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1. INFORMATION MANAGEMENT SYSTEM ONSITEIMS
2. The OnSiteIMS Construction Management Solution OnSiteIMS
marks a turning point in the construction industry by enhancing
standard building practices and current Contract and Project
Management methods. Through integrated online, desktop and handheld
applications, reinforced with the required hardware, technical
support, ongoing training and daily hands-on administration, OCS
guarantees successful project team collaboration across all
management levels including Principal Contractor and subcontractor
management levels. The OnSiteIMS System digitises, distributes and
tracks all building contract information, providing a site based,
mobile and online collaboration platform replacing standard
hard-copy and e-mail communication routes between all members and
across all channels. OnSite Control Systems is the first
Information Management Consultant for the South African
Construction Industry. Through an extensive joint venture with UK
software Architects and Developers, the OCS development team has
produced a unique industry specific collaboration solution founded
on the OnSiteIMS System. Enhancements include cost control, query
management, Consultant action control, drawing management, build
quality control, time management, contractual completion control
and Contractor action /resource management. While improving
information flow, record, receipt accuracy and transfer rates;
enforcing action of work in hand and increasing awareness of
requirements accross the team, the OnSiteIMS System provides the
necessary tools and support to improve overall build speed and
accuracy. Platform supported by:
3. System Infrastructure The Construction Industry demands a
mobile workforce and requires a collaboration solution that
provides multiple interface options into one centralized database,
regardless of location. For this reason the OnSiteIMS System makes
use of the following collaboration options: OnSiteIMS TabletTM The
system provides integration with any tablet device (iOS, BB,
Android) for portable use on the contact while walking the job.
This allows for quick issuing of Contract Instructions, actions and
inspection lists with the ability to call-up, review, amend and
sign-off any issued inspection lists while walking the contract.
Photo and hand-sketch attachment ability brings added
functionality. OnSiteIMS MobileTM The downloadable OnSiteIMS Mobile
App allows any smartphone anywhere (iOS, BB, OS or Android OS) to
seemlessly integrate with OnSiteIMS Online. Allowing the issuing of
general instructions, Site Instruction, RFIs, inspection requests,
project or site actions and any Inspection list or quality log. The
built in camera on the device allows for the instant capture of
photo or video for attaching to instructions, inspection items or
queries issued via the device. OnSiteIMS OnlineTM Providing online
access from any workstation or laptop to Developers, Consultants,
Architects, Project Managers, Principal Quantity Surveyors, Main
Contractor, Subcontractor upper management. Providing online access
to information on the contract relevant to them. Visibility and
access is strictly controlled through the systems permission matrix
over the currently available 22 modules, each handling a specific
information type.
4. OnSiteIMS ConnectTM The OnSiteIMS Online Master Server
automatically notifies users of information available online or
awaiting action through various e-mail notifications: Daily DDC
attendance mail Daily recent activity mail Daily urgent activity
mail Weekly action summary mail Weekly Performance report mail
Notification event trigger mails OnSiteIMS DDCTM Replacing the
traditional site based pigeon holes with a more reliable site
information distribution interface, the OnSiteIMS DDC provides a
touch inter-face platform to channel information through OnSiteIMS
Online, Mobile and Tablet platforms to site based users. Site based
subcontractor and maincontractor Agents visit the DDC as they would
the standard pigeon holes to retrieve the latest documentation and
action lists. The DDC tracks information issue and receipt to all
site personnel. OnSiteIMS DesktopTM As a standalone application the
OnSiteIMS Web Portal downloads and installs onto the users desktop
and functions as a quick access portal into the online application.
This portal acts to replace email as the currently preferred mode
of distribution and allows interaction from the users desktop or
laptop without the need for a persistant internet connection.
System Infrastructure
5. Implementation Options The Construction Industry demands a
flexible solution dependant on the scale and complexity of the
Build. For this reason the OnSiteIMS System makes use of the
following flexible system infrastructure combinations: OnSiteIMS
ProjectProTM CONSTRUCTION PHASE Combines OnSiteIMS Online (Full 22
modules), OnSiteIMS Connect, OnSiteIMS Desktop (when available).
Hardware optional extra. OnSiteIMS ProjectPrelimTM PRELIMINARY
PHASE - PREBUILD Combines OnSiteIMS Online (8 modules), OnSiteIMS
Connect and OnSiteIMS Desktop (when available). Hardware optional
extra. 8|22 OnSiteIMS Online modules utilised: Personal & Mngmt
Dashboard My Account Global search Contract Documents Working
Documents Correspondence Project Actions Drawing Register 22|22
OnSiteIMS Online modules utilised: Personal & Mngmt Dashboard
My Account Global search Contract Documents Working Documents
Correspondence General, Site and Contract Instructions Project and
Site Actions Request for Information Drawing Register Inspection /
Approvals Requests Quality Logs and Inspection Lists Pre-Practical,
BO, Practical, Works, Final and Latent Defects Lists Inspection
Lists Pre-Practical Lists Practical Completion Lists Works
Completion Lists Final Completion Lists Latent Defects Lists
OnSiteIMS InspectProTM QUALITY & COMPLETION MANAGEMENT ONLY
Combines OnSIteIMS Online (List mngmnt modules only), OnsiteIMS
Connect and OnSiteIMS Desktop (when available). Hardware optional
and recommended. 11|22 OnSiteIMS Online modules utilised: Personal
& Mngmt Dashboard My Account, Global search Inspection /
Approvals Requests Quality Logs
6. Implementation Options The Construction Industry demands a
flexible solution dependant on the scale and complexity of the
Build. For this reason the OnSiteIMS System makes use of the
following flexible system infrastructure combinations: OnSiteIMS
ProjectPremiumTM CONSTRUCTION PHASE Combines OnSiteIMS Online (Full
22 modules), OnSiteIMS Connect, OnSiteIMS Desktop (when available)
with any combination of hardware offered. 22|22 OnSiteIMS Online
modules utilised: Personal & Mngmt Dashboard My Account Global
search Contract Documents Working Documents Correspondence General,
Site and Contract Instructions Project and Site Actions Request for
Information Drawing Register Inspection / Approvals Requests
Quality Logs and Inspection Lists Pre-Practical, BO, Practical
Lists Works, Final and Latent Defects Lists With supporting
hardware Flexible hardware and software combinations available
7. Key Functionality Replaces notepads and handwritten lists -
daily progress and quality instructions via onlineand mobile
interfaces with photo and video attach functionality. Replaces the
SI/CI Books - Digital issuing of Site and Contract Instructions via
online, mobile or tablet, including authorisation, tracking &
completion control. Digital issuing, distributing and recording of
all general and email correspondence between Consultant, Main
Contractor and Subcontract members. Global contract document issue
register for issuing, distributing and recording all formal
documentation during the build and for convenient, always available
access to Client and Development Team. Subcontractor efficiency /
non-performance monitoring with early warning notification. Online
working document collaboration platform - Provides online server
functiona lity for the sharing of working documents in an online
server environment. Provides a per discipline online drawing
register for the Project - realtime digital drawing management for
collaboration on drawings issued for design, information or
construction including printing and delivery tracking. Realtime
control and overview of quality logs and inspection lists including
commenting ability, action & completion tracking &
automated re-inspection notifi- cation processes toward efficient
Contract QA Control. Realtime control and overview of Contractual
Completion Lists (Pre-Practical, BO, Practical, Works, Final and
Latent Defects Lists) including action & comple- tion tracking
& automated re-inspection notification processes toward
efficient con- tractual completion. Provides an online and mobile
formal Inspection Request platform for issuing, response tracking
& signoff control with photo / video attach functionality.
Replaces the manual RFI register - Online and mobile RFI and site
query issuing, re sponse tracking & documentation control with
photo / video attach functionality. Provides a Professional Team
and Site team action management platform for recording of
information & procurement deadlines and actions from minutes of
meetings. Multiple interface platforms including mobile device
(iOS, BB & Android tablets/ smartphones, DDC, Tablet PC and
Desktop Web Portal.
8. Tackling Industry Challenges Information Control Resolves
the inability to effectively channel, distribute, record and track
con tract documentation, correspondence and e-mails between team
members leading to design, coordination or construction errors.
Resolves current inefficiencies in Main Contractor on and off-site
information distribution methods. Cost Control Resolves current
inability in authorisation and control of cost items. Resolves
inability to remotely track the status of work in hand for costing
purposes. Resolves the current lack of tools for the efficient
capture of cost items. Contract Quality Control Resolves challenges
evident in managing and tracking ongoing contract quality and
inspection requirements. Query Management Resolves difficulty in
efficiently managing RFI (Request for Information) resolution and
turnaround times. Resolves the General lack of tools in Main
Contractor to Subcontractor query management. Drawing Management
Resolves inefficiencies in drawing issue control with standard
methods. Resolves current difficulty in ensuring the latest
revisions, for design or construction, are readily available.
Consultant Team Control Overcomes challenges evident in managing
the ongoing Consultant action, information requests and tender
process requirements across the Consultant group. Contractual
Completion Management Overcomes challenges in the daily management
of the volumes of contractual completion lists. Resolves inability
to manage a contracts completion status with a global perspective.
Main Contractor Management Overcomes challenges in daily progress
and quality action management for Main Contractor and
Subcontractors. Provides tools in subcontractor resource allocation
management. Provides the tools to sufficiently manage Main
Contractor and Subcontractor performance control. Time Management
Resolves the General lack of tools to improve time management and
performance evident in standard paper based Contracts Management
and Project Management methods. Through the application of the
OnSiteIMS Construction Management Solution, OCS rectifies industry
management issues including:
9. Key Benefits Unique Approach The system is not simply an
online data sharing platform for the issuing and record ing of
information. It includes the Document Distribution Centre (DDC) on
the site, which manages information flow to Subcontract teams; the
mobile device inter face for any user; the mobile Tablet interface
for Consultant or Main Contractor users while on site, and a
hands-on approach given by OCS trainers and technical support.
Mobile & Tablet PC interfacing With the same functionality as
the online interface, all mobile handset users can receive, create,
distribute and track information from their owned handsets. The
Tablet interface allows consultants to issue Contract Instructions
while on site and to carry out re-inspection on issued inspection
/quality/completion lists in real-time while walking the contract.
Allows photo and hand-sketch attachment. Manage Documentation
Distributes, records and tracks all types of contract
documentation, correspondence and e-mails between team members
throughout the build, and distributes to predefined users including
filing for record purposes. Replaces standard email communication
routes via the OnSiteIMS Desktop Web Portal. All recent information
is always available to the relevant users, eliminating possible
design, coordination or construction oversight and errors.
Rectifies inefficiencies in standard on and off site information
distribution methodolo gies by replacing uncontrolled email
accounts and inefficient pigeon hole distribution methods. Ensure
Information Flow Tracks all information and ensures receipt through
the email, online and desktop interfaces. Site based Main
Contractor and Subcontract users without email or internet access
receive their relevant information and action lists through the
optional DDC interface situated in the site office. Personalised
and Specific The various System interfaces are personalised and
user specific, easily highlighting new items specific to each user.
All information is meta-tagged specific to user, building zone,
company and role, to ensure each user only receives information
permissible and relevant to him or her.
10. Enhance Build Methodology Empowers the Contracts Managers,
Site Agents and Site Engineers with the tools to proactively manage
their in-house and Subcontractor teams. Giving them the tools to
create and manage ongoing progress and quality action lists, which
until now have been managed inefficiently, on white boards,
notepads and in memory, by individuals in the field. All
Instructions are created digitally without the need for a Site
Instruction Book and cannot be overlooked or forgotten and are
always tracked to completion. This eliminates the possibility that
items remain incomplete at the end of the contract preventing
penalization or costly rework. Ensures that all relevant
information is on hand for Main Contractor and Subcontractor
members during the build. Control & Authorise Costs Digital
creation, authorisation, distribution and tracking of cost
incurring Instructions from Consultant team to Main Contractor and
from Main Contractor to Subcontractors, with an optional 3 tier
cost authorisation protocols on cost items prior to becoming
active. Providing a mobile platform to minimise cost item oversight
or non-capture. Costly Contract and Site Instructions can be
detected immediately on issue allowing the opportunity for
proactive interaction by Main Contractor Quantity Surveyors and
Principal Quantity Surveyor. Manage Drawing Collaboration Correctly
maintaining and managing the contracts drawing issue register
ensuring all team members have access to the latest revisions for
design or construction purposes. Ensuring the receipt of digital
drawings by the Main Contractor on site, including print off
tracking to site based plotter or delivery management from a 3rd
party printing company. Reduce Turnaround Time for Information
Requests Normal RFI compiling, e-mailing, logging, follow-up and
resolution take days, if not weeks, while the OnSiteIMS system
reduces query resolution to hours. This is done through the use of
issuing, response and photo/video-attach ability from handheld
device to better clarify the issue in hand and allow for resolution
without site visits. Master the Issues The Site Action Module
allows for the effective management of off-site action between Main
Contractor and Subcontractors with regard to manufacturing,
shopdrawing submissions, approvals and other. Daily query issuing
and tracking between Main Contractor and Subcontractor is
available, allowing the contractual requesting and enforced follow
through on site issues reducing potential delays. Commenting
ability on any item of information on the system by any users
allows conversation threads and response request flagging around
any item with the benefit of enhanced communication and faster
issue resolution.
11. Control Consultant Team Action Allows the easy
maintenance/management of a project action schedule with regard to
Consultant action on a daily basis. Management Non-performance The
Global Review Module continually tracks Main Contractor /
Subcontractor action and task turnover rates allowing early
warnings to management with regard to non- performance. Control
Contract Quality The List Modules give management the ability to
easily review the status of completion of all quality and
inspection lists issued. The System manages the signoff of these
lists and displays the real-time statistics of list sign off at all
times. This tool also enables Main Contactor management to
efficiently create and manage ongoing sectional action or
inspection lists prior to calling for inspection by the relevant
Consultants, assisting in handing over the contract on time and to
a higher quality than previously achievable. Manage Contractual
Completion Provides for effective management of all Contractual
Completion Lists, allowing management to review the current status
of list signoff in real time remotely. Replaces the QA officer
often employed fulltime at the end of the contract to collect,
combine, manage and file the signoff of the multitude of
Inspection, Quality, Pre-Practical, Practical and Works Completion
Lists toward Contract Completion OnSiteIMS manages these lists with
more accuracy and speed then any human counterpart. Improve Time
Management Alleviates time management and performance issues
evident in standard paper based Contracts Management and Project
Management methods by digitizing 80-90% of hardcopy information.
This allows for the quick processing and distribution of
information from mobile or laptop directly, cutting hours off
tedious manual processes ie: e-mailing, faxing, delivering and
pigeon hole distribution. Saves time and cuts down on paperwork in
the issuing, updating, reissuing and control of all Quality,
Inspection, Beneficial Occupation, Practical and Works Completion
Lists by tracking, filing, filtering and managing all lists
automatically throughout completion and sign off. The system
displays cost relevant information at the click of a button from
any location and allows Quantity Surveyors to focus their time on
more important matters.
12. Support and Services OCS Approach OCS maintains daily
hands-on administration and overview of information flows through
the system. The Systems user contact register are maintained by OCS
in ensuring the smooth running of the contract and to ensure
amendments to the register, as subcontract companies are appointed,
is correctly maintained and up to date. Guaranteed Information
Receipt OCS help desk and email services guarantees information
receipt with user follow-up on information issued. Training &
Documentation OCS provides both on-site and off-site personal and
group training to all users including subcontractor members as and
when they are appointed. OCS provides pocket booklet user manual
for handheld device users. Online PDF user guides are available for
download by Project Team members. Call-out Support Site call-outs
by OCS technicians every 2 weeks are ongoing to ensure correct site
based hardware and software operation. Technical Support OCS
provides DDC server remote assistance for site based DDC users
through the OCS help desk. OCS provides 6 days a week telephonic
support through to our technical help lines.
13. Projects Hilltop Virgin Active Location: Kleine Kuppe,
Windhoek, Namibia Client: Demushuwa Property Developers Value: N$
43 Million Size: 5 338m development Description: Virgin Active,
Hilltop Estate is a 5338m development for Virgin Active Gym.
Principal Consultants: Howard & Chamberlain Architects, SPM
Architects, Impact Project Managers (Namibia) Main Contractor:
Murray & Roberts Construction, Namibia Kumasi City Mall
Location: Kumasi, Ghana Client: Delico Kumasi Limited Value: US$
110 million Size: West Africas largest Mall at 27 500m with a mix
of local and international retailers. Principal Consultants:
Atterbury Property Developers, Delico Properties, GHC Africa
Project Managers, B+P Architects SA, Diagonal Projects. Main
Contractor: WBHO Construction. Achimota Retail Centre Location:
Accra, Ghana Client: Delico Achimoto Ghana Ltd Value: (USD) $93
million Description: Achimota Retail is a 14000m retail Center. A
single level development with a variety of retail, fashion and a
restaurant/ food court with a total site area of 3.59 Ha. Principal
Consultants: Atterbury Properties, Delico Properties, GHC Africa
Project Managers, Diagonal Projects Project Managers, B+P
Architects. Main Contractor: WBHO Construction.
14. Projects Hilltop MegaCentre Location: Windhoek, Namibia
Client: Windhoek, Namibia Value: N$ 120 Million Size: 16000m Retail
Centre Principal Consultants: Safland Property Developers, Howard
& Chamberlain Architects as Principal Agent and Architect, and
SPM Project Managers. Main Contractor: Stefanutti Stocks
Construction, Namibia. The Grove - Mall of Namibia Location: Kleine
Kuppe, Windhoek, Namibia Client: The Grove Mall of Namibia (Pty)
Ltd) Value: R1.3 Billion Description: Namibias first regional mall
with 34000m retail shopping Centre, 4 000m entertainment Centre,
100 bed 3 star hotel, events arena and 1000m penthouse offices
Principal Consultants: Atterbury Properties, Safland Property
Developers, GHC Africa Project Managers, Howard & Chamberlain
Architects Namibia, B+P Architects SA, Diagonal Projects. Main
Contractor: Murray & Roberts Namibia. West Hills Mall (Phase 1)
Location: Accra, Ghana. Client: Delico Property Investments Ghana
Ltd Value: US$ 93 Million Size: 6 500m of retail offering
Description: West Hills Mall is the biggest single destination for
retail shopping, business and quality recreation in West Africa.
Principal Consultants: Atterbury Properties, Delico Properties, GHC
Africa Project Managers, B+P Architects, ARC Architects, Mobus
Architects. Main Contractor: WBHO Construction.
15. Projects West Hills Mall (Phase 2) Location: Accra, Ghana
Client: Delico Property Investments Ghana Ltd Value: US$ 36 Million
Size: additional 12 154m Description: Phase 2 will add 27 shops,
including one anchor tenant and 580 more car parking bays, to bring
West Hills Malls total parking capacity to 1 725. Principal
Consultants: Atterbury Properties, Delico Properties, GHC Africa
Project Managers, B+P Architects. Main Contractor: The Main
Contractor is not yet appointed. Ecobank Head Office Location:
Accra, Ghana Client: EcoBank, Ghana Value: US$ 43 Million Size: TBA
Description: A development in the fast growing city in Ghana and
will be EcoBanks Head Office for all of Western Africa. Principal
Consultants: GHC Africa Project Managers, Delico Property
Developers, Diagonal Project Managers, Arc Architects, Mobius
Architects. Main Contractor: EnergoProjekt Construction. Hilltop
Lady Pohamba Private Hospital Location: Kleine Kuppe, Windhoek,
Namibia Client: Lady Pohamba Private Hospital Property (PTY) LTD
Value: N$ 120 Million Size: 120 Bed Hospital Description: Lady
Pohamba Hospital is 120 bed hospital will be the first phase in the
development of the medical precinct. Principal Consultants: Howard
& Chamberlain Architects, SPM Architects, Impact Project
Managers (Namibia) Main Contractor: Stefanutti Stocks Construction,
Namibia.
16. Onsite Control Systems (OCS) Head office (SA) Office: +27
11 234 7056 Fax: (SA) +27 86 655 8924 Email:
[email protected] Postal address PO Box 69718 Bryanston 2021
Head office (UK) Office: +44 1732 773 558 Email:
[email protected] OnSiteIMS helpdesk/Technical Support
Helpdesk: (SA) +27 76 032 9552 Fax: (SA) +27 86 655 8924 Email:
[email protected]/214274/23