Concept note on the design of projects management system.
Papaa Construction undertakes construction projects which are mostly funded by Government other agencies.
These projects are many and performed in different periods.
The Unit often runs over 70 ongoing projects on daily basis.
The management of these projects require toold that provide prompt and accurate data which are able to enhance control, accountability and efficiency.
Bills of quantity(BoQ) are drafted using excel sheets.
Projects requests are made in urgency making difficult to meet deadlines. Sometimes those requests are lost hence creating discontent to the project engineer.
The monitoring of the projects progress is reported using excel and which in most cases create errors due to poor manipulation which risk of data being lost.
There is no tool that alerts the management that the handover of the project is soon to take place with risk of late making the invoice for recovery.
There is no project cash flow forecast tool which must be regularly updated to prevent cash shortage hence avoiding accumulated unpaid supplier/sub-contractor's invoices.
No tools for monitoring the payment execution plan for single or many projects in reference to terms of payments highlighted in the contract.
There is need to establish as system that can address issues highlighted in the current situation. This system should be to give accuate infomation at any given time without much data manipulation.
This system should comprise the following modules:
BoQ and Requisition Plan module: This module should be able to produce a BoQ which in turn can be able to convert it into a requisition plan.
Request module: This module should be able to be tracing the level of request approval from the project engineer up to the CEO/ It should be able to upload documents for each step of approval and include comments by users where necessary.
Project cash flow and project financial management module: This module should be able to compare cash inflows and cash outflows. The execution of the payment plan, invoiced amount to the client, managment of sub-contracting as well as payment to the supplier or sub-contractor.
Project work progress module: There should be work progress report detailing type of achieved project work and the general work progress in term of percentage and amount.
Projects' handovers module: This module should be able to display when the project handover should take place according to the work order/service agreement, the delay taken from the project contract handover date and the actual handover date. It should be able to upload initial/addendum contract, handover documents, etc...
The modules in the system should be independent one to another and with the possibility of linking them when found necessary. It should alert the management on outstanding receivables, delay in handover, attachments necessary to make invoice. The system should provide comparative charts toold for critical analysis.
The use of the system will improve on projects management effectiveness and efficiency such as reduced time to update projects reports, reduced stress, improved recovery, increased cash flow etc..
In addition to the system design and installation, the successfully bidder should provide a server which will host the system.
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Questions: [login to view URL] you share the sample excels mentioned in the project description? [login to view URL] project description doesnt mention about the reports needed?
Hi. Thank you for posting. I have read your post carefully. That's very interesting idea. I would like to discuss more detail via chat. Looking forward to work with you soon. Thank you.