Accomplish More with Document Control

Document Control is an add-on module for Sage 100 Contrator

Managing the paperwork required for your jobs is overwhelming. You are probably already familiar with the ‘basic’ Project management modules within Sage 100 Contractor (Budgets, Change Orders, Purchase Orders, Subcontracts, and Job Reports), but you may not realize that you can accomplish even more with the Document Control module.

Nine powerful features in the document control module:

1. Requests for Proposal
2. Requests for Information
3. Transmittals
4. Submittals
5. Plan Records
6. Daily Field Reports
7. Punch Lists
8. Correspondence
9. Project Hot List

Requests for Proposal

This module allows you to request and track quotes from vendors on various line items for a project. You can either complete the screen manually or export from a Takeoff (menu option 9-5.) By using the program’s “copy-paste record” feature you can easily copy the RFP to send to multiple vendors. There are fields to track the status of your request, and when a vendor’s prices are received, as well as their expiration date. Finally, once you decide on a vendor, you can export to a Purchase Order with a single button click.

Requests for Information

Tracking RFIs is so important, but many people have a hodge-podge system of tracking them, meaning that often each Project Manager has their own “micro” filing system. Centralizing these requests into the Document Control module will make the job easier and more complete by providing a consistent way to enter and track the information. This is an excellent place to use “scheduled reports” to get notifications when RFIs are not answered by the required dates. Also, you will see the HOT LIST mentioned below- another way to make sure that unanswered RFIs do not slip through the cracks.

Transmittals

When did I send that billing? Did we send 3 or 4 copies? How was it sent? All of these questions can be answered by using the TRANSMITTALS. Do you need a form for your courier to have signed when a package is delivered? Design it in FORM DESIGN to use as the printout for your Transmittal.

Submittals

Tracking your Submittals such as Samples and Shop Drawings is so easy when you have the ability to assign a status and Required Action to each item in the Submittals screen. Again, the Scheduled Reports feature and the Hot List Module will help ensure deadlines are not missed.

Plan Records

Make sure you have the correct and current Plan Versions. Track who you have distributed sets to and if any Deposits have been collected with the Plan Distribution button.

Daily Field Reports

This module does so much – of course, the Daily Report itself is an important document in recording the events on each day’s jobsite. But, going way beyond that, the information entered into the Daily Field Report can populate Payroll, Equipment Costing, and update Unitary Billings. There are spaces for incidents (such as injuries) and to record Meetings (such as Safety Meetings.) It is so important to document the job’s events each day- it is even better to get automatic entries of information into other modules.

Punch Lists

Tracking the Punch List items can’t be easier than this. Having the integration into your Vendor and Employee lists allow you to easily assign items. Using the Scheduled Reports feature and the Hot List module helps you automatically update assigned resources to their tasks and keep you updated on what needs to be done.

Correspondence

Some users record phone calls, track emails and even write letters in this module. The screen is more or less “free form” so a simple letter could be typed. User-Defined Correspondence types are available so you can easily categorize the entries.

Project Hot List

This is the ‘capstone’ — where it can all come together. All of the times mentioned above and a host of other job-related screens have a “Hot List” box available. When the box is checked the item will appear on the Hot List. The Hot List can be viewed by Job, by Project Manager, or by Type of entry (Change Order, Punch List, etc.).

This means that if you wanted to see “all outstanding RFI’s for all jobs,” you could. If “John” is going to be out unexpectedly, you can pull up a Hot List of all of his items on all of his jobs. If John just wanted to see all of his Open Change Orders for all Jobs, this would be easy. You can view all of your hot-listed items based on criteria you choose.

All of these screens are very easy to learn and use. Most are really replacing other tracking methods you use — most likely Excel. The big differences why you can accomplish more with Document Control:

- Document Control is integrated into your other company data — Jobs, Vendors, Employees.
- Using Document Control will provide a CONSISTENT method of tracking- replacing the “islands” of data that exist when everyone has their own system.
- Using Sage 100 Contractor built-in system features such as Scheduled Reports and the Hot List makes it easy for you to get the reports quickly, and even automatically.