The purpose of the Deltascheme RFI solution is to allow the processing of RFIs in accordance with the Data Protection Act (DPA), Freedom of Information (FOI)  Acts and Environmental Information Regulation (EIR).

The solution is built on the Microsoft Office SharePoint Services platform, providing a robust and highly-configurable web-based solution for the central storage and collaboration of documents and information. With Microsoft SQL Server hosting the data and Microsoft Internet Information Services hosting the logic / business intelligence and user experience, the solution provides a solid and proven staging platform.

Benefits

The  Deltascheme RFI solution significantly eases the process of managing and dealing with RFI requests and has the following benefits

• Case File Creation. Automatically create a case file with predefined rules applying to it depending on the legislation the  enquiry relates to. This ensures the right information is collected at the start of the process and correct time lines are followed.
• Managing Costs. Manage the expenses and costs associated with an RFI. Dependant on the type of legislation, different costs may apply to the RFI.
• Time-line Management. Automatically manage time-lines dependant on whether the enquiry relates to the DPA, FoI or EIR legislation. This  includes managing extensions if it is deemed by the Data Controller to be in the public interest.
• Parallel Workflows. Manage parallel workflows if a request requires information from several different departments.
• Reporting. Provide reporting on all RFIs across the organisation, detailing what was completed within the allocated timeframe and identifying those that fell outside of it.
• Control. Control and ensure the right processes are followed with an auditable log of activities.
• Security. Automatic creation of roles and security enabling strict control of access and privileges to controlled information.
• Help. Have help information available to users.

RFI Solution Features and Functionality

The solution treats each RFI as a case, and automatically associates documents, notes and costs directly with the case. In the situation of a hybrid request, the requests are stored against the case as RFI elements and the solution is able to handle the RFI elements independently of each other.

• Out of the box backup and repair / restore functionality.
• No application footprint on user machines (apart from standard office applications) reducing support and maintenance time.
• Well-defined roles and security enabling greater / stricter control of access privileges to sensitive information.
• A consistent and familiar web based presentation layer to promote a simplified and easy to learn user interface.
• Configuration of metadata such as standard costing items and VAT rates.
• Store applicant contact information.
• Create an initial enquiry and gather all the required information from the applicant before a RFI case is formed.
• Ability to create an RFI case containing more than one request (hybrid).
• All artefacts are given unique identifiers that are derived from the ID of the RFI case.
• Embedded automation scripts allow the creation of correspondence based on pre-defined templates.
• Pre-defined paths for processing an RFI by using the current RFI state to present details of the next state(s), providing tighter control and rules of how an RFI can be progressed.
• Ability to re-assign an RFI to another user and notify the user via email. (Dependent on the availability of an Email server)
• Automatic calculation of the completion date(s) of the RFI case, and automatic recalculation when factoring in the response times to correspondence to the applicant.
• Automatic display of help information, guidance and actions based on the state of the RFI case.
• Search for applicants and RFI cases.
• Logging of changes made to an RFI, and auditing of when, and by whom, those changed were made.

Additional Solution Options

In addition to the above mentioned functionality, the following options are also available:

• Document redaction Prepare documents for publishing / disclosure by removing document contents that is deemed sensitive.
• Scanner integration Scan documents and have them sent to the RFI case.
• Publication Integration with the publication / creation of a publication scheme.
• Bespoke configuration addition / removal of standard stages.

Request a demo

To find out more information or a demo  please contact us here