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BuildCAT INTRODUCTION

BuildCAT INTRODUCTION. BuildCAT. Purpose built Job and Business Administration for Australian and New Zealand Construction Companies By Construction People for Construction People. INTRODUCTION BLURB. INTRODUCTION.

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BuildCAT INTRODUCTION

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  1. BuildCAT INTRODUCTION BuildCAT Purpose built Job and Business Administration for Australian and New Zealand Construction Companies By Construction People for Construction People .

  2. INTRODUCTION BLURB INTRODUCTION BuildCAT is a consolidated job and business administration system which has been specifically designed for construction companies. BuildCAT is the solution for contractors that don't fit in the typical main contractor / subcontractor or commercial / residential categories but are a mixture of both and do jobbing and maintenance works as well as major contracts. BuildCAT will streamline your organisation and provide systems and structure for your staff so they are better equipped to do their day to day job. BuildCAT deals with every aspect of job and business administration from inception through to completion and documents through to dollars. BuildCAT provides an excellent balance between traditionally good record keeping and the electronic age we now operate within. BuildCAT can assist with many of the challenges that trade contractors face with how best to manage the administration of jobs and clients. .

  3. BuildCAT MODULES BuildCAT MODULES Accounts Processing Accounts Processing Operations Diary Operations Diary Contact Information Contact Information Project Documentation Project Documentation Project Communication Project Communication Project Establishment Project Establishment BuildCAT Our Variations Our Claim Setup Our Claims Raise an Invoice Subcontractor Setup Subcontractor Variations Subcontractor Claims Subcontractor Claim Approvals Pending and in Progress Work Schedule Sites and Equipment Written Communication Completed Job Look Up Invoicing Service and Maintenance Work Stream Service and Maintenance Work Stream Client Communication Subcontractor Communication Consultant Communication Process Creditor Invoices Petty Cash Overview Debtor Invoices Invoice Prompt (jobs with costs) Export to Accounting Trouble Shoot Orders Add New and Manage Transfer Plant Plant and Equipment Register Committed Costs Schedule Service Job Performance Risk and Opportunity Cash Flow Forecast Retention Tracking Purchase Orders Standing Orders Stock Control Price Book Electronic Approval Drawing Revision and Distribution Communication (not job related) Incoming Communication Log File Notes Meeting Minutes Concrete Register Plant Hire Register Finishes Schedule 2 Job Streams Lead Management Estimating Quote Presentation Project Budget Trade Letting Time Entry for Wage Staff Salary Allocation Track Delays Transfer Plant Daily Specific Diary Job Specific Diary Contact Data Base which synchronises with Outlook and Accounts Time Keeping and Productivity Time Keeping and Productivity Consolidated, Affordable & Purpose Built for Construction Contractors Variations and Claims Variations and Claims Purchasing and Stock Purchasing and Stock Plant and Equipment Plant and Equipment . Project Reporting Project Reporting

  4. MAIN MENU MAIN MENU [your company name] The main menu is logically laid out and easy to follow, the module graphic is present throughout the module making it easier to navigate. Timing

  5. CONTACT INFORMATION CONTACT INFORMATION One central database for all your contact information. This information feeds all other modules and synchronises with Outlook and accounts, enter it only once. Timing

  6. PROJECT ESTABLISHMENT PROJECT ESTABLISHMENT The project establishment module has excellent prospect management and provides good tools for each work stream and an estimating system that is really versatile. Timing

  7. Lead Management LEAD MANAGEMENT Manage all your prospective clients and jobs. Track where leads come and your conversion rates. This information is excellent for tracking performance of individual estimators. Get a broad brush forecast of potential forward work load. Timing

  8. Estimating Tools ESTIMATING TOOLS Overview all of your recipes Build estimating recipes include plant labour and materials. Looks up the latest rate in you price book Set up paragraphs for quote presentation so its always spelt right and grammatically correct Manage quote defaults such as validity periods Default Estimating Check List Estimating tools are for setting up default text and look up values. Timing

  9. Estimating Check List ESTIMATING CHECK LIST Within Estimating Tools set up a template check list to use as the default for each estimate. Add all the items you want the estimator to check on each job from pre estimate through to the pre letting meeting and contract award. Avoid repetitive and costly mistakes. Timing

  10. Build an Estimate BUILD AN ESTIMATE Add options to your estimate where an alternative method or material may offer the client a cost or time saving. Tenders are won and lost on options. The options created will show on your quote presentation. On completion of your estimate review the quote summary cross check against the forecast. Print out an estimate summary for approval - either print by area or by activity. Timing

  11. Tender Invitations TENDER INVITATIONS Set up the trade letting master “Y” indicates the trade has had invites Tick to Invite Select the Trade Click to Print Cover Letter Only Click to Print Full Individual Invite Create Templates for Trade Specific Scopes and Append to an Invitation Click to email Invitees The tender invitation module offers you the flexibility of organising your tender invitations individually, by trade or by job as a whole if you are using an online document distribution system. The email interface is excellent and overall your administration of this process is vastly reduced. All invitations have three schedules. 1 = Conditions of Subcontract 2 = Trade Specific Scope 3 = Form of Tender. Include a scope of works where relevant. Timing

  12. Notice To Tenderers NOTICE TO TENDERERS Issue NTT quickly and efficiently. Simply type the information and select the individual or trade that the NTT is to go to then bulk email the document or you can print and send if you do things traditionally. Timing

  13. Tender Pricing TENDER PRICING When the subcontractor price comes in, add the value including any tags. Tick the preferred price for use with your estimate and this value and associated tags will be added to the estimate. Timing

  14. Trade Letting TRADE LETTING Generate a subcontractor recommendation form for approval. On confirmation of subcontractor acceptance the subcontractor is added to the project team, the set up for payment claim is done and a letter of acceptance with a customisable subcontract agreement is generated (optional). Timing

  15. Present a Quotation PRESENT A QUOTATION On the click of a button the quote is nicely titled, turned into a pdf and sent through to Outlook with the recipients email address There are several options for quote presentation from lump sum to a full breakdown and you can nominate which options you present. All quotes are well presented on your letterhead, include your signature and can be sent by email. The email option turns the quote into a pdf, names it appropriately and takes you through to Outlook with the correct email address for the recipient. Timing

  16. Fixed Price Projects Master FIXED PRICE PROJECTS MASTER For small jobs add work instruction here and produce a job card, whereas for bigger jobs add handover information for the site manager If the project is successful then add programme information, contract information, nominate the retention calculation and add your authorised personnel. On status change to successful the budget for the project will be set up. If the job is minor then print a job card otherwise print a handover sheet for the site manager and material schedule. Timing

  17. Project Budget PROJECT BUDGET The project budget is set up (based on the estimate) when you change the status of a job to successful or if preferred you can configure this manually. Transfer money between codes with audit trail. Note that all items with labour have been added as hours to form the base value for productivity management. Timing

  18. Project Communication (FS) PROJECT COMMUNICATION (all work streams) Data dump pre set blurb to save on typing time Recipients email address Title that is relevant to the project and document number Filtered for a specific recipient PDF title that is relevant to the project and document number Project communication running through a database is great, its transparent, well presented, has a great email interface and is automatically scheduled against the job. Send in form style or on formal letterhead complete with electronic signatures. The schedules can be filtered to suit your output requirement and you can track responses too. Timing

  19. FIXED PRICE CONTRACTS VARIATIONS AND CLAIMS The fixed price work streams is flexible and allows for the administration of all sizes of job whether it is a progress claimed high-rise or a small quote, do and bill job. Timing

  20. FS Variations VARIATIONS Variations are well presented and automatically added to your progress claim whether they are approved or not. Add as much detail to the pricing as you want the client to see. Get a report that shows performance and margin on each variation. Timing

  21. Set Up a Progress Claim SETUP A PROGRESS CLAIM Progress claims can be appended from your budget with or without margin back spread or set up manually to suit a specific project. Send the breakdown to your client at the beginning of the project so you are both on the same page as to how you are going to claim the job. Timing

  22. Progress Claim PROGRESS CLAIM Very quickly create a well presented monthly progress claim that is construction act compliant. Notice how variations have been added at the bottom section of the claim. The claim is email friendly and operations people can quickly preview all claim history on a project. Keep notes on any items that are knocked back by the client and where possible get the clients signature. Timing

  23. Raise an Invoice RAISE AN INVOICE Convert your claim to an invoice including retention values. For smaller jobs that are going to be invoiced instead of progress claimed then click on the original quote popup and add values as quoted either by area or by activity. Invoices can be prepared by operations people where the knowledge lies. Timing

  24. Subcontractor Setup SUBCONTRACTOR SET UP Base information including values, head contract retention calculation, contacts and coding is auto added on contract acceptance. Other information to be added includes insurance, contract sent and received dates and documentation requirements. Timing

  25. Subcontractor Variations SUBCONTRACTOR VARIATIONS ATS Variations have excellent tracking and are automatically added to subcontractor payment schedules and the project committed cost schedule proving you with forecasts that are up to date daily. Variations can be linked to Client Variations and all schedules are automated. Timing

  26. Subcontractor Claims SUBCONTRACTOR CLAIMS Subcontractor Claims are efficient and compliant whether you are using a recipient generated invoice method or accepting invoices. You can either work on percentage complete or on dollar values that back calculate the percentage. Retentions are calculated based on the calculation method selected in contract set up and you can add reasons for variance. Retention tracking is excellent. Timing

  27. Subcontractor Claim Approval SUBCONTRACTOR CLAIM APPROVAL All progress claims need to be approved by both the project manager and the contract administrator before they are released to accounts for processing for payment. Electronic approvals are a big step forward in efficiency. Timing

  28. SERVICE AND MAINTENACE SERVICE AND MAINTENANCE Multiple sites per contract or use as multiple clients on one job for separate billing. You can even record plant on specific sites and part numbers The work schedule for all service work. Look up old jobs with full detail The service stream is really flexible and can be used for: planned maintenance, reactive maintenance, minor capital which is additional to an existing contract, scheduled work that needs approval first and one off minor jobs. This module will really strip administration time. Timing

  29. Service Contract SERVICE MASTER (service contract) Set up the master information for the job including scheduled and unscheduled rates. On the example used this has been set up for a service contract with multiple sites. Add sites including any protocol information plus details on parking, check in and any other notes for your installer. Timing

  30. Multiple Clients SERVICE MASTER (multiple clients) Add parts and part numbers for specific equipment or maybe the style of finish Set up the master information for the job including scheduled and unscheduled rates. On the example used this has been set up for tagging for multiple clients. Add known sites or add clients and sites on the fly in the work screen. Timing

  31. Pending and in Progress PENDING AND IN PROGRESS (service contracts) Print a schedule of equipment on site including parts detail Three different types of job card, from plain to cards that include plant and history The pending and in progress screen is where jobs are raised and jobs are closed out for billing. All jobs that are approved move onto the work schedule. Firstly lets look at service contracts. You would load planned work annually in advance and reactive work on the fly. The installer and the estimated hours can be added here or from the work schedule. The values in the activity combo come from the contract set up master but you can type something in that is not in the list. Timing

  32. Pending and in Progress PENDING AND IN PROGRESS (minor works) Send a quote with rates for approval Or send a quote with more detail and with totals Schedule of all jobs waiting approval Place for the client to sign and return on acceptance The example shown is done under a tagging master job but has multiple clients you can add client sites on the fly, this is great as it saves having to do a job set up for minor works. If this was a regular client with multiple sites you would set up the job in a similar way. These jobs can be charge up, based on rates or a mixture of both. You can even send a quote. Timing

  33. Service Jobs Work Schedule SERVICE JOBS WORK SCHEDULE Add estimated hours and the installer Print a run of job cards for a period, or print one at a time Review work allocation for an installer and modify if required Print a work schedule for a date range, filter by installer and view estimated hours The work schedule brings together all service work within a date range so that you can manage work allocation, hours estimates and workload generally. Filter and sort the screen and reports by job, by installer or by date. Timing

  34. Pending and in Progress PENDING AND IN PROGRESS (closing out) Make sure all materials or stock transfer are captured for the job card, don’t miss a billing opportunity Keep an eye on unbilled works materials purchased for this job card, double click to view When a job is complete up date the work done from the completed job card and add relevant item notes and completion notes, this information becomes supporting documentation for billing. When you add a finish date this will send the job through to billing. Timing

  35. Service Invoicing SERVICE INVOICING Invoicing service work is really simple. Simply start a new invoice and tick the jobs to be included and they are automatically added to the invoice. You can have multiple jobs per invoice or just one. Invoices can be printed with details inserted or with supporting documentation attached. Invoices are well presented and include your direct credit details. Timing

  36. Completed Job Look Up COMPLETED JOB LOOK UP Quickly find details of completed work and get history reports on contracts and sites. History reports give the client valuable information about his sites and equipment and its accurate!. Service history can also be important for your installers / technicians. Timing

  37. PROJECT DOCUMENTATION PROJECT DOCUMENTATION BuildCAT has a variety of documentation modules Timing

  38. File Notes FILE NOTES File notes are a great alternative to bits of paper or important information being buried in personal diaries. Whether it’s a lead note, a telephone conversation record or just an observation then add it here where everyone can share information. Timing

  39. Action Plan / Meeting Minutes ACTION PLAN / MEETING MINUTES Meeting minutes are progressive which is great as it allows you to get consolidated meeting minutes for a project for each meeting type which is invaluable when you have a time claim and are having to research history. Great for staff meetings too, when an item is actioned it drops off the list. Timing

  40. Document Control – Add Documents DOCUMENT CONTROL – ADD DOCUMENTS The drawing register can be used to track all client issued drawings or just for managing the shop drawing process. Add the documents here and then……. Timing

  41. Document Control – Revisions DOCUMENT CONTROL - REVISIONS Track the revision and distribution of documents here and produce document transmittals. Timing

  42. Document Control – Distribution DOCUMENT CONTROL - DISTRIBUTION Whether you are registering and distributing project drawings for your suppliers or managing shop drawings this module is great. Timing

  43. Finishes Schedule FINISHES SCHEDULE Track finishes on projects so you have a record for maintenance purposes Timing

  44. Communication (not job specific) COMMUNICATION (not job specific) General communication is for any written communication that is not job related. You could also use this for any pre contact communication. As with all external documentation there is a friendly email interface. Produce in form or formal style. Timing

  45. Incoming Communication INCOMING COMMUNICATION Incoming communication can be added on the fly. All documents logged can be hyperlinked to the document stored on the server. Timing

  46. Standard Letter Templates STANDARD LETTER TEMPLATES Standard letter templates are where you can set up hundreds of data dumps for common communication which can then be modified if required, saves a lot of typing. Timing

  47. PLANT AND EQUIPMENT PLANT AND EQUIPMENT Manage and track your valuable equipment and track compliance for power tools, vehicles and measuring equipment. All transfers between staff are done through the daily site diary so you always know where things are. Timing

  48. Add New and Manage Plant and Equipment ADD NEW AND MANAGE PLANT AND EQUPIMENT Add and edit plant and equipment and set initial compliance dates (these will be updated by the operations team). This information sets the foundations for your asset register and for the plant and equipment register and the vehicle register. Timing

  49. Transfer Plant From Store TRANSFER PLANT FROM THE STORE The store is the default location when an item of plant and equipment is not allocated. Timing

  50. Plant and Equipment Register PLANT AND EQUIPMENT REGISTER Know where any item of plant is at any time. Operations staff can update compliance dates here and there is colour coding to highlight items that have expired or are coming due for action. Timing

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