User Manual

Abstract

Edition: 08.2022

The Russian Management System «Kvant» is a cloud‑based, comprehensive solution for systematising and automating small and medium‑sized businesses. It enables the setup and automation of an organisational‑functional scheme, communication system, recurring tasks, statistics, regulations, etc., within the system. We have automated control via a cloud service and achieve 100 % task completion for companies thanks to our controller service.

The following technologies are used in the development of the RMS Kvant software:

• HTML5
• Javascript, VueJS, JQuery
• Webpack (build tool)
• CSS3, SCSS (dynamic style language)

• PHP 7.4, Laravel 8 framework
• PostgreSQL as the main DBMS
• NodeJS (for real‑time operations)

Registration on the page https://rsuquant.ru

During registration, details of the first employee (the System Owner) are provided. Access to various modules and sections is granted based on permissions. The Owner has all permissions within the system; permissions for other employees are configured separately.

The core module that systematises organisational work is Communications. Recurring tasks, mass tasks, and business processes automate most employee communications.

Recurring Tasks are task templates with settings for creation frequency, sender, performer, and task content. They run automatically at the scheduled time and create tasks for relevant employees.

In recurring task, you specify the frequency of the task creatoin, for example:

• Every day
• Every Wednesday
• The 5th of every month

Recurring tasks are created automatically according to the set frequency.

30 minutes before the scheduled creation time, tasks are created with the "inactive" flag. When the creation time arrives, inactive tasks become active, and notifications are sent to assigned employees.

For unclosed tasks, violations are created if communication rules are broken.

If communicators are connected to the organisation, violations appear in their dashboard, where they can view necessary information to handle the violations. Notifications can be automatically sent via Telegram or robot calls to alert clients about problematic tasks. Communicators can also contact the employee directly from their dashboard to resolve violations faster. Once violations are resolved, the signal is automatically closed in the communicators' dashboard.

The Organisational Functional Scheme (OFS) is a diagram showing all functions within a company and their subordination. The OFS enables effective management by linking regulations, recurring tasks, statistics, and other management tools to functions (not to specific people). In Quantum, departments, units, services, etc., are called functions. To build an OFS, click «Add Function». This button is only visible in systems where the OFS has not yet been built.

• number of regulations affecting all employees/unit/function;
• expected final result (EFR);
• full names of administrators and function performers.

You can also adjust the OFS scale — zoom out (2) and zoom in (3).

If an employee is on leave, their full name is displayed in grey with a calendar icon on the right. During the leave period, the replacement employee (if any) will also be displayed on the function, with an arrow icon to the right of their full name.

Hovering over a function reveals an icon that opens additional function management elements — move, add a subfunction, edit the function, delete the function, manage the function, and sort. You can also open this menu by right‑clicking on the function.

Clicking «Move Function» allows you to move a single function or an entire unit to another location on the OFS. Next, the window will display the function you are moving (1), and you will also need to select the function under which you want to move the function (2).

This way, the selected function will move under another function and will be subordinate to it.

Note: Only administrative functions (i.e., those without performers) can be moved under. If several functions have the same supervisor, you can create an «Administrative Function» — one administrative function above them. Functions subordinate to it will be called technical functions. A technical function produces the required result, while an administrative function only manages via specific administrative orders. An administrative function cannot have performers, as the performers for an administrative function are those assigned to technical functions.

Administrator — the supervisor of this function.

If a function does not require an administrator, there may not be one.

Expected Final Result (EFR) — the anticipated outcome of completed work.

Hide OFS above this function — if this switch is enabled, employees assigned to this function and its subfunctions will not see other functions on the OFS except these.

For example: On the «Omsk Branch» function, the switch is enabled — employee Ivanov Ivan will only see this function and those below it. Other functions will be displayed in grey and will not be editable, even if permissions are granted.

Note: If an employee is assigned to other functions where the switch is disabled on higher functions or on the function itself, they will have access to view and edit all functions on the OFS.

Regulations on the OFS

A regulation is a charter or set of rules establishing work procedures.

There is a «Applies to» filter on this tab, which can filter regulations that apply to specific recipients, namely:

• to all
• to administrators
• to performers

You can also see the following tabs: «On Function», «Above», «All».

• On Function — regulations that apply to this function.
• Above — regulations that apply to the unit, i.e., to performers of the administrative function.
• All — regulations that apply to all company employees.

To create a new regulation, go to the Regulations section.

Statistics on the OFS

You can also edit (1) or delete (2) existing statistics.

This setting allows you to manage how functions are displayed on the OFS:

Automatic — the function will be highlighted in a separate column on the right if it has a subfunction

Function Description

The function description is used to gather information that helps produce the EFR in one place. This helps a new employee quickly start working on a new function and achieve the expected final result.

There is a filter in the section that allows you to select whose function descriptions you want to view or edit — Performers or Administrators of this function.

Sections:

• Duties — describe the responsibilities of employees in this function.
• Recommended tasks for the next few weeks — describe tasks the supervisor recommends completing in the coming weeks.
• List of errors on this function — describes actions that lead to negative work results for an employee in this function.
• List of successful actions — describes actions that lead to positive work results for an employee in this function.
• Questions to ask — describes issues other function employees can contact this function’s employees about.
• Dictionary — describes specific terminology for this function, words used in work on this function, and anything else that might be useful to the employee.

If necessary, you can edit lines (1), change the order of items (2), or delete them (3).

This section allows you to create and manage recurring tasks (RTs).

RTs are tasks performed at set intervals. For example:

• Every day
• Every Wednesday
• The 5th of every month

Recurring tasks will be created automatically according to the frequency you set.

To add a recurring task, click the «Add» button and select who the task will be assigned to — performers or administrators of the function.

With a created recurring task, you can perform the following actions:

• Pause — new communications will not be created until you restart it. To resume the recurring task (RT), click the icon next to the task.
• View communications list — see all communications generated by this RT.
• Edit — modify the task settings;
• Copy — clicking this button opens an exact copy of the RT; the word «Copy» will be added at the beginning of the task name;
• Delete — remove the task entirely.

A regulation is a charter or set of rules establishing work procedures.

Any employee can create a regulation.

• Approve — regulations requiring your approval. To approve a regulation, click on it, review it, then click «Approve» to accept or «Reject» to decline. You can also edit the regulation by clicking «Edit» and making necessary changes.
• Check — regulations you need to verify before submitting for approval.
• Study — regulations you must review.
• All — regulations applicable to all company employees and functions you perform.
• My — regulations you have written or modified.

This section includes a filter to select who can access the regulation (1).

The unit code determines who the regulation applies to. In the filter, you can choose:

• All — displays regulations for all employees.
• All Administrators — regulations for all administrators in any function.
• Administrators by Level — regulations for administrators at a specific level.
• Performers by Type — regulations for performers of a specific type.
• Function Administrator — regulations for a specific function’s administrator.
• Function Performers — regulations for performers in a specific function.

You can also view your regulation study statistics (2) and add a new regulation (3).

This tab shows your responsibilities.

If you are assigned as a performer or administrator for multiple functions, select the desired function from the list to view its responsibilities. Click «Not Selected» and choose the function.

If you perform only one function in the OFS, you will see your responsibilities immediately:

• Function Responsibilities — describes duties for employees in this function.
• Recommended Tasks for the Next Few Weeks — tasks the supervisor recommends completing soon.
• List of Errors for This Function — actions leading to negative work results.
• List of Successful Actions — actions leading to positive work results.
• Questions to Ask — issues other function employees can contact this function about.
• Dictionary — specific terminology and words used in this function’s work.

This section manages statistical indicators.

Statistics assigned to you appear on the My tab (1). If you are a function administrator, statistics for performers appear on the Employees tab (2).

You can group statistics using Add Dashboard (3). Enter a dashboard name in the pop‑up window.

1. Show trend and period.
2. Display format.
3. Sort and order statistics.

The Projects section allows you to create goals and complex tasks requiring coordination across departments.

After naming it, a form will appear on the right with the Name field filled. Complete remaining fields as described.

Note!

• The communication sender is the project’s responsible employee.
• If no responsible employee is listed, the communication creator becomes the sender.
• You cannot add the project’s responsible employee as a communication participant — they will not appear in the selection list.

Project Templates

Click Add

Next, choose a name for the future template.

After this, you can configure the project settings and add tasks:

Click Add Task to open the task creation window:

In the Deadline setting, select the time required to complete this task.

All tasks created within this project are displayed in the table below the template:

Next, you need to click the «Save» button.

The added template will appear in the list of templates.

This section deals with communications.

All communications are divided into 3 types:

1. A task is a type of communication that has the following properties:

• Name
• Description
• Expected Result
• Sender
• Recipient
• Deadline

2. An appeal is a type of communication that has the following properties:

• Request Text
• Sender
• Recipient
• Deadline

3. The decision taken is a type of communication that has the following properties:

• Situation
• Data
• Proposed Solution
• Sender
• Recipient
• Deadline

The Communications section has four tabs:

1. My

This tab contains communications for which you are the recipient. It has the following statuses:

All new communications are placed in the «Incoming» status. A communication in the «Incoming» status must be processed within 24 hours from the moment it was created, but no later than the deadline specified in the communication.

You move communications to the «Accepted» status when you agree with their content and deadline and are ready to process them. A communication in the «Accepted» status must be processed within 48 hours after it was created, but no later than the deadline specified in the communication.

You move communications to the «In Progress» status when they require some time to process. A communication in the «In Progress» status must be processed no later than the deadline specified in the communication.

You can also use the filter in this tab to find the necessary communications by task sender or to locate communications with violations.

This tab contains communications where you are the sender. It includes the following stages:

Pending Acceptance — all new communications are placed in this status. A communication in this status must be processed within 24 hours from the moment it was created, but no later than the deadline specified in the communication.

Accepted — communications that the employee agrees with in terms of content and deadline, and is ready to process, are moved to the «Accepted» status. A communication in the «Accepted» status must be processed within 48 hours after it was created, but no later than the deadline specified in the communication.

Ap — all completed communications that require approval are moved to this status. A communication in this status must be processed within 3 days after closure.

You can also use the filter in this tab to find communications by task performer or to locate communications with violations.

This tab contains all communications in which you are a participant. It is intended for monitoring purposes. In this tab, you cannot perform any actions within these communications except for sending and replying to messages.

Pending Acceptance — all new communications are placed in this status. The performer must process a communication in this status within 24 hours from the moment it was created, but no later than the deadline specified in the communication.

Accepted — communications move to the «Accepted» status when the performer agrees with their content and deadline and is ready to process them. The performer must process a communication in the «Accepted» status within 48 hours after it was created, but no later than the deadline specified in the communication.

In Progress — a communication moves to the «In Progress» status when it requires some time to process. The communication in the «In Progress» status must be processed no later than the deadline specified in the communication.

Under Approval — all completed communications that require approval from the communication sender are moved to this status. A communication in this status must be processed within 3 days after closure.

Completed — approved communications are moved to this status.

You can also use the filter in this tab to find communications by the task performer and to find communications with violations.

4. Today

This tab displays all communications that require your attention today. It also features a counter that tracks all communications activities. Actions that need to be completed today are highlighted in gray, while overdue actions are highlighted in red. The "Tomorrow" and "Day, Month, Year" tabs work similarly.

You can also use the filter in this tab to find communications with violations.

The arrows indicate the actions that need to be performed in each tab.

Also, when communicating between employees, violations may arise; there are 5 types of communication rule violations:

1. Communication not accepted Occurs when communication is not accepted more than 1/3 of the time before the deadline or 24 hours if the deadline is not set or is 3 days or more.

2. Communication not accepted for work Occurs in cases where the communication is not accepted for work more than 2/3 before the deadline, or two days if the deadline is not set or is 3 days or more.

3. Deadline Occurs when communication is not completed before the deadline specified in the communication.

4. Unanswered message for more than 3 hours Occurs when you receive a message within a communication and it is not received for more than 3 hours.

5. Communication has not been approved for more than 3 days. Occurs when you have not approved a communication that is under control in the «approve» status for more than 3 days.

This screenshot shows the «Requires Attention» label that appears on all communications with undelivered results, as well as those where the checklist has not been completed.

The list displays previously created business processes. To add a new business process, click the Add button (1).

In the window that appears, enter the business process name (2) and click the Save button (3). After that, the new business process will be added to the list, and the business process design schema will open.

To edit a business process, you need to click on the «Edit» icon (4), to create a copy of a business process, click on the «Copy» button (5), you can delete a business process by clicking on the «Delete» icon (6).

List

This tab displays a list of all employees in the organization. The list is sorted alphabetically. Clicking on any employee allows you to view their profile.

Working hours

The screenshot shows what the menu looks like when you click on a selected day for an employee.

You can assign to each employee individually:

• Day off

This window will not appear if the employee has only one function with a shift schedule, nor will it appear when assigning a schedule to an employee who is substituting for another employee on leave.

• Workday

This window will not appear if the employee has only one function with a shift schedule, nor will it appear when assigning a schedule to an employee who is substituting for another employee on leave.

• Part‑time workday, when selected, pops up a window where you need to specify the start and end of the shift; the selected day or period is also displayed there:

If an employee has several functions with a shift schedule, a window will pop up where you can mark the same schedule for all their functions at once or for several of them. To select the required functions, check or uncheck the box next to the function names. To the left of the function, there are icons «A» or «I» — the «A» icon means that the employee is the administrator of this function, «I» means the employee is the performer of the function.

The schedule also displays employees' vacations. If an employee is on vacation, a calendar icon will be shown to the right of their full name. Additionally, during the vacation period, the employee who is substituting for them will be displayed (if there is a substitute employee and they are not assigned to that function). To the left of the substitute employee’s full name, an icon with arrows will be shown.

For example, if the organization operates in the UTC+03:00 time zone (Moscow, Saint Petersburg), and an employee is in the UTC+05:00 time zone (Yekaterinburg), the employee sets their schedule according to their own time zone. That is, if this employee sets their shift from 10:00 to 20:00, then for other employees working in the company’s time zone (UTC+03:00 — Moscow, Saint Petersburg), it will be displayed that the employee works from 08:00 to 18:00.

• Save template

A window opens where you can select the desired work schedule template and apply it to the period highlighted in the schedule, or choose the desired one by specifying the start and end dates.

• Select template

A window opens where you can select the desired work schedule template and set the dates for which it can be extended.

By clicking the three dots in the top‑right corner, you will open a window where you will see all available work schedule templates that you can edit or delete (deletion is only available to the template creator or to employees who have the «Allow deletion of work schedule templates» permission for their function).

Vacation Schedule

To indicate that an employee is on vacation, select the required cell or several cells (by holding down the left mouse button). After clicking, a list with the «Vacation» option will appear — click on it.

A window will open displaying the employee’s last name and first name, the vacation period, as well as the option to select the employee (s) who will substitute for the employee during the vacation period.

The previously marked vacation period can be changed in this window. To do so, click on the blue‑colored dates shown in the period. A calendar will open where you need to select the start and end dates of the vacation. If you select one day, the vacation will be marked for that single day.

There are several substitution options available, which are displayed when you click on the text «No one is substituting», which is set by default.

• No one is substituting — this substitution type is set by default. It means that no one will substitute for the employee.
• One employee is substituting — when selecting this substitution option, a new line appears where you need to choose the employee who will perform the functions of the employee on vacation.
• Several employees are substituting — when selecting this substitution option, a list of functions performed by the employee on vacation will appear. To the left of each function, icons «A» or «I» will be displayed: the «A» icon means that the employee is the administrator of this function, while the «I» icon means they are the performer of the function. To the right of each function, you can select the substituting employee. To do this, click on «No one is substituting» and choose the desired employee from the list. This substitution option may not be available if the employee performs only one function or does not perform any functions at all.

Once the vacation has been marked, the cells with vacation dates will be highlighted with the text «Vac». When you hover over a cell, information about the vacation will be displayed — the vacation dates, as well as the substitution type and who is substituting for the employee.

The marked vacation can be cancelled or modified. To do so, click on the vacation cell and select the desired action from the list that appears.

When you click Edit, a modal window will open — the same one that appears when adding a new vacation — where you can modify the necessary details.

Tariff

To extend the currently activated tariff, click the Extend button next to the current tariff.

Next, in the window, check all the information. If necessary, you can also change the tariff period here (1). Then click the Generate invoice button (2).

Other available plans are displayed below the current one. You can select different plan parameters, including Number of Employees (which determines the maximum number of employees you can add to the system) and Period (which determines how long the plan will be valid from the date of payment).

To view the monthly cost of the tariff, you can adjust these parameters by clicking on them and selecting the desired value.

After selecting the desired tariff, click the Select button. Next, in the window, check all the information — if necessary, you can also change the tariff period here (1). Then click the Generate invoice button (2).

Next, a window will open where you need to enter all the details and click the Generate invoice button — after that, an invoice for payment in PDF format will be generated.

• invoice number;
• amount;
• invoice issue date;
• status (awaiting payment, paid).

You also have the option to download the invoice for payment in PDF format. To do this, click Download in the row with the desired invoice.

The Regulations section in reports is necessary for tracking statistics on how employees are familiar with regulations. Here you can see the percentage of employees who are familiar with regulations, as well as how many regulations they have already studied and how many they still need to study. This information can be viewed in more detail. This section is enabled separately from the main regulations functionality.

Note: The «Not filled» column displays only those statistics that were created before the start of the reporting week. For example, if the company’s week starts on Monday, all statistics created the previous week before the start day will only appear in the new week’s report.

By Employees

This section contains all current employee communications. By default, function administrators see communications of their subordinate employees in the report.

Number of open communications — shows how many communications an employee has in the statuses «Incoming», «Accepted», «In progress», «Ready».

Number of manually/automatically created communications — shows how many communications were created today manually and automatically.

Manually — communications created by employees in the Communications module.

Automatically — communications that were created automatically from recurring or mass tasks.

Number of unaccepted communications for more than one day — the number of communications that have not been moved to the «Accepted» stage within 24 hours from the moment of creation.

Number of unanswered communications for more than three hours — shows the number of communications that currently have a message unanswered for more than three hours.

Summary

In this report, you can view information on communications for each individual employee.

The report can be generated for the desired time periods and communications can be filtered — All communications or Communications with sender control. If you select the second option, only those communications that were created from recurring tasks with the «Control result by sender» setting enabled will be displayed.

The report displays the following columns:

Total communications — the number of all communications assigned to this employee at all stages.

Violations present — the number of communications per employee that have one or more violations.

Not approved — the number of communications per employee that are closed but not approved.

Result produced — the number of communications per employee where an expected result is specified, the communication is closed, approved, and the expected result has been achieved.

Result not produced — the number of communications per employee where an expected result is specified, the communication is closed, approved, but the expected result has not been achieved.

Percentage of produced results — the ratio of the number of closed communications with an expected result (where the result was achieved) to the total number of communications with an expected result.

Closed without evidence — the number of communications requiring evidence that were closed without attached evidence, out of all communications that require evidence.

This section contains information about the actions performed by the communicator for each employee. For a more detailed analysis, you can use the employee filter. You can also filter the data by a specific date or period.

This section contains information about bottlenecks (violations that were not resolved within 2 days) that employees in your organisation have. For a more detailed analysis, you can use the employee filter. You can also use the Date filter, which will display all employees whose first violation was created on the selected date.

This section contains the entire communication history for the company’s employees.

By default, function administrators see communications of their subordinate employees in the report.

1) The filter type includes:

• All communications
• Overdue communications — communications for which the deadline has already passed at the moment
• Unaccepted communications — communications that have not been moved to the «Accepted» stage within 24 hours from the moment of creation
• Not taken into work — communications that have not been moved to the «In progress» stage within 48 hours from the moment of creation
• Requires attention — communications where, upon closure, the required evidence was not attached or the "«Result not produced» button was clicked
• Closed with delay — communications that were completed after the deadline expired
• Currently has communication rule violations — communications that currently have violations of communication rules.

• Task
• Request
• Adopted decision

This section contains information about all recurring tasks created in the system.

You can also use the search by clicking «Not Specified» and entering the desired text in the field that appears. The search will be performed by the task title, its description, the expected result, and the descriptions of the evidence.

The following actions can be performed with recurring tasks:

• Pause (1) — this will stop new communications from being created until you restart the task. To restart an RT, click the icon next to the recurring task
• View the list of communications created for this RT (2)
• Edit (3)
• Copy (4) — clicking this button will open an exact copy of the RT; the word «Copy» will be added at the beginning of the task name
• Delete (5).

The section is available to all employees with the «Manage recurring tasks» permission.

This section contains settings related to the specifics of the organisation’s operations.

In this field, you can change the organisation’s name that will be displayed in the system header.

Company goal

In this field, you can optionally enter the organisation’s goal.

Week start

This setting allows you to specify which day the system will consider as the start of the work week for organisational statistics tracking.

Set organisation work schedule

When the toggle is enabled, a setting appears that allows you to specify the organisation’s work schedule or a separate schedule for functions — mark workdays and weekends, as well as the start and end times of workdays.

Note: To indicate a 24/7 work schedule for the organisation, set the working hours from 00:00 to 23:59.

Weekend days

This setting allows you to upload all calendar weekends for this and the next year according to the production calendar.

Regulations

Specify the function for monitoring regulations study

This setting is intended to indicate who will be the sender of the regulations study task, which is sent to employees every week if they have unstudied regulations. To select a function, click on the function name or on Not selected (if no function is set), then choose the desired function from the dropdown list. The task sender is one of the executors.

Minimum number of regulations to study per week

Note: The employee must be assigned as an executor for the function.

Communicator

Specify the function to receive the daily report on communication bottlenecks

To select a function, click on the function name or on Not selected (if no function is set), then choose the desired function from the dropdown list. The task recipient will be the function administrator; if there is no administrator, it will be the function executor.

Specify the system custodian function

To select a function, click on the function name or on Not selected (if no function is set), then choose the desired function from the dropdown list. Information will be transmitted to the function administrator; if there is no administrator, it will go to the function executor.

Payments

Send payment invoice in communication before the paid period ends

If the toggle is disabled, no communication with the invoice will be sent.

Specify the function responsible for system payment

To select a function, click on the function name or on Not selected (if no function is set), then choose the desired function from the dropdown list. The task recipient will be the function executor; if there are no executors, it will be the function administrator.

Comment required when taking communication into work

This setting allows specifying whether a comment in the «What needs to be done» field is mandatory when taking a communication into work and when rescheduling an action.

The setting has 3 modes:

• Default — when this option is selected, a comment must be provided when taking a communication into work and when rescheduling an action.
• Enabled — when this option is selected, a comment must be provided when taking a communication into work and when rescheduling an action.
• Disabled — when this option is selected, a comment is not required when taking a communication into work and when rescheduling an action.

Additional time to process violations created outside working hours

This setting allows specifying whether additional time is required to process violations created outside working hours.

The setting has 3 modes:

• Default — the violation will be created as soon as the employee’s working hours begin.

For example, if an employee works from 9:00 to 18:00 and receives a message at 20:00, the violation will be created immediately at the start of the working day, at 9:00

• Enabled — the violation (if not resolved) will be created only one hour after the employee’s working hours begin.

For example, if an employee works from 9:00 to 18:00 and receives a message at 20:00, the violation will not be created at 9:00 but at 10:00.

• Disabled — the violation will be created as soon as the employee’s working hours begin.

For example, if an employee works from 9:00 to 18:00 and receives a message at 20:00, the violation will be created immediately at the start of the working day, at 9:00.

Communicators also have the option to contact the employee directly from their dashboard to resolve violations as quickly as possible. Once the violations have been resolved, the violation alerts for that employee are automatically closed in the communicators' interface.

If you encounter any malfunctions or have questions about the system’s operation, you can refer to the knowledge base: info.rsuquant.ru/

If the system is not working properly, you can contact the technical support Telegram bot @RSUQuantBot — we will get in touch with you promptly.