The Contract Management Module is fully integrated with the Estimating, Contract Sales, Purchasing and Subcontractor Management modules. In addition there are links to core financials for the production of General Ledger Journal Vouchers. This module has been designed to monitor all revenue and expenditure to a user defined level of detail and, where required, to compare actual against budget. Budgets can be input manually or can be electronically updated from the Estimating module. Details are held by original and revised budgets.
In today's competitive environment it is vital to ensure that tight control is exercised over all costs incurred on any project irrespective of size. By the same token it is also vital that any variations to the original contract can be noted and that these variations are billed to the client. This module gives managers the tools necessary to isolate potential loss making situations and to take corrective action as early as possible. Conversely, profitable opportunities can be identified and capitalised upon.
The Contract Management module provides the environment for comprehensive cost and revenue control in any contracting situation. The module is highly parameterised and cost elements, cost sub-elements, cost heads and all enquiries are user definable to provide a powerful tool that can be adapted for use by all forms of contracting companies. All budgeting, costing and revenue information is updated from the various integrated modules as well as routines within the module for employee and plant timesheets and journals.
Comprehensive reporting and enquiry facilities are provided to cover both current and historical transactions. The system is capable of holding details of contracts that span several years which ensures rigorous control over costs and revenues by user defined time scales.
All enquiry screens can be exported directly to Microsoft Excel for further analysis if required.
The system is based on a user defined multi tiered structure to provide drill down capabilities to original source documents. There are no limits to the numbers of field types within each level.Users with the integrated Estimating module tend to have the cost structure mirror the take off structure but all options are open. A suggested structure may be as follows:
LEVEL 1 = Contract (a single job. Housebuilders tend to use this for a site. In addition there are a number of analysis fields available to sort contracts by region, customer, contracts manager, type of work etc.)
LEVEL 2 = Cost Element (the most common use of this is to split between plant, labour, materials, subcontractors, others/preliminaries and sales. Can also be a main section of work as per take off/BOQ. Housebuilders tend to use this for a plot or house type)
LEVEL 3 = Cost Sub-Element (this is an optional level. Generally used to mirror a sub section of work as per take off/BOQ. Housebuilders tend to use this for build stages. Users splitting between plant, labour etc. as level 2 above tend not to use this level)
LEVEL 4 = Cost Head (used for the detailed analysis of costs and revenue. Details are held by value and quantity [where relevant] )
LEVEL 5 = Transactions (details of all transactions for the selected cost head and period range)
LEVEL 6 = Original transaction document selected from Level 5 which is the original document input screen. Shown above is an example of a drill down after selecting a contract from a list of current contracts. Shown at level 1 are 10 columns from a list of 50+ columns of information available. Selected sets of information columns can be saved by users to suit various purposes without limit.
It is possible to drill down from an invoice input screen to Purchase Order and Delivery Notes where relevant.
The drill down facility is available for all types of transactions which affect a contract.