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Real-Time Contract Status Saves Time, Money, and Keeps the Project On-Schedule and On-Budget

When businesses need to agree on an exchange of goods and services, they can use a contract or a purchase order, depending on the location of the work. A purchase order is characterized by goods and services that are provided away from the jobsite. The seller is not required to spend any time on the site, address site conditions or provide services for construction and maintenance management. Alternatively, with a contract, a contractor will be required to be on the jobsite, have its employees on the site and perform work there. In this situation, operational requirements such as safety, labor relations, site rules, and coordination need to be addressed.

This complexity requires that contracts are prepared and administered differently from purchase orders. The problem lies in finding a solution that deals with the special needs of a contract, while providing an efficient method for tracking project costs. PRISM Project Managers Contracts Package offers a solution. It offers an easy to use and economical process of recording a projects committed costs per contract, while at the same time addressing the special operational requirements for contract agreements. It is an all encompassing solution.  The Contracts Package consists of two individual modules, the Contracts Administration Module and the Site Reports Module.  Each of these modules are described below.

Contracts Administration Module

The Contract Administration module is a comprehensive database for creating and tracking contracts.  The Contract Administration is also used to develop, track the bid and award process, and commit contract values in control accounts.  The Contract Administration module integrates with the Cost and Progress, Capital Equipment, Engineering Progress, Site Reports, and Materials Management modules.  The Contract, Change Order and R.F.P. (Request For Proposal) form allows you to enter all detail required to issue a contract.  This screen links to other tables that allow you to maintain scheduled shipment dates, contractor performance information, and ties to engineering documents.

Features and Benefits

• Prepare and issue Requests for Proposals and Contracts.
• Assign reviewers and action items to approve contracts.
• Maintain a master database of contractors and use key words to quickly locate items in the database.
• Prepare Terms and Conditions.
• Create user defined event sets for the contract bid and award schedule.
• Schedule and track the contract process.
• Track the bid and award process.
• Track shipment status.
• Maintain a commitment log of contract values.
• Maintain contractor performance ratings.
• Automatically or manually number contracts.

How does PRISM Contracts Manager differentiate itself from the competition?

Site Reports Module

The Site Reports module is a reporting application for monitoring sub-contractor’s daily activities and managing safety incidences on a project site.  Sub-contractor information including work accomplished, number and types of resources being used, site conditions and digital photographs are maintained on a daily basis. Safety incidences are recorded by user defined infraction types and linked to sub-contractors for reporting incident details, weather conditions, follow up actions taken and work hours lost due to injury.

Maintaining a safe project working environment is an important objective for many companies.  In today’s litigious environment, it has become a corporate requirement to report on safety incidences, which could lead to problems with labor relations, government regulations and lost time.  Projects and sub-contractors can be “shut down” due to safety concerns, which would have a dramatic effect on schedule and cost budgets.  Sub-contractors are also responsible, through contract terms and conditions, for adhering to safety requirements on the job site.  Therefore, companies need to ensure that their subcontractors are in compliance with safety related goals and objectives.  Along with safety, other information is important to maintain, such as work accomplished, number and types of resources being used, site conditions and photographs, all reporting on the daily happenings on a job site.  Such information is essential for dealing with contractor claims.  The problem then lies in finding a solution that links safety issues with daily contractor reporting.  Also, in order to ensure that safety issues are being properly addressed and monitored, there is a need for obtaining periodic safety statistics by type of infraction that ensures compliance with stated safety goals and objectives. 

PRISM Project Manager’s Site Reports Module offers a solution.  It offers an easy to use and economical process of recording a daily reports per contract, while at the same time addressing safety requirements by type of incidence.  It provides tabular and graphical reports on safety indicating trends in contractor compliance and lost time hours.

Features and Benefits

• Document site conditions and issue progress reports.
• Record safety incidents and their resolution.
• Automatically number site reports and safety incidents or use your own numbering system.

For More Information about PRISM Contracts Manager

To Contact a sales representative or place an order:

call: (925) 385-1000 in the USA
call: (905) 832-0500 in Canada

Or use our on-line Feedback Form with "Products or Services" selected in the subject field, to inquire about PRISM Project Estimator, PRISM Project Manager, PRISM Enterprise Suite or PRISM Risk Manager.

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