We are a medium-sized company in the field of earthworks, roads and civil engineering. We currently have around 200 employees at various locations. We currently use construction software for costing, measurement/billing, invoicing and accounting (in some areas). Due to our growth at all locations, we have already updated / supplemented some of the server connections etc. in the last 2-3 years. All employees dial into the server with the latest construction software via a dedicated line / VPN line.
We process 70-80% of public tenders and have to adapt our work processes and increase efficiency due to increasing requirements in the preparation of tenders (e-tendering etc.).
The program(s) should cover the following areas:
- Calculation / supplements
- Measurement / billing
- Invoicing
- Bookkeeping
- Management of devices/device data
Below we list the requirements (or "wish list") based on our experience with the current construction software.
As I mainly calculate, a lot of the requirements are based on our daily work processes. Other colleagues who cover other areas will adapt the list of requirements accordingly. We will be happy to submit these at a later date.
General requirements for “construction software”:
1. General
- Simple and clear structure, similar to Windows programs.
- If possible with a "back" function in the event of errors such as accidental deletion.
- When dialing into the construction program - overview of the most recently processed measures, as is possible with MS Office, for example.
- Simple and fast search functions.
- If possible, construction software with available manual. Software only available via F1 help.
- Always enter / offer site-specific surcharges immediately (preselection / default standard).
- Variable design of the different evaluations / printouts.
2. Calculation area
- If possible with calculation / processing in "real-time mode". Without further totals runs and continuous confirmations ("do you really want this"). Be able to see the "effects" of the entries directly. When changes are made to the calculation, for example, the changes are displayed directly in the BOQ or in the EFB data sheets without further intermediate steps.
- Simple and fast creation of subcontractor inquiries, if possible directly from the bill of quantities mask. Options for marking which items need to be requested (suppliers / subcontractors) when first viewing the bill of quantities.
- Always enter / offer site-specific surcharges immediately (preselection / default standard).
- In the event of changes to the Gaeb files after / during the calculation of the quotation, if possible compare old / new specifications and automatically / simply transfer the calculation of unchanged items.
- Fast adaptation in the printout / creation of a letterhead for e.g. a bidding consortium and, if possible, integrated in the program (no separate template editor or similar).
- "Real-time calculation" with fast ejection, e.g. title totals.
- Calculation clearly arranged with sub-items / blocks and totals output. Service approaches preferably via individual blocks / sub-items.
- Integration of standard service directory + simple retrieval of pre-calculated items (if possible, drag and drop from a structured directory).
- Creation of work packages etc., preferably organized by user and filed.
- Simple and clear recording of equipment and access to this stored data during costing.
- EFB sheets: preferably two entry options:
- Direct transfer of costing values and surcharges without further input.
- The data can be changed by adjusting surcharges or similar ("EFB lie sheet").
- EFB sheet 2: Breakdown of the unit price in addition to the transfer of the data from the calculation, if possible also the direct adjustment option with the mouse to be able to change "certain" figures.
- If possible, automatically omit all non-priced items (€ 0.00) when printing out the quotation sheet.
- Before submitting an offer, it is sometimes necessary to display and print out all items with bidder texts so that these can be entered manually in the long text specifications if they are not entered directly in the construction program.
- Ejection of the calculated subcontractor services. In the case of public tenders, these are then submitted for each subcontractor with the relevant items (subcontractor assignment form).
- Fastest possible export and import of the bill of quantities for a "quick calculation" using Excel. For this purpose, the export should be carried out by selecting the desired columns. The import should be similar with the aim of transferring only the unit prices to the construction program specifications so that the quotation including the Gaeb file can be created.
3. Measurement + billing
4. Accounting
The software is required for approx. 45 software workstations, of which:
- approx. 20 permanent use (calculation, invoicing, accounting, equipment input)
- approx. 15 users with dial-in at least once a day for billing / supplements
- approx. 10 users who log in 1-2 times a week for billing / supplements