Therefore it is these documents that define and drive the process as they contain all the information relating to the requirement and agreement for the project.
iSpec’s Intelligent Documents with active clauses that can actually trigger events such as upcoming delivery notifications, track and manage compliance of specifications, milestone schedule tracking and monitoring, pricing variations, etc.
As the document defines the project, it contains (or should contain) the most accurate and up-to-date information and therefor should drive the process. Any changes to the document (agreement between the parties – whether technical or contractual of nature) should immediately update the process as well.
As your documents (agreement, specifications, etc.) drive the process, this means that any changes need to be managed and agreed by all relevant stakeholders and – once agreed – any necessary changes to the process are then triggered. Therefore changes/adjustments are FIRST documented and agreed before they are implemented. This way disputes at a later date are avoided. Also, these changes are contained in the ORIGINAL and ONLY document (there are no other copies) and not in some appendix or email which can be lost.
The iNtelligent documents can, therefore, include, amongst others, the following automated functions:
- Record and manage changes/approvals and notify all relevant stakeholders
- Notify internal and external stakeholders of upcoming milestones and deliverables
- Track and manage project progress (compliance, deliverables, and milestones)
- Calculate and track financial penalties for late delivery (if applicable)
- Trigger the necessary approvals
- Validate supplier responses (during tendering)
- Automated comparison of vendor responses (during tendering)
- Track non-c0mpliance of any specification or item
- Trigger automated notifications for reviews, reporting and other project functions
- Track acceptance, inspection, and commissioning results and the associated punch-lists
This way the documents (agreements) manage the process and not the other way around. Therefore any discrepancy is in the delivery rather than in the agreement – which is how it should be – and as all stakeholders (including the supplier/contractor) have transparent access to all relevant documents at all times, collaboration is more efficient and administration is minimal.