Why Document Control?

Document Control is a module of Sage Master Builder that was developed in response to the requests from a number of contractors for help in organizing and tracking the numerous documents associated with the execution of their work.

Anecdotal testimony to the need for, and usefulness of, an effective document control system is found in virtually every experienced contractor's office. Everyone has stories of claims during and upon completion of a job for change orders, incomplete work, penalties for late completion, work not in accordance with plans and specifications, delayed color and fixture selections and a host of other problems. Most contractors have, at one time or another been at a loss in a dispute because they could not prove that they had performed in good faith. Many have wished that they had written down everything of consequence that occurred during the performance of the work. Others know that they wrote important notes and memoranda, but when it was time to defend their work, couldn't locate their copies of these important documents.

The Sage Master Builder Document Control module gives a contractor effective tools for creating and controlling the documents that are critical to the effective execution of the work. Thorough documentation of a job reduces problems on a job, improves scheduling and creates a sound basis for defense or prosecution of litigation if that unfortunate situation arises.

With this module, users can create, track, follow-up and control important project documents like:

• Transmittals
• Submittals
• Requests for Proposals
• Requests for Information
• Correspondence

The module also includes a Daily Field Report function where a field superintendent can record the important daily activities and problems that occurred on the job site including subcontractor activity and accidents. Payroll and equipment usage hours can also be recorded in the Daily Field Report and imported directly into the payroll system.

A Punch List function records, tracks and controls those items that must be resolved to successfully complete a project. The contractor can note who is responsible to complete punch list items, who is financially responsible for punch list items, and when the item was found, assigned and completed.

The Project Hot List function arrays all documents and transactions from anywhere within Sage Master Builder related to a project that have been marked as "Hot List" items. A project manager or company official can view on one screen and drill down into the detail of all documents for a project that need attention, whether it is:

• A Request for Information that needs follow-up,
• Accounts Payable vouchers that require approval or clarification,
• A Change Order that is not yet approved,
• An Accounts Receivable invoice that is disputed, or
• Any other similar problem transaction or document.

This enables the project manager or company executive to see, on one screen, problems and bottlenecks of a job, drill down to the applicable transaction, and resolve or follow-up on the problem.

We have been real advocates of this module ever since it was introduced. It can pay for itself a thousand times over the first time a project heads toward litigation. In the meantime, it provides real meaningful tools to the project manager and company management as they push to get their work completed in a thorough and efficient fashion.