web summit RedSky Integrate Create Locate

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1 Create Locate Integrate RedSky summit web

2 What are the Summit Web Modules? The available modules include Dashboards Content Management Contacts Management (CRM) Task/Calendar/Alerting repository Drawing Register Generic Enquiries/Graphing Business Alerting summit web Content / Document Management Summit Web modules include a powerful secure content or document management system. The system allows for document check in and check out with full revision history, published and un published versions, so that changed content is not visible until authorised, and full access history showing who read which revision of a document when. In addition the system allows creation of documents from context sensitive user defined templates. Content created this way will be placed in the correct folder automatically ensuring consistent filing of documents in the system. The security model allows for delegated authority over areas of the content module, such that users can be given the ability to access, amend, publish and setup the authority for others to do likewise within their restricted areas of the system. Project Document Storage Summit Web Modules have a unique integrated mechanism that allows for the list of projects from the back office Summit Contract Management System (Not limited to just Summit these modules can overlay any back office solution) to be referenced by the Content Module with each Project or Contract allocated a set of virtual folders. The structure of these virtual folders is user defined and can be determined by Project/ Contract Type eg small works and major projects. In addition the template structure can be pre populated with documents, tasks and templates that the new project will inherit, for example standard check lists for new projects of that type, or template project start-up letters. Contacts Management (CRM) The contacts management module integrates with the project document storage to provide a single point of access to information about the project. All the suppliers, subcontractors, internal and customer contacts on the project can be defined or referenced from the database. Any interaction with those contacts is then recorded; the interaction may be sending a letter in which case the system can automatically mail merge a template document with the contact information. If the interaction is by then both incoming and outgoing is filed against the contact, A manual record of a phone conversation can also be recorded. In each case a follow-up time/date can be set which automatically makes an entry in the calendar/task list for the follow up. The database provides a single central repository for all the information about clients, suppliers, subcontractors and staff, or indeed any type of contact. This data can be shared with back office systems such as Summit to ensure that contact details are maintained in a consistent and accurate manner across your organisation.

3 Quick and easy access to information forms the basis for all knowledgeable decision making in any organisation. In the past, access and distribution of information might have been dependent on responsibility, job role, location or even the computer infrastructure in place at the time. Task/Calendar/Alerting Summit Web Modules contain a task list that allows both simple to do lists and calendars to be constructed and held against folders; in addition these tasks can be assigned to individuals. The tasks may be manually entered or automatically generated either from actions such as creating a new project folder, or automatically from the Alerting functionality within Summit Web. The Alerting function allows you to define your business rules and the events to be monitored. When the event occurs the alert can create a user assigned task or send an appropriate to notify the user that the event has occurred. The alerting system also allows non events to be monitored, ie if something hasn t happened for example an invoice has been awaiting approval for longer than a prescribed time. Repository This module is able to act as an integrated part of your infrastructure. Mail can be cloned to the systems SMTP service where it can be classified and attached to the correct project or contact record it relates to. Responses to s issued from the Contact Management Modules are automatically linked to the original . This allows the complete history of correspondence with a contact to be maintained. This module can be used as part of your compliance strategy for holding a complete history. The is accessible through the normal content folders which ensures that delegated security controls are applied as needed. Drawing Register The Drawing Register functionality allows list of drawings or other documents to be sent to groups of contacts. When a revised version of document is received or created, the system knows who has had the previous version of the document and is able to automatically issue the revision. Generic Enquiry and Graphing There is an enquiry tool called Generic Enquiry, which is used to deploy the majority of pre-written Summit Enquiries (contact listings for example). It allows for the end user (subject to security) to create their own enquiry views on pre-configured data sources. Columns and filters can be used along with traffic lighting of results. Data can be sorted and calculations can be inserted. The resulting views of the data and the templates can be saved for subsequent use. The Generic Enquiry also allows this tabular data to be presented graphically eg as bar or pie charts. The Generic Enquiry is not limited to Summit Data; Your IS Team can also use the tool to enquire on other databases you might maintain bringing together information from separate databases if needs be. Dashboards All of these functions can be assembled into a set of user friendly dash boards or tabular dialogs, allowing Summit Web to be the single central point of access to a variety of structured and unstructured data. A Collaboration Tool The ability to track document revisions, with the ability to subscribe to change notification and the advanced security model, makes this an ideal collaboration tool. Integration with Sharepoint Whilst some of the functionality is found in Microsoft s Sharepoint product, These modules go a long way beyond what Sharepoint is currently capable of. However the Summit Web Modules are designed in such a way that they can be run within a Sharepoint system, thus allowing organisations to take advantage of the advanced functionality in our solution while protecting your investment in Sharepoint and allowing access to specific Sharepoint functionality.

4 1. The Project Manager (PM) arrives at their project site and logs onto Summit Web using a Browser. The PM is presented with today s corporate news articles via the News Board on their homepage. 2. Selecting a project from the content folders in the left hand navigation allows the PM access to financial information from the corporate financial system, as well as any documentation pertinent to the project such as drawings, plans and reports. When compiling their management reports at the end of each period, the PM can access and interrogate the accounting information they require using Summit, and export it directly to Microsoft Excel. PMs no longer need direct access to the corporate financial system, or to wait for the accounts department to provide them with the reports they need to manage their projects. 3. A few clicks and the PM is able to bring up the contact details for everyone working on the project, and send them an which will be recorded in the project history. Another click and the system will write a letter to a contact and file it away automatically in the correct folder on the project with a link to the contact. Another two clicks and the PM can bring up one of the project drawings. Delivering real benefits Quick and easy access to information forms the basis for all knowledgeable decision making in any organisation. In the past, access and distribution of information might have been dependent on responsibility, job role, location or even the computer infrastructure in place at the time. Cutting down on duplication of information and effort How often is a document created, a report produced or information researched by one employee and then exactly the same tasks - in relation to the same information - are carried out again when that knowledge is required by another? With no adequate reference resource or sharing of information, the same work could be carried out by different employees, over and over again. How much time does reinventing the wheel waste in your organisation? How many duplicate copies of the same document or report are scattered around the business and how upto-date is each copy of that document or report? The nature of business dictates that employees often undertake common projects and challenges, sometimes at the same time. When this happens, each person will produce documentation and save it to a local network space. When the next person tackles that same subject area, wouldn t it be more effective if they could simply search for and use the information already gathered? Summit Web modules reduce the need for duplication of information and effort by sharing its knowledge with all its users. It can control the revisions of a document, ensure only authorised versions are accessed and provide a single data source for all employees. These modules dramatically reduce time wasted and effort on data duplication and offers easy access to existing knowledge within the business allowing your employees to speed up decision making. Improving accuracy It is crucial that project team members all work from the same plans, drawings or documents, as the potential liabilities incurred for a project completed using incorrect or out-of-date specifications could be considerable. The need to ensure that all project team members have access to accurate, relevant and timely information is therefore critical. Sharing documentation and information is key to every project teams success. To avoid the risk of working on out-of-date plans, team members often spend time tracking down the latest version but without a proven safety net, they may make decisions based on out of date or incorrect information. Summit Web Modules provide an environment where each project team can share any project documentation, from project plans to drawings, project correspondence and financial information. That s why accuracy on project decisions improves, costly mistakes are avoided and less time is wasted ensuring you have the current version of any document. All this from a web browser wherever you are. Access to multiple data sources As part to the Summit family of products the Web modules provides easy access to the Summit back office systems, third party and bespoke applications such as financial, estimating and operational systems enabling employees to interpret information and make fast and accurate business decisions. Furthermore, remote and site based project teams can access and update these systems directly, with the assurance that they will always be working with real-time information. Whilst most people are able to locate, open and read standard office documents like Word and Excel, the real challenge is how to unlock and access data from specialist systems like financial, operational, sales & marketing and estimating databases. These modules have sets of enquiries that access RedSky IT s accounting and operational products, it also provides the tools that allow IT staff to very quickly setup access to even bespoke back office system via Summits powerful generic enquiry tool. Once setup these enquiries are available to any authorized user to use, and

5 Addressing your business issues Construction and Professional Service Organisations rely on the information contained within their systems to operate profitably and successfully. Access to this information is key to effective decision making, and the challenge for all businesses is how to give employees the right tools to find relevant information - no matter where it is stored - quickly and easily the end user can further customise them or display them as charts without needing any IT skills. Providing users with access to high level reports and information from specialist systems will give them the opportunity to improve their project control. Reducing islands of data A lot of businesses find that over time, many islands of information appear around the organisation. In many instances the information is created, managed and stored at one site or in a particular department but is not accessible or available to anyone else. If each office or each user has their own data repository, copies of the same information could well be stored in multiple locations throughout your organisation. The Summit Web Modules offers a single portal interface to all your company s data repositories. It has a powerful search engine that can find a document or piece of content for the user no matter where it is stored. Employees will then avoid the need to make local copies of information, and will also ensure that the documents they retrieve are the latest versions. In addition the web modules provides a central source for customer, supplier, sub contractor and employee information, that the back office systems can use. This removes the normal issues of duplicate contact data that exists in many organisations between marketing, accounts and operational departments. It also ensure only one set of contact data has to be updated when a supplier contact changes. Simplifying user access to data Most businesses deploy a number of different interfaces to IT systems, and some of these may only be accessible by trained or expert users, but there is often a need to give employees customised access to these systems to carry out their role. If users are put off by the complexity of systems that they need access to, or it takes too long to get the information they need - then it is highly likely that they will give up and may make business decisions with limited or restricted information. The answer is a simple, easy-to-use interface to get them the information they need. The web modules are designed with ease of use in mind and have been developed to work using a web browser, so employees can use the Summit Web tool wherever they are located with minimal levels of training. Thes modules also gives all users personalised profiled access to data and applications so that they only see what they need to. This could range from dashboards showing multiple graphs or tables of KPI data, customisable enquiries onto back end system data, task lists, to just an Excel spreadsheet, a contract document or drawing, the contact details off Summit has an open architecture, which allows web browser access to deliver real business benefits: Lower cost of ownership and quicker deployment, requiring minimal admin and management Reduction in the time spent by users searching for information Consolidation of content into a single data repository reduces duplication 24/7 single-point user access to up to date information Improved customer service by providing information online and enabling self-service Reduced reporting demands by using subscriptions, triggers and alerts to push information to users Opening up of your legacy systems to a wider audience Minimal training to develop views of information from data sources without relying on third parties Increased collaboration with customers, suppliers and partners Powerful searches enabling users to find information quickly Increased user productivity through improved & relevant access to information Return on investment The Investment in Summit will provide a healthy return in a short time scale. The business case for Summit is undoubtedly compelling. Your business is unique the way you work is unique, and Summit will support your business processes by; Delivering Information Stores that exactly match your business needs you don t have to change to work with Summit you decide how it should look and what it should contain. You don t waste time! Reducing time costs How long do you spend looking for information or re-working information each month? Summit will source it for you instantly. Presenting Information the way you want to see it you wont need to re-work information again and you can decide how the screens work showing you things the way you want to see them you wont need to try to understand someone else s graphs ever again! Improving Accuracy Financial Data is live and on line. It is up to date and accurate. This lets you protect and enhance your margins. Documents and Drawings are version controlled make sure you re using the correct version. Mistakes can be extremely costly! Streamlining processes You don t need to send copies to people they can look it up on line. You don t need to send documents to site publish in Summit and users will be told automatically of updates. They can access it instantly. Stationery and postage costs are removed. Time delays are removed. Removing re-work When you ve done it once, you can use it again and again on subsequent projects and contracts. Your time costs are reduced. Reducing Data Storage Documents and s are stored once, in one place not on everyone s own PC removing the potential for different versions to be used by different people. Securing Data All information, including s, is held securely and centrally they can t be modified or deleted. You have the confidence to know that what you are looking at is correct. If you have 20 people spending just one hour a week because of the things listed above, and each hour costs you 40.00, then you have an immediate annual saving of around 40,000.00! We think you ll agree that this is a conservative estimate. Add to this the delays and mistakes on site that you will avoid and the benefits to your business are massive in terms of time and money.

6 MITIE Scotgate are on course to deliver an enhanced service to our residents by using this innovative software. Additionally it allows us, as the client, the ability to be able to review important project data at any time and ensure MITIE continues to deliver an improved service Nick Vaughan, Commercial Director of Annington everyone working on the project, the history of and other interaction with contact, to a full library to financial information relating to a specific project or team. Improve supply chain integration Businesses that need to give clients, partners and suppliers access to project information on a regular basis need to minimise the time spent by their internal resource in fulfilling this requirement. Increasingly, clients expect regular reporting on key performance indicators, adherence to service levels and other project related information. They need instant access to project plans and status reports on projects and will often want to review the service levels being delivered to their business. In addition, suppliers, subcontractors and partners need to work closely with you on client projects to ensure delivery against agreed deadlines. Summit facilitates this by offering secure access to selected partners, allowing them to see business and project information such as enquiring on the status of a job, checking material deliveries or whether an invoice has been paid. Summit also allows you to offer your subcontractors, suppliers and professional partners access to project documentation. It provides a framework for you to refine supply chain integration, improve the sharing of project knowledge and reduce the amount of time it takes to respond to information requests. Summit is a very powerful but simple tool to enable you to improve the services you offer to your clients and ultimately increase client satisfaction. Maximising existing intranet developments Most companies today have an Intranet that they use to share corporate information. Over time employees have become comfortable with using it, even if only occasionally, to read company news and information, view internal vacancies or to find the contact details of a fellow employee. The responsibility for creation, publication and management of Intranet content is usually held within the IT department or managed by an external organisation. While wanting to expand the provision of information throughout your organisation the same old questions are raised: How do you maximise your investment in your existing Intranet? Does your Intranet provide employees with real business benefits? Do you rely on IT professionals to publish content on your Intranet? Many construction and professional service organisations have developed Intranets to offer standard information to employees, but content is often managed centrally, relying on IT experts to publish information. By offering each department the ability to publish information Summit helps to maximise Intranet investment and provide real cost benefit, by not having to rely on your central IT function or an external company to publish and manage your Intranet. Summit has an easy-to-use content publishing tool that doesn t require IT expertise but enables users to create standardised and formatted content such as news and project summaries, thus maximising the real value of your intranet while allowing your employees to share knowledge and content. Maximise IT investment Opening up your IT systems to a wider audience within the business and sharing information throughout the organisation is often cost prohibitive. Many IT applications can only be accessed by department specialists and licensed users restricting the potential to share the information with a wider audience. The Summit modules provides an enterprise-wide portal to make these systems more readily available, and offers a much wider user base access to data and knowledge stored within them. Using a web browser to drill into the data within these systems, Summit maximises the investment in your current systems, while making information in them available to other users.

7 Effective for many types of business Contractors Contractors who need project teams to be able to share documentation and information will discover an important resource in Summit. Whether your organisation is a main or prime contractor working directly with a client, or a subcontractor wishing to make available information held in back end accounting systems for its employees, Summit can provide these requirements. Joint ventures Joint ventures between contractors and professional service organisations will find Summit a very useful tool in providing a common interface for their projects. Summit acts as the portal to each party s information systems, ensuring that the partnerships are all working from the same project information and documentation. The client can access Summit to view progress and exchange project information with the joint venture. Professional Service Organisations Professional Service Organisations as diverse as architects, consulting engineers, surveying practices, central and local government and consultants can use elements of Summit to unlock their internal systems and make information available to a much wider user community. Where fee earners are deployed internationally, Summit provides a means to submit information like time recording and expenses, allow project set up and access to project cost information. Additionally, Summit facilitates company news updates, access to project documentation and provides an environment for Professional Service Organisations to share information on projects with prime contractors, partners and clients. Clients Clients working within the construction industry can use Summit to constantly maintain visibility of project progress with all of the supply chain including contractors and suppliers. They can also use Summit to publish community portals for their own end users such as house owners and tenants. Summit has been specified within tender documents to ensure all supply chain parties are using one common information system, allowing complete openness and visibility on each project. Services and FM businesses Building services, facility managers and maintenance contractors use the Summit web modules as an interface to service management solutions to monitor service level agreements for client projects, monitor progress and status of individual jobs as well as track and manage large maintenance projects. Summit provides a web interface to operational solutions as well as delivering the benefits of accessing central company information. Therefore clients can specify Summit as the means for not only reporting on service levels for each contract, but also allow the client to log and track new calls on the operational systems themselves.

8 Delivers knowledge for all types of people Members of the Board Summit provides a simple, easy to use enquiry tool for projects. Board members can have specific user profiles and can setup personal dashboards, to allow them access to high level performance reports and information on each and every project that the business is running. Summit allows them to drill down into back office system data without the need to be trained users in these systems, offering powerful self-service reporting for all board members. Financial decision makers Summit Web Modules integrates with all the other Summit solutions as well as 3rd party options such as financial accounting, estimating and operational systems providing finance directors with access to cost enquiries, project performance, key performance indicators and profitability information. Summit can be accessed through a secure web browser connection from wherever you chose to work. It frees up finance department resources by reducing the demand for financial reports to be produced and distributed from head office systems by providing operational and site based employee s access to business critical information. By using Summit to aid decision- making, employees can reduce costly overruns, improve project performance and therefore increase project profitability. IT Managers Summit reduces the workload on your IT resources by empowering departmental users to publish and manage their content on Intranets, Extranets and the Corporate Website. IT Managers can use Summit to offer any user within the business access to many applications and data repositories, thereby increasing the value of IT across the enterprise. Summit works with your original Intranet investment, providing additional user functionality and a simplified single user interface. Its central repository can help reduce data storage requirements by offering users a powerful search engine to easily locate documents avoiding the need to copy them to their local storage areas. Project Team Managers Project Managers can create virtual teams by setting up project areas to store content, documents, plans and drawings specific to each project. These can be templated by type of project to automatically setup folder structures, to create task list/check lists and hold Project Contacts and all the interactions with them, both , phone calls information and documents issued. This improves communication, visibility and control of projects for members of each project team. Project Managers can easily, manage revisions to documents and create alerts, so relevant team members can see any changes made to documents relating to their projects. Project employees can also choose to subscribe to any content of interest that they have access to, and are automatically notified when any changes are made to that content. In addition a number of snapins exist that allow access to specific functions in the financial and operational backend systems, these include time capture, expense capture, purchase requisition entry and project creation. The user does not need to be in an office to access specific systems, as Summit allows these tasks to be done from wherever they are located. Operational staff Those engaged in construction and professional services often work remotely so have minimal access to company offices and networks. The Summit web browser offers a simple, user-centric interface to organisations business systems and information. It allows operational employees access to project information from specific business systems, as well as giving them the ability to create team environments for each project. Easy access to contract and project financial data, specific project documentation and identified performance reports allow operational employees to make more confident and effective decisions while out on site. Office based staff Summit provides all employees with a single common interface to many different data sources and IT systems throughout your organisation. It enables them to search for any document using a powerful search tool as well. Users can subscribe to content they are authorised to see and can be notified any time the content changes.summit allows administrators to create secure logins so that users only get access to data and applications relevant to their role. After a small amount of training, any user will be able to access any applications they are authorised to, view dashboard and enquiries and run reports releasing business information that might not normally be accessible.

9 Winner of Best Construction Process Management Product of the Year 2009 RedSky RedSky IT Viking House Swallowdale Lane Hemel Hempstead HP2 7EA Tel: +44 (0) Fax: +44 (0)