Full Audit Tracking
Everything is recorded in the database! ProjectProbe has been built from the ground up with auditing of every User Action built in. A Username and Datetime stamp is appended to every record and displayed inside the application where deemed useful. In addition, Users are forced to append notes or explanation when performing some important tasks, such as project budget changes.
Nothing is deleted! (Well, almost nothing). ProjectProbe uses a system which is technically know as 'soft deletes', where database records are versioned off or made inactive. 'Physical deletes' do occur in some places but only inside a User Session when deemed appropriate. The consequence of taking this approach is an ever increasing database size. However, this is off-set by archiving and backing up the datasets.
Customisable Data and Easy Importing and Exporting
By default, ProjectProbe contains data which is required to fulfill the functionality of the system. This is know as 'System Static Data' and cannot be deleted. However, there is an extensive 'Customer Static Data' module which has been designed as an integral part of the application. It allows all sorts of additional data to be added and customised in the administration system on a per customer basis. Why is this important? It creates a really flexible environment for your data. So, let's take an example. Say we have a business categories of 'Client' and 'Subcontractor' and we want to start recording information on consultants, we can simply add a new business cataegory named 'Consultants'. This doesn't require IT effort it's all built in and it's everywhere throughtout the system!
Data can be uploaded via the bulk data upload feature, or manually in the Administration Section. It can also be cut and pasted directly off the page into excel!
User Accounts and Roles
Anyone that accesses ProjectProbe must have a User Account, with a unique username and password. The password is encrytped in the database. The username and password are stored in the the User Profile, which is editable after logging in. If forgotten, the username and passwords are available through the login page by clicking on one of the forgotten links. A User Account is linked to a Customer Account, so typically there will be many User Accounts per Customer. Some User Acounts will have administartor privileges. Administrator privileges allow users to perform elevated tasks, such as User Account cancellation or User Role assignment.
User Roles enable granular access to functionality within the system, whether it a be a menu, page or feature. A User Account may belong to many Roles, which will fullfill the profile of the job that is required. User Accounts, User Roles and Customer Account settings all determine what is available and when and by whom. ProjectProbe User Roles are pre-defined in the system by grouped functionality, not by job title. So you might imagine that in any Construction Project Management System there would be a role for 'Estimator', 'Site Agent' and probably 'Surveyor'. This is not the case in ProjectProbe. Roles are pre-determined by menu grouping, pages which hang off that menu and then finally functionality inside those pages. This is a much more transparent way of managing roles and Administrators don't need to keep separate notes of what for example an Estimator is supposed or allowed to do.
ProjectProbe has a User Alert feature built in. Alerts can be created by any User and assigned to any User or User Role (or both) in the application. You can even assign Alerts to yourself! Users are notified of their outstanding Alerts when they log in. They are a very useful component of ProjectProbe and are integrated with other entities. So, Alerts can relate to Opportunites, Tenders, Projects, Business, People or anything else. Typically, a user will describe the action that is to be taken, choose a target date, entity and assign it to a User. Once created, a series of notes can be appended until the Alert is completed.
Document Upload Modules
ProjectProbe allows you to upload documents against almost entity, whether it be a Person, Business, Project or general Office documents. These documents are stored securely in the database.
Any number of documents may be uploaded (depending on the customer allowance) and many types are available including Jpeg, Text, Word, Excel and PDFs.
Extensive Businesses and People Modules
The system can collect all sorts of information on businesses. These businesses might be Clients, Subcontractors, Main Contractors, Suppliers, Consutlants or any other category. General details, financial details (including insurance policy information) and a whole host of other multiple associations; addresses, emails, notes, alerts and documents can be easily stored. There is an approval process for businesses too, which allows you to block them if things go wrong.
Buinesses also have a link to people. Typically a business will have multiple people assigned (staff). The People module is very extensive, allowing recording of multiple associations; addresses, emails, notes, alerts and documents. It also allows you to upload photos and staff information, such as training courses.
Extremely Extensive Project Module
The application is 'Project Centric', meaning it's centrally placed, considered and integrated for every action. Multiple relationships exist with other entities and smaller modules.
The project typically starts as a 'Marketing Opportunity' and is converted into a Tender and then into a Project. Although it can be created straight away without any marketing information. Every Project has a Project Team, assigned Subcontractors with works orders, Notes, Alerts, Documents, Delivery Addresses and Site Diary. The functionality is extensive allowing recording of Subcontractor performance and full controls of costs.
The 'Project Financial Control' module is a Double-Entry System built from the ground up especialy for ProjectProbe. It provides robust project positions by Cost Centre. All costs are managed in an integrated way through the Project Budget. Project Budgets, of different types allow Estimators and Surveyors to create their own budgets for comparison before the 'Live' budget is generated. All budgets allow granular composite items to be added. Project Limits allow complete cost control over the budget, but at the same time allow a great deal of flexibility through the use of transfers.
Material and Plant modules are integrated into the budgets, which allow complex calculations to be performed around estimators coverage rates and waste.
Purchase Orders (POs) can be raised to Suppliers for plant and materials straight off the budget and emailed using customer Purchase Order templates. An approval system exists which allows Buyers to intercept the PO requests and edit and add line items based on deals available that day, or quantities required to fill the delivery lorries.
The Accountants have access to system for fullfillment of Purchase Orders and raising payment certificates to subcontractors. The payment certificates and approval process is designed around the regulations in the UK, so the certificates comply. A 'Pay Less' system is built in to the approval process.
The Purchase Orders and Subcontrators can be synched with Sage Accountancy system in realtime, using a third party WebApi application.
The Office module allows for storage of Office documents, Staff Training Course information, Customer Service Issues and Stock Room control.
Type a word in the search box and the sytem will search across multiple entities for a match, providing links to the records that you are searching for.
The Administration module allows for control of all user accounts, static data and systeme messages.
A full customer service system is built in to the application, which allows support issues to be raised and managed.