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Intro

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Intro

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  1. Intro MultiCAT Purpose built Job and Business Administration for Australian and New Zealand Main Contractors By Construction People for Construction People .

  2. Intro Blurb INTRODUCTION MultiCAT is purpose built for mid tier Main Contractors. CAT Software have been supporting the construction industry with leading edge construction systems for 13 years and we continuously seek ways to make our software better and keep up to date with technology. We provide the balance between traditionally good record keeping and the electronic age we now operate in. MultiCAT incorporates all aspects of project and business administration from documents to dollars and inception to completion. MultiCAT will streamline your organisation and provide systems and structure for your staff at all levels so they are better equipped to do their day to day job. Construction companies using MultiCAT find they can reduce staff, make significant savings and take major steps in increasing efficiency. This presentation will walk you through the core functions of MultiCAT and give you an excellent overview of MultiCAT and what it can do for your company. .

  3. MultiCAT MODULES MultiCAT MODULES Contact Information Incoming Communication Project Documentation Subcontractor Administration MultiCAT Daily Site Diary Consultant Administration Time Keeping and Productivity • Committed Costs • Cash Flow Forecast • Risk and Opportunity • Combined Committed Costs • Written Communication • RFI Management • Written Communication • Variations • Progress Claims • Lead Management • Tender Documents • Estimating • Tender Invitations • Trade Letting • Confirmed Jobs • Project Budget • Purchase Orders • Standing Orders • Petty Cash • Creditor Processing • Accounting Interface • Electronic Approvals • Asset Management • Plant Compliance • Vehicle Register • Transfers to Jobs • Plant Recharge • Plant Register • Time Entry • Productivity Overview • Summary Export for Payroll • Written Communication • Variations • Claim Set Up • Progress Claims • EOT Claims System Management • Weather • Inspections • Visitors • Delays • Subcontractors on Site • Internal Plant Transfers Consolidated, Affordable & Purpose Built For Main Contractors • Manage Company and Staff Information • Manage System Securities and Access Levels • Manage Purchasing Lists and Look Ups • Add To or Edit Pick Lists • Add To or Edit Letter Templates • Response Management • Hyperlink to original • Drawing Revision and Distribution • Completion Compliance • Concrete Register • Hire Equipment • Non contractual communication • File Notes • Meeting Minutes • Contact Data Base • Job Specific Contacts • Staff Contact • Outlook Synchronise • Accounting Synchronise Client Administration Plant and Equipment Project Reporting Project Establishment Purchasing and Creditors .

  4. MAIN MENU MAIN MENU CUSTOM REPORTS 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. PROJECT ESTABLISHMENT PROJECT ESTABLISHMENT Timing

  6. Lead Management LEAD MANAGEMENT Lead management is really good and allows you to manage leads, create a forecast, add file notes for all stages of the sales process, it also gives you follow up prompts, conversion statistics and a lead schedule for your sales meetings. Never let a lead fall through the cracks or be forgotten. All pre project information flows through if the job is successful. Timing

  7. 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

  8. 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

  9. Estimating ESTIMATING Select a code group Select a cost code Shows the tender price and any associated tags from tender pricing submission screen Type in an item or add it from your price book. Price book is optional The estimate is organised by group codes and cost codes. Select the group and all associated codes will appear. If you use a price book the item selected will populate with rate and unit of measure, all you have to add is quantity. The bulk of your items will be auto populated from subcontractor and supplier prices that have been ticked as preferred. Timing

  10. 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

  11. Project Confirmation PROJECT CONFIRMATION When the project is confirmed change the job status from pending to successful to make it a live project then turn your estimate into a budget, assign project staff (until they are assigned they have no authorisation to access a project) and complete contractual details such as contract dates, retention dates and the retention calculation to be used for your progress claim. At this stage you can synchronise projects with accounting so that you have two levels of job cost reporting – both committed and actual. Timing

  12. Budget Setup BUDGET SETUP Append your estimate to the budget, notice that all items with a unit of measure of hour is showing in labour hours. You are able to transfer money between codes as relevant and keep a good audit trail of transfers and the reasons for. The budget can be locked, but only unlocked by authorised personnel. Timing

  13. Trade Letting Schedule TRADE LETTING SCHEDULE The trade letting schedule works out award, close, invite and final design date to ensure the tenders are let with sufficient time to meet the start on site date. This is generally driven by the Site Manager or person who drives the program. This schedule is also great for PCG meetings for keeping the team informed and keeping focus on final design requirements. 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. CLIENT ADMIN CLIENT ADMINISTRATION Timing

  16. Client Communication CLIENT COMMUNICATION (CTC) The client communication module is excellent, it’s fast well presented (your branding) and schedules are automated. On click the communication goes directly to outlook with the correct title and email address. Timing

  17. Client Variations CLIENT VARIATIONS Client variations are auto added to your progress claim and also added to the committed cost schedule regardless of status unless they are “not proceeding”. Presentation is excellent and the schedules are automatically generated. Timing

  18. Our Progress Claim Setup PROGRESS CLAIM SET UP The claim breakdown can be appended from the budget with margin either back spread or added as a line item. Alternatively you can manually enter it to suit the project. Timing

  19. Our Progress Claim PROGRESS CLAIM Client Claims are efficient and speedy to generate and they are compliant. You can either work on percentage complete or on dollar values that back calculate the percentage. Retentions are calculated based on the retention calculation method selected for the project. You can keep notes against each claim for reference. Timing

  20. CONSULTANT COMMUNICATION CONSULTANT COMMUNICATION (ATC) Time implication identified Update responses on the fly, this adds to incoming Add a suggested solution, only prints if populated The consultant communication module is excellent, it’s fast well presented (your branding) and schedules are automated. By clicking email as pdf the communication goes directly to outlook with the correct title and email address. RFI management has never been easier. The schedules are great for Design and PCG meetings as they really highlight any consultant who is dragging their feet. Timing

  21. SUBCONTRACTOR ADMIN SUBCONTRACTOR ADMINISTRATION Timing

  22. 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

  23. Subcontractor Communication SUBCONTRACTOR COMMUNICATION Generate Subcontractor communication, It is quick and efficient and all communication can be sent as a pdf email attachment by clicking “email” on the ribbon, this automatically turns your document into a pdf and takes you through to outlook with the correct email address. All documentation is well presented with your branding and signatures are all electronic. Timing

  24. 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

  25. 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

  26. 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

  27. INCOMING COMMUNICATION INCOMING COMMUNICATION Incoming communication can be added on the fly from client and consultant communication or can be added directly. All documents logged can be hyperlinked to the document. As most incoming communication from consultants needs to be distributed to subcontractors we have made it easy to do this and create an auto ATS. Timing

  28. CONTACTS CONTACT DATABASE The contact database contains all contact information, this module feeds all other modules and synchronises with Microsoft Outlook and Accounting. Enter it once and never again. From this screen you can assign a performance rating, add or update insurance information, synchronise with accounts and add or update annual contract information. Timing

  29. Contacts Reports CONTACT DATABASE Managing your reports is great, put a report into print preview and then if you would like to filter or group, click report view and filter the information you want to print. You have real power over your own data. Timing

  30. Project Specific Contacts PROJECT SPECIFIC CONTACTS The project specific contacts pulls information from the contacts database so you have a project specific list that limits project lists to the project team. Synchronise your contacts with Outlook. Timing

  31. Staff Contact Info STAFF CONTACT INFORMATION The address panel on all external communication picks up its information from here, so the letterhead is author specific and has individual phone, fax, mobile and email address. Timing

  32. PROJECT DOCUMENTATION PROJECT DOCUMENTATION Timing

  33. Add New Documents ADD NEW DOCUMENTS Click to append documents from Tender module The drawing / document register can be appended for the tender register, manually added or added from excel. You can add a hyperlink to documents if required. Timing

  34. Document Revision and Distribution DOCUMENT REVISION AND DISTRIBUTION Click to print preview then post or email Select the recipient from the project team Select the document for transfer Track and register document revisions as they are revised. If you are still using a traditional method of document distribution you can manage and track distributions and generate document transmittals. Alternatively just manage revisions and use an on line solution for distribution. Timing Timing

  35. Concrete Register CONCRETE REGISTER Add pour test information Add or update pour dockets The concrete register allows site staff to keep a record of all concrete pours including quantities, design mix, locations, concrete dockets and test information. Timing

  36. Project Completion Compliance PROJECT COMPETION COMPLIANCE Completion compliance is flexible and is designed to track the actions on resource consents, building consents and any other requirements associated with building completion. Timing

  37. 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. Timing

  38. General Communication GENERAL COMMUNICATION General communication is for any written communication that is not to a contract party. You would also use this for any pre contact communication as it can still be linked to a job. This module can also be used for all non job specific (Job No 1) communication. Timing

  39. File Notes FILE NOTES File notes are great whether it’s a record of conversation, an action note or just a record of an event. Use file notes instead of a personal diary as then the information is available to the team. Timing

  40. DAILY SITE DIARY DAILY SITE DIARY Daily site diaries on computer add a lot of value because its quicker for the site staff and it allows good reporting and site management information. This is great for management and office based staff to keep up with what is happening on site. Timing

  41. TIME KEEPING TIME KEEPING Time entry is simple and is charged to the project at the recovery rate nominated for each person or you can use a composite position rate. There is a period report for summary entry to payroll or export depending on which software you are using. Hours can be linked to client variations where relevant and there is a budget versus actual report. Timing

  42. Monthly Salary Allocation MONTHLY SALARY ALLOCATION Monthly salary allocation is for salaried staff so that recovery costs are allocated to projects or overhead as the case maybe. A simple percentage allocation which are recharged as hours. Timing

  43. CREDITORS PURCHASING AND CREDITORS The Operations Team The Accounts Team Timing

  44. Purchase Orders PURCHASE ORDERS Select site and the delivery address will look up job address Link a purchase order to an item of plant or a vehicle Type in an item or add it from your price book. Price book is optional Link a purchase order to a client variation Select a paragraph to be added as auto text Raising a purchase order is simple, you can select items from your price book or use free form entry. You can set up your own auto text for items like safety notes and you can customise the conditions of order. There is also a field for adding a note such as back order. Click to print preview then email to the supplier with the document and the subject line appropriately titled. Timing

  45. Standing Orders STANDING ORDERS Record the quote reference Identify the validity period Default text is customisable Create a budget by identifying estimated qty Set up standing orders for the project for items such as concrete, toilets, waste bins, building supplies, hire equipment and anything else that you have an agreed set of rates. Your foremen can now phone order against the standing order so they can spend more time on the site. Track your expenditure against a standing order. Timing

  46. Place a Standing Order PLACE A STANDING ORDER Site staff can phone order against standing orders set up by the contract administrator. Select a standing order, pick an item and add a quantity so that there is a running tally against phone orders. Site staff can get on with the job and not get tied up in administration whilst still maintaining integrity of expenditure. Timing

  47. Process Creditor Invoices PROCESS CREDITOR INVOICES Invoices can be processed by creditor, it is quick, simply enter the invoice no and invoice date. Orders can be adjusted if there is a minor discrepancy like a delivery charge. They are added as unmatched items that do not affect original order value and require approval before processing for payment. See a list of all invoices awaiting approval by operations staff. Timing

  48. Process Standing Orders PROCESS STANDING ORDER INVOICES Click to view agreed rates Running totals against budget Processing standing orders is also simple, select the relevant order and only items that are part of the standing order show on the list and then enter quantities. Similarly, unmatched items require approval before processed for payment. Timing

  49. Approve Creditor Invoices APPROVE CREDITOR INVOICES Click to approve and MultiCAT captures your name and the date. Click to return incorrect invoice to supplier for correction and credit. View the details from the invoice. Project Managers and Contract Administrators can electronically approve orders, invoices don’t need to leave the accounts office. Great schedules to assist with forecasting. Approval schedule for accounting records. Unmatched invoices are highlighted for review, can be corrected and approved or returned to supplier for credit. Timing

  50. Load Creditors To Accounts APPROVED INVOICES NOW LOAD TO ACCOUNTS Click to export to accounting Once creditor invoices are approved for payment they appear on this screen ready for upload to accounting. The payment of the invoice will then go through the usual process within accounting. No double entry and no concerns for accounting staff about unapproved transactions. This process really streamlines administration. Unapproved invoices are scheduled so they know which operations staff to chase up. The export matches company name so there can be no errors. Timing