Symbio · Further additional modules are Symbio Reporting (by the user analyst), Symbio Process...

Performance specification

Symbio the simple, efficient, digital & intellectual QM-BPM management

system

State: Version 1808 - 2018 ©2018 Ploetz + Zeller GmbH

Product Specification Symbio 2

1 Introduction 5

1.1 Product Symbio 5

1.2 Content of the document 5

1.3 Current Release 5

2 Viewer 6

2.1 Navigate in the system 6

2.2 Search content 9

2.3 Assigning personal settings 10

2.4 Evaluating contents 12

2.5 Working together in the portal 14

3 Author 16

3.1 Define Processes 16

3.2 Customer Journeys 20

3.3 Optimize content 21

3.4 Localize and permit content 23

3.5 View changes in the system 24

4 Architect 26

4.1 Define structure 26

4.2 Manage permission 27

4.3 Manage objects 28

4.4 Export and import and synch data 28

5 Approver 31

5.1 Release proceses and objects 31

6 Administrator 33

6.1 Configurate database 33

6.2 Create and manage home site 36

6.3 Manage user and user groups 37

7 Analyst 38

7.1 Evaluations with Symbio Reporting 38

7.2 Selecting and evaluating reports 38


Figure 1 – Roles and permissions 5

Figure 2 – Standardized & modern user interface for all user terminals 6

Figure 3 – Evaluations of roles and their duties to cooperate in processes 7

Figure 4 - Matrix-View 7

Figure 5 – Fact sheets for connected objects 8

Figure 6 – Filter processes 8

Figure 7 – Example for stereotypes 9

Figure 8 – Full text search with filtering 10

Figure 9 – Subscribe 10

Figure 10 – Filter organisation 11

Figure 11 – Filter effects 12

Figure 12 – Create link 13

Figure 13 – Select and open manual 13

Figure 14 – Trigger inquiry 14

Figure 15 – Conduct review 14

Figure 16 – Create new process 16

Figure 17 – Efficient automated modelling 17

Figure 18 – Simultaneous modelling in graphic and table 18

Figure 19 – Detail project objects in the detail content 19

Figure 20 – Process modeling with the editor 20

Figure 21 – Structure of customer journey maps 20

Figure 22 – Linked processes with customer journey 21

Figure 23 – Displacement of a process step within the branch 22

Figure 24 – Copy content 23

Figure 25 – Managing Authorizations Using Detail Content 24

Figure 26 – Lifecycle of changed attributes 25

Figure 27 - Hierarchy access to the organization 26

Figure 28 – Designed entries 27

Figure 29 – Objects and facets 28

Figure 30 – Export from Symbio of Inputs/Outputs to Excel 29

Figure 31 – Interface to SAP Solution Manager 29

Figure 32 – Flexible and integrated release procedure with taskboard 31

Figure 33 - Release workflow with several stages 31

Figure 34 - Template for manuals 33

Figure 35 – Administration 4

Figure 36 – Individual creation for fact sheets 35


Figure 37 – Configuration possibilities 36

Figure 38 - Home pages configuration 36

Figure 39 – Standard reports 38


1 Introduction

1.1 Product Symbio

This document contains the functions in Symbio and the associated services in the standard

system. The current status of the service description includes all versions mentioned in point 1.3.

The Symbio standard software is offered as a rental or purchase license model. The investments

are listed in the separate offer.

Figure 1 – Roles and permissions

Further additional modules are Symbio Reporting (by the user analyst), Symbio Process Mining,

eLearning and Workflow.

1.2 Content of the document

In the following chapter, the most important functionalities are presented with screen copies.

These may change due to further development. All services described refer to the standard

version.

1.3 Current Release

All points include features with the latest version 1808 of Symbio. The 3-4 yearly releases are fixed

and will be communicated to the customer in the newsletter. Latest features from October 2018:

• Process validation

• Enhanced authorization concept

• Define Mandatory Attributes

• Integration with SharePoint


2 Viewer

2.1 Navigate in the system

2.1.1 View Content

Description

All users (Administrator, Architect, Author, Approver, Analyst and Viewer) work with the same user

interface where BPM functionalities such as enterprise data capture, modeling, release and

publishing take place. Only a browser is required for working. Of course, business process

management with Symbio can also be operated on portable end devices.

Figure 2 – Standardized & modern user interface for all user terminals

There are various ways to access the content. The viewer can see the processes and objects using

the tiles on the SymbioHOME (graphical access) or using the tiles in the tabular access.

Purpose/Benefit

• Vollständig vernetztes Wissen

• Hohe Akzeptanz bei den Mitarbeitern aufgrund des einfachen Aufbaus

• Verschiedene Einstiegsmöglichkeiten bieten den Anwendern schnellen Zugriff auf Prozesse

• Ressourcen schonen mit einem einzigen BPM Tool

• Transparente Informationen für die gesamte Unternehmensstruktur

• Uneingeschränkte Nutzung in der Cloud für alle Mitarbeiter

2.1.2 Select graphical view

Description

In viewing mode, Symbio offers state-of-the-art evaluation options such as various graphical

views, networked data, linked documents, various manuals with tables and matrices and a

dashboard.

With the graphic representation 2 graphic levels can be represented next to each other. This

significantly improves the overview and prevents wild navigation in the process landscape. Thus 4

information levels (navigation tree, 2 graphic levels and the detail area) can be displayed clearly

on one screen from the customer's point of view.


Figure 3 – Evaluations of roles and their duties to cooperate in processes

Besides the already existing views vertical/horizontal flow, detailed view and vertical/horizontal

swimlane, there is also the view "Process matrix". This view provides a compact overview of all

tasks used in the process, including edges, RACI and objects.

Figure 4 - Matrix-View

In addition, viewers also have the option of viewing as a profile. These are created beforehand by

the administrator and then the viewer sees individually summarized content.


Figure 5 – Fact sheets for connected objects

Purpose/Benefit

• Detailed process view to illustrate the links/connections within the processes

• Clear representation of process owners by RACI

• Various evaluation options for each employee

• Promotion of process transparency through targeted evaluations

• Clear process representation for the employees

2.1.3 Sort & filter lists

Description

All facets can be sorted and filtered in the list view. Filtering can be done by text search or by

dropdown from the content. Filter criteria are easily customizable and can be selected by the user.

Figure 6 – Filter processes


The existing objects in the different facets can be uniquely assigned with so-called stereotypes.

The Symbio Administrator defines new stereotypes for each object type (subprocesses, roles, risks,

organizations, etc.). With the help of stereotypes, an additional classification of the

diagram/object types is possible. Using stereotypes allows an additional classification of the

diagram/object types. These extended stereotypes can be filtered in all lists.

Figure 7 – Example for stereotypes

Purpose/Benefit

• Targeted search for content

• Clear and simple list

2.2 Search content

2.2.1 Conduct fast search

Description

Every Symbio user can search the content and jump from the search page to all content. Symbio

supports the search option AND/OR where document titles can also be searched.

The search results are shown in a list and the corresponding data are shown in the detailed

content. By selecting the corresponding references and links, the searched processes or objects

are then opened.


Figure 8 – Full text search with filtering

Purpose/Benefit

• Full text search with AND/OR function for precise search results

• All content is listed (organization, tasks, objects, roles, IT, policies, documents, etc.).

2.2.2 Filter search site and limit results

Description

Symbio lists all results in the query and displays them in the search page. The results with the

keyword entered can be filtered and narrowed down as desired. In this way, the viewer achieves a

more precise selection of results.

Purpose/Benefit

• Targeted filtering of content without loss of time and nerves

• Direct link to the content you are looking for

2.3 Assigning personal settings

2.3.1 Subscribe content

Description

Symbio supports the notification of favorite processes and objects with the subscription function.

As soon as a subscription has been created on an element, the user receives a mail informing him

that the element has been released again.

Figure 9 – Subscribe


Purpose/Benefit

• Changes are immediately communicated to subscribers

• The flow of information is communicated directly to those involved

2.3.2 Manage favorites

Description

The favorite function allows the viewer to immediately see processes or objects on the home. This

allows the user to enter the process or object directly without having to search for it.

Purpose/Benefit

• Fast access to everyday processes and objects

• Viewers build your personally most important information as favorites

• Access to the subscriptions / favorites on the home page or in the header

2.3.3 Set personal filter

Description

The filter function allows users to select personally relevant information for them and individually

receive the contents of the entire system. The viewer can change the preset filter settings. He can

change the filter attributes individually and also set the filter criteria "All". All" displays all contents.

Figure 10 – Filter organisation


All contents matching the criteria are then updated (Main Processes, Sub Processes, Linked

Objects and Object Lists). Filtering takes place in the navigation tree, in the graphical view, to

linked objects and in the lists.

Figure 11 – Filter effects

Purpose/Benefit

• Filter information according to affiliation without administrative effort

• Users get the opportunity to filter their information themselves

• Efficiently select large amounts of data for the user's own needs

• Symbio displays only the content matching the filter criteria

• Simple preparation of a global database

2.4 Evaluating contents

2.4.1 Create links to processes

Description

Links can be created by the user version-independently or version-independently. Links can also

be created to individual objects such as tasks. The links allow the user to send specific processes

or open them in a separate browser.


Figure 12 – Create link

Purpose/Benefit

• Send targeted processes to colleagues

• Open multiple processes in parallel in the browser

2.4.2 Open and print Manuals

Description

Predefined process and organization manuals can be opened, viewed and printed by users. If

desired, uploaded documents for policies can be converted to PDF with approval. Thus, the

document is immediately available to the viewers as a PDF.

The role manual also contains all information about a role and its activity profile. The information

includes the description, responsibility and other relevant details about the role.

Figure 13 – Select and open manual

Purpose/Benefit

• Clear process representation in predefined format

• Quick overview of all relevant information on processes

• Targeted evaluation and analysis of processes in the manual

• Automatic generation of document PDF after release

• Activity profile of the roles at a glance

• Simple roll evaluation due to statistical representation of the participation


2.5 Working together in the portal

2.5.1 Triggering requests/sending feedback

Description

The "Request" button allows every Symbio user to comment on processes or (hierarchical) objects

at all levels. The user can report errors or changes and submit specified optimization suggestions

in order to actively contribute to continuous improvement. The request goes through the same

approval process as a process. Once a quality manager has been defined, he issues the approval,

which is then forwarded to the process manager.

Figure 14 – Trigger inquiry

Purpose/Benefit

• Increase employee satisfaction through direct integration into processes

• Possible promotion of commitment and expansion of ideas and innovations

• Continuous process improvement guaranteed

• Integrated "double" analysis of the feedback by two process release agents (quality

manager and process manager)

2.5.2 Checking contents (Review)

Description

Viewers can receive review tasks from authors to review processes prior to release.

Figure 15 – Conduct review

Purpose/Benefit

• Betrachtung aus Mitarbeitersicht führt zu neuen Erkenntnissen

• View from employee's point of view leads to new insights

• The opinion of the employees is taken into account

2.5.3 View request overview

Description

Viewers can view the questions/feedbacks in the dashboard and also track the answers. The

filtering for the queries is integrated in the overview and simplifies the search for specific

feedbacks.


Purpose/Benefit

• Clear presentation of all inquiries

• No feedback is lost and can be viewed at any time afterwardsein Feedback geht

verloren und kann nachträglich jederzeit angesehen werden


3 Author

3.1 Define Processes

3.1.1 Creating a new process in the navigation tree

Description

The author creates a new process in the corresponding category and main process in the

navigation tree. Due to the simple structure of the navigation tree, the author enters the new

processes in the correct place.

Figure 16 – Create new process

Purpose/Benefit

• Creating Processes for Main and Sub Processes

• Simple structure for the new creation of processes

• Overview of all existing categories, Main Processes and Sub Processes

3.1.2 Define prcoess profile

Description

The Detail Content is used to maintain processes in more detail with systems, roles, key figures,

and so on.

The dialog for supporting the translation of attributes provides the user with a convenient way of

translating all language-dependent attributes.

Purpose/Benefit

• Maintain Cross-Process Attributes

• Optimize the entire process with objects


• Maintenance of responsibilities

• Linking to other processes

• Multilingualism is supported directly during creation

• Automatic translation by connecting a translation service

3.1.3 Upload movmint workshop picture

Description

Training images are maintained for processes in detail content. All offline workshops are linked to

the process.

Purpose/Benefit

• Assign offline trainings directly to the process

• Connect workshops with virtual processes

• Workshop Archiving and Tracking Images in the Processffline Schulungen direkt zum

Prozess zuordnen

3.1.4 Define process flow graphically

Description

Process modeling is done graphically via the web interface and is highly automated and efficient.

The standard methods are EPK and BPMN 2.0, whereby customer-specific methods can also be

mapped.

During the process definition, the predecessor or successor element is simply selected and the

graphic sequence is automatically created. Process flow elements can be moved, copied and

pasted at a different location together with linked company data. It is also possible to select and

move complete paths in a branch in Symbio. Before the author sends the process for approval, a

BPMN-compliant process validation takes place.

Figure 17 – Efficient automated modelling

Purpose/Benefit

• Uniform representation through automated modelling

• Minimize errors with logical link help

• Focus on the content of the processes

• Efficient process modeling due to low resource commitment

• BPMN compliant process validation


3.1.5 Define process flow in a table

Description

It is also possible to maintain the processes in tabular form.

Figure 18 – Simultaneous modelling in graphic and table

Purpose/Benefit

• All process contents at a glance

• Advanced view for modeling

• Users can select preferred modelling options

3.1.6 Detail process objects

Description

The Detail Content is used to maintain process objects in more detail with systems, roles, key

figures, and so on.

As soon as a process object is selected, it is possible to insert objects using the Detail Content.

This can either be selected from the selection list or the auto-complete function suggests the

object after entering two letters. The HTML Editor allows you to further professionalize the

digitization of corporate content. Various text fields such as description, feedback and disclaimer

can now also contain images and links. Common formatting (bold, italics, underscores), headings

(H1, H2), enumerations and indentations can be implemented.


Figure 19 – Detail project objects in the detail content

Purpose/Benefit

• Supported Maintenance of Process Elements (Objects)

• Formatted content for visualization, external sources, etc.

• Document filing directly into the relevant processes

• Clearly prepare and link enormous amounts of data to reduce time, costs and effort

• Easily integrate policies, regulations, and regulatory requirements into processes and

assign/use the latest changes through versioning

3.1.7 Detail process in the table

Description

Process can also be structured by the author in tabular form and detailed with objects.

Purpose/Benefit

• All process steps at a glance

• Extended view for detailing

• Users can choose preferred detailing options

3.1.8 Design views with the editor

Description

You can use the graphical editor to integrate process graphics into the display. The

automatically created components (sequence elements, objects, etc.) are available. The graphic


created in the Graphical Editor is automatically adopted for the process and overwrites the

automatically created Symbio process, so to speak. All created graphics are integrated in Symbio

language-independently. This means that only the text elements have to be translated into the

respective languages without copying the graphics. This considerably reduces the administration

effort for manual graphics.

Figure 20 – Process modeling with the editor

Purpose/Benefit

• Individual design options for visual process representation

• Integration of the corporate identity into the processes

• Support of classical process modeling for individual process flows

• Unrestricted graphic possibilities for authors

3.2 Define Customer Journeys

3.2.1 Create and detail Customer Journey Maps

Describtion

In the facet "Customers" Symbio enables the creation of Customer Journey Maps. The creation of

Customer Experience Management takes place as for processes through the hierarchical structure.

All Customer Journey Maps and the respective Customer Journey Steps are extended with objects

in detail content.

Figure 21 – Structure of customer journey maps

Purpose/Benefit

• Customer Journey as part of process optimization activities

• Automated creation of the customer matrix and customer journey map

• Sensitization of employees for customer travel


• Promotion of customer orientation

3.2.2 Link Customer Journey with processes

Description

The Customer Journey Maps can be easily connected to the process world via touchpoints. This

enables the customer and the associated customer journey to be more strongly integrated into

the business processes.

Figure 22 – Linked processes with customer journey

Purpose/Benefit

• Networking of all existing information with each other possible

• Development of a process-oriented customer experience management system

• Sustainable customer awareness is promoted in the process view

3.3 Optimize content

3.3.1 Create new version

Description

Processes and objects are versioned according to the same principle as other management views.

The new version must be released by the responsible person after the author has sent it to the

release. All versions are documented in Symbio. The processing of the processes is regulated by

the primary and secondary authors. Only these maintained users are authorized to edit the

process and create a new version.

Purpose/Benefit

• - Changes traceable (life cycle of the org unit)

• - Updating processes with new versions

• Clear recognition of the available version and the version to be edited by numbering

system


• Development of the organizational unit are also taken into account in the processes

Linking customer journey with processes

3.3.2 Adjust attributes in released processes

Description

Certain attributes (process participants, validity and organization) in processes that have already

been released can be changed by the author without creating a new process version. With this

function, minor changes can be made quickly and without the release workflow. The changes

made can be tracked in the Lifecycle diagram. All changed attributes are documented with the

innovations. Thus no data is lost.

Purpose/Benefit

• Subsequently change information without creating a version

• No need for approval

• Changes are documented in the life cycle

• Quick adaptations possible

3.3.3 Adjust process flow

Description

The process flow can easily be optimized by the author through various functions. By moving

paths and selecting multiple objects to delete, copy & cut, processes can be easily optimized.

Figure 23 – Displacement of a process step within the branch

Purpose/Benefit

• Save work steps

• Subsequently adapt the process flow with simple functions

• Multiple selection for efficient adjustments

3.3.4 Copying & Moving Process Contents to Other Processes

Description

Individual process steps or sections of processes can be copied or moved to another process.


Figure 24 – Copy content

Purpose/Benefit

• Fast and efficient transfer of identical or similar processes to the main processes

• All contents including objects, responsible persons, etc. from the detail content do not

have to be maintained again.

3.4 Localize and permit content

3.4.1 Define filter criteria

Description

The editor can filter diagrams and objects in the detail area. It can select several filter contents for

each filter criterion. In the dialog, the object lists can be selected by multiple selection.

Note: Diagrams and objects without filtering are available to all viewers.

Purpose/Benefit

• Author restricts content for the viewer

• Provide content for target groups

3.4.2 Create variants

Description

Variant management enables you to define process variants within a company that differ from

main and sub processes. Variant definitions create a company-wide overview of the different

variants. We recommend that you define the variants according to your business or location

differences.

Purpose/Benefit

• Simple creation of process variants according to customer-specific

definition/requirements

• Creation of a parallel process database for global locations

• Fine differences in processes are supported in variant management

• Integration of different national requirements into the locations

3.4.3 Permit processes

Description

With the new authorization function, Symbio offers the necessary flexibility to manage the

contents in a database in a targeted manner. The authorization function includes the following

contents, among others:

Different authorization levels for individual users or authorization groups


Authorization groups can be set for all content in Symbio (processes and objects)

Authorizations for external employees with severely restricted authorizations can be created.

Figure 25 – Managing Authorizations Using Detail Content

Purpose/Benefit

• Authorize dedicated content specifically for diverse users

• Manage all process content in a single database

• Efficient access to relevant process information

• Conserving resources and targeted work for employees

• Targeted information access for user groups Inhalte zur Freigabe bereitstellen

3.4.4 Define review group

Description

The author determines who is responsible for the release and can assign the check to three

instances in the release level.

Purpose/Benefit

• Higher process reliability due to the various stages

• Multiple reviewers can examine the process

• Viewers are also included in the verification process

3.5 View changes in the system

3.5.1 Call out process lifecycle

Description

With the lifecycle, Symbio offers a new view that represents the release workflow.


Figure 26 – Lifecycle of changed attributes

Purpose/Benefit

• Changes are traceable

• Archiving the process information through any changes

• Additional process archiving


4 Architect

4.1 Define structure

4.1.1 Create management views

Description

In Symbio, content is maintained and navigated by users in different views. This includes the

creation of management views of customers, strategy, project, processes, organization, product,

systems, documents, risks, requirements, learning and standards. All contents are hierarchically

structured and have additional object groups directly assigned (roles in the organization, goals in

the strategy, etc.).

Figure 27 - Hierarchy access to the organization

Purpose/Benefit

• Holistic overview of all company data

• All objects are directly assigned

• Clear and simple structure of the data

• Direct link between the different management views possible

• Individual designations for the individual categories

4.1.2 Design process landscape with the editor

Description

With the graphical editor in Symbio, authors can design various graphics and views in the process

model just like in PowerPoint. Images can also be easily integrated and provided with the

necessary interaction.


Figure 28 – Designed entries

Purpose/Benefit

• Individual design options for visual process representation

• Integration of the corporate identity into the processes

• Unrestricted graphic possibilities for architects

Description

Certain attributes (process participants, validity, and organization) in processes that have already

been released can be changed by the architect without creating a new process version. With this

function, minor changes can be made quickly and without the release workflow. The changes

made can be tracked in the Lifecycle diagram.

Purpose/Benefit

• All changed attributes are documented

• No loss of data (audit-proof)

• Minor changes possible without versioning

4.2 Manage permission

4.2.1 Set permissions

Description

The editor can set authorizations for processes and other content by selecting the user groups

that have already been created in the authorization palette in the detail area. The users of the user

group are then authorized to read and/or edit the content.

Purpose/Benefit

• Sensitive content can be protected

• Avoid unauthorized changes to content

• One database for all users without losing the overview

• Permissions can be set to all content

• Reduction of the contents to the most essential


4.3 Manage objects

4.3.1 Define and detail objects

Description

Architects build the objects next to the process house and the structure. Each facet contains the

object groups which are defined. With version 1805, further management views can be extended.

All objects are detailed and released with further information.

Figure 29 – Objects and facets

Purpose/Benefit

• Technical assignment of the objects to the relevant management views

• Object connections easily and clearly displayed

• All information at a glance

• High level of detail of the information

4.3.2 Edit objects

Description

Objects can be versioned, consolidated and set to Expired by the architect. The versioning of the

objects automatically updates the currently linked objects in the system after they have been

released. The changes to the objects are documented in the process life cycle. Newly added linked

objects are only displayed when the process is released again.

Purpose/Benefit

• The most current version of the object is displayed.

• Different possibilities to connect or disconnect the objects

4.4 Export and import and synch data

4.4.1 Conduct mass data import

Description

Process data such as roles, inputs, systems etc. can be exported from Symbio to Excel. In Excel, for

example, attributes (e.g. validity) are updated as mass updates via copy-paste and then imported

back into Symbio. Symbio also supports the use for mass releases by Excel Export/Import.


Figure 30 – Export from Symbio of Inputs/Outputs to Excel

Purpose/Benefit

• Fast updating of data for mass releases

• Manage large-scale changes without great effort

• Familiar platform (Excel) for employees for user-friendly operation

4.4.2 Synchronize Data from SAP Solution Manager

Description

The existing interface synchronizes the complete Business BluePrint and the views of the Solar02.

The synchronization requires only minimal administrative effort and is highly automated.

Figure 31 – Interface to SAP Solution Manager

Purpose/Benefit

• Access to SAP data

• Connect easily to SAP and work with Symbio


4.4.3 More data import

Description

Symbio also supports the import formats .symx (Symbio data) and BPMN2.0.

Purpose/Benefit

• Move data from Symbio databases

• BPMN imports are supported


5 Approver

5.1 Release proceses and objects

5.1.1 Check release

Description

After completion of the process or object definition, the processes/objects can be sent to the

release by the process author. The responsible person (Approver) then receives a task in his task

board and can release or reject the process/object after inspection/checking (an e-mail is sent in

parallel). Objects are released according to the same principle.

Figure 32 – Flexible and integrated release procedure with taskboard

In order to ensure a higher quality of released processes, the release runs through two instances.

In addition to the author and the person responsible for a process, the option of a quality

manager in Symbio is supported. This is defined for the first release task and the person

responsible for the second release task.

Figure 33 - Release workflow with several stages

Purpose/Benefit

• Additional testing of processes for high process accuracy

• Task integration into company-specific email programs

• Clear dashboard for process approvals

• Efficient workflow through direct notification to process approvers

• Ensuring process quality


• Integration of the viewer into the release workflow

• Division of Work for Process Releases with the Review Cycle


6 Administrator

6.1 Configurate database

6.1.1 Database set ups

Description

Symbio provides German and English as standard languages, whereby other languages can be

easily integrated. The administrator defines which language is used and whether or not a

language is superfluous and should not be used.

The administrator is authorized to define uploaded manuals as standard. Generated manuals are

exported to the template specified by the administrator.

Figure 34 - Template for manuals

Manuals with their own corporate identity or changed terms, graphics, etc. are integrated into

Symbio. Thus the user has several manual templates to choose from during the creation process.

Symbio supports the assignment of IDs for the unique classification of information. Each ID is

unique. Symbio generates these numbers automatically and stores them in the administration

area.

The configuration of interfaces to external systems (SAP, ARIS etc.) can be defined and managed.

Settings for various import interfaces such as BPMN, documents, Excel or Visio can be defined

and managed.


Figure 35 – Administration Page

In Symbio Active Directory users can be connected via SAML 2.0. This means that users do not

have to be created manually in Symbio's user administration beforehand. Users log in

automatically without a login dialog. In addition, SAML user groups can be maintained via the

SAML group management so that members of this group have the same rights. Users who are

members of several groups get the rights from the group in which they have the highest rights.

Purpose/Benefit

• User-defined manuals for more flexibility

• Easy maintenance of user languages (e.g. define standard language, delete languages, etc.)

• Guarantee user authorization and verification

• Ensure that all users are from the organization

• Direct login through single sign-on

• Time saving and security gain

6.1.2 Create fact sheets

Description

With an individually configured profile, all objects can be processed independently. Information

can be selected arbitrarily and brought into an independent layout. Thus the viewers receive a

visual overview of all information.


Figure 36 – Individual creation for fact sheets

Purpose/Benefit

• Individual display options

• Control of information transfer

• A multitude of possibilities to build up the profiles (tables, graphics, pictures, etc.)

6.1.3 Classification with stereotypes

Description

The existing objects in the different facets can be uniquely assigned with so-called stereotypes.

The Symbio Administrator defines new stereotypes for each object type (subprocesses, roles, risks,

organizations, and so on).

Purpose/Benefit

• Additional classification of objects possible

• Enhancement of the previous object types

6.1.4 Advanced/Extended configuration

Description

Symbio offers the configuration options Hide, Rename, Add and Customize various settings.

These functions are fully available in the administration area. This allows the administrator to

customize Symbio.


Figure 37 – Configuration possibilities

Purpose/Benefit

• Adding new objects

• Adjustment of the system according to requirements without great effort

• Hiding non-relevant content

• Renaming of contents according to own glossary possible

6.2 Create and manage home site

6.2.1 Configurate home site

Description

As an administrator, you can customize the design of the widgets on the home page and

configure various home pages yourself. The background color is configurable for the whole page.

In addition, the shadows of widgets can be deactivated.

Figure 38 - Home pages configuration

Purpose/Benefit

• Configuring Start Pages and Tiles

• Individual design of user interfaces for user groups

• Freedom of design for the construction of the home page and entry possibilities


• Embedding of corporate identity in Symbio through logos, colours, etc. for identification

purposes and individualisation

6.3 Manage user and user groups

6.3.1 Create user groups

Description

Authorizations for various accesses and authorizations in the system are granted by different user

groups. These are managed by the administrator.

Purpose/Benefit

• Administration of users by clear listing

• Create new passwords

• Overview of rights

• Tracking of log data


7 Analyst

7.1 Evaluations with Symbio Reporting

7.2 Selecting and evaluating reports

Description

As an add-on Symbio with the analyst role offers the possibility to evaluate different predefined

reports. Further standard reports are extended to reporting. Customer-specific reports can be

created on request.

Among others, the following standard reports are available.

- Document list: List of all documents used in Symbio

- Object evaluation: Evaluation of all objects referenced in Symbio

- Risk matrix: Presentation of the risks in connection with the significance of the risk for the

probability of occurrence.

- Process Role/Organization Matrix: All processes and the responsible organization are displayed.

- Process changes: Documentation of all processes with time of change

- Detailed object analysis

Figure 39 – Standard reports

Purpose/Benefit

• Ad-hoc evaluations of structures and relationships

• Export options to various formats such as Excel


Publisher

Ploetz + Zeller GmbH

Einsteinring 41-43

85609 München

Tel.: +49 89 890635 – 0

Fax: +49 89 890635 – 55

E-Mail: [email protected]

LEGAL NOTICE

Ploetz + Zeller GmbH does not assume any liability or guarantee the

accuracy, completeness or usefulness of any information, including

contributions, representations and illustrations provided in this document.

Software features and functions described herein refer to the version that

is current at the time. Customer-specific features are not taken into

account. The information contained in this document may be modified at

any time. Ploetz + Zeller GmbH is not obliged to provide information

related to the updating of this document.

This documentation, as well as all included contributions, representations

and illustrations, are protected by copyright. Any use not explicitly

permitted by copyright law requires prior consent of Ploetz + Zeller

GmbH. This applies in particular to copies, adaptations, translations,

microfilms as well as to storing and processing information in electronic

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document should be regarded as the sole property of Ploetz + Zeller

GmbH. The documentation and the information, knowledge and

presentations contained herein may not be published or disseminated

without the previous written approval of Ploetz + Zeller GmbH, neither as

a whole nor in parts, and neither directly nor indirectly.

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concerning the awarding of patents. The transfer of the documentation

does not imply the right for a license or a right for use.

Ploetz + Zeller GmbH reserves the right to carry out technical changes.

The product names in this documentation are trademarks or registered

trademarks of their respective holders.

Symbio® is a registered trademark of PLOETZ + ZELLER GmbH, Munich,

Germany.


Performance specification Symbio

Ploetz + Zeller GmbH

Einsteinring 41-43

85609 Aschheim bei München

Phone: +49 89 890635 – 0

Fax: +49 89 890635 – 55

Email: [email protected]

©2018 Ploetz + Zeller GmbH

mailto:[email protected]

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