Document Management System in Construction Industry

In this article, we look at the specific benefits of a good document management system for the construction industry. We look at the industry processes and the documents typically generated in these. We will also look at how a construction company could achieve better business results through a good document management system.
Construction Industry Processes
The major processes for any sizable construction project include: Planning a project purpose, funding, environmental impact, legal aspects Design Drawings and Specifications Tendering Inviting bids based on either the whole design or drawings and bill of quantities Preliminary cost estimations Evaluating the bids and awarding the contract Financial planning for profitability and timely cash availability Attending to legal aspects like obtaining permits, health & safety regulations, contract terms and conditions and others Scheduling the work considering the sequencing of different tasks and deadlines for completion Assembling needed materials, equipment, personnel and getting the work started Accounting, monitoring and progress chasing Inspections and handing over the completed structure to the owner
Each of the above processes (and sub-processes) generate considerable documents, with some of them creating massive volumes.
Planning and Design
Both the planning and design processes require collaborative work, with the participation of many persons. Project owners, construction manager, project manager, design engineer/architect, civil engineers, surveyors, quantity engineers, cost estimators, financial and legal advisors are some of the persons thus involved.
And the issues to be reviewed would include: Overall objectives of the project, Specific plans for achieving them, Strategic, physical, environmental, financial and legal implications of these plans Overall and detailed design for completing the project given the constraints, ending in drawings and specifications
Quantities, Costs, Tendering, Contract
Next comes the task of finding contractors to execute the work. This is typically done by floating tenders and inviting bids. Tender documents have to be prepared in a way that the bidders can make realistic cost estimates and submit their bids based on these.
Final stage of this phase involves evaluating the bids, negotiations and final award of the contract to the bidder who has not only submitted a competitive bid but is also assessed as having the competence and facilities to execute the particular project. This again is a document intensive process bids comparison worksheets, bidder profiles and testimonials, correspondence, minutes of negotiations, decision records with details of parameters considered and so on.
Construction Project Implementation
Once the contract is awarded the project owner has to ensure that: Necessary permissions are obtained and the requirements of Health & Safety and other regulations are complied Funding is arranged so that the contractor can be paid progressively against completed works The contractor is executing the work according to plans and meeting the agreed quality and performance specifications The project is progressing speedily enough to meet completion deadlines
Documents like municipal permits, regulation copies, financial plans, bank mortgage loan agreements, work inspection reports, work progress charts and others would be generated.
The contractor would be generating further massive volumes of documents. These would include: Work schedules and allocation sheets Work progress and completion reports Attendance cards and payroll Records incidental to materials procurement and transport Inventory records receipts, issues and balances to be accounted Cash transaction records Work inspection reports and progressive bills Records to be maintained under different government regulations, including income tax regulations
For larger projects, PERT and CPM charts and reports would also be created to control achievement of cost and time targets. These documents are so complex that computer assistance would invariably be needed to generate useful reports in a timely manner.
In this part, we look at how computerized and Web based document management systems could not only make document management efficient but could also produce concrete business results.
Planning a Project
Each project would have a unique ID and all documents would be linked to this ID. The document management system would reside on a hosted server or on the Web, accessible to authorized persons, both inside and outside the organization.
Digital copies of all paper-based reference materials could also be stored under the same project ID.
It would be possible for authorized team members to access a document, and review and comment on it. In this way, the original drafts could be developed into finished final reports after considering all relevant inputs.
One person would be assigned the task of progressing each report and an authorized manager would then approve the final draft.
The key advantage of such a system is that the necessity for all team members to physically assemble at one place could be minimized. Instead each member could review the up-to-date status of each session and add his own contribution, from wherever he or she is. And this can be done at a time when the person is free and able to focus on the issue.
Tendering, Bid Evaluations and Contract Award
A good document management system would prove invaluable at this stage. Some examples: The tender documents could be prepared in minutes based on the bill of quantities and the drawings could be easily attached. The whole set can then either be sent by electronic mail to bidders or printed out and sent by conventional mail. Bids received can be tabulated and compared at far greater speeds and with greater accuracy. Communication with bidders can be instantaneous and it would be easy to obtain clarifications and document these. Negotiations can also be documented online, or recorded offline for review and comment by authorized persons.
Conclusion
The examples given above are not exhaustive. There are several other aspects, such as contractor payrolls and materials inventory records, which could benefit from proper interfaces with a good document management system.
The overall result would be higher profitability, better performance records and more business.
About Author: Ademero, Inc. develops document management software. Visit their web site devoted to document management at www.ademero.com. Browse the resources section which includes the largest collection of posts from real users reviewing all of the most popular document management systems available.



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Outsourcing: Coveting the "Trained in India Tag"

If you graduated from law degree from any one of the best universities in India, then you can be sure that your " Preparations in India & quot; tag provides you hot property in the legal profession worldwide. In India clawed its way out of the supporting / outsourcing ladder of success, the lowest end of the work to make a name for himself knowledge Process Outsourcing, law students, as Western specialists from other streams are hot it is based in India to gain experience in Indian firms, the experience of India is essential for a beefing biography (CV).
" All over the world, all looking for diversity in the staff summary. Upon receipt of a globalizing world, you have to deal with people from different cultures. Since India is a global success, experience here adds weight to the executive summary and increases the value of the labour market. " Says Sonia Merchant, a trainee in Mumbai based law firm, and Thakker.
Merchant Thakker, who received a bachelor& 39;s degree from the University of Texas, USA, and also studied law at Baylor Law School, USA, is not alone in its quest for " cash in on the advantage of India & quot;. Like her, hundreds of other law graduates received in India each year at the hands on experience of the transaction, which includes joint ventures, mergers and acquisitions, as well as advising companies on regulation, laws and investment through various sectors.
Talking Economic Times " , Akhil Hirani, Managing Partner, Majumdar and Co said: " We had interns from France, Germany and the United States. The main drivers for India becoming a globally integrated economy. Lawyers want to get work experience here, as companies abroad are looking at investing in or sending work to India. With Indian experience, lawyers can market themselves better to return home. " With a minimum of five non-Indian trainees annually, Hirani adds: & quot; Many of them have returned to their countries to work at high salaries ".
Bijesh Thakker, speaking at Thakker and Thakker said huge demand for multi-jurisdiction makes India the right destination for lawyers. Reverse " & quot; " brain drain that is happening, as the potential here is better than in the best jurisdictions and the number of transactions that the Indian lawyers do is very high. & quot; adds.
Without he doubts Western Lawyers are beginning to eye " Preparations in India & quot; tag as India where all the action is moved or is in the process of moving to. Even years of experience in the Indian company allows them to return home and get a job top notches, MNCs, tag, which gives them the opportunity to demand unprecedented amount of wages from firms seeking or already doing business in India. This is where their familiarity with the Indian legal system, working style, and the country know how to give them the leg in the profession, that would require many years to create a in.
Slowly, more and more white person can be seen along Wednesday India bobbing in a sea of brown, as well as in places that had never been on the tourist trail, local residents were gawping at the number of aliens, the seizure of their city. Case in point, a thoroughly modern city of Chandigarh, capital of two Indian states - Punjab and Haryana, Le Corbusier into dreams, which has never been on the tourist radar screen! The only foreigners, local residents saw in 1970 & 39; s, when the city hosted Iran, Malaysia, Thailand and African students who had come to study at colleges in the city or in the Punjab University. Today, locals scratch their heads as AIESEC, an international student organization sends a continuous exchange of trainees from 89 countries around the world to work in Chandigarh-based IT companies or NGOs.
Did first Indian offshore / outsourcing services know that they are unleashing! Wanting to make a quick buck, they turned out in India bearing / outsourcing powerhouse that holds in the world in a storm. Now, as a chameleon, constantly on the subcontinent transformed from services to knowledge processor for teachers in the world! India continues to prove its versatile talent burgeoning masses of Indians coming Trimurthi or three different perspectives ie God, the Creator, Preserver and the destroyer, the realization of their varied skills! Just start, Christopher Columbus stumbled across America in search of wealth India!
To learn more about the trip: outsourcing kiley christiane



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Adware Spyware Removal The Best Way

Adware Spyware removal has commonly become a major task for large enterprises and government organizations over the years because of the & 39; advent of the World spyware.
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Anti Spyware Software Keeps Our Daily Lives Hassle Free

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