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Timberline
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Extend the Productivity of Sage Timberline Office
By implementing integrated workflow automation and business productivity tools the entire organization is more efficient. Executives receive more productivity from their workforce and gain organized access for electronic documents. Managers are able to implement controls and standards while gaining real time visibility in their respective departments. Project managers are able to easily send, receive, and search project related information. IT is able to more effectively support the entire business while implementing a single solution for data management, archiving, and backup. Subcontractors and other 3rd parties are able to access information from the web and get the answers they need faster. Productivity Subcontractors are able to fill out a subcontractor prequalification form from the company website. The form is integrated with the Timberline database providing list data, pre-fill data, and field validation. Subcontractors can attach documents and sign electronically. When the form is submitted, the workflow engine provides the ability to notify approvers via email. Once approved, the data collected in the form is exported to Timberline and the documents are automatically stored in the vendor file where they are full text searchable. Subcontractors are able to fill out payment applications from the company website. Again, the form validates against the Timberline database for vendor and commitment data. Subs can attach documents such as lien release and lean waivers. The form workflow notifies Accounts Payable. The payment data is exported to Timberline once approved or submitted to the AP workflow for electronic approval. The documents are automatically stored in the vendor file where they are full text searchable. Job applicants are able to fill out an application form electronically and attach a resume. The form workflow notifies the HR manager. If the form status is approved to “hired” then the employee data is exported to Timberline and the document is stored in the Employee file and full text searchable. If the employee is not hired then the form can still be stored in the HR file without exporting data to Timberline. The documents will be on file for future reference if needed. Purchase orders and work orders can be automated using electronic form workflow. Job information, vendor information, and cost code information is validated against the Timberline database. The workflow can automate the approval process and the final data set is then exported to Timberline. The documents are then stored in their respective electronic file for future search and reference. Accounts Payable is able to scan a batch of invoices and automatically match the purchase order and commitment data stored in Timberline. Purchase orders, delivery tickets, and subcontract documents are automatically linked to the invoice. AP is able to standardize workflow rules, such that superintendents, project managers, and executives can approve invoices electronically via the web or desktop. During approval, advanced validation can query Timberline data. For example, the invoice workflow can validate that a subcontractor’s insurance certificate is up to date. All members of workflow are notified via email for documents in their queue. Anyone with access rights is able to search and review invoices, regardless of the invoice workflow status. Real time reports and dashboards provide greater visibility to job cost and unapproved invoice status. Once an invoice is approved, the AP entry data is exported to Timberline and the invoices are “backfilled” with check number, date, and amount for check matching and search capability. Invoice links are attached to the Timberline paper clip and are full text searchable in the electronic AP file. Companies performing cost plus and T&M billing whereby they are required to provide backup are able to create a billing report where they can export all backup to an electronic file or print in a matter of minutes. Bids, proposals, contracts, change orders, RFI’s, and photos all have workflow and document management requirements. Document management and workflow engines integrate with Timberline PJ, Windows File Share, Microsoft Outlook, Microsoft Office, and SharePoint. Emails can be linked to change orders, RFI’s, and submittals. Change orders are linked to contracts. Word and Excel files are natively viewed and edited in the document viewer. Scanned images are also converted to text, such that they are full text searchable. For organizations using a shared drive or SharePoint to collaborate, archiving integrations provide the ability to automatically import files to an archived state. Emails can be archived using an outlook plug-in, which is a direct interface with the Outlook client. Construction companies face unique challenges with their electronic files and paper based workflows. Implementing integrated workflow and document management provides value for the entire organization. Last but not least, IT is able to provide a single system of record with a backend repository with security, audit trails, and records management. Retention policies are able to be implemented electronically. Files can be migrated to 2nd tier and offline storage, which reduce backup windows and optimize SAN space with the built in file management technology. For those companies with disaster recovery systems in place, data can be replicated. By Phil Dixon VP, Business Development and Marketing
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Construction companies have unique requirements of their software solutions, as field operations are remotely operated from the corporate office and each new job is a new location. Up to 70 or 80 percent of a construction company's workforce are remote. Additionally, some companies deal with high turnover or frequent hiring. Communicating and collaborating with Operations, Human Resources, Purchasing, Accounts Payable, Accounts Receivable, and Payroll are responsible for collecting information from the field, managing suppliers and subcontractors, and communicating with owners and other contractors. Much of this information is tracked with estimating, accounting, and project management software. Content Management and workflow technology streamline these business processes and provide a central repository for company documents and records. Content Management provides value for Executives, Managers, Construction Operations, IT, and Vendors. 
