Effective management and oversight of a project typically requires multiple approvals or review, routing documents, and ensuring that appropriate individuals are notified of changes or needed review. USGN’s workflow management is an intelligent system that automates the process using situation specific thresholds and rules. This ensures that the entire process from tracking requests to approvals and actions is effortlessly accomplished in a timely fashion to reduce costly delays and eliminate guesswork about where requests should be sent. Email notifications are sent to parties responsible for handling the requests and dashboards can be used to see what actions need to be taken across multiple projects. Additionally, status can be reviewed at any time and requests can be escalated if needed.

Because organizations have different workflow requirements that may change over time, USGN supports customizable and easy to modify workflow tools. Processes of interest include:

Contracts

Signed contracts and agreements under negotiation can be stored and tracked with USGN with regard to status, terms, and other aspects of the contracts. These documents can be routed within a customized workflow for review and final approval. Once a contract has been fully executed, the document is stored and easily accessible to appropriate personnel. Workflow can be used to send the contractor or vendor the fully executed document via email.

RFI

RFI workflow can be tailored within USGN to meet the needs of the organization. Depending on the rights of a project participant, a user can create, view, route, respond to, close, or resubmit an RFI from anywhere and anytime.

When an RFI is created in the system the responsible parties will be notified via email and the RFI will be posted on their dashboard. If the RFI is approaching a due date or becomes overdue, appropriate users will receive an automatic email reminder. When an RFI is overdue, USGN can escalate the RFI to other individuals. Logs of all RFIs are kept in USGN with the ability to drill down and view all the details of any RFI.

Drawings & Submittals

Drawings and submittals can be uploaded to the USGN website for review and approval. Upon a drawing or submittal being added to the system, the responsible party will be notified. If the document is approaching being overdue or is past due, automatic reminders can be sent via email or the document can be rerouted.

The history of the drawings and submittals are tracked with regard to the originator and date, and final action taken to ensure that all information is available for review. Individuals who only need to see the most recent drawings or submittals are limited to the appropriate version or versions.

Field Reports | Logs

Individuals onsite during construction can use USGN to report on and track the work and progress of the project in addition to any challenges or obstacles. These reports and logs are customized for each client but can include information such as: Work Description, Weather, Manpower, Equipment, and Events. All relevant documents, photographs, and drawings can be attached. Mobile devices are commonly used for these reports and logs to fully ensure easy and timely entry of information plus access to required details anytime and anyplace.

Photo Management

In addition to all processes and forms supporting photo attachments, USGN’s Image Center is designed specifically for viewing and sharing image files. Pictures can be put into USGN at a jobsite using your tablet or smartphone. Our solution supports the ability to browse photos with small thumbnails to see a few at a time, create a slide show, print or email a printer-friendly album, or download originals to a local drive. Image Center also includes additional image management capabilities, including changing orientation and adding titles or description.

Lists | Action Items

These customizable forms allow users to track of incomplete issues, deadlines, and responsibilities. The tool also allows users with appropriate rights to verify issues marked as complete. All users who are assigned an action item will receive an automatic email for these tasks. In addition the outstanding tasks can be added to the user’s dashboard.

Project Communications

Discussion forums and generic project communications is a simple and effective way for team members to communication and exchange ideas Multiple discussion “threads” can be created and designated specifically for specific projects, across multiple locations, or globally with appropriate access rights configured.
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