individual or gang

sheets)

Reconcile planned against actual

Report on resource utilisation


.


Page 35 of 37

Appendix A - Business Benefits

Module Business benefits

Home Page

Initial log on page and intranet portal

including news and links

Additional communication channel

(company intranet/staff ownership)

Improved access to corporate

information

Controlled access

Cloud Drive

An integrated file share platform allowing

managed sharing of operations documents

and information

Increased business continuity with

unlimited cloud based storage and

backup

Collaboration (internal/external) –

file share platform

24/7 global access

HS&E

Health Safety and environmental incident

recording, management, investigation and

reporting

Reduced incident rates and

improved safety compliance

Improve management information

and client reporting

Support and underpin safety

certification/accreditation

Meet compliance requirements

Action Log

Proactive identification and management

of items that require action identification

and close out including Risks, Hazards and

non-conformances

Improved management (proactive

not reactive)

Continuous business improvement

(Plan, Do, Review)

Increased personal accountability

Risk management

Improve compliance reporting

Higher team performance

Improved quality

People

Establishment of comprehensive people

records including training/competencies

management

Companywide people and training

reporting (better management)

Better access to people information

Reduced administration

Manages all people (Staff, Wages,

contractors, visitors)

Real time reporting

Improved compliance (evidence of

competency)


Page 36 of 37


Plant

Manage and track all company fixed and

mobile plant, equipment and company

assets

Better plant management

Improved access to plant details

(single company register)

Reduced maintenance costs

through conditional and scheduled

maintenance

Easy creation of registers

Inventory

An integrated inventory/stores system that

allows a corporate view of all

inventory/stock/parts at all sites

Reduce cost of overstocking

Improve ability to locate spare

parts

Reduce administrative costs

Document Library

A central online document library for your

company with full document management

Elimination of uncontrolled

documents

Underpins ISO9001 Quality

certification

Increases accessibility of corporate

documents

eDirectry

eDirectory allows controlled (read only)

access to contact information for your

people and sites

Improved communication (through

access to up to date contact

information)

Improved productivity

Improved information accessibility

Daily Operations

A platform for recording and sharing

operational information (replaces paper

journal

Online operations log

Improve shift handovers

Improve information sharing and

reporting

Better security of corporate

information

eLearning (LMS)

Integrated online inductions and training

platform

Reduce training/administration

costs

Ensure training consistency

Improve compliance

Business Development (CRM)

A customer relationship management (CRM)

module

Improved tracking of all contacts,

companies and opportunities

Better communication and

collaboration amongst the BD team

Improved management information


Page 37 of 37


Recruitment

A recruitment database for creating and

posting vacancies and managing/

processing applications

Streamline your recruitment

process

Increase your company brand

awareness by having jobs posted

on your internet site

Develop a searchable database of

candidates for upcoming jobs

6Cloud Forms

Platform for creating forms, and

synchronizing data collection with mobile

devices (iPhone/ iPad & android devices)

Improve ease of pre starts,

Inspections and Audits

Increase worker participation

Reduces paperwork

Extends 6Cloud Systems

functionality to the field

Full integration with 6Cloud System

modules

Business Specific Application Development

Development of customized business

applications

Greater visibility of process and

information

Improved efficiencies

Reduced rework

Reduced costs

Better reporting

A competitive advantage

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