Construction Collaboration Software. SaaS. featuring: information & document management communication management forms, process & workflow management organization & reporting management integration management asset management KPI & financial control collaborative solutions core product features and benefits additional modules: tender manager, contract manager and milestone manager
4Projects market leading on-line collaborative solution is simple to use, quick to deploy and delivers real return on investment. There is no need for specific expensive IT infrastructure and our unique operating model ensures secure access 24/7 from any internet connected computer. Whether you are working on a single project, portfolio of assets or using the tool as a total organizational solution, 4Projects can work for you.
01 4Projects saves you time, money and mitigates risk by connecting people, processes and information. At its core is an essential suite of tools: Information & Document Management Powerful & flexible document management tools with full audit trail, version control & mark up facility. 02 Communication Management Improve the flow and control of communication, fully integrated with email. All communication in one auditable place. 04 Forms, Process & Workflow Management Automate your processes and create custom forms to improve business efficiency and standardise. 06 Organization & Reporting Management Powerful search and reporting tools plus the ability to manage permissions, directories and calendars. 07 Integration Management Integrate seamlessly with external applications such as email, Explorer, GeoView and Evernote and more. 08 Asset Management Coordinate and manage individual or groups of assets from feasibility through to facilities management 09 KPI & Financial Control Coordinate, report and share key performance indicators and financial data. 09 4Projects provides addition functionality for specific process with bolt-on modules which seamlessly build on the core features and benefits. Tender Manager Contract Manager Milestone Manager For further information, see our separate datasheets.
02 I can view and mark up from anywhere, at any time. The 4Projects collaborative solution is rich in features, yet simple to use. Our system facilitates best practice in document and information management ensuring revision control and a full audit trail. It works seamlessly with the other tools within the suite, offers intelligent integration with external software and the ability to automate processes with forms and workflow management. Use it for your project hub, organizational standards library, Health & Safety system or archive. information & docume Simple to deploy, access and customize Online management of drawings, documents, photos, video and other files putting you in control. Secure, simple to use, web-based service available from any internet connection. Create and organize containers & folders to suit your project, portfolio or organization. Work with pre-defined templates or create your own structure. Index, catalogue, specify document status, distribute and control revisions based on your own protocols. We make the tools work for you, not the other way around. Easy to control, update and audit Simple to implement security permissions control allows you to manage who has access to view and edit which files. Powerful search engine putting any file at your fingertips in seconds. Our sophisticated version control facility means everyone works to just one version of the truth, cutting down on costly errors. A full audit trail, detailing who did what and when, means you retain full visibility and mitigate risk.
03 Revision control is so simple with 4Projects and reduces project errors. I save so much time using 4Projects; and time is money. nt management Flexible to use, view and manage Upload files in many different ways: individually, multiple upload, zip files, email, mobile device, Evernote, or desktop explorer integration. View the contents of containers and folders with a variety of different view options, allowing you to see properties, thumbnails or revision history to suit your needs. Group items into static containers allowing you to collect a snapshot of information, drawings, documents or files for either recording status of projects at a given time or for issuing as a work package. Group items into dynamic containers to enable quick and simple access to information which are is always the most up to date version. Batch process files to save time and resources whether you are downloading; updating document status; moving items or batch printing. Efficiently compare, revise & mark-up Integrated viewing tool means no need for additional software. View any file even if you don t have the software it was created in. Compare different versions of documents, photos and drawings side by side or in overlay making it simple and easy to view amendments. Integrated mark-up tool with measurement facilities allows you to make notes, comments and mark ups directly over the native file.
04 All our project communication is in one auditable place. It s so easy to use. I can even email into the system on the move. communication management
05 Our communication management tools give you an efficient and controlled way to standardise, manage, record and track communications on a project, portfolio or within an organization. The tool has been designed to make real time communication between multiple users simple and transparent. It also enables you to manage communication of tasks or information requests in a timely and controlled way. With intelligent integration it creates a simple and useable tool which keeps all communication together. Transparent communication - discussions The easy to use discussion tool helps control communication flows. Avoid email overload, the problem of crossing emails and create a vital conversation thread for all relevant individuals to view, contribute and respond to. Unlike emails, the discussions threads provide a full audit trail to ensure that all responses are logged and available to all participants of the discussion. This gives transparency and helps mitigate risk. Posted comments are set out in a linear format and are catalogued to ensure that they are easy to follow and are searchable. Link or attach any document, drawing or file within 4Projects system or from your own computer drive. Automatic notifications of new comments can be set up, via email. Participants can respond to the notification with any additional comments directly via email, these responses are automatically added to the discussion thread keeping all related communication together. Effective management tasks A powerful task management tool that combines document management, communication, calendar and the extranet address book. Easy to use, it enables users to track and manage progress on specific actions against set delivery dates. Ensure user has all relevant information required by linking the task to item or file within the extranet or attach a file from your external drives. Respond quickly and easily to any queries from the assigned individual within the tool ensuring all communication is recorded and kept together. Set timescales and deadlines for the assignment, task or request then automatically notify the relevant individuals of the task via email. Give tasks a priority, e.g. high, medium and low to facilitate effective task management. Tasks can be given a unique, sequential number to help tracking. Tasks are searchable, and maintain an audit trail ensuring transparency and mitigation of risk. Progress against tasks is clearly visible making it easy to see what activity is overdue or completed. Automated notifications and reports make keeping track of tasks simple. Efficient distribution - transmittals, notifications & submittals The 4Projects Transmittal feature was created to allow your project teams and organization managers to distribute a selection of files to a number of recipients in an efficient and cost effective manner. Transmit individually selected files or a static or dynamic container depending on your needs. The audit trail will show who was sent what, when and when they viewed and acted on the information, giving you full transparency. Submittals can be made into the system in a similar way with all the same audit trail features. This can be particularly useful in tendering and bidding situations. Combine with the workflow module to automate processes and ensure approval mechanisms are followed. Simple notification tools allows you to inform individuals of files, documents and activities and maintain an audit trail. Defect management - snag fixing, punch lists & repairs Combing our customer forms and fields with automated workflow management enables contractors and clients to manage defect management. Create standard practice in defect notification and capture. Allocate snag fixing and repairs to appropriate individuals with automated email notifications. Be mobile: with email and Evernote integration, defect recording can be captured and monitored on site from any mobile device. Set completion times and monitor progress to timescales. Email management solve the email problem. Choose how you want to manage communication with your 4Projects system. Dedicated 4Projects inbox for all extranet communication allowing you to see notifications, messages, tasks etc all in one place. Users select how to receive notifications & updates. Use your extranet inbox or integrate with external email. Option to remove external emails completely with extranet inbox. Seamlessly integrate with any external email application. Remove email overload & crossing emails. Email into the system capturing the email itself and all attachments. Record of all emails stores in one central location means you don t have to save your emails. Reduce your email server size.
06 Optimize your project or organizational activity by using workflow manager to automate documents, forms, processes, approvals, task s and information requests. Reduce time consuming administration, management and ensure best practice is followed. Tailor the system to follow your own procedures and protocols to facilitate standardisation. forms, process & workflow manager Simple, effective forms Create online forms to standardise and facilitate easy data collection, approvals, requests and administrative processes. Tailor forms to work to your internal systems and protocols. Brand and configure them for your organization. Select from multiple data capture fields, eg free text, tick boxes, date buttons etc, to facilitate simple design and use. Allocate different sections of forms to individuals or groups to populate, complete and approve. Link with workflows to trigger automated action, notifications and processes, reducing administration time and ensuring compliance and standardisation. Utilise in all areas of a project lifecycle or organizational administration such as: purchase order approval, HR records, health & safety, risk assessments, data collection, information requests, snagging, feedback forms, supplier questionnaires etc Automate processes & workflows Automate processes with workflows saving valuable time and creating best practice standardisation. Tailor these workflows to work within your own organizational protocols and processes. Workflows can be allocated to any process, files or form within the extranet. Workflows are created in a simple to use visual module by mapping pre-defined nodes which trigger actions, notification and activity. The status of processes and items in a workflow (Approved, Unapproved, Rejected and Under-review) are indicated by simple traffic-light coloured icons. Items which are under review or have been rejected are only visible to users associated with the approval route and not publically visible. Automatic notification of workflow progress and activity is sent via email to required users. Workflows can be used in a wide variety of project or organizational processes such as: design revision reviews, approval and status update, financial approval processes, control of information flow, approval of file uploads, procurement and travel requisitions etc.
07 The search tool is so powerful, it searches content of documents and communications not just meta data. organization & reporting management Personal Container Each user of the 4Projects system has a personal container which is their private area for uploading and storing data which is not available for public view. Upload items to the personal container in a number of ways: single, multiple or zip upload, email, Evernote or explorer integration. Privately work on files, folders or correspondence before moving to public areas. Powerful searching & reporting Manage multiple projects and work programs through one consistent interface. Produce reports comparing any project or organizational statistics. Gain insight into project or programme performance. Create customized reports directly from live data Produce reports in a variety of formats (e.g. CSV, XML or HTML). Directory The directory module is used to find details of individuals and organizations. Create and customize directories can be found at all levels of the extranet, depending on your requirements. Enterprise level directories contain details of all users and organizations across the whole extranet. Site and project level directories only contain details of users and organizations that are part of a particular container. Create distribution groups for simple and swift communication. Calendar Consolidate multiple events from multiple projects or organization. Notify other users of events. Export events to an external calendar system to ensure complete integration. Simple to create and use Store information including; event location, additional descriptions, and timing. Locate attendees quickly and simply.
08 I can integrate so easily with email and explorer. integration Email integration Integrate with any email system making the system flexible and versatile. Capture both the covering email and attachment data simply and quickly. Email directly into a live project utilising Email Drop Box feature. Maintain a seamless audit trail for transparency and risk mitigation. Notifications integrate with any email system to keep relevant parties in touch and up to date. Reply directly to notifications, discussions and task directly from your email without the need to log in. Evernote integration Fully integrated in to the 4Projects collaboration solution. This gives you yet another way of getting data into your project or organizational extranet for complete flexibility. Use Evernote to save your ideas, scribbled notes, pictures, audio, video, things you see, and things you like. Then find them all in your Evernote container in your personal container. 4Explorer desktop integration Synchronize your personal container with folders within your desktop or computer drive folders. This enables you to work with files in a familiar windows environment and gives you a simple way to integrate and upload information into the extranet. With 4Explorer, files and folders are seamlessly integrated within their existing file system. The extranet in effect becomes another network drive. GeoView integration Tag projects, assets, and folders within your extranet with a geographical point on a map for a dashboard perspective. Dynamic and interactive, the GeoTag tool displays key information about your project, asset or folder. Dynamic overlay feature provides access to further information or specific data such as Drawings, Documents, Photos, Tasks and Discussions or work packages. The web mapping technology powers a sophisticated system of links through to specific project, asset or folder allowing you to access it directly from the tag. Pin projects and assets based worldwide or within close geographical proximity. Define a particular location (a GeoTag) as a property of a container or item by colour. Web Services (API) Integration The 4P Web Services API (Application Programmable Interface) enables programmers and application developers to integrate internal IT systems with the 4P Extranet. This allows your IT team to incorporate 4P functionality into your own applications and to work with your own and third party data in one easy to use interface. Our SDK (System Development Kit) simplifies this development on the Microsoft.NET Platform. This ensures your team do not have to go through a complex training or learning period before integrating the 4Projects Collaboration Extranet.
09 4Projects is my one stop asset library, giving me all my data at my fingertips, 24/7 from anywhere. I can easily see when projects are on time and on budget. asset management KPI & financial control The 4Projects Assets Management tool allows owners and facilities managers to work beyond the design and construction of an asset. The system can be configured to meet the specific data and process requirements when planning, developing and then managing individual or groups of assets throughout their life-cycles. All asset data and communication can be kept in one secure location providing an efficient and economical databank. If 4Projects has been used to manage the build, refurbishment or extension of an asset or programme of assets, original data is all at hand in an easy to access and search archive. Access the entire history of an individual or group of assets at any time. Organize assets into hierarchies and divide into components or stages. Geotag assets enabling swift location of properties and view key asset information. Create a standards library for new builds, refits, refurbishments and store layouts facilitating smooth, efficient and standard roll outs. View, monitor and report on multiple assets and projects in one secure, central place. Co-ordinate and manage a process taking place simultaneously across multiple sites such as a refit, re-brand or new layout. Integrates seamlessly with 4projects Tender Manager and Milestone Manager for streamlined procurement processes and efficient management of asset project dates. Up to date visibility of financial and key performance indicators are vital to the health of any project, programme or organization. 4Projects tools enable managers to efficiently coordinate and view KPI s and financial information in one secure place. Coordinate, monitor, view and report on all manner of critical data, KPI s and criteria: adherence to schedule, completion of work, compliance with standards, health & safety, costs, waste management etc Use 4Projects document, communication and workflow management tools to centralise, standardise and automate the collection, consolidation, notifications and reporting of key data across one or multiple projects and programmes of work. View in one place the status of KPI s and see which are overdue. Real time access to data which is always up to date. Store snapshots of KPI s at any time using static containers for archive and reference. Security permissions enable you to tailor who can see and edit what KPI data.
talk to us We know we can save you time and money; helping you to deliver projects on schedule and within budget. Let us prove it to you. Contact us for a free demonstration or webinar. www.4projects.com info@4projects.com Tel: +1 703 879 6500 International Locations: Sunderland, UK (HQ) London, UK Toronto, Canada Calgary, Canada Washington, USA Dallas, USA Bahrain, GCC