jim schuett - document control.ppt
TRANSCRIPT
Sage Master BuilderDocument Control
by Jim SchuettSMB Report Writer / Advisor
SMB Document Control
“A Bag Full of Tricks!”
DOCUMENT CONTROL
• Requests for Proposal• Requests for Information• Transmittals• Submittals• Plan Records• Daily Field Reports• Punch Lists• Correspondence• Project Hot List
SMB Document Control“A Bag Full of Tricks!”
Sage Master Builder’s Document Control module provides Complete Control of All Your Project Management Documents.
These include:Requests for Information (RFIs), Requests for Proposal (RFPs), Transmittals, Submittals, Daily Field Reports, and Correspondence.
SMB Document Control“A Bag Full of Tricks!”
Document Control tools Help You Manage
Correspondence, keep track of Project Plans, maintain a Project Hot List, and stay on top of Punch List items.
A customizable template makes Daily Field Reports accurate and easily accessible.
SMB Document Control“A Bag Full of Tricks!”
When using the functionality of Document Control, All Your Documents Integrate
with Estimating, Change Orders, Purchase Orders, Subcontracts, and Payroll.
This makes the process of project management Complete, Fast, Accurate, and Reliable.
SMB Document Control“A Bag Full of Tricks!”
REQUESTS FOR PROPOSAL
SMB Document ControlREQUESTS FOR PROPOSAL
Enter into screen, or export directly from Takeoff.
SMB Document Control
REQUESTS FOR PROPOSAL
Print RFP
NOTE: Form not SMB Standard Form
SMB Document Control
REQUESTS FOR PROPOSAL
Track Attachments & Routing
SMB Document Control
REQUESTS FOR PROPOSAL
Create Purchase Order
SMB Document Control“A Bag Full of Tricks!”
REQUESTS FOR INFORMATION
SMB Document ControlREQUESTS FOR INFORMATION
Request For Information (RFI) is a document you send to general contractors, architects, or engineers asking for information.
When you receive the information, you can include it in the RFI record.
There is a Business advantage to adding information about clients or vendors. When you enter such information on a request for information, the document is legally traceable.
SMB Document Control
REQUESTS FOR INFORMATION TRACK:
Names:Sent ByAnswered By--------------------------------
Dates:SentReceived---------------------------------
EasilyIdentifyDocument Type
SMB Document Control
REQUESTS FOR INFORMATION
PrintRFI
NOTE: Form is SMB Standard Form
SMB Document Control
REQUESTS FOR INFORMATION
Track Attachments & Routing
SMB Document Control“A Bag Full of Tricks!”
TRANSMITTALS & SUBMITTALS
SMB Document ControlTRANSMITTALS
A transmittal is a cover sheet that lists all the documents being sent.
The individual to whom you sent the documents signs the transmittal as proof that all the items were received.
SMB Document Control
TRANSMITTALS
Track Routing
SMB Document Control
TRANSMITTALS
Track Routing
SMB Document ControlSUBMITTALS
You can provide submittal documents with all material samples supplied to the general contractor, client, vendor, or architect.
The submittal lists each sample you are providing for review.
SMB Document ControlSUBMITTALS
Track Routing
SMB Document Control
SUBMITTALS
Print Submittal
SMB Document Control“A Bag Full of Tricks!”
PLAN RECORDS
SMB Document ControlPLAN RECORDS
You can enter and track the revisions made to plans.
In addition, you can track who has received the plans.
SMB Document Control
PLAN RECORDS
Track PlanDistribution
SMB Document Control
PLAN RECORDS
Print PLAN RECORDS
SMB Document Control“A Bag Full of Tricks!”
DAILY FIELD REPORTS
SMB Document ControlDAILY FIELD REPORTS
Track the conditions and events that occur at the job site on a daily basis.
Track the employees and subcontractors working on the job,
what equipment was used, and how many units of work were completed.
Track incidents, meetings, and field orders.
SMB Document
ControlDAILY FIELD REPORTS
Sample of Printed Daily Field Report
EMPLOYEES
SUBCONTRACTORS
EQUIPMENT
UNITS
INCIDENTS
MEETINGS
ORDERS
SMB Document ControlDAILY FIELD REPORTS
Import Data to Payroll Timecards!
SMB Document ControlDAILY FIELD REPORTS
Have Supervisors / Crew Leaders Submit Report Daily
SMB Document ControlDAILY FIELD REPORTS
Report Daily Employee Time at Site
Report Daily Weather Conditions at Site
SMB Document ControlDAILY FIELD REPORTS
Report Daily Subcontractor Activity at Site
SMB Document ControlDAILY FIELD REPORTS
Report Daily Equipment Usage at Site
SMB Document ControlDAILY FIELD REPORTS
Report Daily Units Completed at Site
SMB Document Control
DAILY FIELD REPORTS
Report Daily Incidents at Site
You can create incident types to track events on the work site.
Example of incident types:
SMB Document Control
DAILY FIELD REPORTS
Report Daily Meetings at Site
You can create Meeting Types to track events on the work site.
Example of meeting types:
SMB Document Control
DAILY FIELD REPORTS
Report Daily Orders at Site
SMB Document Control
DAILY FIELD REPORTSImport Payroll from Daily Field Reports
Daily Field Reports contain:
• cost codes• paygroups• pay types• hours worked• pieces completed
Review the timecard and enter any additional information.
SMB Document Control
PUNCH LISTS
SMB Document Control
PUNCH LISTS
SMB Document ControlPUNCH LIST
REPORTS
NOTE: Not Standard SMB Report
Print a separate Vendor Punch List for each vendor
SMB Document ControlPUNCH LIST
REPORTS
NOTE: Not Standard SMB Report
Print Punch List Worksheetfor yourProject Manager& Office
SMB Document ControlPUNCH LIST
REPORTS
NOTE: Not Standard SMB Report
Print Punch List Detailfor trackingProgressor Status
SMB Document Control
CORRESPONDENCE
SMB Document ControlCORRESPONDENCE
SMB Document Control
PROJECT HOT LIST
SMB Document ControlPROJECT HOT LIST
SMB Project Work CenterTHE COMMAND CENTER
Hot List
See All Hot List Transactions Performed
Review & Remove
Drill Down To See Specific Transactions
SMB Project Work Center
THE COMMAND CENTER
Hot List
Drill Down Once ViewedHot List Item“Italics”
Un-CheckHot ListTo RemoveFrom List
SMB Project Work Center
THE COMMAND CENTER
To Set Hot List “ON” All The Time,Log in as Supervisor and hit “F7”.
Checkmark the “Checked” Box, then “OK”
Do This on Every ScreenYou Want ToReview
SMB Project Work Center
THE COMMAND CENTER
Use the Drop Down Menu to Look at Specific Tables
TABLES:Change OrdersCorrespondenceDaily Field ReportsLoan Draw RequestsPayable InvoicesPlan RecordsProgress BillingsProposalsPunch ListsPurchase OrdersReceivable InvoicesRecurring AR InvoicesRecurring AP InvoicesRequests for InfoRequests for ProposalsSubcontractsSubmittalsTransmittalsUnitary BillingsUnitary Proposals
Sage Master BuilderDocument Control
Questions & Answers
Sage Master BuilderDocument Control
by Jim SchuettSMB Report Writer / Advisor