What is Mavim Rules?

Just as organisations need financial systems to manage finances, personnel systems to manage employees, they also need a system to manage and support rules and regulations. Mavim Rules fits the bill perfectly. With Mavim Rules you can manage information about processes, rules and regulations, form descriptions, user instructions for automated systems, KPI’s, standards and many more. With this software package it is possible to document these topics separately with Mavim Rules acting as the hub between the different information elements.

Is Mavim Rules based on a Windows graphical interface?

Yes. This means that much of the available functionality is very familiar for users (i.e. MS Word and the Windows Explorer).

Can Mavim Rules be linked to other systems?

Yes, assuming the system to be linked support data sharing via the XML standard.
The software package is a great basis for a link to a workflow system.

Can I import existing information/documents?

Yes. Mavim Rules can import MS Word and MS Visio documents. Mavim Rules can also communicate with any XML open application.

Do I need HTML knowledge in order to create websites with Mavim Rules?

No. Mavim Rules can generate a website for you without the need for an ICT department.

Which languages are supported by Mavim Rules?

Mavim Rules supports two different sets of languages. One for the application and one for the data in the database. For the application itself the following languages are supported: Dutch, English, German and French.

It is possible enter the data in the database in more than 15 different languages. The advantage is immediately evident. Processes or organisational structure only needs to be defined once. Following a translation of the text, all topics are immediately available in multiple languages by simply selecting the desired language.

Is it possible to publish information for different target groups?

Mavim Rules offers a very extensive set of tools to publish information that can be directed at a specific person, department, target group or project. This encompasses the objective of the mission; “Provide the relevant information for the end user through a single portal”.

What functionality does the package offer in regards to authorisation?

Is it possible to differentiate between access and user rights on the database?

Mavim Rules offers Access Management so that only the owner of specific information can make changes to that information. There is also functionality in place to allow user to read certain information but not have the ability to make changes.

Does the system contain an example database?

Yes. By default a complete database is installed with the software. It contains examples of applications and functions of the system.

Can Mavim Rules also produce “paper” manuals?

Yes. Mavim Rules is not only capable of generating complete websites and publications on CD-ROM and PDA’s but is also able to generate complete Word or PDF based manuals. It is possible to apply a company’s own style in both cases.

Can Mavim Rules share information with other applications?

Yes. Via XML.

Can someone who is familiar with Word use Mavim Rules?

Is it possible for a large group of employees to make changes without the need for extensive training? In other words: I would like key people to have the ability to make changes. The user friendliness is of great importance in this case. For people who are familiar with Word or Windows Explorer and who would like to make use of basic features can follow a half or whole day training.

Is it possible to generate an impact analysis?

Yes. Mavim Rules has the ability to generate an impact analysis from any topic.

Is Mavim Rules more than a “fill in the blanks” exercise?

Most managers are responsible for the organisation, detailing and distribution of work instructions for their department. Mavim Rules can immediately be used in this situation. It will come as no surprise then that we do not know of any Mavim users (managers) who only see Mavim Rules as a simple aide into which random information is placed. It can be focused on a specific department and the organisation and distribution of knowledge.

Using Mavim Rules, how can you optimise rules and regulations?

Mavim Rules can be used as a replacement for text editors.

Mavim ensures that the documented information is structured from the beginning. It is setup in such a way as to produce a mirror effect (i.e. work being doubled up is easily found).

Mavim Rules also has the ability to work in a very modular way. Imagine that there are a number of standard tasks that need to be completed. For example, filling in a specific form or registering a transaction in an automated system or a task that needs to be performed that is practically identical in a number of different processes.

In this case, Mavim Rules can be used to document this action (considered a module) which can then be used in multiple processes. If any changes are made to this module then it is automatically updated in all processes that it is being used in.

How can people add their knowledge to the system?

In regards to employees (people who use the system but do not manage the information contained within the system), information that is related to a specific topic can be added.

Let us assume an online publication is available that contains an organisational chart, processes, forms, rules etc; employees can register related information via the web interface. This information is automatically added to the database and related to the corresponding topic.

An example of this situation could be for instance that a flaw has been discovered in a predefined working method.

Procedures are never water tight. The point at which the information is made available is always at a later stage then when the information is setup. Change is a normal occurance for every organisation. The Mavim Rules system provides the tools needed to directly handle changes that must be made to a process or topic. This knowledge can then be tested and implemented in the next version (or snapshot snapshot) of the respective information.

Won’t a quality system restrict your freedom?

Structure ensures freedom.
Gather 22 people, a ball and two goals. The first question asked is “what are the rules of the game?”
Does this quality system (or set of rules) restrict their freedom? No. They are given freedom because they know the rules. The same is true for a quality system. The quality system contains the rules for work, the organisation, the procedure and the processes. It also shows who is responsible for which position and what their role is. By making this information available to the employees through a single portal, it can easily be compared to the current situation to see if the information is still correct. If there is any kind of deviation from the provided information, the reason for the change can be registered in the system.

How can I convert Word documents to Mavim Rules?

Word documents can be imported into the Mavim Rules database.
Each chapter in the Word document will become a separate topic. These topics can then be linked to other topics in the database. Creating relationships between different topics is one of the most powerful features of Mavim Rules. This can be done using the extensive Matrix functionality. Each topic can be laid out against one or more other topics.

How are rules laid out?

Consider a combination of Windows Explorer (topics) and texts (Word) with the possibility to add links (relationships) between each topic.

How much time is needed to setup the quality system?

The time needed to implement an efficient quality system differs per organisation.
However, when using Mavim, a lot of time can be gained because the information only needs to be entered once and can be related to other information already in the database in a very simple manner. It will also be very simple to setup a quality system because many standards and guidelines are available in Mavim format. For more information please contact the appropriate Account Manager.

How does Mavim Rules maintain the connection between objects and integrity?

Once the objects have been defined they can be registered.

The connection between the various objects can be managed with the extensive Matrix functionality.

How are the changes in a protocol made visible?

Users can easily be notified of changes in protocol through the RSS function (subscribers will receive an email detailing the change) or by viewing the revision information entries for a particular protocol or process. Revision information entries can provide an entire history of changes in a single screen.

How are rules and regulations kept up to date for the target groups?

With Mavim Rules top-down knowledge can be provided (from management or the staff) and allows new information to be registered by the appropriate staff members (bottom-up).

Are there any practical examples of the application of Mavim?

Yes. Please see our website at: www.mavim.com For questions regarding the application of Mavim Rules to your organisation please contact one of our Account Managers.

Mavim Rules and governmental regulations?

Mavim Rules is also used to distribute governmental regulations (after any changes have been made).

Can Mavim Rules simulate processes?

Yes. Mavim Rules includes an extensive set of functions integrated in MS Visio. One of these functions is simulating processes. One mouse click can show you the costs and running time of a process.

How can Mavim Rules help in finding information?

Mavim Rules not only has a powerful search feature but also ‘MyView’: a clear overview of all relevant information (from rules to background information) per individual staff member, department, process or project.

Can the performance of the processes in my organisation be measured?

The Cockpit function in Mavim Rules acts as your organisation’s dashboard. Using the Cockpit you can generate an overview of how you organisation is performing compared to current standards and targets. In other words, you will be able see if your set targets can be reached and what changes are needed to achieve the desired results.