What is depotnet? Key features:

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1 What is depotnet? Stay on top of the increasing complexity of business driven processes. Flexible and efficient depot management is crucial but elusive - catch it with depotnet Designed specifically for the contractors market, depotnet is a product of Depotnet Ltd - the leading provider of simple, accessible and affordable depot management software solutions - a company whose staff are industry insiders, with over 15 years working experience in both the operations and the technical sides of the civils contracting industry - particularly the telecoms sector. Since 2008, the civil engineering industry has relied on depotnet to help maximize, increase efficiency and reduce non-compliant working. A database-driven, hosted web application, depotnet simplifies, co-ordinates and integrates depot management. Users can log in to efficiently track and administer workflow activities - all from one centralised location. From the first receipt of a job order, to task-specific personnel management and direction, to sub-contractor payment, depotnet enables you to view and control relevant project data from anywhere, securely, using a web browser. : user and role permissions - control who has access to what data Validation rules that can be configured to suit changing customer requirements Regular updates and enhancements Ability to take information feeds from any ebusiness gateway, including CT SOLO Microsoft Office integration Task management and automation Outlook and exchange synchronisation Access options: mobile devices, web Flexible reporting - reports can be filtered, ordered, and exported in multiple formats. A scalable, seamless solution to keep you, your managers, your staff and your projects in sync and on track. T: F: E:

2 Why depotnet? depotnet is your support network A vital component of success in workflow management is staff buy-in. This is particularly true with software roll-out. Our depotnet experts will be on site at your depot for as long as it takes your employees to engage with our product and feel comfortable with our software. Once installation is complete, we provide online technical assistance and on-call software support, 24 hours a day, 7 days a week. depotnet grows with you As your business changes and grows, the depotnet bespoke service lets you add custom modules to suit your business needs. This modularity feature is a key component of the software s flexible approach. depotnet infrastructure means industry standards and security depotnet is built on a solid foundation of Microsoft technology. Data is stored using SQL Server and the application is written in the.net environment. Using these industry standards allows for seamless integration with other applications. depotnet can read data in any standard ebusiness format and can also output to your suppliers if required. The depotnet infrastructure resides in a secure data centre in Maidenhead UK and resilience is provided by a data centre in Docklands, London UK. This value-hosted service ensures that all storage, backup and disaster recovery is performed in a secure environment, meaning your company does not have to invest in hardware. depotnet keeps your entire company in the loop depotnet provides managers with continual progress updates. Orders can be broken down into separate work streams ensuring that all employees stay on top of job orders as they feed through the company s system. With, you also have the ability to manage every aspect of project workflow from your BlackBerry, iphone/ipad, Android, Windows Mobile or other smart phone or mobile device, enabling you to make quick decisions from your desk or on the move. : user and role permissions - control who has access to what data Validation rules that can be configured to suit changing customer requirements Regular updates and enhancements Ability to take information feeds from any ebusiness gateway, including CT SOLO Microsoft Office integration Task management and automation Outlook and exchange synchronisation Access options: mobile devices, web Flexible reporting - reports can be filtered, ordered, and exported in multiple formats. The depotnet advantage Implementing, learning and using any of the depotnet software is amazingly quick and easy. depotnet can receive feeds of data from any ebusiness gateway, enabling you to import jobs from any client who provides this in a digital format. T: F: E:

3 Invoicing Track and push jobs quickly round internal depot processes to minimise time to invoicing. During setup, users can set all of the company s local information, such as drawers, invoice types and item rates, in one place. The more information entered in the setup area, the less input required later in the process. A returned to... function enables users to send jobs back to other users within the depot for work to be completed prior to signing off the job for invoicing. Jobs requiring a drawing can be sent back to the drawer and placed in a queue awaiting action. depotnet s multi-user capability facilitates this process. A returned to agent function permits users to send jobs back to the agent for enhancement of job information or to update missing data. A returned to planner function enables users to send jobs back to the planner for enhancement of job information or to update missing data. An invoice values function lets users create reports that calculate the value of work to be invoiced. Updating jobs is expedited within this module by allowing users to set dates, times, and comments at every stage of the process. This in turn enables users to identify barriers to timely job invoicing. validation ensures key mistakes cannot be made. reports, certificates, worksheets and invoices. T: F: E:

4 Order Management (Jobs) Plan, manage, and monitor your current workload from one screen. During setup, users can set all of the company s local information, such as operatives, agents and exchange areas, in one place. The more information you enter in the setup area, the less input required later in the process. Receiving jobs can be achieved through feeds from any ebusiness gateway enabling you to import data from clients who provide work electronically. You can also enter jobs manually should they be received via or hard copy. Jobs planning can be performed for both the short and long term and against the resources that have been set up within the system for your depot. Work can be prioritised at this level enabling you to generate a day s work in order of importance and distribute it to your teams, using printed worksheets or via. Job data can be updated every time work is performed either in the field or in the depot, right through to completion. A complete history of work done on every job, including the gangs that completed the work and the depotnet users who updated the information, can be viewed and printed at any time. Tracking jobs is handled through depotnet s own set of configurable statuses, which can be set to meet your working styles. This enables reporting to take place at defined status changes. validation ensures key mistakes cannot be made. reports, certificates, worksheets and invoices. Specialist validation can be set up to restrict functionality if NRSWA date requirements on a job have not been met. T: F: E:

5 Wages Management Pay operatives for jobs completed in the Order Management (Jobs) and Reinstatement modules of the Make payments to operatives, based on the items of work completed and their rate sets. depotnet can store multiple rate sets, so different operatives can be paid flexibly and rates can be increased and decreased to suit your business or any contract variations. Part payments are supported allowing operatives to be paid for partially completing work. Validation checks within depotnet ensure that operatives cannot be paid for work that they have not completed, work that another operative has completed, or more than once for the same work item. Extra within the wages management module enables further validation checks to be added to tightly restrict what data different users can see. During setup, users can set all of the company s local information, such as reinstatement rates by work teams, negotiated rates and custom rates, in one place. The more information entered in the setup area, the less input required later in the process. An adding payments function allows the user to generate empty payment certificates. Completed project information can then be added later to create a weekly or monthly payment certificate for an operative. A payment types function lets users accommodate non-standard payment types, such as payments on account and partial payments. Payments to operatives can be set to match depot cash flow. validation ensures key mistakes cannot be made. reports, certificates, worksheets and invoices. Additions and deductions can be applied against an operative s payment certificate whether for jobs, or for fixed/non-fixed sums. T: F: E:

6 Reinstatement Plan and schedule your live and permanent reinstatement jobs. Data for projects requiring reinstatement can be imported from the depotnet jobs module or input directly by the user. During setup, users can set all of the company s local information, such as surface types, material types and resources, in one place. The more information entered in the setup area, the less input required later in the process. Special requirements, such as white/yellow lines or anti-skid, can be stored in an unlimited number of types. These can then be added to jobs when required enabling work teams to access as much information as they need to complete reinstatement jobs safely. A planning reinstatement function allows reinstatement jobs to be planned in advance enabling users to schedule jobs against the resources that have been setup for your depot within depotnet. This enables planners to record how much work each gang is reinstating and to schedule procurement of future material. Daily worksheets for reinstatement gangs can be created and then taken out to the site in cases where mobile working is not an option. Updating reinstatement jobs and sites can be completed by planners at every stage of the reinstatement life cycle. depotnet then has a complete history of reinstatement work carried out on a site, cross-referenced with the resource that has completed the work. validation ensures key mistakes cannot be made. reports, certificates, worksheets and invoices. Tracking jobs is performed through a unique set of configurable statuses which can be set to suit your way of working. This in turn enables reporting to take place at defined stages of a job life cycle. T: F: E:

7 Contacts Manage and share access to your company contacts, all from one intuitive screen. Managing and updating your contacts can be done quickly and easily whilst out and about, giving automatic access to new contact information to all your depotnet users. The depotnet automated backup facility ensures that your contacts will never be lost, even if you lose your hardware. Upload company fax and letter templates to generate either letters or mailshots to selected contacts. While adding contacts, you can receive information feeds from any contacts system or spreadsheet enabling you to import data from most other electronic contact stores. Contacts can also be entered manually. Contacts can be split into contact types, such as highway authority, so they can be restricted to type when necessary. Google Maps Integration allows you to print directions from your site to your contacts postcode. validation ensures key contact data is stored. any of your contact data. Skype Integration enables Skype dialling directly from the system. Generate s to all your clients or suppliers quickly and easily. Store important notes or memos against individual contacts. T: F: E:

8 mydepotnet Management reporting for every module in your depotnet subscription. Data can be taken from each module included in your depotnet subscription and reports built to suit your organisation. Using our powerful reporting tools reports can be designed to cross-reference different modules, for example, to show that the job has been completed, operatives paid, work invoiced and paid, but there are still outstanding plant hire items accruing additional costs. The flexibility of the filtering and reporting means that it is quick and easy to create reports that add value, by providing critical, up-to-the-minute management information. As the data within your system grows, mydepotnet enables you to report on historical as well as current data. mydepotnet can be set up as a dashboard when high-level tracking of output is required. Data grids or reports can be specified at any time - our dedicated team of support specialists will set them up for you. Criteria can be set to accommodate your workflows and can be edited whenever necessary. Software application solutions can be customised, using depotnet, to suit any workflow need your depot may have. For further information, or to set up an on-site consultation with one of our depot software experts, please call us on: Standard filtering and sorting is enabled on all data grids, along with bespoke filtering that can be created by the user. Reports can be exported in a variety of formats, including directly to Excel, PDF, or HTML . All formats can be sent as an attachment. enables you to manage mydepotnet functionality from your BlackBerry, iphone/ipad, Android, Windows Mobile, or other smart phone or mobile device. This allows job information to be updated directly in real time from the field. Security can be easily managed and administered. Information can be restricted for commercial purposes and also for practical reasons to suit a particular role or individual. All work performed on the system is logged by the user, allowing and accountability to be easily reported on. T: F: E:

9 Bespoke Bespoke additional modules to accommodate new clients, new workflows, or even temporary contracts. Some bespoke modules we have developed for our clients Surveys module: depotnet allows the remote completion and uploading of site surveys using hand-held devices in the field. Data can be input using the depotnet Surveys App designed for the iphone/ipad or updated directly into the system when the surveyor gets back to the office. Training module: Record skills, accreditations, endorsements, and revocations for all operatives. Restrict work to be carried out on any of your work streams to accredited operatives only, reducing the potential for non-compliant working. Scheduled reports within the training module are set to alert the training officer of skills or tickets due to expire. This feature enables the booking of training in a timely way. The training module also allows printing of ID cards to display the skills and accreditations of operatives. Plant-Hire module: Reduce the amount of money wasted by non-timely off-hiring of plant and machinery. This module enables validation against operatives, increasing accountability and enabling deductions to be made for lost, damaged or stolen plant equipment. Integration of this module into selected supplier extranets is currently being developed. Software application solutions can be customised, using depotnet, to suit any workflow need your depot may have. For further information, or to set up an on-site consultation with one of our depot software experts, please call us on: Document Management module: Enables long-term storage of a particular client document set. With the depotnet online backup facility, not only are documents stored securely, but they are also safely backed up online. Roles and permissions also ensure that the document set can be restricted to a high level. Photo Store module: Allows long-term storage of photographs of completed works. A full photographic record of a job s history can provide valuable evidence when proving site clearances and compliant working - ultimately reducing the potential for fines. Purchasing module: Reduce un-tracked expenditure by operatives. This module uses a ticket system in which operatives require a depotnet generated ticket before a supplier will provide items. The module also introduces a method of auditing additional costs against jobs. Further iterations of this module enable the client to scan tickets of goods received and check them against purchase-order tickets. T: F: E:

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