Project Management System for BoQ and Cost Estimation
Project Management System would allow the company to maintain the Project, BoM, Costing, Project. Progress and required Reporting. The system would be customized to tailor fit the Costing module that the company is looking for. The system would be focused on taking care of Cost Elements, Parameters Required for BoQ, Quotation, Revision of Quotation, Proposal, Project Margin, Funds and Contingency, and Statutory Taxes. The system focuses on planning and organizing a project and its resources specially the cost of material and human resources. The system would allow to keep the incoming RFQs and create a log. Customer Management would allow us to keep the details of the Customers, Projects Received from Customer, RFQs, Quotation, Proposals etc.
Flow and the process
- Security and Login Authority is created
- Required Master Data is created
- Customer Master is created
- RFQ/Enquiry Received from Customer
- Required RFQ Information is captured
- RFQ is validated for quotation
- Cost elements created for BoM / BoQ
- Parameters of cost elements are added
- Quotation is created as required
- Margins is defined as required
- Quotation is verified by internal team
- If not approved, quotation is amended
- Approved Quotation is sent to Customer
- If customer approves it, draft proposal
- Proposal is converted to project
- Status is marked as in-Progress project
- Project Cost is booked during WIP
- Checking for Cost and Margin Override
- Project Reporting with various parameters
- Project is Marked as Closed once complete
- Projects can be put On-Hold if required
- Project Archive is generated for analytics
Features Provided in the System
System Security and Setup
- User Profile and Authorities
- Geographies like Country and Cities (Meta Data)
- Currency Codes and Exchange Rates
- Sequence Generator for Quote, Proposal, and Projects
- Miscellaneous Cost like Freight, Insurance, Custom Duty, Clearance charges
Project Cost Management
- Cost Type as Services and Materials
- Material Costing in base currency.
- Multiple Unit of Measure for the Materials
- Resource Cost Elements
- Employees / Internal Labor Resource
- Group Cost Element to Make Resource Total CTC, CTC/Day, CTC/Hour
Customer Management
- Customer Details and Master Information
- Customer Analytics and Reporting
Suppliers Management
- Suppliers for Subcontracting Labor, Services, Equipment, Materials,
Project Master
- Project Master and Project Creation, Location of Project
- Project Revision
- Project Cost Head: Materials, In-house Labor, Subcontracting Labor, Equipment, Misc. Costing
- Project Margin and Commission to III Party
Project Cost BoM/BoQ
- Project Costing Sheet with Materials
- Cost of In-house Labor, Subcontracting Labor, Equipment, Misc. Costing, Logistics & Transports, Customs, Taxes
- Margin to be added on Each Cost Head
- Project Proposal Price and Printing of Project Details Costing Sheet
- Project Contingency Funds
- Project Gross Margin Alerts with Contingency and Without Contingency Funds Proposal Template and Print
Login Security and Authorization of Login
System would allow only secured access. It would have menu authorization for the login users. The system is provided for password change for the user if required. Secured with authority and user controls, system would provide approval authority for process like RFQ, Quotation, Proposal, and Cost Override. System notification can be sent to users on events. Other miscellaneous or user defined notification can also be sent. System is deployed on clouds. This would make it available for all user across the globe.
Master Data Setups and Parameters
Parameters for Data Integrity and Master-Information for entire application can be created. Various Meta-data like Countries Cities, and other dependency can be created. Currency codes and exchange rate can also be defined. Employees, CTC Elements, and Monthly Package can be configured to calculate the daily and hourly cost.
Master Data like Project Category. Sub-Category, Service Department can be created. Projects may belong to different service type like Civil, Mechanical, Electrical, HVAC, MEP. Project status would define the workflow of the project like Proposed, Awarded, Dropped, Completed, On-Hold, Cancelled etc.
Customer Management
Customer Master is comprehensive to capture the required data. System would keep the log for the customer activity like; RFQ, Quotation, Proposal, and Projects. Required documents for the customer like Trade License, VAT Registration form, etc. can be uploaded to the server.
Registered Discount Percentage would allow the user to seal the discount price level. No discount can be allowed more than the limit provided to the customer.
Vendors for Materials, Services, and Subcontracting
Suppliers can be created for Materials, Services, Subcontracting activities etc. Each supplier would have their services and material mapped with catalogue prices. System would allow the user to select similar or same items from different suppliers and check for the most economical cost.
RFQ and Quotation Management
The RFQ/RFP process is especially important to businesses that need a consistent supply of a specific number of standard services. System would allow to keep detail of the RFQ. Like Customer, Nature of Service to be provided, Date of submission of proposal, Date of Tender, Terms and Condition, Delivery Location, Delivery Terms, Expected Price for Services, Duration, Maintenance etc.
RFQ is the initial and trigger point for all quotations. The reference in the quotation ad proposal is made using RFQ number and other credentials specified in RFQ.
Proposal, Project, and Cost Booking
Project estimation and costing is done based on the specification provided in RFQ/RFP. There would be different cost elements like; materials, inhouse labor, subcontracting, petty expenses, contract labor etc. Each element is grouped under a Category of the Cost. There would be certain markup / gross margin percent on each of the cost so that a proposal price can be derive. System would allow the user to have multiple price factor for each of the cost element. User can select the proposal price based on the contract of the customer engagement or project credentials. The margins are secured. Any override in the margin is reported.
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