Freedom of Information System and Complaints / Onbudsman system

Key features of the FOI computer system

  • Any number of Customisable Data Entry Templates can deal with FOI, Complaints Stages, Ombudsman …

  • Stage Control allows stages and time limits for each type to be defined

    • Cases are colour coded as each deadline approached

  • Responsibility Control allows work to be automatically directed to users in the relevant service area

    • Multiple users can be defined with a round-robin distribution of requests

  • Case Management via a colour coded caseload screen showing cases becoming critical

  • Automated emails to assign cases, and remind users

  • User update via hyperlink in emails or direct response by email

  • Straight forward Case History screen to review progress and responsibility

  • Cases can be imported from a web form entry submitted by the public

  • The public can search previous FOI requests, using key words

  • Cases can be responded by Office 365 emails

  • Cases can be re-opened (and deadlines restart) or promoted (eg. to Complaints Stage 2)

A new FOI case - easy-to-read, colour coded layout
Colour Coded caseload for the monitor
Customised Tool Bar

“The implementation process of the FOI and Complaints system, went smoothly. Regular meetings ensured caseworks was implemented within timescales and HUB Solutions where on hand to assist us with any queries we had. The system is intuitive… with everything now in one database it will assist us greatly in analysing data to improve our services”

— Tracey Headford, Performance and Improvement Manager, Braintree District Council