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Spitfire Project Management System Solution Snapshots

Spitfire Project Management System can provide the solution to many common problems and challenges faced by those in the construction industry. Below are a few examples.

Challenge: “We've worked with many vendors and subcontractors over the years, some better than others. Individual Project Managers have opinions about certain subcontractors, but this information is not available to all. We'd like a system that will let us rate our vendors and subcontractors and prevent us from working again with the lowest rated ones. We'd also like to easily find all the vendors and subcontractors in our system according to city/state, rating, times used, or CSI speciality and then be able to select them all at once.”

Solution: Vendor & Subcontractor Management

Challenge: “It is said the the contractor with the best documentation wins. Our files cabinets are full of files, but retrieving specific information and worrying about lost files is taking too much of our time. We need a system that will store not only all files but also all emails and communications pertaining to a project, then provide us with a way for quick searches, exports and printouts. And, as a bonus, we'd like to get our existing hard-copy files into the system without too much effort.”

Solution: File Management

Challenge: “The old practice of requiring potential contractors to go to a specific print shop to get hard copy plans before they can submit a bid for our project is outdated, wasteful and prone to mistakes. Then, after several rounds of revisions, some contractor is sure to use an old copy they have had lying around. The whole process takes too much time. We looked at useing FTP but found it to be a rather unorganized method—totally disconnected from our change management tool. We want a better, streamlined way to get our bid plans and documents out to potential contractors.”

Solution: Plan Room

Challenge: “Preparing and assembling all of the documents, specifications and drawings related to RFQs and subcontracts into one 'package' is very time consuming. We worry that we'll forget to include something and that we won't send the latest version of everything to the vendor. Vendors who tell us that we forgot to send a specific document have us doubting ourselves; the more time that passes, the harder it is to check up on that. We want a better, streamlined way to assemble and manage a collection of vendor documents for dispatch to our current and potential contractors and proof for all time of who received what when.”

Solution: Vendor Document "Package" Management

Challenge: “We need to track a great many compliance items. Currently, paperwork falls through the cracks and we may not realize that something is out of compliance until it is too late. Our method of letting our vendors and subcontractors know that we need something from them is clumsy. We want a system that tracks all compliance requirements and sends out notifications automatically, and we don't want to pay vendors who are out of compliance, even if we choose to recognize the account payable liability.”

Solution: Compliance Tracking

Challenge: “We contractually limit our subcontractors to aggregate change orders of no more than a specific percentage of their original contract. We need to enforce special approvals if a new change will exceed this limit. Currently, these limits are not always realized and mistakes are made. We want a way to stay on top of these change limits and to quickly bring them to the attention of the appropriate person for approval.”

Solution: Limits on Commitment Change Orders

Challenge: “Sure, we want a powerful system with high-end productivity tools. But we really need that system to allow us access to project data whether we are in the office or at the job site. Plus we'd like our job collaborators—both owner reps and subcontractos/vendors—to also have access. Of course, we need a smart system that knows that our vendors should have different access from our project managers.”

Solution: Powerful, Far Reaching Access

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