One. Office Features, Functions and Benefits
Bid History Planholder Proposal/Plans WEB Data Posting and Collection Mn/DOT Materials One. Office Project Database State Aid Request/ Project Memo Engineering Estimating, Analysis and Accounting Field Data Collection Project Journal Project Sketch Project Time Project Acct State Aid Project/ Payment WEB Documents ACS Cost Accounting County/City Specific Word Documents Project Acct Auditing/ACCT Payable
Daily Time Savings – 45 minutes per day (48 weeks) Weekly Time Savings – 5 hr/week/project (6 Months) Monthly Time Savings – 12 hr/month/project (6 months) Yearly Time Savings – 150 hr/year/project ( 6 mo)(40/20/10) • Project Status Critical and Non-Critical Review • Weekly Const Diary Creation • Funding Status Report • Estimate Creation with History • Weekly Const Diary Review • State Aid Pay Request • Item Funding Management • Tally Sheet Coordination • Monthly Budget Status Reporting. • Plans/Proposal/Spec Mgmt • Admin Task Management • Daily Journal Notes Review • Permit Management • Electronic Time Card Entry • Electronic Time/Resource Planning and Review • Electronic Budget Review • Admin Business and Contact Management • Spec Item History • Electronic Time Plan/Review • Automatic Document Creation • Re-Entry Of IRA information • Project Photos Management • As-Built drawing Management • Accounting Integration • Pay Request Process • Contractor Payment Approval Process • Admin Task Mgmt** • Ad For Bid Management • Plan Holder Management • Addendum Management • Bid Tabulation Management • Contract & Bond Management • Field Sketch Management • Yearly Budget Status Report • Admin Task Management (**Increase during construction) • Contract Change Management • Historical Project Information Searching • State and Local Document Mgt • Admin Task Management** • Final State Aid Pay Request • Contractor/Supplier Communications Mgmt • Estimating & Analysis • Online Bidding Management • Fewer Meetings for Project Updating, Reports, Pay Request • Quicker Project Status Visibility • On Demand Information of all Project information • Change Resource Process to allow Administrators to Manage Task Management • Re-Use Information Created By others • Triggered Distribution of Documentation to Local, State and Federal organizations • Automatic Triggered Date Reminder of tasks
SCOPE: 20 planholders, 40 items, 30 Days Bid Notice, 1 Addenda Hours Planholder Process - Excel, Word, PDF Update Planholder List Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution of Plans Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution of Proposal Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution of Specifications Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution of 1 Addendum Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update Planholder List to WEB Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Call-in Planholder List Update Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other * Optional - if PDF, Word or Excel is used Manually post information or sent to a Posting service. 0. 4 Hours Planholder Process - One. Office Update Planholder List Distribution of Plans Distribution of Proposal Distribution of Specifications Distribution of 1 Addendum Update Planholder List to WEB Call-in Planholder List Update 0 hrs Contractor information stored in Database 0. 1 hr Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Real time Planholder notification happens as Planholders are added 0 hrs Not Applicable – Posted on Web for viewing 24 hours/7 days per week
SCOPE: 10 Pre-con attendees, 2 schedule changes Hours Schedule Process - Excel, Word, Project Track Critical Dates Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Create Project Work Flow Chart Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Project Schedule with Budget Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Contractor working / delay mgmt Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Project Task Priority Tracking Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update Schedule to WEB site Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Project Task Float Adjustment Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 0. 7 Hours Schedule Process - One. Office Track Critical Dates Create Project Work Flow Chart Project Schedule with Budget Contractor working / delay mgmt Project Task Priority Tracking Update Schedule to WEB site Project Task Float Adjustment 0 hrs All Date information stored in Database 0. 5 hr All Project information stored in Database 0. 1 hr Multiple Project information stored in Database 0 hrs Contractor Downloads, Notification of delivery is auto logged with receipt. 0. 1 hr Project notification process triggers based on status; future, past, present 0 hrs Not Applicable – Posted on Web for viewing 24 hours/7 days per week 0 hrs Multiple Project information stored in Database
SCOPE: 4 Rip/Rap area sketches Hours Sketch Process - Paper Hand Drawn Sketch Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Hand Calculated Areas Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Compilation of Area Calc’s Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Integration with IRA sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution Sketches Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Accuracy Validation Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage Paper Documents Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 Hours Sketch Process - One. Office Computer Drawn Sketch Computer Calculated Areas Compilation of Area Calc’s Integration with IRA sheets Distribution Sketches Accuracy Validation Manage Document 2 hrs Drawing is to scale, legible, fast and easy 0 hrs Consistent Accuracy and Documentation Standards 0. 1 hr On Demand Documentation 0 hrs Consistent Accuracy and Documentation Standards 0 hrs Not Applicable – Posted on Web for viewing 24 hours/7 days per week
SCOPE: 40 items, 3 Funding Sources, 1 Addenda, 2 Months Hours Fund Management – Excel, Word, PDF Define Material Funding Splits Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Create Funding IRA’s Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Field Update of Funding Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Creation of S. A. Pay Requests Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update Funding IRA’s Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update to Accounting Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update Weekly Diary Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2. 2 Hours Fund Management - One. Office Define Material Funding Splits Create Funding IRA’s Sheets Field Update of Funding Creation of S. A. Pay Request Update Funding IRA’s Sheets Update to Accounting Update Weekly Diary 2 hrs Funding information stored 0 hrs Automatic from stored information 0. 1 hr Automatic from stored captured information. 0. 1 hr Automatic from stored information and stored web template 0 hrs Automatic from stored information and stored web template
SCOPE: 40 items, 3 Funding Sources, 10 Documents, 2 Months Hours State Aid Documents– Excel, Word, PDF Create Documents Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Check Documents Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Copy Documents Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribute/ Follow-up Documents Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update Accounting/Engineering Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other File for Archive Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Retrieve for Audit/Research Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2. 2 Hours State Aid Documents - One. Office Create Documents Check Documents Copy Documents Distribute/ Follow-up Documents Update Accounting/Engineering File for Archive Retrieve for Audit/Research 2 hrs Automatic from stored information and stored web template 0 hrs Automatic from stored information 0. 1 hr Not Applicable, on demand information 0. 1 hr Downloads, Notification of delivery is auto logged with receipt. 0 hrs Automatic from stored information 0 hrs Not Applicable, on demand information 0 hrs Automatic from stored information
SCOPE: 40 items, 3 Funding Sources, 10 Documents, 2 Months Hours County Documents– Excel, Word, PDF Locate Required Template Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update with Current Project Info Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Validate Project Information Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribute Document Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other File Document Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Track Receipt of Document Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Retrieve for Audits, Research Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1. 1 Hours County Documents– One. Office Locate Required Template Update with Current Project Info Validate Project Information Distribute Document File Document Track Receipt of Document Retrieve for Audits, Research . 1 hrs Contractor, County, Supplier templates stored 0 hrs Automatic from stored information. 0 hrs Not Applicable, on demand information 1 hr Downloads, Notification of delivery is auto logged with receipt. 0 hrs Not Applicable, on demand information 0 hrs Downloads, Notification of delivery is auto logged with receipt. 0 hrs Not Applicable, on demand information, automatic from stored information
SCOPE: 40 items, 3 Funding Sources, 3 Contract Chg, 2 Months Hours IRA/Daily Journal (Excel, Word, Paper) Define Funding Splits IRA’s Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Create IRA’s Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Field Update of Daily to Weekly Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Creation of Weekly Diary Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution W. D. to Contractor Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Updated IRA Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update Accounting System Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2. 1 Hours IRA/Daily Journal - One. Office Define Funding Splits IRA’s Create IRA’s Sheets Field Update of Daily to Weekly Creation of Weekly Diary Distribution W. D. to Contractor Updated IRA Sheets Update Accounting System 0 hrs Automatic from stored information 0 hrs Not Applicable, on demand information 2 hrs Automatic from stored information 0. 1 hrs Automatic from stored information 0 hrs Downloads, Notification of delivery is auto logged with receipt. 0 hrs Automatic from stored information
SCOPE: 40 items, 3 Funding Sources, 3 Contract Chg, 2 Months Hours Contract Changes – Excel, Word, PDF Assign Funding Split Formulas Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Create Contract Change Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update of IRA Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution of CC to Contractor Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution of CC to State Aid Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage / Track Documents Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update Accounting System Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other . 6 Hours Contract Changes – One. Office Assign Funding Split Formulas Create Contract Change Sheets Update of IRA Sheets Distribution of CC to Contractor Distribution of CC to State Aid Manage / Track Documents Update Accounting System 0 hrs Automatic from stored information . 5 hrs Automatic from stored information and stored web template 0 hrs Not Applicable, on demand information 0. 1 hrs Downloads, Notification of delivery is auto logged with receipt 0 hrs Automatic from stored information
SCOPE: 20 planholders, 40 items, 30 Days Bid Notice, 1 Addenda Hours Ad For Bid - Excel, Word, PDF Update Ad For Bid Data Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution of Ad to Paper Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Dist. of Ad to Construction Bull. Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution of Ad To Web Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Cost in Local paper Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Cost in Construction Bulletin Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage Document Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 0. 6 Hours Ad For Bid - One. Office Update Ad For Bid Data Distribution of Ad to Paper Dist. of Ad to Construction Bull. Distribution of Ad To Web Cost in Local paper Cost in Construction Bulletin Manage Document 0. 5 hrs Contractor information stored in Database 0 hr Bulletin Downloads, Notification of delivery is auto logged with receipt. 0. 1 hr Bulletin Downloads, Notification of delivery is auto logged with receipt. 0 hr Real time Planholder notification/posting happens as Planholder are added 0 Contractor Downloads, Notification of delivery is auto logged with receipt. $175. 00 Bulletin Downloads, Notification of delivery is auto logged with receipt 0 hrs Not Applicable – Posted on Web for viewing 24 hours/7 days per week
SCOPE: 20 P. H. 10 Bidders, 40 items, 30 Days Bid Notice, 1 Addenda Hours Bid/Abstract Tabulation - Excel, Word, PDF Update Bid Data Form Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution of Bid to County Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution of Bid to Planholders Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution of Bid to WEB site Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Creation of Bid Abstract Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Management to Award Doc’s Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage Document Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 0. 5 Hours Bid/Abstract Tabulation - One. Office Update Bid Data Form Distribution of Bid to County Distribution of Bid to Planholders Distribution of Bid to WEB site Creation of Bid / Bid Abstract Management to Award Doc’s Manage Document 0. 5 hrs Contractor information stored in Database 0 hrs Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Not Applicable – Posted on Web for viewing 24 hours/7 days per week 0 hrs Not Applicable, on demand information 0 hrs Contractor, County, Supplier templates stored 0 hrs Not Applicable – Posted on Web for viewing 24 hours/7 days per week
SCOPE: , 40 items, 3 Funding Sources, 4 similar projects Hours Project Materials - Excel, Word, PDF Add Bid Item Data Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Look-Up Bid Item History Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Bid Item Funding Assignment Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other History of Bid Items to WEB site Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Ad/Modify Bid Item Table Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Look up Project Usage History Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Integrate with IRA, Accounting Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1. 1 Hours Project Materials - One. Office Add Bid Item Data Look-Up Bid Item History Bid Item Funding Assignment History of Bid Items to WEB site Ad/Modify Bid Item Table Look up Project Usage History Integrate with IRA, Accounting 1 hr Item information and formulas stored in Database 0 hrs Real time Query of all Data . 1 hrs Automatic from stored information 0 hrs Not Applicable – Posted on Web for viewing 24 hours/7 days per week 0 hrs Automatic from stored and Mn/Dot information 0 hrs Real time Query of all Data 0 hrs Automatic from stored information
SCOPE: , 10 current, 40 YTD, 50 – 5 years Planning Projects, 40 P Hours Project Reports - Excel, Word Permit Status Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Project Cost Comparisons Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Material Usage Summary Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Working Days Comparison Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Labor Forecasting Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Budget Status & Comparisons Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Resource Allocation Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 40. 2 Hours Project Reports - One. Office Permit Status Project Cost Comparisons Material Usage Working Days Labor Forecast Budget Comparisons Resource Allocation . 1 hrs Information stored in Database 0 hrs Real time Query of all Data . 1 hrs Real time Query of all Data 0 hrs Information stored in Database 40 hrs Real time Query of all Data
SCOPE: 4 Items, 3 F. S, 3 C. C, 2, 500 Cu. Yd, 4 Trucks, 2 Months Hours Tally Sheet - Excel, Word, PDF Prepare Tally Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Document Truck Usage Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Document Time / Qty / Totals Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribution to Contractor / W. D Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Validate with Contractor Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Integrate IRA / History / Weekly Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Integrate Accounting Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 11 Hours 428 Tally Sheet - One. Office Prepare Tally Sheets Document Truck Usage Document Time / Qty / Totals Distribution to Contractor / W. D Validate with Contractor Integrate IRA / History / Weekly Integrate Accounting 1 hr Automatic from stored information and stored web template 10 hrs User Friendly, Accurate and fast interface 0 hrs Automatic from stored information 0 hrs Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Automatic from stored information
SCOPE: 20 Planholders, 40 Items, 40 working days, 1 Cont. , 3 Sub Hrs Punch list/To-Do list/Contact list Create Contact List Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribute Contact List Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Create Punch List Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribute Punch List Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage Punch List Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribute Punch List Attachme. Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Create and Track To-Do Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 6 Hrs Punch list/To-Do list/Contact One. Office Create Contact List Distribute Contact List Create Punch List Distribute Punch List Manage Punch List Distribute Punch List Attachme. Create and Track To-Do 2 hrs Electronic 0 hrs Automatic 1 hrs Electronic
SCOPE: 20 Planholders, 40 Items, 40 Pages, 30 copies Hrs Plan/Specifications/Proposal Create PSP Copies Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribute PSP Copies Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage PSP Process, $ etc Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage Addendum Process Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Addendum Distribution Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage Plan Questions Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage AS Built Mark-ups Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 0 Hrs Plan/Specifications/Proposal – One. Office Create PSP Copies Distribute PSP Copies Manage PSP Process, $ etc Manage Addendum Process Addendum Distribution Manage Plan Questions Manage AS Built Mark-ups 0 hrs 1 file 0 hrs Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Changes stay with project
SCOPE: 20 Planholders, 40 Items, 40 working days, Contractors Hrs Project Phase Management Move Info from Feas to Plans Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Move Info Plans to Const. Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage Critical Process Dates Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage Closed Project Info Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Retrieve Historical Projects Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Search Historical Projects Det Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage AS-Built markups Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 0 Hrs Project Phase Management One. Office Move Info from Feas to Plans Move Info Plans to Const. Manage Process Critical Dates Manage Closed Project Info Retrieve Historical Projects Search Historical Projects Det Manage AS-Built markups 0 hrs Automatic from stored information 0 hrs Automatic from stored information
SCOPE: 40 Employees, 40 Contractors, 40 State Assistants Hrs Employee and Business Information Contractor Information Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Work Types and Work Flow Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other WEB and Email addresses Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Employee Information Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Copy Project Materials Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Home Owner / Business Data Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Federal and State Agencies Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 0 Hrs Employee and Business Information One. Office Contractor Information 0 hrs Automatic from stored information Work Types and Work Flow 0 hrs Automatic from stored information WEB and Email addresses 0 hrs Automatic from stored information Employee Information 0 hrs Automatic from stored information Copy Project Materials 0 hrs Automatic from stored information Home Owner / Business Data 0 hrs Automatic from stored information Federal and State Agencies 0 hrs Automatic from stored information
Benefits Not Included in Comparison • Reduction in Bid Prices allowing earlier project visibility by Contractors and Suppliers • No errors, lost time or re-work expense. • No local or long distance phone expense. • No copy machine expense. • No paper expense. • No printer expense. • No travel time to retrieve information expense. • No file space or file drawer expense. • No WEB hosting expense. • No lost time fixing printer, copier or fax machine. • No duplication in effort, single person entry and pass information over to next person in information supply chain.
Department Gains • • • Eliminate most project related phone calls. Eliminate Contractor errors. Eliminate document distribution Follow-up. Eliminate problems in claims and disputes. Increase estimating accuracy. Increase professional knowledge. Increase knowledge of Eng/Const. Processes. Reduced risk of hurriedness and poor outcomes. Reduced risk of litigation due to accidental changes. Reduced risk of litigation due to virus’s in excel, word. Improve all parties risks with hard facts of project. Improve contractor relationships in construction time, cost, safety, and quality.
Database vs. Excel Data. Base Advantages • Data entry and validation – only certain kind of data allowed in field. Validations can be applied in Excel. Validations must be applied in a database – eliminating errors • Data Sharing – anyone with data permissions can access the data solving a time and resource issue. Database technology built with multiple users in mind. Two or more people can edit a database at the same time. • Database is always current. Spreadsheets can be copied and printed, changes made and no-one knows who has the latest information. • Security can be applied to every object in the database. Protect users from adding up the wrong column • Backup and data consistence; databases are automatically stored. • Reports- format the same data several ways- can do queries several ways • Databases have much better reporting software than spreadsheets • Databases are better at handling very large numbers of records • Databases can process data more safely, avoiding data loss in case of computer failure • Databases have advanced tools for 'front-end' design which consists of the screens used by the end user to use the application. This allows novices to perform many complex functions • Databases allow access to the data by multiple users • It is the great power and flexibility of relational databases that make them so popular. A properly defined database not only enables the convenient access to data, its structured nature it clarifies and defines what your data represents and what role it plays in your organization.
Database vs. Excel • Security. - SQL Databases are not prone to virus attack. • Scalability - SQL Databases allow more than one person to modify the data at a time, Excel can only have one person modify the file. Anyone else that needs to make changes has to wait. SQL Databases can also be set up to take advantage of system resources (multiple CPUs, Direct access to blocks of memory), while Excel cannot. • Stability - Upgrade compatibility for SQL Databases is more strict, it's less likely that something will break during an upgrade. SQL Databases rarely fail or crash during execution. • Performance - SQL Databases can handle more data than an Excel file, and they run faster as well. • Searching Data in a SQL Database can be searched better than data in an Excel file
Database vs. Excel Disadvantages 1. Restrictive in amount of data can store 2. Restrictive in number of people who can access it 3. As spreadsheet grows in complexity more difficult to search, change, save and use. 4. Must re-enter repeated data 5. Re-piece data to make a report 6. Accessed by only a few people or one at at time. 7. Only allows for mild security 8. Sorting can result in corrupt data. Hard to restore to correct version without deleting and opening up old version which may not have the latest changes. 9. Orphan records – not associated 10. Harder to maintain – Formulas can accidentally change 11. Duplication – file duplication 12. Source data duplication – Which file is the master vs. slave 13. Hidden costs of Excel – expense of employees working and re-working in circles to manage and maintain data in correct form 14. Cannot manage relational entities; can’t share info between files 15. Loosely structured storage 16. Sorting only by whole tables or individual columns by number, data, text 17. Doesn’t have automatic update capability b/c files aren’t related 18. Data cannot be entered into Excel by more than one user at a time although an unlimited # of users can open an Excel file for viewing simultaneously
SCOPE: 4 Items, 3 F. S, 3 C. C, 2, 500 Cu. Yd, 4 Trucks, 2 Months 92 Hours Right-of-Way Acquisition - Excel, Word, PDF Prepare Tally Sheets Document Truck Usage Document Time / Qty / Totals Distribution to Contractor / W. D Validate with Contractor Integrate IRA / History / Weekly Integrate Accounting 8 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 52 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 3 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hr Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 10 hr Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 16 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 11 Hours 428 Right-of-Way Acquisition; ’/ - One. Office Prepare Tally Sheets Document Truck Usage Document Time / Qty / Totals Distribution to Contractor / W. D Validate with Contractor Integrate IRA / History / Weekly Integrate Accounting 1 hr Automatic from stored information and stored web template 10 hrs User Friendly, Accurate and fast interface 0 hrs Automatic from stored information 0 hrs Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Automatic from stored information
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