Web Based Capital Program Management Software

In selecting Capital Program Management Software, an organization will recognize that there is a clear dichotomy in the market as there are many systems specifically built for contractors. There are limited solutions built for an owner organization. A solution designed for contractors allow only for the management of the contractor’s portion of a project. Those systems provide limited value for owner organizations that desire full visibility and tracking of budgets and schedules at all levels of the program, while maintaining institutional knowledge.

CapitalSoft is a provider of an advanced collaborative capital program management solution for government owner organizations. CapitalSoft’s CapEx Managerä is a robust and powerful software solution designed to addresses the full lifecycle of capital programs, providing functionality for planning, design, and electronic bidding/procurement, construction management, cost control and reporting. CapEx Manager gives owners access to real-time, relevant information that accurately identifies progress and forecasts trends, thereby improving visibility and control over project schedules and expenditures.

When put in place, the software is tailored to the owner’s business environment to meet their organization’s needs. The software allows owners to structure projects and processes that meet industry specifications, and enforce business and technical rules. In addition, the software enforces the organization’s preferred workflow through a comprehensive system of electronic notifications, confirmations and approvals.

CapEx Manager is a 100% web-based solution that enables departments to control capital expenditures by improving the visibility throughout the process. The Software integrates industry domain expertise and best practices, with software technology that guide users through every aspect of the project lifecycle. The organization’s ability to monitor and manage the capital program is enhanced by interfacing to and leveraging existing systems (i.e. accounts payable, scheduling, GIS). The Software spans the lifecycle of capital programs, from creating and collaborating on estimates, plans and specifications, identifying and engaging potential bidders, creating and distributing RFP’s, comparing proposals, awarding contracts, managing work orders and change orders, recording inspector’s reports, and tracking contractor activities through payment approval.

CapEx Manager offers reporting capabilities that allows organizational management to track project costs, progress, spending to budget, and cash flow, as well as follow individual project milestones. The application’s reporting capabilities offer executive-level project summaries while providing project details and progress reports at the contract level. The reporting tool will help notify necessary individuals of any excess billing or exceptions in project work, allowing for quick resolution of issues.

Functionality Overview
Planning & Design Management
CapEx Manager allows role based visibility to programs so that users only see what they are supposed to see. Users can create and set-up program and project parameters, including budgets and schedules. In setting up the projects, they can establish and track fund participation from different agencies. When creating a project, GIS parameters can be set to define the boundaries of contracts and projects. During this phase of activity, users can use the specification catalogs for roads, utilities and buildings which can be from the State’s Department of Transportation (DOT) as well as American Institute of Architects (AIA) or any custom specification used by the client. Users can also create detailed scope of work and engineers estimates for each contract. They can establish a hierarchy so that contracts can automatically roll up to projects. For each contract, a team can be assigned so that each individual has a set role in performing the contract, but one individual may play more than one role. Once the scope of work is defined, contractors can export that to their estimation tool, do their take offs and import their response of quantities and prices into CapEx Manager.

Bid & Procurement Management
CapEx Manager Solution allows contractors to register and subscribe to a project online. Contractors can also manage their own profile, the goods/services they provide as well as information regarding their SBE/DBE status. Once registered, the contractor has access to project related documents as well as other bid documents (plans, drawings, etc.) electronically. Users can collaborate on document editing using mark up and red lining without having a native application on their machines. The system also supports all the workflow related to addenda approvals and exchanges, project data as well as bid package creation and exchange. Client users can create bid packages, invite contractors to bid on-line as well as manage addenda. System notification can be launched to qualified contractors of public-bid selection. Contractors in turn can access contract information, review, complete and submit bid response on-line where the system automatically time/date stamps all of the received bids. They can also export the specification to their estimation tool and upload the results to the application. However, the system can also accept paper bids from contractors and when that particular contractor is selected; the detailed response can be ported to the system. Client users can perform bid tabulation, analysis, manage bid opening checklist, bid selection and approval of a contractor.

Construction Management
CapEx Manager has a very robust construction management component where all aspects of construction and field management are covered. Users can track retainage, liquidated damages, and incentives to contractors. All expenditure at contract and project levels are tracked in detail. During this phase, Non-conformance, submittals, transmittals, RFIs and meeting minutes are all tracked and proper resolution process is enforced with alerts and notifications to all interested parties. The system allows inspectors to create Inspector Field Report (RFI) on work completed (quantities placed, resources, conformance to specifications, equipment, location & weather). Users can also manage material-on-hand and generate an electronic pay estimate for the work completed. Users also have ability to modify pay estimates based on advanced payments on material. The client can track the compliance on SBE/DBE of the contractors engaged on the contract. These pay estimates can be created and submitted for approval for both labor and material and equipments used.

Change Management & Cost Control
The Solution proactively manages potential change orders (PCO) and tracks costs associated with each PCO. Users can generate cost data that shows baseline, forecast, actual and approved amounts for each contract. If contractors provide schedule of values, then analysis is performed by the system to forecast cash flow and the net cash position. If the RFI’s have cost and schedule impact, then an automatic process is invoked for approval of the change order. Once all issues are resolved and inspected from a walk through, then the client can close the contract by going through a close out process. Online Pay Estimates enable the user the ability to more effectively monitor and measure expenditures.

Management Search & Reporting
CapEx Manager provides a detailed management reporting with executive dashboards. The dashboards are tailored using the thresholds and alerts set in the system which can be adjusted per contract. These dashboards show cost and schedule information at the program, project and contract levels. E-mails are launched for alerts and notifications that allow careful management of the contract. Users can generate reports on progress and spending for projects and contracts which can be real time reports on start dates, completion dates, total costs and percent complete. Detailed reports include proposal requests, bids, work orders, and pay estimates which allows a user to determine the progress. For each contract, graphs can be generated that show baseline, forecast, actual and approved amounts. Reports on percent complete can be generated which would include units placed, spend to work orders, and spend to budget. Users can also generate summary reports with hyperlinks to historical data (bid, work orders, pay estimates, RFQs, field reports and attachments. This reporting can be tailored so that it generates filtered reports to public.