What’s in the Cloud?

Quality Assurance

The Quality Assurance Module involves the majority of your daily usage of CivilPro. These functions will be used to manage your projects quality assurance and will help automate data filling into various reports and other modules. These registers will provide the backbone of the CivilPro ecosystem.

The Quality Assurance Module includes the registers for:

  • Lots

    Identify, create and connect all your lots together with the rest of the system.

    LEARN MORE →

  • Test Requests

    Simplifying the process of coordinating the test authority and the relationship between lots, tests and results.

    LEARN MORE →

  • Non-Conformance

    Identify and resolve all NCRs that occurs on your project and keep a record and their status, so you always have an up to date version.

    LEARN MORE →

  • Checklists

    Keep up-to-date Checklists that specify all relevant information in a clean format for you to tick off in the field when ready.

    LEARN MORE →

Specification & Conformance

The Specification and Conformance Module is used to define the basis by which conformance is assessed and demonstrated. This will help setup and manage your project conformance standards. These registers will help to maintain the integrity and function of your Quality Assurance processes.

The Specification and Conformance Module includes the registers for:

  • Approvals

    The approvals register is the hub for controlling and managing your approvals in a single location.

    LEARN MORE →

  • Inspection Test Plans (ITP)

    Visualise Lots, Test Requests, Control Lines in a new and improved way.

    LEARN MORE →

  • Photos

    Introducing Google Maps integration and the functionality of adding Image Overlays.

    LEARN MORE →

Payment

The Payment Module allows you to track and asses your projects financial information. This is largely done through the Progress Claim Register which not only calculates the claimed and certified amounts for each reporting period, but with the same data provides budgets including adjustments for over and under claims. These registers combine data together from the other modules to provide insightful reports and to generate your progress claims fully back by CivilPro’s lot based Quality Assurance system. As this is a required part of government projects it is well worth getting to know the Payment Module and the Progress Claims Register in depth.

The Payment module does not yet include day-cost, invoicing, etc, but these features are in our pipeline of new features.

The Payment Module includes the registers for:

  • Quantities

    Track the payment schedule and easily record and link all relevant quantities, variations and specification.

    LEARN MORE →

  • Variations

    Record changes to the contract and link to the relevant lot and submit for approval.

    LEARN MORE →

  • Progress Claims

    Keep track of your entire projects financial performance and can be used for full traceability required in certain projects.

    LEARN MORE →

Document Management

The Document Management Module provides a place to integrate and manage any information from outside of the CivilPro ecosystem. The Filestore will allow you to manage any documents that need to be attached to records inside CivilPro and the Email Log provides a record of all outgoing messages from CivilPro. This module helps to simplify your repetitive administration work.

The Document Management Module includes the registers for:

  • Filestore

    Files in the Filestore can be linked to most relevant Civil Pro documents as related items and are commonly used as attachments when generating emails for approval requests and contract notices, and for storing the electronic copy of documents saved in the Controlled Documents register.

    LEARN MORE →

  • Contract Notices

    This feature will be released early 2021.

    LEARN MORE →

  • Email Logs

    The Email Log is a register of emails generated and sent from within Civil Pro’s Approvals system.  Entries and details are automatically created and registered by the system when an email is sent. This allows you full oversight of Civil Pro Cloud’s automated communication process.

    LEARN MORE →

  • Controlled Documents

    This feature will be released early 2021.

    LEARN MORE →

Quality Assurance

The Quality Assurance Module involves the majority of your daily usage of CivilPro. These functions will be used to manage your projects quality assurance and will help automate data filling into various reports and other modules. These registers will provide the backbone of the CivilPro ecosystem.

The Quality Assurance Module includes the registers for:

  • Lots

    Identify, create and connect all your lots together with the rest of the system.

    LEARN MORE →

  • Test Requests

    Simplifying the process of coordinating the test authority and the relationship between lots, tests and results.

    LEARN MORE →

  • Non-Conformance

    Identify and resolve all NCRs that occurs on your project and keep a record and their status, so you always have an up to date version.

    LEARN MORE →

  • Checklists

    Keep up-to-date Checklists that specify all relevant information in a clean format for you to tick off in the field when ready.

    LEARN MORE →

Specification & Conformance

The Specification and Conformance Module is used to define the basis by which conformance is assessed and demonstrated. This will help setup and manage your project conformance standards. These registers will help to maintain the integrity and function of your Quality Assurance processes.

The Specification and Conformance Module includes the registers for:

  • Approvals

    The approvals register is the hub for controlling and managing your approvals in a single location.

    LEARN MORE →

  • Inspection Test Plans (ITP)

    Visualise Lots, Test Requests, Control Lines in a new and improved way.

    LEARN MORE →

  • Photos

    Introducing Google Maps integration and the functionality of adding Image Overlays.

    LEARN MORE →

Payment

The Payment Module allows you to track and asses your projects financial information. This is largely done through the Progress Claim Register which not only calculates the claimed and certified amounts for each reporting period, but with the same data provides budgets including adjustments for over and under claims. These registers combine data together from the other modules to provide insightful reports and to generate your progress claims fully back by CivilPro’s lot based Quality Assurance system. As this is a required part of government projects it is well worth getting to know the Payment Module and the Progress Claims Register in depth.

The Payment module does not yet include day-cost, invoicing, etc, but these features are in our pipeline of new features.

The Payment Module includes the registers for:

  • Quantities

    Track the payment schedule and easily record and link all relevant quantities, variations and specification.

    LEARN MORE →

  • Variations

    Record changes to the contract and link to the relevant lot and submit for approval.

    LEARN MORE →

  • Progress Claims

    Keep track of your entire projects financial performance and can be used for full traceability required in certain projects.

    LEARN MORE →

Document Management

The Document Management Module provides a place to integrate and manage any information from outside of the CivilPro ecosystem. The Filestore will allow you to manage any documents that need to be attached to records inside CivilPro and the Email Log provides a record of all outgoing messages from CivilPro. This module helps to simplify your repetitive administration work.

The Document Management Module includes the registers for:

  • Email Logs

    The Email Log is a register of emails generated and sent from within Civil Pro’s Approvals system.  Entries and details are automatically created and registered by the system when an email is sent. This allows you full oversight of Civil Pro Cloud’s automated communication process.

    LEARN MORE →

  • Controlled Documents

    This feature will be released early 2021.

    LEARN MORE →

  • Filestore

    Files in the Filestore can be linked to most relevant Civil Pro documents as related items and are commonly used as attachments when generating emails for approval requests and contract notices, and for storing the electronic copy of documents saved in the Controlled Documents register.

    LEARN MORE →

  • Contract Notices

    This feature will be released early 2021.

    LEARN MORE →

The benefit of the cloud is that your team can log in from any device, anywhere, any time – seamlessly connecting the field to your office!

What’s in the Desktop?

Desktop Only Features

The Desktop app plan comes with all of the features available in the Cloud, plus a few more. The majority of these Desktop-only-features fall under the category of Project Controls / Cost Management:

  • Controlled Documents

    The Controlled Document Register is a list of controlled documents for a project and their associated distribution list. There is no restriction on what documents can be listed in the register.

    LEARN MORE →

  • Purchase Orders

    Purchase Orders are used to record a commitment to purchase goods or services, and the terms under which that supply occurs.

    LEARN MORE →

  • Daycosts

    The Daycost Register is a record of the Resources used on a project during a given reporting period. This information is used for tracking costs incurred and comparing to revenue earned.

    LEARN MORE →

  • Invoices

    Invoices are issued by Suppliers as a request for payment for materials or services supplied. The payment and accounting function of Invoice management is handled outside Civil Pro by the User’s accounting application such as MYOB, Quicken, or for larger companies, an Enterprise Resource Planning application such as Microsoft Dynamics.

    LEARN MORE →

  • Forecasts

    Forecasts allow the project team to maintain an estimate of the profitability and cashflow of a project from the current time until its projected completion.

    LEARN MORE →

Desktop Only Features

The Desktop app plan comes with all of the features available in the Cloud, plus a few more. The majority of these Desktop-only-features fall under the category of Project Controls / Cost Management:

  • Controlled Documents

    The Controlled Document Register is a list of controlled documents for a project and their associated distribution list. There is no restriction on what documents can be listed in the register.

    LEARN MORE →

  • Purchase Orders

    Purchase Orders are used to record a commitment to purchase goods or services, and the terms under which that supply occurs.

    LEARN MORE →

  • Daycosts

    The Daycost Register is a record of the Resources used on a project during a given reporting period. This information is used for tracking costs incurred and comparing to revenue earned.

    LEARN MORE →

  • Invoices

    Invoices are issued by Suppliers as a request for payment for materials or services supplied. The payment and accounting function of Invoice management is handled outside Civil Pro by the User’s accounting application such as MYOB, Quicken, or for larger companies, an Enterprise Resource Planning application such as Microsoft Dynamics.

    LEARN MORE →

  • Forecasts

    Forecasts allow the project team to maintain an estimate of the profitability and cashflow of a project from the current time until its projected completion.

    LEARN MORE →

The benefit of the desktop is that it comes with these additional features! However, each licence can only be installed on one computer.

Don’t forget you can fully unlock CivilPro with our Plus plan (giving you both the Cloud and Desktop apps)!

In-depth overview

CivilPro desktop is currently available as a Microsoft Windows application which runs either in an SQL Server shared database, or standalone configuration.

CivilPro Cloud is available on all platforms. We recommend that customers use Google Chrome.

The basic principal is that each part of the physical works (and/or each process) is included in one of a number of Lots which are recorded on a Lot Register. All of the testing, inspection, conformance checks and valuation of work completed is referenced back to the Lot which contains the work in question. The records associated with each Lot are compiled and managed as a separable record of completed work.

Lot based quality assurance is structured and flexible. It can be as simple or comprehensive as is appropriate for your project. At its very basic level, you can maintain a list of the sections of your project and use this list to collate records like Tests and Non-Conformances. For more complex project it can be used to record the quantity of work associated with a Lot, generate Progress Claims, track Variations, manage Checklists and ITPs and calculate appropriate numbers of Tests.

Of course, sometimes you have no choice but to adopt Lot based QA due to external factors such as your contracts or legislative requirements. In this situation you need an effective method of complying with your obligations.

The first step to understanding how Lot based quality assurance (LQA) works is understanding the concept of a Lot.

A Lot is simply a specific, discrete section of the physical work or a process which forms part of the works being constructed. For a small, simple project you may simply break Lots as following:

  • Pavement
  • Drainage
  • Earthworks
  • Management Plan Approvals

Generally, on larger projects many Lots would make up each of these categories. This may be because a section of work is too big to easily be managed in its entirety, works of a similar type occur at different times or locations, or because of other restrictions imposed on Lot definition by the project specification.

An example of this may be the pavements where a Lot is restricted to a single day’s production with a paving machine, of a single type of gravel. Something similar to this is found in the TMR specification for pavements MRTS08:

Where no maximum Lot size is specified for construction is specified in Clause 1.2 of Annexure MRTS08.1, the maximum Lot size shall be equal to the area (in m2) of production of one completed stabilized layer achieved during one work period, provided the material is essentially uniform.

In this case the Lots may be as follows

  • Lot #ABCDEF001 – Subbase Ch 10,000 to 11,500 – day 1
  • Lot #ABCDEF002 – Subbase Ch 11,500 to 12,750 – day 2
  • Lot #ABCDEF003 – Base Ch 10,000 to 11,500 – day 3
  • Lot #ABCDEF004 – Base Ch 11,500 to 12,750 – day 4

While Lots can be defined before a project commences, this is not recommended as it is impossible to know what will happen during the project that may influence how a Lot’s extents may change. It is best practice to create Lots immediately prior to commencement of a section of work. If in doubt, check your contract as contracts are quite often very specific about the timing and definition of Lots for particular Work Types.

CivilPro maintains your Lot in the Lot Register, the central reference point for all of the individual elements of work that comprise your project.

Each type of Lot (i.e. a pavement, excavation, concrete pour etc.) has particular characteristics which are inspected and tested to ensure that the work complies with the requirements of the contract. Generally, the required standard of work is defined by the Contract Specification or legislated standards. It is also common for contracts to define the elements of the works which must be inspected and tested, and how often this occurs.

Rather than trawl through the contract every time work is undertaken to determine the compliance requirements, an Inspection and Test Plan (ITP) can be authored. This communicates very clearly to the project team and also clients, what will be tested, how and when for each type of work.

This ITP may be simplified further, or reproduced in its entirety as a Checklist which is printed off in hard copy for use as a record that individual items have been inspected on lots containing this type of work.

CivilPro has an ITP creation and management tool which also produces Checklists and determines the appropriate testing for individual Lot Types.

Tests are often required to verify that elements of work have been completed to a certain standard – such as compaction tests or concrete strength tests. These tests can occur prior to, during or after execution of the works. Testing requirements are generally specified in the contract documents.

It is usual that such tests are taken by a third party to ensure integrity of the results. To record the tests that have been requested and taken, a system of Test Requests and a method for recording Test Results is required.

CivilPro maintains a Test Request Register which provides the capability to record results and generate testing locations randomly. Test Requests are linked back to the relevant Lot.

No matter how good a project team is, sometimes things go wrong, whether it be unexpected rain damaging the presentation of your concrete, a supplier providing substandard product or a process that isn’t executed correctly. In these instances, the only thing worse is when it happens again.

Identifying and managing non-conforming processes and products is an essential, and generally contractually required element of a project. The process involves identifying problems, determining an appropriate course of action, getting that action approved and checking to see the actions are implemented.

CivilPro provides a mechanism for recording your non-conformances, cross referencing them against Lots, tracking the approval process and ensuring follow through.

Every project has a Payment Schedule. The extent to which contractors are entitled to progress payment for work completed is determined through the percentage of each item in the schedule that has been finished.

It is also not unusual that payment be dependent upon the work meeting certain standards. In order to make claims it is therefore useful to be able to identify the information demonstrating compliance (your Lot records) and associate them with specific element of your construction payment schedule. As each Lot is either complying or not, the contractor can sum the Quantities across complying Lots and use this as the basis for payment.

CivilPro manages the relationships between work completed, payment and compliance. Lots are statused as Conforming, Guaranteed or Work in Progress. Each status can be included in payment claims or not as is appropriate for your project. If you don’t need to use Lot assigned Quantities, CivilPro still manages your Progress Claim submissions independent of your Lot records.

Most projects are subject to change during their life cycle. If this change incurs an increase or decrease in costs/payments, then this needs to be tracked.

CivilPro manages variations, their association with quality assurance records and their impact on the Progress Claim process through the Variation module.

So, what do you think? Are you ready to transform the way you QA?