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Part 2

Part 2. OneOffice. Features, Functions and Benefits. Daily Time Savings – 45 minutes per day (48 weeks) Project Status Critical and Non-Critical Review Admin Task Management Daily Journal Notes Review Permit Management Electronic Time Card Entry

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Part 2

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  1. Part 2

  2. OneOffice Features, Functions and Benefits

  3. Daily Time Savings – 45 minutes per day (48 weeks) • Project Status Critical and Non-Critical Review • Admin Task Management • Daily Journal Notes Review • Permit Management • Electronic Time Card Entry • Electronic Time/Resource Planning and Review • Electronic Budget Review • Admin Business and Contact Management • Spec Item History • Historical Project Information Searching • Contractor/Supplier Communications Mgmt • Weekly Time Savings – 5 hr/week/project (6 Months) • Weekly Const Diary Creation • Weekly Const Diary Review • Tally Sheet Coordination • Electronic Time Plan/Review • Automatic Document Creation • Re-Entry Of IRA information • Project Photos Management • As-Built drawing Management • Field Sketch Management • Admin Task Management (**Increase during construction) • Monthly Time Savings – 12 hr/month/project (6 months) • Funding Status Report • State Aid Pay Request • Monthly Budget Status Reporting. • Accounting Integration • Pay Request Process • Contractor Payment Approval Process • Admin Task Mgmt** • Yearly Time Savings – 150 hr/year/project ( 6 mo)(40/20/10) • Estimate Creation with History • Item Funding Management • Plans/Proposal/Spec Mgmt • Ad For Bid Management • Plan Holder Management • Addendum Management • Bid Tabulation Management • Contract & Bond Management • Yearly Budget Status Report • Contract Change Management • State and Local Document Mgt • Admin Task Management** • Final State Aid Pay Request • Estimating & Analysis • Online Bidding Management • Fewer Meetings for Project Updating, Reports, Pay Request • Quicker Project Status Visibility • On Demand Information of all Project information • Change Resource Process to allow Administrators to Manage Task Management • Re-Use Information Created By others • Triggered Document Distribution to local, state and federal organizations • Automatic Triggered Date Reminder of tasks

  4. Benefits Not Included in Comparison • Reduction in Bid Prices allowing earlier project visibility by Contractors and Suppliers • No errors, lost time or re-work expense. • No local or long distance phone expense. • No copy machine expense. • No paper expense. • No printer expense. • No travel time to retrieve information expense. • No file space or file drawer expense. • No WEB hosting expense. • No lost time fixing printer, copier or fax machine. • No duplication in effort, single person entry and pass information over to next person in information supply chain.

  5. Department Gains • Eliminate most project related phone calls. • Eliminate Contractor errors. • Eliminate document distribution Follow-up. • Eliminate problems in claims and disputes. • Increase estimating accuracy. • Increase professional knowledge. • Increase knowledge of Eng/Const. Processes. • Reduced risk of hurriedness and poor outcomes. • Reduced risk of litigation due to accidental changes. • Reduced risk of litigation due to virus’s in excel, word. • Improve all parties risks with hard facts of project. • Improve contractor relationships in construction time, cost, safety, and quality.

  6. SCOPE: 20 planholders, 40 items, 30 Days Bid Notice, 1 Addenda 68 Hours Planholder Process - Excel, Word, PDF 5 hrs Update Planholder List Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hrs Distribution of Plans Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hrs Distribution of Proposal Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hrs Distribution of Specifications Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 10 hrs Distribution of 1 Addendum Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 60 hrs* Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update Planholder List to WEB 50 hrs Call-in Planholder List Update Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other * Optional - if PDF, Word or Excel is used Manually post information or sent to a Posting service. 0.4 Hours Planholder Process - OneOffice 0 hrs Update Planholder List Contractor information stored in Database 0.1hr Distribution of Plans Contractor Downloads, Notification of delivery is auto logged with receipt. 0.1hr Distribution of Proposal Contractor Downloads, Notification of delivery is auto logged with receipt. 0.1hr Distribution of Specifications Contractor Downloads, Notification of delivery is auto logged with receipt. 0.1hr Distribution of 1 Addendum Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Update Planholder List to WEB Real time Planholder notification happens as Planholders are added 0 hrs Call-in Planholder List Update Not Applicable – Posted on Web for viewing 24 hours/7 days per week

  7. SCOPE: 10 Pre-con attendees, 2 schedule changes 26 Hours Schedule Process - Excel, Word, Project 5 hrs Track Critical Dates Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Create Project Work Flow Chart Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Project Schedule with Budget Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hrs Contractor working / delay mgmt Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 10 hrs Project Task Priority Tracking Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 3 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update Schedule to WEB site 3 hrs Project Task Float Adjustment Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 0.7 Hours Schedule Process - OneOffice 0 hrs Track Critical Dates All Date information stored in Database 0.5hr Create Project Work Flow Chart All Project information stored in Database 0.1hr Project Schedule with Budget Multiple Project information stored in Database 0 hrs Contractor working / delay mgmt Contractor Downloads, Notification of delivery is auto logged with receipt. 0.1hr Project Task Priority Tracking Project notification process triggers based on status; future, past, present 0 hrs Update Schedule to WEB site Not Applicable – Posted on Web for viewing 24 hours/7 days per week 0 hrs Project Task Float Adjustment Multiple Project information stored in Database

  8. SCOPE: 4 Rip/Rap area sketches 19 Hours Sketch Process - Paper 5 hrs Hand Drawn Sketch Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 3 hrs Hand Calculated Areas Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hrs Compilation of Area Calc’s Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Integration with IRA sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Distribution Sketches Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 4 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Accuracy Validation 2 hrs Manage Paper Documents Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 Hours Sketch Process - OneOffice 2 hrs Computer Drawn Sketch Drawing is to scale, legible, fast and easy 0 hrs Computer Calculated Areas Consistent Accuracy and Documentation Standards 0 hrs Compilation of Area Calc’s Consistent Accuracy and Documentation Standards 0 hrs Integration with IRA sheets Consistent Accuracy and Documentation Standards 0.1hr Distribution Sketches On Demand Documentation 0 hrs Accuracy Validation Consistent Accuracy and Documentation Standards 0 hrs Manage Document Not Applicable – Posted on Web for viewing 24 hours/7 days per week

  9. SCOPE: 40 items, 3 Funding Sources, 1 Addenda, 2 Months 69 Hours Fund Management – Excel, Word, PDF 8hrs Define Material Funding Splits Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 4hrs Create Funding IRA’s Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 40hrs Field Update of Funding Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 8hrs Creation of S.A. Pay Requests Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 10hrs Update Funding IRA’s Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 20 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Update to Accounting 15 hrs Update Weekly Diary Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2.2 Hours Fund Management - OneOffice 2 hrs Define Material Funding Splits Funding information stored 0 hrs Create Funding IRA’s Sheets Automatic from stored information 0.1hr Field Update of Funding Automatic from stored captured information. 0.1hr Creation of S.A. Pay Request Automatic from stored information and stored web template 0 hrs Update Funding IRA’s Sheets Automatic from stored information 0 hrs Update to Accounting Automatic from stored information 0 hrs Update Weekly Diary Automatic from stored information and stored web template

  10. SCOPE: 40 items, 3 Funding Sources, 10 Documents, 2 Months 33.5 Hours State Aid Documents– Excel, Word, PDF 10 hrs Create Documents Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Check Documents Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Copy Documents Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 4 hrs Distribute/ Follow-up Documents Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 10 hrs Update Accounting/Engineering Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1.5 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other File for Archive 4 hrs Retrieve for Audit/Research Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2.2 Hours State Aid Documents - OneOffice 2 hrs Create Documents Automatic from stored information and stored web template 0 hrs Check Documents Automatic from stored information 0.1hr Copy Documents Not Applicable, on demand information 0.1hr Distribute/ Follow-up Documents Downloads, Notification of delivery is auto logged with receipt. 0 hrs Update Accounting/Engineering Automatic from stored information 0 hrs File for Archive Not Applicable, on demand information 0 hrs Retrieve for Audit/Research Automatic from stored information

  11. SCOPE: 40 items, 3 Funding Sources, 10 Documents, 2 Months 40 Hours County Documents– Excel, Word, PDF 4 hrs Locate Required Template Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 14 hrs Update with Current Project Info Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 7 hrs Validate Project Information Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 5 hrs Distribute Document Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1hrs File Document Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 10 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Track Receipt of Document 2 hrs Retrieve for Audits, Research Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1.1 Hours County Documents– OneOffice .1 hrs Locate Required Template Contractor, County, Supplier templates stored 0 hrs Update with Current Project Info Automatic from stored information. 0 hrs Validate Project Information Not Applicable, on demand information 1 hr Distribute Document Downloads, Notification of delivery is auto logged with receipt. 0 hrs File Document Not Applicable, on demand information 0 hrs Track Receipt of Document Downloads, Notification of delivery is auto logged with receipt. 0 hrs Retrieve for Audits, Research Not Applicable, on demand information, automatic from stored information

  12. SCOPE: 40 items, 3 Funding Sources, 3 Contract Chg, 2 Months 101 Hours IRA/Daily Journal (Excel, Word, Paper) 9 hrs Define Funding Splits IRA’s Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 8 hrs Create IRA’s Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 32 hrs Field Update of Daily to Weekly Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 16 hrs Creation of Weekly Diary Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 8 hr Distribution W.D. to Contractor Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 4 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Updated IRA Sheets 24 hrs Update Accounting System Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2.1 Hours IRA/Daily Journal - OneOffice 0 hrs Define Funding Splits IRA’s Automatic from stored information 0 hrs Create IRA’s Sheets Not Applicable, on demand information 2 hrs Field Update of Daily to Weekly Automatic from stored information 0.1 hrs Creation of Weekly Diary Automatic from stored information 0 hrs Distribution W.D. to Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Automatic from stored information Updated IRA Sheets 0 hrs Update Accounting System Automatic from stored information

  13. SCOPE: 40 items, 3 Funding Sources, 3 Contract Chg, 2 Months 27 Hours Contract Changes – Excel, Word, PDF 2 hrs Assign Funding Split Formulas Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 6 hrs Create Contract Change Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 6 hrs Update of IRA Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hr Distribution of CC to Contractor Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hr Distribution of CC to State Aid Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 4 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage / Track Documents 6 hrs Update Accounting System Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other .6 Hours Contract Changes – OneOffice 0 hrs Assign Funding Split Formulas Automatic from stored information .5 hrs Create Contract Change Sheets Automatic from stored information and stored web template 0 hrs Update of IRA Sheets Not Applicable, on demand information 0.1 hrs Distribution of CC to Contractor Downloads, Notification of delivery is auto logged with receipt 0 hrs Distribution of CC to State Aid Downloads, Notification of delivery is auto logged with receipt 0 hrs Downloads, Notification of delivery is auto logged with receipt Manage / Track Documents 0 hrs Update Accounting System Automatic from stored information

  14. SCOPE: 20 planholders, 40 items, 30 Days Bid Notice, 1 Addenda 6.5 Hours Ad For Bid - Excel, Word, PDF 1 hrs Update Ad For Bid Data Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hrs Distribution of Ad to Paper Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hrs Dist. of Ad to Construction Bull. Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 3 hrs Distribution of Ad To Web Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other $ 50.00 Cost in Local paper Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other $175.00 Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Cost in Construction Bulletin .5 hrs Manage Document Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 0.6 Hours Ad For Bid - OneOffice 0.5 hrs Update Ad For Bid Data Contractor information stored in Database 0 hr Distribution of Ad to Paper Bulletin Downloads, Notification of delivery is auto logged with receipt. 0.1hr Dist. of Ad to Construction Bull. Bulletin Downloads, Notification of delivery is auto logged with receipt. 0 hr Distribution of Ad To Web Real time Planholder notification/posting happens as Planholder are added 0 Cost in Local paper Contractor Downloads, Notification of delivery is auto logged with receipt. $175.00 Cost in Construction Bulletin Bulletin Downloads, Notification of delivery is auto logged with receipt 0 hrs Manage Document Not Applicable – Posted on Web for viewing 24 hours/7 days per week

  15. SCOPE: 20 P.H. 10 Bidders, 40 items, 30 Days Bid Notice,1 Addenda 27.5 Hours Bid/Abstract Tabulation - Excel, Word, PDF 1 hrs Update Bid Data Form Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hrs Distribution of Bid to County Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 20 hrs Distribution of Bid to Planholders Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 3 hrs Distribution of Bid to WEB site Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hr Creation of Bid Abstract Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hr Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Management to Award Doc’s .5 hrs Manage Document Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 0.5 Hours Bid/Abstract Tabulation - OneOffice 0.5 hrs Update Bid Data Form Contractor information stored in Database 0 hrs Distribution of Bid to County Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Distribution of Bid to Planholders Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Distribution of Bid to WEB site Not Applicable – Posted on Web for viewing 24 hours/7 days per week 0 hrs Creation of Bid / Bid Abstract Not Applicable, on demand information 0 hrs Management to Award Doc’s Contractor, County, Supplier templates stored 0 hrs Manage Document Not Applicable – Posted on Web for viewing 24 hours/7 days per week

  16. SCOPE:, 40 items, 3 Funding Sources, 4 similar projects 38 Hours Project Materials - Excel, Word, PDF 2 hrs Add Bid Item Data Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 10 hrs Look-Up Bid Item History Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Bid Item Funding Assignment Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 3 hrs History of Bid Items to WEB site Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hr Ad/Modify Bid Item Table Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 10 hr Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Look up Project Usage History 10 hrs Integrate with IRA, Accounting Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1.1 Hours Project Materials - OneOffice 1 hr Add Bid Item Data Item information and formulas stored in Database 0 hrs Look-Up Bid Item History Real time Query of all Data .1 hrs Bid Item Funding Assignment Automatic from stored information 0 hrs History of Bid Items to WEB site Not Applicable – Posted on Web for viewing 24 hours/7 days per week 0 hrs Ad/Modify Bid Item Table Automatic from stored and Mn/Dot information 0 hrs Look up Project Usage History Real time Query of all Data 0 hrs Integrate with IRA, Accounting Automatic from stored information

  17. SCOPE:, 10 current, 40 YTD, 50 – 5years Planning Projects, 40 P 380.5 Hours Project Reports - Excel, Word 0.5 hrs Permit Status Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 24 hrs Project Cost Comparisons Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 24 hrs Material Usage Summary Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 32 hrs Working Days Comparison Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 100 hrs Labor Forecasting Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 100 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Budget Status & Comparisons 100 hrs Resource Allocation Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 40.2 Hours Project Reports - OneOffice .1 hrs Permit Status Information stored in Database 0 hrs Project Cost Comparisons Real time Query of all Data .1 hrs Material Usage Real time Query of all Data 0 hrs Working Days Information stored in Database 40 hrs Labor Forecast Real time Query of all Data 0 hrs Budget Comparisons Real time Query of all Data 0 hrs Resource Allocation Real time Query of all Data

  18. SCOPE: 4 Items, 3 F.S, 3 C.C, 2,500 CuYd, 4 Trucks, 2 Months 92 Hours Tally Sheet - Excel, Word, PDF 8 hrs Prepare Tally Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 52 hrs Document Truck Usage Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Document Time / Qty / Totals Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 3 hrs Distribution to Contractor / W.D Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hr Validate with Contractor Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 10 hr Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Integrate IRA / History / Weekly 16 hrs Integrate Accounting Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 11 Hours 428 Tally Sheet - OneOffice 1 hr Prepare Tally Sheets Automatic from stored information and stored web template 10 hrs Document Truck Usage User Friendly, Accurate and fast interface 0 hrs Document Time / Qty / Totals Automatic from stored information 0 hrs Distribution to Contractor / W.D Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Validate with Contractor Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Integrate IRA / History / Weekly Automatic from stored information 0 hrs Integrate Accounting Automatic from stored information

  19. SCOPE: 20 Planholders, 40 Items, 40 working days, 1 Cont., 3 Sub 14 Hrs Punch list/To-Do list/Contact list 2 hrs Create Contact List Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Distribute Contact List Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Create Punch List Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Distribute Punch List Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Manage Punch List Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Distribute Punch List Attachme. 2 hrs Create and Track To-Do Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 6 Hrs Punch list/To-Do list/Contact OneOffice 2 hrs Create Contact List Electronic 0 hrs Distribute Contact List Automatic 2 hrs Create Punch List Electronic 0 hrs Distribute Punch List Automatic 1 hrs Manage Punch List Electronic 0 hrs Distribute Punch List Attachme. Automatic 1 hrs Create and Track To-Do Electronic

  20. SCOPE: 20 Planholders, 40 Items, 40 Pages, 30 copies 43 Hrs Plan/Specifications/Proposal 8 hrs Create PSP Copies Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 5 hrs Distribute PSP Copies Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 7 hrs Manage PSP Process, $ etc Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 10 hrs Manage Addendum Process Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 5 hrs Addendum Distribution Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 4 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Manage Plan Questions 4 hrs Manage AS Built Mark-ups Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 0 Hrs Plan/Specifications/Proposal – OneOffice 0 hrs Create PSP Copies 1 file 0 hrs Distribute PSP Copies Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Manage PSP Process, $ etc Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Manage Addendum Process Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Addendum Distribution Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Manage Plan Questions Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Manage AS Built Mark-ups Changes stay with project

  21. SCOPE: 20 Planholders, 40 Items, 40 working days, Contractors 14 Hrs Project Phase Management 2 hrs Move Info from Feas to Plans Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Move Info Plans to Const. Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Manage Critical Process Dates Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Manage Closed Project Info Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Retrieve Historical Projects Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Search Historical Projects Det 2 hrs Manage AS-Built markups Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 0 Hrs Project Phase Management OneOffice 0 hrs Move Info from Feas to Plans Automatic from stored information 0 hrs Move Info Plans to Const. Automatic from stored information 0 hrs Manage Process Critical Dates Automatic from stored information 0 hrs Manage Closed Project Info Automatic from stored information 0 hrs Retrieve Historical Projects Automatic from stored information 0 hrs Search Historical Projects Det Automatic from stored information 0 hrs Manage AS-Built markups Automatic from stored information

  22. SCOPE: 40 Employees, 40 Contractors, 40 State Assistants 13 Hrs Employee and Business Information 5 hrs Contractor Information Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Work Types and Work Flow Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs WEB and Email addresses Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hrs Employee Information Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hrs Copy Project Materials Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hrs Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Home Owner / Business Data 1 hrs Federal and State Agencies Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 0 Hrs Employee and Business Information OneOffice 0 hrs Contractor Information Automatic from stored information 0 hrs Work Types and Work Flow Automatic from stored information 0 hrs WEB and Email addresses Automatic from stored information 0 hrs Employee Information Automatic from stored information 0 hrs Copy Project Materials Automatic from stored information 0 hrs Automatic from stored information Home Owner / Business Data 0 hrs Federal and State Agencies Automatic from stored information

  23. Bid History Planholder Proposal/Plans Project Acct State Aid Project/ Payment WEB Documents WEB Data Posting and Collection Mn/DOT Materials ACS Cost Accounting OneOffice Project Database Engineering Estimating, Analysis and Accounting Auditing/ACCT Payable Cost Accounting County/City Specific Word Documents State Aid Request/ Project Memo Field Data Collection Project Journal Project Sketch Project Time Project Acct

  24. Database vs. Excel DataBase Advantages • Data entry and validation – only certain kind of data allowed in field. Validations can be applied in Excel. Validations must be applied in a database – eliminating errors • Data Sharing – anyone with data permissions can access the data solving a time and resource issue. Database technology built with multiple users in mind. Two or more people can edit a database at the same time. • Database is always current. Spreadsheets can be copied and printed, changes made and no-one knows who has the latest information. • Security can be applied to every object in the database. Protect users from adding up the wrong column • Backup and data consistence; databases are automatically stored. • Reports- format the same data several ways- can do queries several ways • Databases have much better reporting software than spreadsheets • Databases are better at handling very large numbers of records • Databases can process data more safely, avoiding data loss in case of computer failure • Databases have advanced tools for 'front-end' design which consists of the screens used by the end user to use the application. This allows novices to perform many complex functions • Databases allow access to the data by multiple users • It is the great power and flexibility of relational databases that make them so popular. A properly defined database not only enables the convenient access to data, its structured nature it clarifies and defines what your data represents and what role it plays in your organization.

  25. Database vs. Excel • Security. - SQL Databases are not prone to virus attack. • Scalability - SQL Databases allow more than one person to modify the data at a time, Excel can only have one person modify the file. Anyone else that needs to make changes has to wait. SQL Databases can also be set up to take advantage of system resources (multiple CPUs, Direct access to blocks of memory), while Excel cannot. • Stability - Upgrade compatibility for SQL Databases is more strict, it's less likely that something will break during an upgrade. SQL Databases rarely fail or crash during execution. • Performance - SQL Databases can handle more data than an Excel file, and they run faster as well. • Searching Data in a SQL Database can be searched better than data in an Excel file

  26. Database vs. Excel Excel Disadvantages • Restrictive in amount of data can store • Restrictive in number of people who can access it • As spreadsheet grows in complexity more difficult to search, change, save and use. • Must re-enter repeated data • Re-piece data to make a report • Accessed by only a few people or one at at time. • Only allows for mild security • Sorting can result in corrupt data. Hard to restore to correct version without deleting and opening up old version which may not have the latest changes. • Orphan records – not associated • Harder to maintain – Formulas can accidentally change • Duplication – file duplication • Source data duplication – Which file is the master vs. slave • Hidden costs of Excel – expense of employees working and re-working in circles to manage and maintain data in correct form • Cannot manage relational entities; can’t share info between files • Loosely structured storage • Sorting only by whole tables or individual columns by number, data, text • Doesn’t have automatic update capability b/c files aren’t related • Data cannot be entered into Excel by more than one user at a time although an unlimited # of users can open an Excel file for viewing simultaneously

  27. SCOPE: 4 Items, 3 F.S, 3 C.C, 2,500 CuYd, 4 Trucks, 2 Months 92 Hours Right-of-Way Acquisition - Excel, Word, PDF 8 hrs Prepare Tally Sheets Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 52 hrs Document Truck Usage Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 2 hrs Document Time / Qty / Totals Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 3 hrs Distribution to Contractor / W.D Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 1 hr Validate with Contractor Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 10 hr Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other Integrate IRA / History / Weekly 16 hrs Integrate Accounting Cu t / Paste / Delete / Fax / Print / Copy / Mail / Re-Enter / Phone Calls / Other 11 Hours Right-of-Way Acquisition - OneOffice 1 hr Prepare Tally Sheets Automatic from stored information and stored web template 10 hrs Document Truck Usage User Friendly, Accurate and fast interface 0 hrs Document Time / Qty / Totals Automatic from stored information 0 hrs Distribution to Contractor / W.D Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Validate with Contractor Contractor Downloads, Notification of delivery is auto logged with receipt. 0 hrs Integrate IRA / History / Weekly Automatic from stored information 0 hrs Integrate Accounting Automatic from stored information

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