Time & Attendance

Our Time and Attendance solution combines the timesheet and attendance recording at a project location. The application captures the presence of a worker at a project location with scanning devices or simple QR code and the workers’ mobile phone. A timesheet can be created for each project and the settings for calculations and device controls are done at the project level, so that the system can be customized for different facilities and project needs. The ease of use helps project controllers with accurate data of the ‘in’ and ‘out’ record of individuals and calculate how long someone was present at the location. This creates accurate records and reduces administrative work for time entry and dispute resolution. Through the mobile application a pool of construction workers with their skills can be assessed and invited to a project at specific location, helping to have access to public data of skilled or unskilled workers that may be available in a certain location.

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Risk Register

There is hardly a construction project without its own risks, the risk register helps project managers to create project specific risks from a list of ‘known’ risks or a completely new risk that is specific to the project. The risk register helps to document and classify project risks which are then used in the risk report.

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Procurement schedule

With Rapisurv procurement schedule a planner can schedule the purchasing dates of materials by the work breakdown structure or at the contract level. This schedule helps to manage the dates for order placement and lead times, delivery and the determination of optimal dates to help manage resources more accurately. Using a simple interface, a planner can track delivery and view performance reports at project level.

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Bill of Quantities

Easy to use bill of quantities application does automatic abstracting and generates a bill of quantities from your takeoff within seconds, your BOQ will include all custom or rogue items you may have included with the option to include predefined preliminaries. You have the option to send copies of a bill of quantities to your partners, contractors, or subcontractors from rapisurv and they will be able to price the bill of quantities in their our rapisurv account without the need to recreate the BOQ or any part you may have sent to them, eliminating the data entry work on the part of the recipients.

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Tender

The Tender application compiles bidding documents for a project, it can help with the RFQ or RFP, you can create your document and complete the preambles, articles, legal or informational parts of the document in our app’s word processor with copy paste function from any other sources or and append a bill of quantities that you have already created in rapisurv to create a complete tender package that can be shared with invited tenderers. You can also upload any tender document that you may want to include in the tender package. Through the tender app you can send in-app copies of the BOQ to tenders and they will have the unpriced BOQ in their rapisurv account immediately and save then time in data entry and estimating. And you can send invitation to bid to non-rapisurv users and they will be able to submit through the integrated “Bid portal”. The bid portal enables invited bidders to submit bidding documents to the tender board of an organization as part of the contract management process. Tenders are stored in the relevant project’s sub-folder. The tender’s portal is part of the Rapisurv tender application allowing the invited tenderers to receive copies of the bill for pricing within rapisurv and eliminating data entry on the part of the bidders. The portal is the external point of interaction with invited bidders who and it is accessible from the “Bid portal” link on rapisurv.com.

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Estimating

Our estimating application can generate estimates for bill of quantities in a minute if you are using the integrated rate sheet application with pre-built rates. Even without the rate sheet you can use the easy-to-use rate builder in the estimating application to estimate your bill of quantities fast, this application saves significant time and effort in your estimating and produces accurate bottom-up estimate without any mathematical errors. You can adjust calculated rates as you wish and create versions of your estimate for different estimating scenarios before you adopt your preferred version for the bid. The estimation module automatically calculates the estimates based on the most recent prices available in your account.

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Rate Sheet

The rate sheet application supports the estimating solution by helping you pre-build rates for standard and custom items in your organization, you can revise your rates as often as you like to keep them up to date in your account. These rates can help you complete an estimate with a few clicks within a minute when you have an actual project to bid for. The time you save on estimating can be spent reviewing and adjusting the estimate to suite your need for the specific tender without being rushed to submit a tender without sufficient opportunity to review internally with your team.

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Bid & Contract

The Bid & Contract application enables tenderers to submit their bids back to the owner or the organization that sent the bill of quantities to them. This module eliminates multiple data entry tasks on the side of the bidder and the client. The receiver can receive multiple bids for same project and compare them in the same view on a line item and summary basis to facilitate decision making without needing to check for possible calculation errors or the difficulties that may otherwise be involved in the bid analysis process. A chosen bid can be awarded and rapisurv will recognize it as the contract. This can help you as a project owner or consultant quantity surveyor to manage bidding by general contractors and it can help the general contractors to also manage their subcontractors’ bids. This application also helps you to migrate existing or on-going contracts and projects into rapisurv.

Valuations & Variations

One of most consequential tasks for construction managers in charge of the contract and billing is determining the value of work done for invoicing and on the owner’s side to confirm the value of work done for payment. Rapisurv easy-to-use valuations application handles it for you. In this application you can directly confirm the actual work done on a contract line-item basis and the system will help you determine the value of those works based on the terms of your contract. When there is a variance in the scope driven by a change request from any party, you can confirm the change and rapisurv will adjust your contract sum based on the rates and the terms, this will show up in your valuations and reports. You can create a certificate of valuation for invoicing and payment on a periodic or milestone basis or as agreed in the contract.

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Issues & Change

Construction projects are not without issues, some serious issues can cause delays or cost overruns. This application helps to keep track of any issues arising and feeds the impact of all issues to the risk calculation engine to help produce report of the project’s health for risk management. You can also do change management here for issues that may impact cost or time. Quality issues can also be documented, and notifications sent out to relevant parties. An issue can be created from a minute of meeting item or directly through the easy-to-use interface.
Our change management solution combines features of the Issues application with the variations features of the Valuation application. When issues identified as change requests becomes a change order upon approval it will transfer to the valuation application be further processed as a variation to the scope or cost, this creates a variation document in the integrated valuation application and revises the contract sum.

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Minutes of meeting

The in-app minutes solution is a great way to document site meetings and other project meetings minutes that are fully integrated to the projects. A minute of meeting item can be used to create an issue which will then be linked for tracking. Managing minutes here helps keep one source of truth for everything about the project.

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Messages

Rapisurv messages is a collaboration tool to enhance project communications and help keep records of all communication relating to a project throughout its life cycle. This is not a general chat tool for social connections, every message is linked to a project. It allows tags to help users filter for an important message for example a tag for “Architect instruction” will highlight messages in the project that have been tagged as such, making it easy to find communications. Documents or image files can be shared as attachments. This is a great tool to help with paperwork reduction and a quick collaborative connect to manage project issues.

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Collaboration Center

The collaboration center is a multi-purpose viewing and management view for internal and external teams to collaborate on projects or aspects of a project. It is governed by invitations and permissions. It can help the contractor and owner work better together with access to real-time reporting based on live data as permitted by the data owner. If permitted, other parties can see and comment on relevant issues, view the risk report, work-in-progress report, and many more, this improves the overall health of the project and the stakeholders’ relationships helping to reduce the possibility of disputes and manage project risks. Subcontractors can also collaborate with the general contractors here to review important documents and take actions as permitted.

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Cost Planning

Project managers need to plan the total cost of executing the project which is the initial estimate-at- complete (EAC) at the time of sale or award, cost plan is the internal estimate to complete the project that is different from the rates calculated in the estimating application which was the basis for the bid. The cost planning application in rapisurv is closely linked to the budgeting and the forecasting app using the bid structure as the standard ensures that the project is not divorced from the contract helping the management get accurate financial analysis at line-item level. Rapisurv cost planning can be done by component of by period with ability to distribute from an overall value monthly between the start and end period of a task or scope of work.

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Budgeting

Budgeting and approval are easy with rapisurv, project managers can copy their cost plan into the budgeting app and adjust as needed or directly enter budget values by month. The budget managed by status controls and approved budget is locked to change except through supplemental request process. This features finance department or management approve funds for the project and to have visibility for decision making. Budgeting in Rapisurv is uses bid structure as the standard to keep in sync with other applications, it allows the manager to upload a different structure at the time of creation of the financial plan and the same structure will be applied to the cost plan and forecast.

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Forecasting

Forecasting to recalculate and adjust cost-to-complete (CTC) is an on-going process throughout the lifecycle of the project, updating the estimate-at-complete (EAC) and the profit margin is done through this process. Rapisurv provides the option to automatically forecast cost to complete from input assignment or the project manager can manually enter their forecast value on a monthly or weekly basis for both general contracting and self-performing organizations. Integrated forecasting in Rapisurv eliminates spreadsheets and keeps the contract and project connected throughout their lifecycle in a single source of truth, providing for in-depth financial reporting. The ability to create snapshots of the forecast helps the manager keep a record of previous forecast data which can later be compared to current forecast. Forecasting helps with cash flow planning by the finance department to enable them to allocate funds weekly, monthly, or quarterly.

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Portfolio reporting

The portfolio dashboard enables you to see everything. As a manager who is responsible for multiple projects or programs, you may want to see the performance of the programs or portfolio at a higher- level for insight and be able to see how each project impacts the overall program. The Rapisurv portfolio management feature makes this possible with simple grouping of qualifying projects and reported out with insightful charts and tables. Examples of organizations that can benefit from this feature are real- estate companies who may need to create and manage portfolio of all buildings and ancillary projects in an estate, it can help a contracting organization have insight into overall performance of all contracts or group or select contracts or government department see the performance of programs with a view to managing appropriations.

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Work Planning

The work planning app is a scheduling tool that can be used to create work breakdown structure (WBS) and carry out project scheduling in days or hours. Rapisurv work planning application gives you the ability to link each task in the WBS to a contract line item, this helps maintain the relationship between the project and the contract structure and the progress of the work can be directly translated into the progress of the contract in a meaningful way that every party can understand whether looking from project management perspective or the contract performance perspective which benefits the project owner and higher management in terms of visibility and insight to support decision making processes. You can upload a structure through a spreadsheet and link to your contract line items in an optional step. The schedule is easy to read, and the issue management is seamlessly integrated, such that all issues created for the project that impacts time will be presented in the work plan for the manager to append and adjust to plan accordingly, this helps to keep everyone honest in terms of real impact of the decisions and issues reported and helps mitigation decision and efforts as needed.

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Materials

The material generator can calculate all materials required for predefined descriptions in the bill of quantities and create a list of materials along with the quantities in their respective units, this can help contractors, or their procurement teams identify and confirm material requirements faster and to manage procurement better as they will be able to forecast material by element.

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Purchasing

Rapisurv purchasing application is an easy-to-use integrated solution that helps the project team and the purchasing team manage procurement in a well-coordinated process and system. The project engineer or a project team member can create a project demand which in turn will drive a purchase order creation by the procurement team. The demand and the purchase order are linked to either a contract line item or an issue that was already created for the project, this integration helps to show what is generating the demand, makes audit of materials easier and improves overall transparency of the project spend. Goods receipt and acceptance are easy to manage in the same purchase order view giving visibility to the processor to see purchasing, delivery and acceptance data together. A purchase order can be sent to a vendor who is inside rapisurv, you can send to outside email, or you can simply invite your vendor to collaborate on the project and send purchase order to them as a collaborator in this case you benefit from the process integration within rapisurv. Delivery can be done on project location and entered by the site engineer or any other responsible person at the location and the acceptance is a second step ensuring that all goods delivered are to the correct specification and quantity, this acceptance step can be done by the procurement team in the back office. The purchase order for ‘Trades” are handled differently.

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Invoicing

The invoicing application is closely integrated with the purchasing application where your vendor can create an invoice directly from the Purchase order after the goods have been accepted by the issuing organization. When delivery is entered against a purchase order the acceptance step can proceed and the acceptance will trigger invoicing process on the part of the vendor, the create invoice option become active on the purchase document view of the vendor when the acceptance is done whether as a rapisurv user or as an invited collaborator. With a click an invoice can be generated and it is a two-way match between the invoice and the purchase order, which helps the accounts payables department to process invoice for payment without a lot of review or audit effort. The invoicing for ‘Trades” is handled the same way but exempted from the two-way matching.

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Compliance management

Project owners, project management organizations (PMO) or regulatory and compliance departments will find this application very useful, with Rapisurv compliance management you can create and manage checklists at project level and use the checklists for your inspections over the course of the project’s lifecycle. Our compliance application is easy to use and helps to document inspection reports and a technical report, audit report or any other type of reports resulting from the inspection can be written directly in the application or generated with the help of embedded artificial intelligence, the reports can be stored in the document management application and shared with collaborators or external parties as may be needed.

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Document management

The integrated document management application is a full function document management system (DMS) that helps to organize files by folders and sub-folders for the project. Rapisurv embedded DMS auto creates a project folder in your account for every new project giving the manager an instantly available location for document storage and management. The seamless integration allows users to trigger sub-folder creation from other applications that may use the DMS to store the documents generated automatically in the defined sub-folders which makes project management a little easier. This app includes customizable workflow to manage document processing by parties involved and access is governed by the permission given by the document owner. This is a great collaboration tool!

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