Project Management System. An ERP For Construction Industry

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1 Introduction SYSNET Associates (India) Private Limited is an IT Solutions company, with a mission to provide effective IT consulting solutions to customers. It has a team of very experienced software professionals, with good ERP background. Sysnet has executed several projects in the past, for a variety of customers in India & abroad, over the last 18 years. Sysnet has come out with a path-breaking and innovative software product called SpApp, to create and manage enterprise business applications. Using SpApp, several systems are already deployed. Sysnet has built an ERP system, for construction Industry on SpApp. This large ERP system is in use, at a few customer locations. We are calling this ERP system as PMS ERP. PMS ERP is a Full-fledged, Enterprise-wide, Intranet-based ERP solution built to suit any construction industry. It is a fully integrated solution for Construction business, with many business functions including Engineering, Inventory, Purchase, Projects and Marketing & Sales. PMS ERP covers all the major functions required. It provides various MIS reports, statutory reports and documents too. It is a fully functional operations information system, taking care of all key functions. PMS ERP is built using Sysnet s AppMaker SpApp and does not need any third party database like MS SQL Server or Oracle. It also does not need any special IT staff to maintain and run the software. PMS ERP is an Enterprise Application for Construction projects. It is built using Sysnet s SpApp AppMaker tool. PMS covers the following key result areas, comprehensively. Project BOQ status at any time Project/Work Order status at any time Inventory status at any time Sub Contractor s Payment status at any time Sales status at any time Amount Receivable status at any time The functions covered by PMS ERP system includes: Project Engineering Purchase Management Inventory Management Sub Contractor Management Sales Management Least TCO PMS ERP is a complete Construction Management System is a ready-to-use Software Application. It is easy to work with and does not need IT Staff to support or maintain. It does not require any third party database like Oracle or MS SQL server. PMS is the only software available in Construction ERP category, at the least TCO ever. Sysnet Associates (India) Private Limited. All Rights Reserved Page 1 of 6

2 Project Engineering Using PMS ERP, you can maintain any number of concurrent construction projects, with each project s complete data accessible at any time. Each project is split into multiple stages, with many activities per stage maintained. All Material and Labour data are maintained at atomic level and summaries at project level can be viewed & printed at any time. Budgeted Vs Actual status of a project Project BOQ status Project completion status Materials availability for a project Sub Contractors Work Pending/Completion status. Activity-track reports PMS ERP provides a comprehensive suite of data screens and reports, to manage the Project flow and related engineering activities. A project can have any number of activities and sub-activities. Authorized officials can monitor each activity anytime. 1. Projects PMS ERP maintains all relevant data of a project, including its current status, budget & expenses. Some typical information maintained is - Basic information of the project. Total budget of a project is calculated based on activities defined (BOQ) for the project. The total amount spent on the project is updated. 2. Activities All activities of construction work are covered, thru an Activity Master screen. Activities can be grouped under different categorizes. Select from a predefined list of categories or create new categories. Define the various Construction Activities. Maintain the Material & Labour rate for each activity. 3. Bill Of Quantity Quickly create and maintain Bill of Quantity for a project by using the Activities defined. Define the Material & Labour Rates for the activity. Workout the budget for the project. Approval of BOQ by managerial level users. Monitor the progress of the Activity. Generate the Cost Monitoring report for the project. 4. Project BOM Prepare the Bill Of Material for the project. Define the quantity of the material required. Serves as the base for preparing the Purchase Indents. Track the quantity of Purchase Indents and Purchase Orders raised. 5. Work Orders Prepare Work Orders and issue them to the Sub Contractors. Option is provided for authorized persons to Approval and Release Work Orders. Create formal Work Orders to be issued to Sub Contractors. Divided the Tax component between VAT & Service Tax as per user defined percentage. Option to include more than one activity in a Work Order. Create multiple Work Orders for an activity. Monitor the progress of a Work Orders. Sysnet Associates (India) Private Limited. All Rights Reserved Page 2 of 6

3 6. Activity Progress Project Engineers can record the progress of the work done either weekly or daily. Progress of work done can be recorded against each Work Order separately. Generate Material & Labour costs incurred for a given period. Check amount payable to the Sub Contractors based on work completed. Generate cash outflow statement for a given period. Purchase Management The Purchase Management module in PMS ERP provides the necessary control over all purchases made for a project. Purchases can be tightly controlled with respect to the actual quantity of material required for a project. Managerial level authorizations are provided for releasing the Purchase indents and Purchase Orders. 1. Supplier Master Maintain a list of registered suppliers along with their complete contact details. 2. Supplier-Item PMS ERP has the Purchase Price of the materials supplied by each supplier can be maintained separately. Purchase Price given in this profile is referred while preparing the Purchase Order. Prevents changing of purchase price by unauthorized persons. Generate a price comparison statement. 3. Purchase Indent Purchase Indents can be raised by the project in-charge or site engineers based on approved Bill of Material. Option to approve indents by managerial level users. Purchase Indents can be raised for each project separately. Checks are provided to ensure quantity indented is not more than the BOM quantity. Option to approve or cancel indents by managerial level users. Create a formal Purchase Indent document and generate statement showing details/status of Purchase Indents. 4. Purchase Order In PMS ERP, creation of Purchase Orders is tightly controlled by linking it to approved Purchase Indents, thus preventing purchasing excess quantity or ordering less. Purchase Orders created have to be approved by authorized users before release. Unauthorized users can t modify approved Purchase Orders. Purchase Orders can be printed or sent as an attachment. Purchase price can be given in the Item master as the default purchase price, Taxes as applicable will be calculated based on percentage given. Delivery address can be mentioned in the PO. Generate various statements showing details of Purchase Orders. Sysnet Associates (India) Private Limited. All Rights Reserved Page 3 of 6

4 Inventory Management Inventory management function forms a critical aspect for Project management. PMS ERP provides a complete coverage of all material transactions and all related documentation. Closing Stock quantity and value are upto date. In PMS ERP, the stock details can be maintained for each project separately. 1. Item Master Define the material used in the projects using the conveniently layout screen. The Unit Of Measure for the material/item can be selected from the predefined list. Opening Stock Quantity and Value for the material can be quickly entered. Closing Stock will be auto calculated. Items can be grouped under different categories. The Closing Stock value is auto calculated and updated after each transaction. Total quantity of purchases & issues are based on the GRN and Issue Note. Stock Value is calculated based on Weighted Average Method. Generate Closing Stock statement and Stock Ledger for any given period. 2. Item Project In PMS ERP the stock can be maintained for each project separately. Select the materials used in a particular project from the Item Master. PMS ERP has a special feature called Action using which the uses can create the entries for given set of materials/items based on the selected category at one go. Project wise details of stock are maintained. The Re-Order level can be maintained for certain items in each project. Generate Stock statement for any given period for each project. 3. Goods Receipts In PMS ERP the material received are recorded through a Good Receipt Note. A GRN is created against a Purchase Order. Checks are provided to ensure that the Purchase Order status is Approved. Material cannot be received against Non-Approved or Completed or Cancelled Purchase Orders. Create GRN for each receipt of material against a Purchase Order. Multiple GRN can be created for a single Purchase Order. Check to ensure Supplied Quantity does not exceed the approved excess limit. Option to enter the Rejected/Damaged quantity. Stock is updated only with the Accepted quantity. Closing Stock Value is updated immediately. Project wise details of material received are maintained. Maintain Amount Payable to the Suppliers. 4. Material Issues Record all material issued for construction. The name of the Engineer or Sub Contractor who has received the material can be mentioned. Usage of material for each project is maintained. Value of material issued is based on the Last Purchase Price/ Weighted Average Method. Project Cost is accordingly updated. Project wise Closing Stock is auto updated. Generate statement of material issued to a project along with the value. 5. Material Returns The details material returned to the stores or supplier can be recorded for each project. Excess material returned to the Stores is maintained for each project. Damaged material returned to the Supplier is maintained for each project. Project wise Closing Stock is auto updated. Generate statement of material returned to Stores and Supplier during a given period. Sysnet Associates (India) Private Limited. All Rights Reserved Page 4 of 6

5 6. Material Transfer In PMS ERP details of material transferred between projects can be recorded. Excess material in from one project site can be transferred to another project where it is required. Transfer Excess material to another project. Closing stock details are auto updated immediately. Option to ensure only authorized uses can access this profile. Generate statement showing details of material transferred. 7. Material Adjustment PMS ERP has the option to adjust the closing stock by recoding details of material damaged or lost. Material Adjustment Note can be raised for each project. Material Adjustment Note can be raised for each project. Closing stock details are auto updated immediately. Option to ensure only authorized uses can access this profile. Generate statement showing details of material adjusted. Sub Contractor Management PMS ERP has a separate module to collect the detail of the registered sub contractors. 1. Sub Contractor Maintain a list of registered suppliers along with their complete contact details. Work Orders can be raised only to a registered sub contractor. 2. Sub Contractor Quotation PMS ERP has the option where the quotation received from various sub contractors for a given activity can be recorded. A price comparison statement can be generated. Sales Management PMS ERP has a simple yet complete function to handle the creation of invoices. 1. Customer In PMS ERP customer information is maintained for each project. Record details of the property (flat) purchased by the customer. All necessary contact details of the customer are collected during entry. The cost of the property (flat) along with breakups. Calculate VAT and Service Tax based on given percentage. Create a schedule of payment is required. Generate a details report showing the invoices raised for a customer. 2. Invoice Generate a formal invoices using PMS ERP. Invoices can be raised periodically. Payment schedule can be linked to the invoice as an option. Auto updated the customer s account. Print a formal invoice. Generate details for invoice raised for a given project. Sysnet Associates (India) Private Limited. All Rights Reserved Page 5 of 6

6 Key Support Areas PMS ERP supports the management to - Check Project Status everyday or weekly. Check Material Status at various sites. Decide on emergency Material Transfer. Check Engineer Status on each Project. Check Key activities progress. Check Customer payments. MIS Reports in PMS ERP PMS ERP can generate over 40 reports. The following are some of the reports PMS ERP provides. In addition to the customized reports the user can generate reports in a standard format with option to provide the criteria for the report. Reports can be exported to an Excel file or saved as an image file. Bill of Quantity Bill Of Material Work Order Activity Progress Report Project Cost Monitoring report Sub Contractor Payment statement Purchase Indent Purchase Order Goods Receipt Note Statement of material received Item Stock Ledger Project-wise Stock Statement Supplier-wise Bills Payable Project-wise Materials Issued Project-wise Materials Returned Project-wise Materials Transferred Invoice Details of Payment Due from Customers Benefits PMS ERP provides the top management with the following benefits. Complete control on project costs. Reduce Inventory Levels. Increase Material utilization. Complete projects faster. Monitor projects better. PMS ERP is a complete ERP software for the construction industry with the least investment. PMS ERP achieves the least TCO ever. Contact: Sysnet Associates (India) Private Limited Tel: info@sysnetindia.com, Sysnet Associates (India) Private Limited. All Rights Reserved Page 6 of 6