A few of the many functions available in CMITS.

Comprehensive Electoral Roll Integration

Fully Integrated Email Client

Fully Integrated with Microsoft Office

Visualise Your Data Geographically and in Charts

Integrated Mail-merge and Bulk Emailing

Comprehensive Case Review Options

Text Snippet Library and Case Profiles

Link Cases to Policy and Government Departments

CMITS

Helping you to help those who elected you to serve.

  •   Comprehensive Electoral Roll Integration

    CMITS is designed to help you add cases quickly by utilising Electoral Register integration, In a couple of clicks the constituent is added to the system. The advantage of this, aside from it being quick, is the peace of mind that the address details are formatted correctly. It also reduces the opportunity for typos which you would risk if entering the address manually.

     

    One key improvement we have made, is the addition of a Household Filter. Traditionally, working with the electoral register can be troublesome, as it shows all registered voters at an address. By providing a Filter Households function, CMITS can address letters according to who lives at the selected address. For example, if all have the same surname, CMITS will address the letter to The Smith Family, if there is more than one surname at the address, it will address letters to The Residents.

     

    As part of your annual support subscription, we update the register for you each year. All you need to do is supply us with a csv file of the electronic register from your local authority and we will make sure your register is kept up to date.

     

    So whether you want to create a new constituent record or write to everyone in a village or on a street, you are a few button clicks away from communicating your message to them.

  •   View Screen-shots for Electoral Roll Integration

  •   Fully Integrated Email Client

    Whether you are creating letters or emails, we know the importance of making the creation process quick and seamless. To this end, we have baked in an email client directly to the system, so you can send case related emails from directly inside the case record. As emails are created, they contain a unique ID, so that when the recipient replies, CMITS can automatically attach the reply to the case in question. CMITS has an integrated  Email Manager that effectively acts as a Casework Inbox. This enables you to first view an email response before giving the go ahead to add it to a case. When you open a email reply, you can even press a button to see a summary of the case within the email itself without having to take up valuable time navigating to the case record.

     

    So whether you are sending an email to an individual, or sending an email to a group of constituents, the process is fast and simple. We provide access to a Standard Media Library and this is where you can store standard responses which can then be sent as letters or by email.

     

    As CMITS works hand in hand with Outlook or any other external mail service, there is no duplication of effort. Whatever you see in your normal mail client, is what you see in the CMITS Email Manager. You can quickly identify and isolate lobbying emails and effortlessly send a standard response in the time it takes to formulate a response. If you already have a response in you Standard Media Library, you are just a couple of clicks away!

     

    Where constituents want to opt out of receiving emails from you, you can setup the unsubscribe at both top level, so they get no emails on any subject, or at case level, so they just don't get communications on a particular issue. Once unsubscribe, you can rest assured they will only get information they want to receive.

     

  •   View Screen-shots for the CMITS Email Manager

  •   Fully Intergarted with Microsoft Office

    Given the volume of emails staff have to deal with, we understand the need to streamline the process when it comes to handling case related email. Unlike other systems on offer, CMITS is a hybridised application that can share data via a web browser, or interact directly with your desktop applications.

     

    We think it makes sense to use applications you are familiar with to do the things you need to on a day to day basis. When you have access to a desktop PC, why not leverage the power that this provides. Integration with MS Office, provides you the flexibility to work the way you want and not the way the system wants you to work. If you are in Outlook and have an open email you want to save to a case, then just press capture email and it's done. The same if you have a spreadsheet or a Word document open. CMITS is about best utilising the software assets you have at your disposal to work effectively.

     

    We have worked very hard to integrate with Office 365, so that as the Office Suite of applications evolves, so does its relationship with CMITS.

  •   View Screen-shots for Microsoft Office Integration

  •   Visualise Your Data Geographically and in Charts

    Having invested all that time and effort into recording every issue raised by a constituent, the big pay-off is the ability to analyse the data and better understand the key issues. There are many ways to do this and traditionally this has been done via data exports to Excel. You will be pleased to note that CMITS still honours this time honoured method for recording bulk data.

     

    However in the new world, it's all about data visualisation and CMITS does this with integrated graph options.

     

    Taking this a step further, CMITS also offers geographical visualisation via Google Maps. So for example in a button click, you can see the geographical location of all antisocial behaviour cases. A full range of maps are available right down to street level.

     

    Moving forward, we are now working on map data overlays that can overlay socioeconomic data onto your maps, so you can for example look at crime hotspots and see how that relates to cases held on file. Maps look set to be able to provide a wealth of valuable information that will better help you understand trends within the data you hold in CMITS. By geographically mapping wards and other political boundaries, we will be able to give you some really useful data analysis options.

  •   View Screen-shots for Data Visualisation

  •   Integrated Mail-merge and Bulk Emailing

    Having spent the time and effort entering constituent records along with details of the issues raised, you then begin to build up a wealth of information, not least of which is to record who has contacted you on what issues.

     

    One of the things we are sure you will want to do is to keep people updated on the action you have taken in response to issues raised. Whilst some constituents will write to you, it is our experience that most will email you. So you need a system that can identify who has done what.

     

    Let's look at an example of what looks set to be a big issue that may arise in the coming months 'The EU Referendum'. We would anticipate a large public response on this issue and your caseworkers will be recording the information on a day to day basis. Over time you will have a mixture of those that have contacted you by letter and those who have contacted you by email. Whilst they may have communicated with you in a different way, they all have one thing in common, they have all contacted you.

     

    Given the cost of postage and the fact that Members always strive to provide good value for money to the public purse, the key is to only write to those for whom you don't have an email address. CMITS takes care of this for you. Assuming you have prepared your standard response, when you bring up your list of those constituents recorded under the EU Referendum flag, CMITS will split your list into two, doing a Word mail-merge for those without an email address and sending a standard email to the rest. At the same time, it will update all the records for all the constituents in your list and of course, not send an email to any constituents who have opted out from receiving email on the subject.

  •   View Screen-shots for Mail-merge and Bulk Emailing

  •   Comprehensive Case Review Options

    You can rest assured, you should never miss a deadline for action in a case. Cases are split into two distinct elements;

     

    The Case Summary - This is where you record a summary of the issue raised with you by the constituent.

    Case Actions - This is where every action you take in response to the issue raised is recorded, producing a history of events.

     

    You have the ability to mark any action for review. As you create letters or emails, you can mark them for review at a later date, or you can for example, create yourself a note to remember to take some particular action on a specified date. Simply hit the review option, select a date and you can forget about it. On the specified date, that review will appear in your CMITS today. You can set both a review date and a priority. Each action is then colour coded, so you can quickly see the most important ones.

     

    All actions in a case are stored in reverse chronological order, so the latest action always appears at the top.

     

    As well as being able to mark cases for review, CMITS also offers a secondary level of monitoring. When a case is created, CMITS has a set of target response and resolution options available. These can be set system wide, so for example, the system will set a specified target response date of say 14 days. Then, if no response is sent, CMITS Today will start to flag it. At a more granular level, these targets can also be set at Case Type level, to give you the flexibility to set different targets for different types of cases. This really helps you automate the monitoring of performance. In the same way you can set target response dates, you can also set target resolution dates.

     

  •   View Screen-shots for Case Reviews

  •   Text Snippet Library and Case Profiles

    If there was one function in CMITS that is a real winner, its what we are calling Snippets. This is effectively a library of commonly used phrases, paragraphs, or any text block. You can copy a section of text to your computer clipboard, click the snippet button, give it a name and that text is then there to use in the system at any time. You can place it in letters, emails and case summaries.

     

    If ever there was a primary time saving element in CMITS it's Snippets.

     

    Based on the same time saving philosophy, we have also introduced Case Profiles. Often, lots of constituents will write to you about the same thing. This can be via email, or maybe the submission of a campaign card. The last thing you want to have to do, is have to record the same case flags to each constituent record as you create it. This is where Case Profiles come into play. You can go to any case record where you have already setup all the flags and save the settings as a Case Profile, then next time you come to add a new constituent, instead of setting all the same flags again, just select the Case Profile and all the flags will be set automatically. You can even include the Case Summary as part of the profile. This can be very useful when you have a pile of campaign cards to record into CMITS.

  •   View Screen-shots for Snippets

CMITS

Helping you to help those who elected you to serve.