think project! modules

From our deep experience, we have developed a suite of standard modules that map project processes in a tried and tested manner. Different think project! Modules can be combined, adapted and expanded at any time – without any additional programming effort.

Configuration enables individual processes for many thousands of projects and customers, all within the same software environment. Each individual process – user interfaces, forms, reports and workflows – is based on the same software running on the same hardware system.

Additional requirements not able to be achieved by expanding existing modules can be created rapidly by our implementation teams. Working closely with our customers, we have delivered a variety of individual solutions, from simple to complex, over the years.

Customer service representative

Alexander Eder

Alexander Eder
Regional Manager Germany Technical Account Management

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Design Management Module

The clear, logical way to manage and file design documents

Construction drawings and plans are among the most important of project documents. They form the basis for tenders, issue and acceptance of contracts, execution – as well as a record of what is actually built. Well organised processing and traceability of all design document movements are critically important, and fundamental to the costeffective and successful completion of a project.

The think project! Design Management module simplifies the distribution of drawings and plans, allows for predefined workflows and always delivers up-to-date, logical and traceable documentation for the entire design process. Clear preview lists and lists of missing items also make it easier to check deadlines.

List view – Plans, Plan view and optional annotation in Adobe Reader

Advantages

  • Quick and simple distribution of drawings and plans
  • Project participants are continuously appraised of current project status
  • Transparent checking and approval of drawings
  • Continuous digital plan check including annotations and stamp imprinting (Adobe PDF Service – optional)
  • Easy-to-follow documentation listings retrieved in an instant
  • Status check for printed plans via smartphones and tablets (Mobile Version Check – optional)
  • Time savings from automated processes and predefined workflows
  • Transparent, comprehensive records of drawing movements
  • Comprehensive archive created on project completion

Central storage

Design documents are stored in a structured way and can be retrieved instantly. Current design status is visible at all times.

Automatic reports

Regular reports and status information – for example, the current design status, or a list of missing drawings or plans – can be sent automatically to the relevant contractual party or parties at any time interval that you define.

Paper drawings

Reprographic service providers can be connected to think project!. Automatic copy ordering saves time, and requests for hard copies are recorded and traceable through to confirmation of receipt. Letters are also created automatically.

Search

A variety of search tools eases the task of finding drawings and information in attached files. Queries can be saved, with search results always displaying the latest data.

Distribution lists/Distribution matrix

Distribution lists can be set up to allow design documents to reach the right recipients quickly.

Online viewer

Drawings can be displayed and printed on any platform using the integrated online viewer.

Design document numbering scheme

Although numbering schemes can be set up for a specific company or project, you can also choose to manage your documents without an overall numbering scheme.

Workflows

Detailed distribution rules can be used to set up and optimise simple procedures, as well as complex processes such as obtaining final approval of drawings.

Online conference

Everyone involved in a project can be confident they are looking at the same document at any one time. Amendments are immediately apparent to all parties.

Design lists

Lists of design documentation are automatically maintained. As they are dynamically generated, they always represent the latest situation. Lists can be printed or exported into PDF or Excel file formats.

Schedule management

Schedule management allows you to assess progress in different ways – for example, from projections of drawing delivery dates, or from slippage lists. The system also allows you to calculate future delivery dates.

Digital plan checks

Using the Adobe PDF Service (optional), you can implement a digital plan approval using simple tools. Plan notes or stamps are automatically printed onto the plans.

Version check for printed plans

Using Mobile Version Check (optional), you can easily check whether a printed plan is still current and what the current index is. This is achieved by using a smartphone to scan a QR code on the plan.

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Document Management Module

The clear, logical way to manage correspondence and other project documents

Countless documents accumulate over the lifetime of a construction project. Written correspondence alone can fill whole racks of files. Despite meticulous allocation to a set of labelled files, the search for a specific piece of information through all these many pieces of paper is time-consuming – and sometimes completely in vain.

think project! Document Management provides structured, seamless documentation storage. Project documents can be assigned to any number of subject categories and keywords. These form the basis of comprehensive sorting options within a freelydefinable, dynamic folder structure. It is also possible to set up a traditional, folder-based storage system. Several search tools, including full-text search, ease the task of finding documents and information in file attachments. The entire range of documents relating to a project can be searched in a matter of seconds. For example, a full-text search of over 22,000 documents comprising about 40,000 pages takes an average of just 3.5 seconds!

List view – Project documents, Acquisition and indexing of project documents

Advantages

  • Transparent, comprehensive documentation
  • Clear, logical filing – including traceable document history
  • Simple, automatic distribution of documents to relevant recipients
  • Quick search tools, including convenient full-text search
  • Server-based optical character recognition (OCR)
  • Access rights freely definable
  • Comprehensive archive created on project completion
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Defect Management Module

Enter and monitor defects

The development of construction projects is influenced by many factors, including the quality of the work performed, the materials used and weather conditions. All of this means that defects cannot be entirely eliminated, even using the best planning and inspection practices. Quick elimination of these defects is key to on-time project delivery, and detailed documentation is vital to managing potential remedial work or later disputes with other parties over responsibility for incurred costs.

think project! Defect Management makes it easy for you to enter, monitor and seamlessly document defects. Lists of defects can be imported, and the module also supports other onsite defect entry systems. All defects – and the measures subsequently taken to correct them – are saved in read-only format. The data entered cannot be manipulated retroactively.

List view – Defects, Entry form – Recording of defects

Advantages

  • Defect entry with easy-to-use input screens, also mobile
  • Automatic distribution to the relevant contractual parties
  • Letters are created by the system
  • Every participant has direct access to a constantly updated status overview
  • Comprehensive reports can be produced instantaneously

Defect entry

You can enter defects into the system via an easy-to-use input template, or import data from other systems (i.e. Excel).

Distribution lists

All defects and the associated tasks can be communicated automatically to the contractual parties or sub-contractors responsible.

Workflows

Multi-level release and inspection processes can be represented and automated.

Mobile capture of defects

The Mobile Capture App gives you the option of capturing defects on a mobile basis (via smartphone or tablet) – this includes locations and the organisation of photos and verbal notes.

Categorisation and description

Different categories or descriptions can be assigned to every defect you enter, such as defect type, location, related contract, trade type, company responsible.

Correspondence

All the letters required for defect management are created directly in the system, and standard correspondence templates and firms' logos can be stored.

Reports

Comprehensive reports can be run at the press of a button and delivered in PDF or Excel format.

Comments and file attachments

You can assign comments and file attachments – for example, sections, photos, videos or scanned documents – to each defect.

Deadline checks

In-built time management functionality and automated alerts to all relevant parties support management of deadlines and extensions.

Automatic notification

Reports or status information can be sent automatically to the people responsible at a freely-definable point in time. Despatch can be triggered according to configurable business rules, such as when a specific event occurs or when the number of defects exceeds a critical figure.

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Tender Management Module

Efficient processing of Requests for Tender

The processes involved in Requests for Tender (RFT) significantly impact the effectiveness of tender management and, consequently, the overall success of a construction project. RFTs often contain a wide variety of information and documents that need to be collated, structured and distributed. In addition to ensuring information is managed properly, it is important to minimise time, effort, costs and risks during this critical phase of a project.

The think project! Tender Management module accelerates and simplifies the entire RFT process, providing an overview of multiple bidders and effective management of their responses. An accurately-mapped history provides tracking of each interaction and its related documents. Offering clear evaluations and reports, think project! Tender Management also enables issuers of RFTs to adjust to changing conditions in a timely manner.

Overview – Tender process, Overview – Bidder responses
Tender process (Example)

Advantages

  • Professional tender management
  • Ease of use by RFT issuers and recipients
  • Data transfer between internal systems
  • No login or software required by bidders
  • Efficient, simultaneous dispatch of documents
  • Structured responses
  • Tamper-proof documentation
  • Deadline control
  • Clear reports
  • Multilingual options
  • Security and confidentiality
  • No limit on the size of tender documents

Faster processes and a clearer overview

An RFT package may consist of multiple documents on several file formats. With think project!, the entire package can be simultaneously dispatched to an unlimited number of bidders in a single operation. Each recipient receives a separate email, without seeing who else received an invitation to tender. Access to RFT documents is sent as a download link, eliminating the problem of corporate or service provider size restrictions on incoming email.

Extensive evaluations
The entire tendering project is clearly documented. Numerous evaluation options simplify the process of assessing bids – including management of deadlines, plus automatic notifications and comprehensive reports of responses. Evaluations can be based on date, deadline, project, trade category, department and other criteria – ensuring that the entire process runs according to schedule, while meeting specified requirements.

Maximise RFT responses

For bidders, there’s no need to register or login – and no training required. They receive an invitation to tender from the RFT issuer via their usual email account, so they simply reply to the request, attaching quotation files and sending questions or alternative suggestions.

Structured response
Communication with the bidder is not as informal as conventional email, because it is structured via an online form – meaning responses can be processed immediately, with all information and data submitted available and reportable without manual processing.

Interface to internal systems

Ready-to-use interfaces for email clients and webservice API (SOAP or RESTful) can be used to integrate think project! Tender Management with your internal systems. For example, you can establish a connection with your ERP or internal bidder management system to manage bidders’ contact information and the specific information pertaining to their RFT responses.

Seamless integration
Information received from bidders can be structured and assigned for streamlined follow-up. The think project! Tender Management module integrates seamlessly into your existing IT infrastructure, providing the ideal platform for structured communication with bidders – without giving them access to your internal systems.

Individual design options

Templates can be created and stored in the system for all communication with bidders. Input screens can also be designed on a customer- or tender-specific basis. The entire process – including your specific modifications – can be created in multiple languages.

  • Rapid, secure dispatch of tender packages
  • Each recipient receives a separate email with all relevant documents accessible via download link
  • The entire communication is documented seamlessly
  • Management of key dates and response deadlines
  • Automated evaluation alerts and reports
  • Customised templates and input screen design
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Construction Management Module

Streamlined Communication Processes

Efficient construction management relies on streamlined communications between all project members. Configured to meet corporate standards or specific project needs, workflows within think project! help channel these communication processes. Instead of an amorphous flow of information, requests, instructions, notifications and approvals are collected together in a logical structure on a single platform – so that all project members can work effectively within a cross-company project environment. It is easy to include even external project participants and one-time process respondents into structured workflows.

Every single communication is tracked. think project! provides a full audit trail of communications and comprehensive version control of all documents associated with a project. User-friendly dashboards give key stakeholders visibility and control over all project processes, due dates and costs.

Workflows can be mapped for specific communication flows between parties to a project. Following proven routines, corporate practices or logical sequences, these workflows can be adapted to contractual compliance requirements and to factor in the relationships between the project partners. The entire process can be tracked at any time, from the first request through to subsequent sub-processes. Every document involved at each step is stored on a single platform and can be accessed if and when needed.

Combining workflows for greater efficiency

To generate even greater efficiencies, project communication sequences are able to be meshed. For example, the communication flows within the strategic triangular client/consultant/contractor relationship can be structured and tracked via Requests for Information (RFIs). Certain RFIs may trigger a Request for Change (RFC) to be sent to the client for approval. The client’s approval then results in a Variation, and subsequently produces a Site Instruction to the contractor. The contractor can then respond indicating associated costs, and refer back to the client for approval before onsite construction work is commenced.

Advantages

  • Structured project communication within and beyond the company network
  • Full audit trail of all changes
  • Version control of all related documents
  • Project management dashboard
  • Simplified follow-up of due dates
  • Company- or project-specific workflows
  • Meshing of associated project processes
  • Easy-to-use search capabilities
  • Real-time reports
  • Access control for sensitive information

Managing requests, instructions and notifications

Coordination between client, consultant and contractor has traditionally resulted in a flood of unstructured information. Correspondence for a complex construction project could easily fill metres of physical hard-copy archives. Some organisations already use paper-based forms (for RFIs, for example), as the first step on the way to a more structured communication and comprehensive documentation. But think project! offers an even better way.

Requests, instructions and notifications can be created by the relevant project staff and then passed on to the appropriate company, team or individual for response – replacing the ‘old’ paper-based method with a simple online form within the project platform. This, together with workflows that map standard business processes, means that a complete audit trail of communication is available at any time.

Company- or project-specific workflows can be set up to follow exchanges between senders and respondents. Multiple workflow steps and sub-processes between all the different parties involved in a project can be linked together and consistently tracked. Instruction, request or notification forms can include fields which are only visible to designated individuals or roles, preventing exposure of sensitive project information to all project participants. Forms can be received and responded by external participants via Outlook, or other email systems, without their needing access to think project!. Further, all messages and associated documents can be converted to PDFs on company stationery and included in correspondence management processes, as required.

To facilitate effective project management, due dates can be set for each process or sub-process. When these deadlines are due or passed, they are flagged by think project! so delays can be identified at a glance. Automated notifications keep project managers posted and reports generated in real time provide the basis for effective meetings and inspections.

Typical processes supported include

  • Request for Information
  • Site Instruction
  • Client Instruction
  • Architect’s Advice
  • Early Warning Message
  • Notification of Inspection & Testing
  • Notification of Delay

Managing variations and approvals

Changes or variations are part of the daily business of construction projects but, if they are not comprehensively documented, may represent an issue later. Unfortunately, requests, change confirmations and approval documents are traditionally only available as isolated emails, faxes or letters – which often makes it difficult to measure deliverables against contractual agreements.

A change or variation process can incorporate various sub-processes such as
approvals and instructions. think project! helps to track the entire process effectively by producing a comprehensive audit trail. At the same time, full version control of documents ensures that all parties are working with the most up-to-date information.

Due dates can be configured to measure milestones and project performance, and any changes in cost and materials are tracked. Flagging of potential cost and deadline overruns helps reduce project risk by delivering the ability to react in a timely and appropriate manner.

All information relating to a change or variation process is available in one place. This provides supporting documentation when negotiating with the relevant stakeholders to mitigate the effects of changes on project profitability.

Typical processes supported include

  • Design Change Approval
  • Contractor Variation
  • Client Variation
  • Quality Plan Approval
  • Extension of Time
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Daily Construction Records Module

Comprehensive documentation of the construction process

Daily construction records, or site journals, are used for precise documentation of the construction process. They provide information that can be used to resolve later differences and to identify the causes of any potential construction defects. Entries include weather conditions; contractors and staff on-site and the work they performed; receipt of construction materials and components; results of checks and measurements – as well as any unusual occurrences.

think project! Daily Construction Records provides the option to create companyspecific or project-specific site journals. The software uses forms to facilitate entry and saving of information. Records can always be viewed online and can be printed straight from the system when you require a signed paper version of the document. Having your records centralised and online means no more time-consuming searches for entries. An easy-to-use search function allows you to search using key words such as ‘concrete’ or ‘storm damage’. The search result immediately displays the event, what work was done and when a given contractor was on site. You can also save commonly-used searches and produce reports with updated results at any time.

List view – Construction logbook entries, Entry form – Construction logbook entries

Advantages

  • Simple records maintenance with easy-to-use entry forms
  • Construction records can be set up as company-specific or project-specific
  • Information can be accessed anywhere via the Internet
  • No time-consuming searching and leafing through entries
  • Paper copies can be printed directly from the system
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Photo Documentation Module

A photo archive for visual documentation of construction projects

Digital photos form an important basis for the detailed documentation of a construction project. think project! Photo Documentation enables clear archiving of these photos in any format desired. A small preview or ‘thumbnail’ is created automatically for each image. Additional details, such as ‘date taken’, ‘location taken’ and a text description can also be created. All these details are then available as search criteria, making it easier to find the relevant construction site photos quickly.

think project! Photo Documentation also provides comprehensive options for creating photo reports. For example, you can combine all photos taken on a certain date, or that display a specific detail of the construction site, in a single overview.

Overview – Photo archive

Advantages

  • Structured, traceable photo storage
  • No time-consuming searching for photos stored ‘somewhere on a hard drive’
  • Searchable additional information can be entered for each photo
  • Comprehensive photo reports
  • Definable access rights for the photo archive
  • No size limit when sending via email
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Objection Management Module

Greater efficiency in handling objections

During major construction, infrastructure or grid expansion projects, objections can be filed during various approval procedures (e.g. during planning procedures). These objections from public-interest groups or private objectors must each be documented and responded to in a structured way. Often, a considerable number of objections must each be responded to by the project developer within a defined period of time with specific process and documentation requirements fulfilled.

With the think project! module Objection Management, objections are collected and responded to via a central platform, giving you complete and transparent documentation of the entire objection process. Everyone responsible for the objection process can view the status of a particular objection at any time.

Advantages

  • All objections are collected, processed and responded to via a central platform
  • Comprehensive and transparent documentation of the entire process
  • Improved efficiency and acceleration of the objection process
  • Automatic generation of written responses

Optimised processes

Considerable efficiencies are achieved by using think project! – accelerating the entire objection process. For example, multiple team members can start simultaneously collecting and clustering objections at an early project stage.

Reduced formal effort

Objection management typically involves a considerable formal effort, increased further by the addition of similar or identical objections. This can be substantially reduced with think project!, by creating a response catalogue containing response templates for identical responses.

Streamlining individual responses

Individual replies or synopses can be generated via think project!, and then sent to the objector, via post or email, or can be presented at a public hearing. 

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Webcam Module

Monitoring construction progress using webcam images

The use of webcams provides a better overview of construction progress and events at a construction site. The think project! Webcam module integrates structured storage of webcam images within project documentation. Any webcam with an email interface can be connected. The time interval between captures is customisable – for example: once a day; once an hour; or at 8:00 am, noon and 4:00 pm. Feeds are transferred automatically by the webcam to think project!, annotated with the date and time and systematically stored. Comments can be added later to any of the images.

Overview – Webcam photos

Advantages

  • Any webcam technology can be integrated
  • Images are transferred automatically to think project!
  • The time at which pictures are captured is freely definable
  • The date and time are annotated automatically
  • Images can be saved together with comments
  • Access rights to the webcam images are definable
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think project! Drive

Instant file sharing with think project! Drive

think project! Drive enables simple and rapid file exchange via a familiar folder structure (Windows Explorer) or via a web interface. think project! Drive provides temporary storage and ad hoc file exchange, making it the ideal addition to the structured project world of think project!.

Representative

Christian von Hasselbach

Christian von Hasselbach
Technical Account Manager

Folder Structure, Documents
Folder structure, Integration as a desktop drive via WebDrive

Advantages

  • Simple and rapid installation
  • Secure saving of files within the think project! Trusted Cloud
  • Fast editing of proprietary files, for example CAD

Examples of use cases

  • Simple file exchange during agreement processes
  • File exchange during the early phases of a project
  • Shared folders for plans and documents accessible by all project participants
  • Multi-party preparation of tender documents
  • Exchange of CAD files for shared use in Business Information Modelling (BIM)