There are a lot of documents involved in construction projects, including contracts and paperwork from the various transactions.
It is an enormous effort to keep track of the contract paperwork, crucial clauses, deadlines, payment schedules, etc. Any of these papers might pose serious business risks if they are lost, destroyed, or damaged.. There is a good chance that losing documentation may cause a number of problems in the normal course of business, including delayed decision-making, missed business opportunities, fines, and lost customer claims for delays.
Highbar Technocrat Limited offers a solution specifically for the construction sector to manage these contracts with technology leverage. The solution – DocLife – helps your organization manage contract document-related risks
Need for contract communication document management
- No mechanism to track timeliness & compliance of to & for client communications
- Scattered ways of contractual documentation across projects
- Manage & retrieve client correspondence across various projects
- Outward letter formats are not standardized as per guidelines
- Unorganized review and approval system for client communication
- Difficulty to retrieve documents for particular event/subject for claims submission
- Manual tracking of document. Missing important communications with client
- Availability or frequent change of skilled resources at the project site for critical communication
Benefits to organization
- Critical contractual communication is managed in the system
- Central repository of all contractual communication
- Person-specific dependency is reduced
- Tracking correspondence made easier
- Contractual SLA for communications are not missed
- Ready availability of all critical documents for Claims/EOT
- Dashboards to take timely action
- Mitigating the risk of miscommunication of important correspondence
- Authorized control of contract document
- Reduction in the time leading to faster response to client
- Dependency on high skillset resources is reduced
- Reduction in manpower as multiple projects can be managed by a single resource
Key Features
- Standardized letter formats for outward communication
- Centralized document storage
- Flexibility to define and change the folder structure
- Configurable approval workflow for outward communication
- Configurable alert mechanism for Inward communication received
- Project-specific document access control
- Escalation mechanism for pending approvals
- Escalation mechanism for Un-replied incoming communications of clients