Content Management: "Extend the Productivity of Backoffice Systems"

Managing workflows and collecting data associated with accounts payable, accounts receivable, human resources, purchasing, and field operations can be easier, faster, and more efficient. Construction companies have unique requirements of their software solutions, as field operations are remotely operated from the corporate office and each new job is a new location. Up to 70 or 80% of a construction company's workforce is remote. Additionally, some companies deal with high turnover or frequent hiring. Operations, human resources, purchasing, accounts payable, accounts receivable, and payroll are responsible for collecting information from the field, managing suppliers and subcontractors, and communicating with owners and other contractors. Much of this information is tracked with estimating, accounting, and project-management software. Content-management and workflow technology streamline these business processes and provide a central repository for company documents and records. Content management provides value for executives, managers, construction operations, IT, and vendors.

By implementing integrated workflow automation and business productivity tools the entire organization is more efficient. Executives receive more productivity from their workforce and gain organized access for electronic documents. Managers are able to implement controls and standards while gaining realtime visibility in their respective departments. Project managers are able to easily send, receive, and search project-related information. IT is able to more effectively support the entire business while implementing a single solution for data management, archiving, and backup. Subcontractors and other third parties are able to access information from the Web and get the answers they need faster.

Productivity
Subcontractors are able to fill out a subcontractor prequalification form from the company Website. The form is integrated with accounting data providing list data, prefill data, and field validation. Subcontractors can attach documents and sign electronically. When the form is submitted, the workflow engine provides the ability to notify approvers via email. Once approved, the data collected in the form is exported to accounting and the documents are automatically stored in the vendor file where they are full-text searchable.

Subcontractors are able to fill out payment applications from the company Website. Again, the form validates against the Sage Timberline database for vendor and commitment data. Subs can attach documents such as lien release and lien waivers. The form workflow notifies accounts payable. The payment data is exported to Timberline once approved or submitted to the AP (accounts payable) workflow for electronic approval. The documents are automatically stored in the vendor file where they are full-text searchable.

Job applicants are able to fill out an application form electronically and attach a resume. The form workflow notifies the HR (human resources) manager. If the form status is approved to "hired," then the employee data is exported to the HR application and the document is stored in the employee file and is full-text searchable. If the employee is not hired, then the form can still be stored in the HR file without exporting the data collected in the employee application process. The documents will be on file for future reference if needed. HR is a forms-driven department; additional applications for electronic forms are I-9, W-4, benefits enrollment, emergency contact information, payroll, vacation request, and so on. Forms can generate other forms as part of their workflow.

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