Construction Managers

Every project your company completes results in the inevitable disputes concerning changes made during construction. Inaccurate and incomplete records of the specifics of the change and most importantly, proof that the change was actually approved, is a common problem and has historically cost the company millions of dollars.

Implementing an email archiving system is an excellent start in solving the problem but still leaves you with significant exposure. How do you know the email was actually sent? Do you know it was sent to the right people? Did you ever get a response or was it forgotten? Did everyone involved see the response? Was the response acted upon correctly? Can you tell the status of all the change requests? Could you audit the list periodically? The consequences are just too great not to have something to “close the loop” on this vital business process.

The Expedite system from Action Information Systems provides a level of automation and protection never before available. Expedite will track every change request, notify the relevant parties of the change, ensure a response is given, and provide audit logs for all transactions. It is like every project having its own executive assistant, filling out the forms, sending emails, following up on notices, and tracking everything to ensure the processes are being followed.

How Expedite can help with this problem:

Risk Mitigation
1. Remote users are notified immediately of the request. Request emails are not forgotten, sent to the wrong user, etc. as with a manual system.
2. All change requests are serial numbered to ensure uniqueness and to easily identify that the complete set is being maintained.
3. Mirror copies are automatically maintained. If one of the files happens to be deleted, it is automatically restored and the culprit logged.
4. The full history of each change request is kept and is only a right-click away. Any questions concerning a specific request can be answered immediately.
5. A master log is also maintained to ensure the accuracy of the individual file logs.
6. Configurable timers can be set to remind external (and internal) users that they have not responded to an approval request preventing lost or forgotten responses.
7. The change requests that have yet to be approved are tagged with a watermark indicating that approval is pending preventing misinterpretation.

Employee Productivity
1. All change requests are located in one directory for easy location.
2. Change requests are available to all appropriate personnel and not hidden away in someone’s private directory structure or email inbox.
3. All change requests will be created from the same template ensuring consistency.
4. The template will automatically be filled out with the information about the change increasing user productivity.
5. An automatic real-time spreadsheet shows the full state of all the change requests for a project at a glance.
6. The system insists that a specific remote user be selected whenever a change request is created ensuring all external users will be notified.
7. A daily report is created showing which users are delinquent.
8. Any revisions to a change request are also tracked and require another approval.
9. Pivot directories are automatically maintained to provide lists of the change requests sorted by things like user, type, etc. simplifying access.
10. The master log can be further analyzed to compute various metrics on the change requests.
11. Additional information about a change can be configured for a specific project. For example, the unit number of a multiunit project can be entered and tracked.
12. The system can be configured so that once the final approval has been received, key people can be notified immediately to begin implementation.
13. Should anyone disapprove a change, the reason for the disapproval is automatically and immediately sent to all parties involved so everyone knows why it was disapproved.

Contact us to schedule a demonstration in person or by phone.