The APAR Management System is an application that would help any department which has to maintain the APAR documentation in storing all the data currently being manually maintained regarding APARs, tracking the APARs, maintaining their status and in generating the reports. The application thus not only reduces both the cost and effort in retaining the present process, but also improves efficiency by providing extra features and minimizing manual errors.
Following are the salient features of the application:
- Security and User-Management
- APAR Tracking
- Data Storage and Management
- Report Generation
Security and User-Management:
This application with Access-Based Logins can be configured to meet specific demands and has a very high level of security considering the sensitive nature of documents that are handled.
The application contains a very incisive tracking mechanism that helps monitor the APARs physical process flow. The mechanism not only provides the information to the department concerned about the whereabouts of the APAR but also has the ability to find out if the APAR flow is being delayed or if the APAR has been missed.
The application’s tracking mechanism handles all the policies involving the movement of an APAR be it in the dispatch-receive process (including monitoring the time-schedule with self-appraisal, reporting and reviewing) ,Dossier Movements between Representations or Departments.
In case of delays, the application can generate alerts for the APAR handling cell and/or help them generate template-based reminders to be sent to users.
Data Storage and Management:
This application acts as a repository to store the complete APAR information (including historical records) with the officer’s basic information and the APAR’s peripheral information like representation details. The data stored may be archived if the officer retires or exits from service for any other reason.
APAR itself is physically scanned and saved to the memory. Thus, the APAR viewing is accessible on the click of a button as opposed to locating the APAR. Moreover, handling of the physical report is greatly reduced. The APARs can be viewed by the officer concerned by simply logging on to the application from his/her own machine. As the system is login-based, the officer would only be able to view his/her own APAR.
This application has an effective database backup mechanism in case of data losses and system crashes.
The application user-interface has been made such that it is extremely user-friendly in all aspects – be it data entry, modifications, tracking or report generation.
The application search engine are highly optimized and provide quick retrieval of data for report generation and other purposes. The criterion for searching not only includes basic fields, but also incorporates additional search fields according to the requirement of department.
The application data repository and search engine combine to provide a very department-specific Report Generation System. The reports include standard reports such as all the historical APARs – or missing, unavailable APARs with their status and reasons for the specific officer or officers matching certain criteria. The reports also include advanced reports which are customized to the department’s needs like when it comes to tracking the APARs or Reports based on advanced search criteria. The reports are not limited to APAR related information but can also provide other important reports relating to Superannuation reports the officer’s personal data as much lies within the scope of the application.
This application also provides the Flag feature. This enables the application user to define flags for specific purposes and assign them to officers, APARs, departments etc. This helps in locating the entity quickly amongst a lengthy list.
The reports would also not been limited to static or pre-defined reports but the user would be able to dynamic report i.e. the fields to be included in the report can be decided by the user himself. The reports generated can be exported to Excel, Word, PDF and other popular file formats depending on the needs of the department or can be printed from the screen directly.