“Asta us to predict the cost and impact of the overall delivery schedule of the project when implementing new activities. It enabled us to provide ‘what if scenarios’ for a number of different solutions to a given requirement and to offer complete transparency to stakeholders in the project.” Derek Clayton, M.C.I.O.B, BAM Planning Engineer Discover more at www.astadev.com/sitecontrol
“Asta us to predict the cost and impact of the overall delivery schedule of the project when implementing new activities. It enabled us to provide ‘what if scenarios’ for a number of different solutions to a given requirement and to offer complete transparency to stakeholders in the project.” Derek Clayton, M.C.I.O.B, BAM Planning Engineer A CENTRAL HUB FOR ALL YOUR SITE-BASED OPERATIONS “Asta us to predict the cost and impact of the overall delivery schedule of the project when implementing new activities. It enabled us to provide ‘what if scenarios’ for a number of different solutions to a given requirement and to offer complete transparency to stakeholders in the project.” Derek Clayton, M.C.I.O.B, BAM Planning Engineer Discover more at www.astadev.com/sitecontrol
Transcript
“Asta us to predict the cost and impact of the overall delivery schedule of the project when
implementing new activities. It enabled us to provide ‘what if scenarios’ for a number of different solutions to a given
requirement and to offer complete transparency to stakeholders in the project.”
Derek Clayton, M.C.I.O.B, BAM Planning Engineer
A CENTRAL HUB FOR ALL YOUR SITE-BASED OPERATIONS
“Asta us to predict the cost and impact of the overall delivery schedule of the project when
implementing new activities. It enabled us to provide ‘what if scenarios’ for a number of different solutions to a given
requirement and to offer complete transparency to stakeholders in the project.”
Derek Clayton, M.C.I.O.B, BAM Planning Engineer
Discover more at www.astadev.com/sitecontrol
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ASTA SITECONTROL
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Asta Sitecontrol Asta Sitecontrol is part of the product portfolio from Asta Development , the UK’s leading provider of construction and engineering project management software. At Asta Development we understand the tremendous time pressures and commercial demands that face Site Managers and Project Planners day-to-day. The tough economic climate makes it a particularly challenging time for SME businesses in the construction field. To get ahead: profit margins and costs need to be understood and controlled; time-consuming administration processes need to be streamlined; and any disputes regarding payment need to be kept to a minimum. All building projects, large or small, involve some management of paperwork, such as; invoicing, recording what happens on-site, and keeping records of site variations and approved customer change requests. Going through all the pieces of paper, notes, emails etc. handed in at the end of the day not only takes time but any mistakes in your recordkeeping can cost your business money. For any size business, keeping control is essential. The first step is to take stock of everything that is happening daily.
Asta Sitecontrol provides a hub for all of your site based operations.
Keep tabs on your business daily Asta Sitecontrol is affordable, easy to learn, quick to set up and can be customised to your requirements to help your business:
Avoid payment disputes by recording customer change requests and variations
Take real-time records of daily progress on-site
Manage all of your business’s documentation - forms, templates, letters etc.
Ensure communication to and from your customer is kept on file under the project
Manage and inform your team of the work that needs to be done
Keep timesheets to record labour, sickness and holidays
Control costs and track activities to ensure accurate invoicing
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Avoid timely and costly disputes with accurate record keeping and robust communication In a perfect world you wouldn’t have to manage variations and change requests from a customer. They would tell you what they wanted at the beginning of a project, you would do as they asked, they would pay and everyone would be happy. However even the simplest of jobs are never that simple and more often than not, changes do occur. Changes and variations on a project can cost your business money. They are one of the main reasons for cost and time overruns; they can be cause for payment dispute; and even a single change or variation invoicing error or omission can seriously effect the profitability of a job.
Asta Sitecontrol can manage on-site variations and change requests easily:
Keep a record of changes daily, including photographic evidence in the Site Diary Record any documents issued, save any emails or scanned correspondence per project Log time, labour and materials used Ensure every cost (even minor) is accounted for
1. Changes and Variations Manager Asta Sitecontrol creates undisputable records for each of your projects
“Site diaries are an invaluable resource in the settlement of claims. Often a claim will be much easier to settle at an earlier stage with the assistance of a good set of site records.” Andrew Farrer, Technical Director, TLD Projects
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Save time. Provide a central library for easy access to your company’s documentation In a growing business, key document templates need to be accessed and used by different employees at different
times. Having consistent, branded, communication is available in one place, can help ensure that you not only look professional, but that your company’s operational, and any legislation guidelines, are adhered to.
Asta Sitecontrol’s Document Management Centre enables the efficient storage and simple creation of template documents in Word, Excel or PDF format, embedded with your company-specific information. This can help automate the issuing and completion of day-to-day required documents on every project. Including, for example: tender process documents; change variation forms; standard letters; warranties; accident report forms; and many more.
2. Document Management Centre Generate routine and required documents. Look professional.
Have all the right documents ready to hand:
Create your own documents or use the included, pre-defined ‘industry-specific’ templates Save documents and templates in a central library for easy access and sharing Set up your documents according to your company’s operations Save completed documents according to each project
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3. Mobile/PDA Wireless Communication (Add-on module—extra cost applies) Easily allocate work to your teams. Keep track of site progress
Keep on top of what is being done on site
Communicate tasks and deadlines Allocate work to your teams Get feedback from site At a glance see what stage each project is at Import or export the time spent on the job Use information as a basis for invoicing
Communicate project tasks and completion remotely As you get busier the number of tasks that your business takes on can grow to such an extent that keeping ahead of what is happening on site and allocating work to your teams can become a headache. Asta Sitecontrol takes tasks held in all your plans, for example: on an Excel spreadsheet; project management software such as Asta Powerproject, Asta Easyplan, Primavera or Microsoft Project and can either import them into the Site Diary under each individual project, or send them to a mobile phone or PDA. Those working on site can then see the tasks that need to be done on that particular day and report back on their pro-gress— either wireless or directly into the software.
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4. Site Diary Record all the activities happening on-site daily
A very important source of information regarding the progress of any construction job is the site diary. By keeping a site diary your company can keep an undisputable record of the works undertaken, which may be used in evidence in a dispute. Site diary records can also help with invoicing, payroll, monitoring tasks and future planning. More often than not site diaries are typically either difficult to access, sometimes illegibly written, can be inconsistent and lack continuity. Asta Sitecontrol’s Site Diary addresses all of these problems and provides a central place from which to instantly see how works have progressed, as well as enabling you instant access to easily search historical records to find out when specific activities took place.
Asta Sitecontrol’s Site Diary provides a number of benefits:
Confirm that work orders and tasks have been carried out Record the resources used (labour or materials etc.) so that invoices/payroll are correct See the progress of works against the project plan and take action if there is a delay
Keep an undisputable record of what occurred during a project and protect yourself against disputes or claims
Keep all records and communication in one place, against each project— for example; letters, forms, emails, photographs, notes etc.
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5. Central Library An easily accessible place for all your contacts
Asta Sitecontrol provides a central place to create lists and record details of companies, people and collaborative groups that are encountered in your business and projects. These records can be categorised and filtered for faster searching.
6. Work Orders Allocate work to your teams. Update progress. Invoice correctly.
Asta Sitecontrol is particularly helpful to companies who have a mobile workforce and need to conduct and manage a range of varied sized works, such as Repair and Maintenance. Asta Sitecontrol provides a quick and easy way to:
Despatch schedules and work orders to your site team or field workforce Update progress for quick reporting on the status of work orders Show your team customer information, list charges for materials and labour
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7. Cost Control and Reporting Operate your business proactively rather than reactively
Small and medium sized companies often find themselves operating reactively rather than proactively. When you are busy and working with limited resources, it is difficult to get a bird’s eye view of the business and monitor and control costs. Asta Sitecontrol can export all the information recorded on-site into your accounts and other at-base office systems. Information such as completed tasks, labour, materials that have been delivered, changes and variations etc can be reported on, giving you not only information on a daily basis for invoicing or payroll, but also on a weekly, monthly or annual basis in order to provide you with accurate information to make future business decisions.
Asta Sitecontrol gives you a bird’s eye view of your business
Measure progress on-site against your project plans Monitor any unplanned costs or activities Monitor and manage your resources Get an early warning of escalating costs Monitor planned versus actual costs Budget and estimate correctly for jobs in the future Ensure future quotes to the customer are accurate
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Key features at a glance:
Site Diary
Record change requests and variations Keep an undisputable record of daily progress on site Hold documents, notes, emails, photographs under each project
Document Templates
Use ‘industry-specific’ pre-defined templates Create your own document templates
Save in the central library for easy access
Contact and Document Library
Have a central place for all your company documentation Ensure communication consistency Keep any communication issued referenced under each project
Work Orders
Create, distribute and monitor work both on and off site
Time Reporting
Log and report time spent on tasks Export information to other systems for invoices or payroll
Price Lists
Log and report time spent on tasks Export information to other systems for invoices or payroll
Reports and Printouts
Create summaries and reports of daily/weekly diary records Save reports as PDFs to email if required
What’s Next? If you would like to find out more or arrange a demonstration, get in touch today. A FREE 30-day trial is available with a complimentary remote set-up and installation service.
Discover more at www.astadev.com/sitecontrol
ASTA DEVELOPMENT PLC
Kingston House, Goodsons Mews, Wellington Street Thame, Oxfordshire, OX9 3BX, United Kingdom
