Note : Les descriptions sont présentées dans la langue officielle dans laquelle elles ont été soumises.
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SYSTEM AND METHOD FOR PROJECT CONTRACT MANAGEMENT
FIELD OF THE INVENTION
[0001] The present invention relates generally to the management of
contracts associated with projects, and relates particularly, though not
exclusively,
to systems and/or methods for managing contracts associated with construction,
building or development projects. More particularly, the present invention
relates
to a system and/or method for managing contract payments between a first agent
and at least one second agent involved in a construction project.
[0002] It will be convenient to hereinafter describe the invention in
relation to
a system and/or method for managing contract payments associated with
construction projects, however, it should be appreciated that the present
invention
is not limited to that use only. For example, the system and/or method of the
present invention could also be used to manage contract payments associated
with
projects for other industries, such as, for example, the education,
entertainment,
event management, catering, transport, mining, legal, advertising, marketing,
sales,
government, defence, and/or information technology industries, and/or any
other
industry wherein goods and/or services are supplied as per contractual
arrangements. A skilled person will appreciate many possible uses and
modifications of the system and/or method of the present invention.
Accordingly,
the present invention as hereinafter described should not be construed as
limited
to any one or more of the specific examples provided herein, but instead
should be
construed broadly within the spirt and scope of the invention as defined in
the
description and claims that now follows.
BACKGROUND OF THE INVENTION
[0003] Any discussion of documents, devices, acts or knowledge in this
specification is included to explain the context of the invention. It should
not be
taken as an admission that any of the material forms a part of the prior art
base or
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the common general knowledge in the relevant art in Australia, the United
States,
or elsewhere, on or before the priority date of the disclosure herein.
[0004] Unless stated otherwise, throughout the ensuing description, the
expression "first agent" is intended to refer to any suitable 'respondent'
(i.e. an
individual or organisation responsible for approving contract payments) party
to, or
otherwise appointed responsible for, one or more contract(s) associated with a
construction project managed in accordance with the system and/or method of
the
present invention. For example, a first agent may include, but is not limited
to, a:
contract administrator; head or general contractor; developer; owner builder;
owner
agent; or, architect. Similarly, the expression "second agent" is intended to
refer to
any suitable 'claimant' (i.e. an individual or organisation that provides
goods and/or
services, and then makes a claim(s) or payment application(s) for contract
payment(s)) party to one or more contract(s) associated with a construction
project
managed in accordance with the system and/or method of the present invention.
For example, a second agent may include, but is not limited to, a:
subcontractor;
head or general contractor (if, for example, carrying out some work on a
construction project themselves, or if working for a developer, etc.); or,
consultant
(such as, for example, an architect, engineer, project manager, etc.).
Finally, the
expression "third agent" is intended to refer to any suitable individual or
organisation
with an interest or authority over a particular construction project managed
in
accordance with the system and/or method of the present invention. For
example,
a third agent may include, but is not limited to, a: project manager;
architect; owner;
owner agent; quality surveyor; assessor; superintendent; or, stakeholder (such
as,
for example, a financier, lawyer, government agency, insurer, etc.). A skilled
person
will appreciate many such first, second and third agents, along with
combinations,
substitutions, variations or alternatives thereof, applicable for use with the
system
and/or method of the present invention. Accordingly, the present invention
should
not be construed as limited to any one or more of the specific examples
provided
herein. Finally, the definitions of the expressions hereinbefore described are
only
provided for assistance in understanding the nature of the invention, and more
particularly, the preferred embodiments of the invention as hereinafter
described.
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Such definitions, where provided, are merely examples of what the expressions
refer to, and hence, are not intended to limit the scope of the invention in
any way.
[0005] The construction industry and other industries, are highly
competitive
and often involve contracts for the provision of goods and/or services between
a
first agent and at least one second agent. For example, in the construction
industry,
for any given project, a first agent may be a general contractor and a second
agent
may be a subcontractor. The goods may be, for example, building materials,
such
as bricks, concrete, steel and tiles. Whereas, the services may, for example,
include erecting walls, laying tiles and pouring concrete. There are, of
course, many
other types of goods and/or services applicable to the construction industry.
[0006] Typically, a contract for a construction project is negotiated and
agreed, then executed or otherwise formalised (e.g. verbally, electronically,
etc.).
The contract governs the types of goods and/or services which are to be
supplied,
when such goods and/or services are to be supplied, the amount of goods and/or
services which are to be supplied and the cost of those goods and/or services.
[0007] When, for example, a subcontractor supplies a good and/or service,
the subcontractor will seek payment for the good and/or service supplied, or
part
payment for the good and/or service partially supplied (i.e. a progress claim,
or
payment application, etc.), from, for example, a general contractor.
Typically, after
having supplied a specified good and/or service, the subcontractor would
notify the
general contractor about the supplied good and/or service. The terms of a
construction contract will normally prescribe the process for making
claims/applications for payment, including the rights and obligations of both
parties
(e.g. the general contractor and subcontractor, etc.), the information to be
included
and the expected timing for the submittal, assessment, approval and payment of
a
claim/application. After being notified of the supply of a good and/or service
by the
subcontractor (i.e. after having received a progress claim, payment
application,
etc.), the general contractor would then typically determine (sometimes using
a third
agent, such as a quantity surveyor or other kind of assessor, etc.) whether
the good
and/or service has been supplied, and whether the good and/or service has been
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supplied in the amount, condition or state, claimed by the subcontractor. If
the
general contractor is satisfied that the good and/or service has been supplied
in the
amount (state, condition, etc.) claimed by the subcontractor, payment in full
would
typically be authorised and made in accordance with any contractual conditions
which may pertain to the payment (e.g. less retention or retainage funds, etc.
¨ i.e.
a portion of the agreed upon contract price deliberately withheld until the
work is
substantially complete to assure that general contractor or subcontractor will
satisfy
its obligations and complete a construction project). On the other hand, if
the
general contractor is not satisfied that the good and/or service has been
supplied
in the amount (state, condition, etc.) claimed by the subcontractor, the
general
contractor may only approve and authorise payment for a portion of the amount
claimed by the subcontractor (less any retention/retainage funds, etc.), or
may not
approve any payment at all.
[0008] A claim for payment (e.g. a progress claim, payment application,
etc.)
in accordance with a construction contract is essentially a pre-cursor to the
second
agent (e.g. a subcontractor, etc.) submitting a tax invoice to the first agent
(e.g. a
general contractor, etc.). However, it is common for less sophisticated
industry
participants, quite often subcontractors, to submit an invoice as a de-facto
claim/application. This leads to complexity when claims are not approved in
full, as
the invoice needs to be amended, replaced or supported by a credit note to
bring
the net amount back to the approved amount.
[0009] Typically, a general contractor, etc., will keep a spreadsheet, or
other
such accounting instrument, which records contractual items of goods and/or
services to be supplied by, for example, one or more subcontractors. In such a
spreadsheet, the description of the item, the cost of the item, the amount of
the item
supplied and the amount of payments authorised to the subcontractor(s) would
typically be recorded. The subcontractor(s), etc., may also keep a similar,
but not
linked spreadsheet which records details of the goods and/or services supplied
to
the general contractor to date, and the associated payment amounts received in
connection therewith. Such spreadsheets are typically used in the construction
industry because: horizontal business accounting systems do not have the
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construction contract administration functionality needed to be able to
provide a
sufficient level of detail of the scope of work contracted to facilitate a
reasonable
level of assessment to be able to verify the claim/application for works
actually
completed; and, even where sophisticated vertical enterprise resource planning
(ERP) systems are used by one or both contract parties that have the contract
administration function necessary, the systems of each party are disconnected
and
therefore require manual spreadsheet reconciliation.
[0010] Due to the records of contract items being kept separately by, for
example, a general contractor and a subcontractor, there is typically a
requirement
for the general contractor and the subcontractor to communicate with each
other to
discuss the items supplied and the amounts to be paid. Such communications can
be time consuming, inaccurate and the communications may be delayed or missed.
Such communications may include e-mails, regular mail and telephone calls.
Missed or delayed communications can cause problems with the timeliness of
payments, which can lead to misunderstandings and further communication
problems between the general contractor and the subcontractor. Moreover,
missed
and/or delayed communications can lead to problems with contract payments or
contract items not being delivered, or not being delivered in a timely
fashion. These
problems are compounded by the fact that subcontractors, etc., are generally
required to submit claims/applications for contract payments once per month by
a
specified day of the month.
[0011] Aside from the delays and problems associated with current record
keeping practices, in Australia, as well as in several other countries, there
is
Security of Payments or similar statutory adjudication legislation that
governs the
requirements of construction payment claims/applications. In Australia, these
Acts
specify many basic provisions, including: key data to be included in a
claim/application in order for it to be considered a "conforming payment
claim" or
"conforming payment application", etc., that can be enforced under the Act(s);
a
defined time limit by which the respondent (i.e. the first agent, such as, for
example,
a general contractor) must respond to the payment claim/application, after
which
failure to respond makes the claim/application subject to adjudication; and, a
set of
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criteria with which the respondent must comply in order to have been
considered to
have adequately met its obligations - this generally constitutes full payment
or
detailed rationale as to why a claim/application should not be paid in full.
The
Australian Security of Payments legislation is essentially an extension of the
common law contracts between the contractual participants. There are several
common requirements typically imposed under these common law contracts in
accordance with Australian Standards, such as AS4000-1997, A54902-2000 and
A54903-2000. Examples include: the party performing the works to be paid for
(i.e.
the claimant or second agent, such as, for example, a subcontractor) is
usually
required to provide the party paying for the works (i.e. the respondent or
first agent,
such as, for example, a general contractor) with insurance certificates of
currency
(e.g. public liability, workers compensation, etc.) to indemnify the
respondent from
responsibility for the claimant's negligent actions and employees; and, the
claimant
usually has to provide a statutory declaration covering the claim period
stating that
they have paid their workers and subcontractors (if any).
[0012] Given that current practices for managing contracts associated
with
construction projects are largely paper based, manual and inefficient, it can
be
extremely difficult for contracted parties to comply with such Security of
Payments
or similar statutory adjudication legislation. In addition, calculations often
differ from
party to party, and one party will not readily be able to determine how
another party
either calculated or assessed the other's claim/application. This problem is
exacerbated when claims/applications for variations or change orders (i.e.
work that
is added to, or deleted from, the original scope of work of a contract, which
alters
the original contract amount and/or completion date, etc.) are submitted for
approval and payment by second agents, e.g. subcontractors. Another common
problem with current practices is that retention/retainage calculations are
generally
wrong and often neglected. Overall, current practices are slow and disjointed,
resulting in countless hours wasted by all parties on needless spreadsheet
reconciliations, time-consuming disputes (e.g. arbitration) and loss of
productivity,
both on site and in the office, generating ongoing and unnecessary suspicion
and
ill will between contracted parties.
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[0013] There exists some automated, or at least partially automated,
systems
for managing contracts in accordance with construction projects, however none
of
these known systems adequately address the problems outlined above. For
example, some contract payment systems enable a second agent, e.g. a
subcontractor, to submit a payment claim/application to a first agent, e.g. a
general
contractor, using an automated or partially automated process. However, these
contract payment systems are not truly collaborative and do not allow for the
first
agent to assess the amount of a good and/or service which has been supplied by
the second agent, so as to alter the amount paid to the second agent for the
amount
of the good and/or service actually supplied, or assessed as having been
supplied.
Further, such contract payment systems do not allow for a second agent to make
progressive claims/applications for payment of a good and/or service which is
supplied in instalments over a period of time. Other systems, such as document
management systems, allow for some collaboration between first and second
agents, however such systems only include records of project documentation,
such
as plans, contracts and other such documents. These known contract payment
systems do not include any sort of truly collaborative payment systems or
methods.
[0014] Other problems associated with known contract management
systems for construction projects include, but are not limited to: they are
typically
non-compliant with relevant Security of Payments or similar statutory
adjudication
legislation; they cannot be run as a stand-alone system should only one of a
first or
second agent wish to use the system; they offer no integration with external
software systems, such as, for example, budgeting or accounting software; they
do
not automatically or adequately calculate retention/retainage amounts for each
contract payment claim/application; they do not typically allow first, second
and/or
third agents to use a single account to manage or view multiple construction
projects and contracts; they do not provide adequate notifications or
reminders for
the various phases of a contract, such as, for example, reminders for second
agents
to claim for final completion and associated retention/retainage release,
etc.; they
do not adequately enable supporting documentation to be submitted and
distributed
between contracted parties, such as, for example, at each of the contract,
claim,
contract line item and claim line item level; and/or, they do not adequately
display
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project-to-date reconciliations for any given project, or for all
claims/applications
made under a contract for a specific project to any point in time, i.e. they
do not
show or display amounts approved prior to a new claim/application being made,
the
cumulative value claimed up to the date of the new claim/application being
made,
and once approved, the assessed/certified cumulative value approved.
[0015] A need therefore exists for an improved system and/or method for
managing contracts associated with construction projects, one which overcomes
or
alleviates one or more of the aforesaid problems associated with known
systems,
methods or processes for managing contracts associated with construction
projects, or one which at least provides a useful alternative. More
particularly, a
need exists for an improved system and/or method for managing contract
payments
between a first agent and at least one second agent involved in a construction
project, one which simplifies the claims or payment application process and
complies with relevant Security or Payments or similar statutory adjudication
legislation.
DISCLOSURE OF THE INVENTION
[0016] According to one aspect, the present invention provides a system
for
managing contract payments between a first agent and at least one second agent
for a project, said system being operable over a communications network, said
system including: at least one network server connected to said communications
network, said at least one network server acting as a central repository for
storing
and sharing contract information associated with said project; and, at least
one user
operable terminal associated with each of said first and second agents, said
user
operable terminals being configured to be selectively connected to said
communications network for creating, editing, viewing and/or approving said
contract information associated with said project stored at said at least one
network
server; wherein said contract information includes: at least one contract
which
includes at least one contract item entity associated with said project and
said
second agent, said contract item entity representing a contract item being for
a good
and/or service provided by said second agent to said first agent in accordance
with
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said contract, each contract item entity including: at least one item
identifier for
identifying said contract item; an item value representing a first monetary
value of
said contract item as agreed between said first agent and said second agent; a
completion amount for said contract item which said second agent claims to
have
completed; a claim amount representing a second monetary value which said
second agent claims for payment, said claim amount depending on said item
value
and said completion amount; and, an approval amount representing a third
monetary value which is a portion between 0% and 100% of said claim amount
approved by said first agent for payment to said second agent; and, wherein
said
at least one network server generates and provides at least one visual
indicator for
display on said user operable terminals, said at least one visual indicator
being
configured to graphically represent consolidated project-to-date contract
information and/or contract item entity information.
[0017] In one practical preferred embodiment, said second agent populates
said completion amount, and said first agent populates said approval amount
based
on assessment and/or agreement of said completion amount. In an alternative
practical preferred embodiment, one of said first or second agents populates
said
completion amount, and also populates said approval amount based on self-
assessment and/or agreement of said completion amount.
[0018] Preferably, said at least one visual indicator is/are a progress
wheel
and/or a progress bar. It is also preferred that said progress wheel and/or
said
progress bar utilise multiple colours or varying shades of a single colour to
graphically represent consolidated project-to-date or current claim/approval
contract information and/or contract item entity information.
[0019] Preferably, said system further includes at least one external
software
provider or server connected to said communications network, said at least one
external software provider or server being selectively integrable with said at
least
one network server so as to enable data sharing between said at least one
network
server and said at least one external software provider or server, and/or to
enable
various external software functions to be automated and/or controlled by way
of
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said at least one network server. It is also preferred that said at least one
external
software provider or server is selected from the group consisting of: an ERP
software provider; a project collaboration software provider; a procurement
software provider; a cost planning or budgeting software provider; an
accounting
software provider; and/or, any other suitable software or data provider that
may
provide associated or desired software or data that may be accessed or
otherwise
used by said at least one network server.
[0020] Preferably, at least one of said at least one user operable
terminals is
associated with at least one third agent who may also selectively connect to
said
communications network to at least edit and/or view said contract information
associated with said project stored at said at least one network server.
[0021] Preferably, said at least one network server or at least third
party
notification service provider sends multiple notifications to first, second
and/or third
agents during the various phases or said project, these notifications may be
selected from the following group: invitations to first, second and/or third
agents to
collaborate on said project; reminders to populate said completion amount so
as to
submit a claim for payment; notifications of submittal of said claims for
payment;
reminders to populate said approval amount based on assessment and/or
agreement of said completion amount so as to approve a claim; reminders of
approval deadlines in accordance with legislation governing said contract;
notifications of approval of claims; and/or, reminders to claim for final
completion
and associated retention/retainage release.
[0022] Preferably said contract information further includes at least one
variation/change order item entity associated with said project and said
second
agent, said variation/change order item entity representing a variation/change
order
item being for a good and/or service associated with said contract, each
variation/change order item entity including: at least one item identifier for
identifying said variation/change order item; an item value representing a
first
monetary value of said variation/change order item; a completion amount for
said
variation/change order item nominated by said first or second agent; and, an
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approval amount representing a third monetary value approved by said first
agent
for payment to or by said second agent, wherein said at least one network
server
generates and provides at least one visual indicator for display on said user
operable terminals, said at least one visual indicator being configured to
graphically
represent consolidated project-to-date variation/change order item entity
information.
[0023] In one practical preferred embodiment, said first or second agent
populates said completion amount of said at least one variation/change order
item
entity, and said first agent populates said approval amount of said at least
one
variation/change order item entity based on assessment and/or agreement of
said
completion amount. In an alternative practical preferred embodiment, one of
said
first or second agents populates said completion amount of said at least one
variation/change order item entity, and also populates said approval amount,
of said
at least one variation/change order item entity, based on self-assessment
and/or
agreement of said completion amount.
[0024] Preferably, any required supporting compliance documents must be
submitted and/or verified before a claim for payment or approval of a claim
can be
made or processed.
[0025] Preferably, said at least one network server generates claim and
payment schedule documents as part of the process of submitting a claim for
payment or for approving a claim, the claim and payment schedule documents
complying with relevant statutory adjudication legislation.
[0026] According to a further aspect, the present invention provides a
method
for managing contract payments, via a communications network, between a first
agent and at least one second agent for a project, said method including the
steps
of: providing a central repository for storing and sharing contract
information
associated with said project; providing said first and said at least one
second agents
with controlled access to said central repository and said contract
information stored
therein so that they may selectively create, edit, view and/or approve said
contract
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information associated with said project; wherein said contract information
includes:
at least one contract which includes at least one contract item entity
associated with
said project and said second agent, said contract item entity representing a
contract
item being for a good and/or service provided by said second agent to said
first
agent in accordance with said contract, each contract item entity including:
at least
one item identifier for identifying said contract item; an item value
representing a
first monetary value of said contract item as agreed between said first agent
and
said second agent; a completion amount for said contract item which said
second
agent claims to have completed; a claim amount representing a second monetary
value which said second agent claims for payment, said claim amount depending
on said item value and said completion amount; and, an approval amount
representing a third monetary value which is a portion between 0% and 100% of
said claim amount approved by said first agent for payment to said second
agent;
and wherein said method further includes the step of: generating and providing
at
least one visual indicator for display to said first and second agents, said
at least
one visual indicator being configured to graphically represent consolidated
project-
to-date contract information and/or contract item entity information.
[0027] In one practical preferred embodiment, said second agent populates
said completion amount, and said first agent populates said approval amount
based
on assessment and/or agreement of said completion amount. In an alternative
practical preferred embodiment, one of said first or second agents populates
said
completion amount, and also populates said approval amount based on self-
assessment and/or agreement of said completion amount.
[0028] Preferably, said at least one visual indicator is/are a progress
wheel
and/or a progress bar. It is also preferred that said progress wheel and/or
said
progress bar utilise multiple colours or varying shades of a single colour to
graphically represent consolidated project-to-date or current claim/approval
contract information and/or contract item entity information.
[0029] Preferably, said central repository is at least one network server
and
said method further includes the step of: enabling at least one external
software
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provider or server to be selectively integrated with said at least one network
server
so as to enable data sharing between said at least one network server and said
at
least one external software provider or server, and/or to enable various
external
software functions to be automated and/or controlled by way of said at least
one
network server. It is also preferred that said at least one external software
provider
or server is selected from the group consisting of: an ERP software provider;
a
project collaboration software provider; a procurement software provider; a
cost
planning or budgeting software provider; an accounting software provider;
and/or,
any other suitable software or data provider that may provide associated or
desired
software or data that may be accessed or otherwise used by said at least one
network server.
[0030] Preferably, said method further includes the step of: providing at
least
one third agent with controlled access to said central repository and said
contract
information stored therein, so that said at least one third agent may at least
selectively edit and/or view said contract information associated with said
project.
[0031] Preferably, said method further includes the step of: generating
and
sending multiple notifications to first, second and/or third agents during the
various
phases of said project; these notifications may be selected from the following
group:
invitations to first, second and/or third agents to collaborate on said
project;
reminders to populate said completion amount so as to submit a claim for
payment;
notifications of submittal of said claims for payment; reminders to populate
said
approval amount based on assessment and/or agreement of said completion
amount so as to approve a claim; reminders of approval deadlines in accordance
with legislation governing said contract; notifications of approval of claims;
and/or,
reminders to claim for final completion and associated retention/retainage
release.
[0032] Preferably, said contract information further includes at least
one
variation/change order item entity associated with said project and said
second
agent, said variation/change order item entity representing a variation/change
order
item being for a good and/or service associated with said contract, each
variation/change order item entity including: at least one item identifier for
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identifying said variation/change order item; an item value representing a
first
monetary value of said variation/change order item; a completion amount for
said
variation/change order item nominated by said first or second agent; and, an
approval amount representing a third monetary value approved by said first
agent
for payment to or by said second agent, wherein said at least one network
server
generates and provides at least one visual indicator for display on said user
operable terminals, said at least one visual indicator being configured to
graphically
represent consolidated project-to-date variation/change order item entity
information.
[0033] In one practical preferred embodiment, said first or second agent
populates said completion amount of said at least one variation/change order
item
entity, and said first agent populates said approval amount of said at least
one
variation/change order item entity, based on assessment and/or agreement of
said
completion amount. In an alternative practical preferred embodiment, one of
said
first or second agents populates said completion amount of said at least one
variation/change order item entity, and also populates said approval amount,
of said
at least one variation/change order item entity, based on self-assessment
and/or
agreement of said completion amount.
[0034] Preferably, any required supporting compliance documents must be
submitted and/or verified before a claim for payment or approval of a claim
can be
made or processed.
[0035] Preferably, said method further includes the step of: generating
claim
and payment schedule documents as part of the process of submitting a claim
for
payment or for approving a claim, the claim and payment schedule documents
complying with relevant statutory adjudication legislation
[0036] According to yet a further aspect, the present invention provides
a
non-transitory computer readable medium storing a set of instructions that,
when
executed by a machine, cause the machine to execute a method for managing
contract payments, via a communications network, between a first agent and at
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least one second agent for a project, said method including the steps of:
providing
a central repository for storing and sharing contract information associated
with said
project; proving said first and said at least one second agents with
controlled access
to said central repository and said contract information stored therein so
that they
may selectively create, edit, view and/or approve said contract information
associated with said project; wherein said contract information includes: at
least
one contract which includes at least one contract item entity associated with
said
project and said second agent, said contract item entity representing a
contract item
being for a good and/or service provided by said second agent to said first
agent in
accordance with said contract, each contract item entity including: at least
one item
identifier for identifying said contract item; an item value representing a
first
monetary value of said contract item as agreed between said first agent and
said
second agent; a completion amount for said contract item which said second
agent
claims to have completed; a claim amount representing a second monetary value
which said second agent claims for payment, said claim amount depending on
said
item value and said completion amount; and, an approval amount representing a
third monetary value which is a portion between 0% and 100% of said claim
amount
approved by said first agent for payment to said second agent; and wherein
said
method further includes the step of: generating and providing at least one
visual
indicator for display to said first and second agents, said at least one
visual indicator
being configured to graphically represent consolidated project-to-date
contract
information and/or contract item entity information.
[0037] These and other essential or preferred features of the present
invention will be apparent from the description that now follows.
BRIEF DESCRIPTION OF THE DRAWINGS
[0038] In order that the invention may be more clearly understood and put
into practical effect there shall now be described in detail preferred
constructions of
a system and/or method for managing contracts associated with projects,
preferably
construction projects, in accordance with the invention. The ensuing
description is
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given by way of non-limitative examples only and is with reference to the
accompanying drawings, wherein:
[0039] Fig. 1 is a block diagram of a system for managing contracts
associated with construction projects made in accordance with a preferred
embodiment of the present invention;
[0040] Fig. 2 is a flow diagram illustrating a preferred embodiment of a
method for managing contracts associated with construction projects, the
preferred
method being suitable for use with the preferred system shown in Fig. 1;
[0041] Fig. 3 is an exemplary graphical user interface (GUI) screen-shot
illustrating a preferred project dashboard or home page screen that may be
presented to a user in accordance with the preferred method of Fig. 2, and
preferred
system of Fig. 1;
[0042] Fig. 4 is an exemplary GUI screen-shot illustrating a preferred
detailed
project page or screen that may be presented to a user upon the user selecting
to
view details of a specific project displayed within the preferred project
dashboard
or home page screen of Fig. 3;
[0043] Fig. 5 is an exemplary GUI screen-shot illustrating a preferred
new
contract creation page(s) or screen(s) that may be presented to a user upon
the
user selecting to add a new contract for a specific project displayed within
the
preferred detailed project page or screen of Fig. 4;
[0044] Fig. 6 is an exemplary GUI screen-shot illustrating a preferred
detailed
contract page or screen that may be presented to a user upon the user
selecting to
view details of a specific contract displayed within the preferred detailed
project
page or screen of Fig. 4;
[0045] Fig. 7 is a flow diagram illustrating, in detail, how claims or
payment
applications may preferably be made in accordance with the preferred method
for
managing contracts associated with construction projects shown in Fig. 2;
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[0046] Fig. 8 is an exemplary GUI screen-shot illustrating a preferred
page
or screen that may be presented to a user upon the user selecting to make a
new
claim or payment application in accordance with a selected contract displayed
within the preferred detailed contract page or screen of Fig. 6;
[0047] Fig. 9 is a flow diagram illustrating, in detail, how claims or
payment
applications may preferably be assessed and/or approved in accordance with the
preferred method for managing contracts associated with construction projects
shown in Fig. 2; and,
[0048] Fig. 10 is an exemplary GUI screen-shot illustrating a preferred
page
or screen that may be presented to a user upon the user selecting to assess
and/or
approve a claim or payment application in accordance with the preferred method
for assessing and/or approving claims shown in Fig. 9.
MODES FOR CARRYING OUT THE INVENTION
[0049] In the following detailed description of the invention, reference
is
made to the drawings in which like reference numerals refer to like elements
throughout, and which are intended to show by way of illustration specific
embodiments in which the invention may be practiced. It is to be understood
that
other embodiments may be utilised and that procedural and/or structural
changes
may be made without departing from the spirit and scope of the invention.
[0050] Unless specifically stated otherwise as apparent from the
following
discussion, it is to be appreciated that throughout the description,
discussions
utilising terms such as "processing", "computing", "calculating", "acquiring",
"transmitting", "receiving", "determining", and/or "displaying", or the like,
refer to the
action and processes of a computer system, or similar electronic computing
device,
that manipulates and transforms data represented as physical (electronic)
quantities within the computer system's registers and memories into other data
similarly represented as physical quantities within the computer system
memories
or registers or other such information storage, transmission or display
devices.
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[0051] Discussions regarding apparatus for performing the operations of
the
invention are provided herein. This apparatus may be specially constructed for
the
required purposes, or it may comprise a general purpose computer selectively
activated or reconfigured by a computer program stored in the computer. Such a
computer program may be stored in a computer readable storage medium, such
as, but is not limited to, any type of disk including floppy disks, optical
disks, CD-
ROMs, and magnetic-optical disks, read-only memories (ROMs), random access
memories (RAMs), erasable programmable read-only memory (EPROMs),
electrically erasable programmable read-only memory (EEPROMs), magnetic or
optical cards, or any type of media suitable for storing electronic
instructions, and
each coupled to a computer system bus.
[0052] The software modules, engines or applications, and displays
presented herein are not inherently related to any particular computer or
other
apparatus. Various general purpose systems may be used with programs in
accordance with the teachings herein, or it may prove convenient to construct
more
specialised apparatus to perform the required method steps. The required
structure
for a variety of these systems will appear from the description below. In
addition,
the present invention is not described with reference to any particular
programming
language. It will be appreciated that a variety of programming languages may
be
used to implement the teachings of the invention as described herein.
[0053] A machine-readable medium includes any mechanism for storing or
transmitting information in a form readable by a machine (e.g., a computer).
For
example, a machine-readable medium includes read only memory ("ROM");
random access memory ("RAM"); magnetic disk storage media; optical storage
media; flash memory devices; electrical, optical, acoustical or other form of
propagated signals (e.g., carrier waves, infrared signals, digital signals,
etc.); etc.
[0054] In Fig. 1 there is shown a preferred system 10 for managing
contracts
12n associated with one or more projects 38n (see, for example, Figs. 3 & 4),
such
as, for example, construction projects 38n as hereinbefore described. System
10 is
configured for managing contract payments between a first agent 14n (e.g. a
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general contractor, etc.) and at least one second agent 16n (e.g. a
subcontractor,
etc.) involved in a construction project 38n (hereinafter simply referred to
as
"project(s) 38n"). One or more first agent(s) 14n and their appointed second
agent(s)
16n may use system 10 to (preferably) collaboratively manage contract payments
for any number of projects 38. Alternatively, system 10 may be used as a
"stand-
alone" system should only one of first agent 14n or second agent 16n wish to
use
system 10 so as to "self-assess" one or more contracts 12n for any given
project
38n ¨ as will be described in further detail below. System 10 is suitable for
use over
a communications network(s) 18n, as shown. It should be understood however,
that system 10 is not limited to that use only. For example, although not
shown in
Fig. 1, it will be appreciated that system 10 could be provided to first
and/or second
agents 14n, 16n, by way of software and/or hardware installed locally on a
single
user terminal 28n (i.e. enabling both a first and second agent(s) 14, 16, to
collaborate using the same user terminal 28, or enabling one of a first or
second
agent 14n, 16n, to use system 10 in a stand-alone mode, without the need of
communications network(s) 18n).
[0055] System 10 includes at least one network server 20n, which includes
at least one computing device 22, which may host and/or maintain a plurality
of
tools or applications 24- (e.g. software and/or hardware applications, etc.)
and
databases/storage devices 26n, that provide a means of managing contract
payments between a first agent 14n and second agent(s) 16n involved in a
project
38.
[0056] Network server 20n is designed to receive/transmit data from/to at
least one user terminal 28, via communications network 18n. The term "user
terminal(s) 28" refers to any suitable type of computing device or software
application, etc., capable of transmitting, receiving and/or displaying data
as
described herein, including, but not limited to, a mobile or cellular phone, a
smart
phone, an App (e.g. iOS or Android) for a smart phone, a connected Internet of
Things ("loT") device; a Personal Digital Assistant (FDA), and/or any other
suitable
computing device, as for example a server, personal, desktop, tablet, or
notebook
computer.
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[0057] Network server 20n is also designed to receive/transmit data
from/to
at least one external software provider or server 30n (hereinafter simply
referred to
as "external software provider(s) 30n"), via communications network 18n. The
term
"external software provider 30n" refers to any suitable external
service/software
provider that hosts and/or maintains software or data (such as, for example,
in a
cloud environment) for first or second agents 14n, 16n, etc., and which
software or
data may be accessed or otherwise used by system 10 for the purpose of
integration with system 10. External software providers 30n may include, but
are
not limited to: ERP software providers, such as, for example, ViewpointTM,
JobpacTM, Sage 300 Construction and Real EstateTM (formerly, Sage Timberline
OfficeTm), and, Construction Industry Solutions (COINSTm); project
collaboration
software providers (e.g. document management providers, etc.), such as, for
example, AconexTM; procurement software providers; cost planning or budgeting
software providers; and/or, accounting software providers, such as, for
example,
XeroTM, MYOBTM, QuickbooksTM, and, Sage OneTM; and/or, any other suitable
software or data providers (whether cloud based, or otherwise) that may
provide
associated or desired software or data that may be accessed or otherwise used
by
system 10 for the purpose of integration with system 10.
[0058] User terminals 28n are each configured to be operated by at least
one
user of system 10. The term "user" refers generally to first and second agents
14n,
1 6n, as hereinbefore described. The term "user" may also refer to one or more
third
agent(s) 32n which may also use or interact with system 10 as will be
described in
further detail below. First, second 14n, 1 6, and possibly third agents 32,
are able
to interact with system 10 by being in possession of, or stationed at, a user
terminal(s) 28. In accordance with system 10, first, second 14n, 1 6n, and
possibly
third agents 32n, may utilise a user terminal(s) 28n in order to, for example:
transmit,
receive and/or display data associated with projects 38n and one or more
contracts
12n associated therewith; submit or exchange information (e.g. project 38n,
contract
12n or user information, supporting documentation, etc.) associated with
projects
38n and/or one or more contracts 12n associated therewith; maintain
permissions
or access to projects 38n or contracts 12n in accordance with system 10;
submit
claims/applications for contract payments (for example, by a second agent
16n);
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approve (in part or full) or decline claims/applications for contract payments
(for
example, by a first agent 14n); transmit, receive and/or display data
associated with
external software provider(s) 30n, and/or to allow system 10 to interact with
external
software provider(s) 30n to, for example, exchange data, generate invoices,
and/or
to perform reconciliations or the like, etc.; and, receive notifications (e.g.
reminders,
etc.) from network server 20n concerning projects 38n or contracts 12n, and
the
various phases associated therewith, in accordance with the invention.
[0059] User terminals 28n may include various types of software and/or
hardware (not shown) required for transmitting, receiving and/or displaying
data
to/from network server 20n and external software provider(s) 30n, via
communications network 18n, in accordance with system 10 including, but not
limited to: web-browser or other GUI 34n application(s) or App(s) (not shown),
which
could simply be an operating system installed on user terminal 28n that is
capable
of actively transmitting, receiving and/or displaying data on a screen without
the
need of a web-browser GUI, etc.; monitor(s); GUI pointing devices; and/or, any
other suitable data acquisition, transmission and/or display device(s) (not
shown).
[0060] External software provider(s) 30n is/are configured to be accessed
by
first, second and/or third agents 14n, 16n, 32, by way of their user
terminal(s) 28,
for the purpose of them viewing or using the software or data hosted and/or
maintained thereat. External software provider(s) 30n is/are also configured
to be
accessed by network server 20n, preferably after having been authorised to do
so
by a first, second and/or third agent 14n, 16n, 32, so that the software
and/or data
hosted and/or maintained by external software provider(s) 30n can be
integrated
with system 10. For example, should external software provider(s) 30n be a
cloud
based accounting software provider (such as, for example, XeroTM, MYOBTM,
QuickbooksTM, and, Sage OneTM, etc.), then system 10 may be configured to
selectively and/or automatically import and/or exchange data between network
server 20n and external software provider 30n so as to, for example, allow
invoices
to be generated automatically, or to allow accounts to be reconciled, etc.
Similarly,
should external software provider(s) 30n be an ERP software provider (such as,
for
example, ViewpointTM, JobpacTM, Sage 300 Construction and Real EstateTM, and,
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COINSTm), then system 10 may be configured to selectively and/or automatically
import/export and/or exchange data between network server 20n and external
software provider 30n so as to, for example, allow ERP project or contract
information, reference numbers, etc., to be imported into system 10, or to
allow
system 10 records to be reconciled with ERP records, etc.
[0061] Network server 20n is configured to communicate with user
terminals
28n and external software provider(s) 30n via any suitable communications
connection or network 18n (hereinafter referred to simply as a "network(s)
18n").
External software provider(s) 30n is/are configured to transmit and receive
data
to/from network server 20n and user terminals 28n, via network(s) 18n. User
terminals 28n are configured to transmit, receive and/or display data from/to
network
server 20n and external software provider(s) 30n, via network(s) 18n. Each
user
terminal 28n and external software provider 30n may communicate with network
server 20n (and each other, where applicable) via the same or a different
network
18. Suitable networks 18n include, but are not limited to: a Local Area
Network
(LAN); a Personal Area Network (PAN), as for example an Intranet; a Wide Area
Network (WAN), as for example the Internet; a Virtual Private Network (VPN); a
Wireless Application Protocol (WAP) network, or any other suitable
telecommunication network, such as, for example, a GSM, 3G or 4G network;
Bluetooth network; and/or any suitable WiFi network (wireless network).
Network
server 20n, external software provider(s) 30n, and/or user terminal 28n, may
include
various types of hardware and/or software necessary for communicating with one
another via network(s) 18n, and/or additional computers, hardware, software,
such
as, for example, routers, switches, access points and/or cellular towers, etc.
(not
shown), each of which would be deemed appropriate by persons skilled in the
relevant art.
[0062] For security purposes, various levels or security, including
hardware
and/or software, such as, for example, firewalls, tokens, two-step
authentication
(not shown), etc., may be used to prevent the unauthorized access to, for
example,
network server 20n and/or external software provider(s) 30n. Similarly,
network
server 20n and/or external software provider(s) 30n may utilise security (e.g.
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hardware and/or software ¨ not shown) to validate access by user terminals 28,
or
when exchanging information between respective servers 20n, 30n. It is
also
preferred that network server 20n performs validation functions to ensure the
integrity of data transmitted between external software provider(s) 30n and/or
user
terminals 28. A person skilled in the relevant art will appreciate such
technologies
and the many options available to achieve a desired level of security and/or
data
validation, and as such a detailed discussion of same will not be provided.
Accordingly, the present invention should be construed as including within its
scope
any suitable security and/or data validation technologies as would be deemed
appropriate by a person skilled in the relevant art.
[0063]
Communication and/or data transfer between network server 20n,
external software provider(s) 30n and/or user terminals 28n, may be achieved
utilising any suitable communication, software architectural style, and/or
data
transfer protocol, such as, for example, FTP, Hypertext Transfer Protocol
(HTTP),
Representational State Transfer (REST); Simple Object Access Protocol (SOAP);
Electronic Mail (hereinafter simply referred to as "e-mail"), postal or
regular mail,
Unstructured Supplementary Service Data (USSD), voice, Voice over IP (VolP),
Transfer Control Protocol / Internet Protocol (hereinafter simply referred to
as
"TCP/IP"), Short Message Service (hereinafter simply referred to as "SMS"),
Multimedia Message Service (hereinafter simply referred to as "MMS"), any
suitable
Internet based message service, any combination of the preceding protocols
and/or
technologies, and/or any other suitable protocol or communication technology
that
allows delivery of data and/or communication/data transfer between network
server
20n, external software provider(s) 30n and/or user terminals 28, in accordance
with
system 10. Similarly, any suitable data transfer or file format may be used in
accordance with system 10, including (but not limited to): text; a delimited
file
format, such as, for example, a CSV (Comma-Separated Values) file format; a
RESTful web services format; a JavaScript Object Notation (JSON) data transfer
format; a PDF (Portable Document Format) format; and/or, an XML (Extensible
Mark-Up Language) file format.
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[0064] Access to network server 20n and the transfer of information
between
network server 20n, external software provider(s) 30n and/or user terminals
28n,
may be intermittently provided (for example, upon request), but is preferably
provided "live", i.e. in real-time. Similarly, system 10 may enable users,
e.g. first,
second or third agents 14n, 16n, 32n, to, for example, prepare or approval
claims or
payment applications, etc., in an offline manner, such that when their user
terminal(s) 28n is/are again selectively connected to network(s) 18n, those
claims,
payment applications, or approvals related thereto, may be received by network
server 20n, of system 10, and processed thereafter according to the invention
as
herein described.
[0065] As already outlined above, system 10 is designed to provide an
improved process for managing contract payments between a first agent 14n
(e.g.
a general contractor, etc.) and at least one second agent 16n (e.g. a
subcontractor,
etc.) involved in a project 38. System 10 is designed and configured to
simplify
and automate the submission and approval of contract payment claims (e.g.
progress claims, payment applications, etc.) between contractual parties (e.g.
first
and second agents 14, 16n). System 10 facilitates the agreement between the
parties 14, 16, as to the amount payable for any particular claim/application
in
accordance with a contract 12n, but preferably does not control the
transmittal of
any actual funds.
[0066] System 10 does not make assumptions about the business/service
type of any first or second agent 14n, 16n (e.g. financier, head contractor,
consultant,
subcontractor, etc.). Only their capacity to a specific contract 12n (e.g.
whether they
are a first or second agent 14n, 16n) is considered. Contracts 12n may be
managed
collaboratively (i.e. where both first and second agents 14n, 16n, are system
10
users), or in a stand-alone manner (i.e. where only one contractual party,
e.g. first
or second agent 14n, 16n, need be a system 10 user). System 10 preferably
provides a single central repository for all users 14n, 16n and 32. A single
account
may preferably be used per first or second agent 14n, 16n, regardless of how
many
other second or first agents 16n, 14n, that user is managing contracts 12n
with. Each
first, second or third agent 14, 16, 32, that uses system 10 has the capacity
to
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maintain its own information. Where a first or second agent 14n, 16n has
created a
contract(s) 12n in a stand-alone configuration then that first or second agent
14n,
16, will also have the ability to maintain its own copy of its counterparty's
(e.g.
second or first agent 16n, 14n) details/information.
[0067] System 10 preferably supports first and/or second agents 14, 16,
having multiple legal entities, so that a parent organisation operating
multiple
businesses or legal structures can have contracts 12n related to each legal
structure
within the one system 10 account subscription. For example, where a first
agent
14n operates under different legal entities in various States of Australia,
that first
agent 14n can use one system 10 account subscription to manage projects 38n
and
contracts 12n for all related legal entities.
[0068] Account subscriptions for use with system 10 are preferably
managed
at an organisation level, wherein one or multiple users may be associated with
each
account. Similarly, user permissions and notification options for each account
subscription (and each user appointed to an account) are preferably configured
at
an organisation level, and may also be configured at a project 38n level.
[0069] In accordance with system 10, one or more contracts 12n exist
within
the context of a project 38. Each first, second and/or third agent 14n, 16n,
32, that
is a party to one or more contracts 12n for a project 38n can see an
aggregated set
of values for its contracts 12n on a per project 38n basis. First and second
agents
14n, 16n, preferably only ever see contracts 12n to which they are a party
thereto.
Third agents 32n are preferably only ever able to see contracts 12n, and
associated
project 38n information, for projects 38n to which they have been appointed as
an
authorised third-party agent by at least one of a first and/or second agent
14n, 16n.
In accordance with system 10, access to contracts 12n may also be preferably
further restricted based on user permissions at individual/organisation and/or
project 38n level. For example, access to contract payment claim/application
information regarding a specific contract 12n may be restricted based upon the
status of a claim/application and/or the first or second agents 14, 16n
capacity
under the contract 12n. As such, and by way of an example only, a first agent
14n
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preferably cannot see a contract payment claim/application until it is
submitted by
a second agent 16n, and likewise, the second agent 16n preferably cannot see
approval values applied to a contract payment claim/application until the
approval
process is finalised by the first agent 14n. Contract payment
claims/applications for
any given contract 12n may be made at the absolute discretion of second agent
16n,
subject to (preferably) having only one pending claim/application per contract
12n
at any time.
[0070] Each
contract payment claim or payment application made in
accordance with system 10 constitutes a project-to-date reconciliation of all
claims
or payment applications made under a specific contract 12n to that point in
time (i.e.
the date and time upon which the claim/application is made/approved, or any
given
date in between claims/applications or approvals). As will be described in
further
detail below (with reference to, for example, Figs. 6 & 8), each contract,
contract
payment claim or payment application clearly and cleverly shows or displays,
using
progress bars 120b, 122e, progress wheels 112b or the likes (e.g. other forms
of
colour coded visual indicators, etc.), amounts approved prior to a new
claim/application being made, the cumulative value claimed up to the date of
the
new claim/application being made, and once approved, the assessed/certified
cumulative value approved in accordance with the applicable contract 12n.
Further,
for any given project 38n, the completion status of all consolidated contracts
12n
associated with the project 38n may be clearly and cleverly displayed by way
of, for
example, a number representing a completion percentage amount and/or a
progress wheel 39n (see, Fig. 4), progress bar, or the like (e.g. other form
of colour
coded visual indicator, etc.).
[0071] In
accordance with system 10, required retention/retainage
parameters for any given project 38n can be set at a contract 12n level. By
setting
or fixing retention/retainage amounts at a contract 12n level, system 10 is
able to
automatically calculate retention/retainage amounts for each payment
claim/application made against a specific contract 12n. Hence,
any
retention/retainage amounts are always captured and automatically applied to
contracts 12n, and hence, contract payment claims/applications and approvals.
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[0072] System
10 preferably stores (for example, in databases/storage
devices 26n, etc., of network server 20n) a full history of all payment
claims/applications relevant to each contract 12n. A full audit trail of
claimed versus
approved values for contract payment claims/applications as at a point in
time,
along with all necessary supporting information/documentation is also
preferably
captured (i.e. attached to, or associated with, contracts 12n, payment
claims/applications, approved claims/applications, etc.) and stored (for
example, in
databases/storage devices 26n, etc., of network server 20n) by system 10.
Supporting information/documentation can preferably be attached to a first or
second agent's 14n, 16n, core system data at the following levels: contract
12n;
contract payment claim (e.g. progress claim or payment application, etc.);
contract
12n line item; and/or, claim line item. By keeping a full history or audit
trail, along
with capturing all necessary information/documentation associated with first
and/or
second agents 14n, 16n, etc., projects 38n and contracts 12n associated
therewith,
system 10 is also able to assist all contractual parties (e.g. first and
second agent(s)
14, 16n) to comply with the relevant statutory adjudication legislation or
rules
governing a contract 12n, such as, for example the Australian Security of
Payments
legislation, etc.
[0073] Given
that both network server 20n and user terminals 28, of system
10, are configured to interact with external software provider(s) 30n, system
10 also
streamlines and improves other processes associated with the management of
projects 38n and contracts 12n associated therewith. By being able to
integrate
system 10 with, for example, an ERP software provider (such as, for example,
ViewpointTM, JobpacTM, Sage 300 Construction and Real EstateTM, and, COINSTm),
compliance with, for example, a first agent's 14n ERP software is very simply
and
effectively achieved.
Likewise, integration with, for example, cloud based
accounting software providers (such as, for example, XeroTM, MYOBTM,
QuickbooksTM, and, Sage OneTm), enables system 10 to streamline and simplify
accounting processes, such as, for example, invoicing and account
reconciliations,
for first and/or second agents 14n, 1 6n, etc. Of course there could be many
other
forms of software and/or data hosted and/or maintained by external software
provider(s) 30n which could be accessed and integrated with system 10 in
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accordance with the invention. Accordingly, the present invention should not
be
constructed as limited to any one or more of the integration examples provided
herein, but instead should be construed broadly so as to include within its
scope
any form of integration with external software and/or data that would be
deemed
appropriate and/or applicable by a skilled person.
[0074] System 10 preferably also generates and sends multiple
notifications
during the various phases of a project 38n. Such notifications may be
generated
and sent by network server 20n of system 10, or may be generated and sent by
an
external or third party server or provider 33n, such as, for example,
MandrillTM or
any other suitable third party notification server/provider 33n. It is
preferred that one
or more of the following notifications are generated and sent in accordance
with
system 10: invitations (to first, second and/or third agents 14, 16, 32n) to
collaborate using system 10; reminders (to second agents 16n) to submit
contract
payment claims/applications on a given day of the month (on a per project 38n
basis); notifications (to first agents 14n) of contract payment
claim/application
submissions, with system-generated documents (and any documents supplied by
second agents 16n) attached thereto; reminders (to first agents 14n) that a
contract
payment claim/application is close to the approval deadline under the relevant
legislation, if any, governing the contract; reminders (to approvers, e.g.
third agents
32, in a multi-stage approval project 38n) that one or more contract payment
claims/applications are up to their approval stage; notifications (to second
agents
16n, etc.) of contract payment claim/application approvals with system-
generated
documents (and any documents supplied by first agents 14n, etc.) attached
thereto;
and/or, reminders (to second agents 16n) to claim for final completion and
associated retention/retainage release. Of course there could be many other
forms
of notifications generated and sent in accordance with system 10 of the
present
invention. Accordingly, the present invention should not be constructed as
limited
to any one or more of the notification examples provided herein, but instead
should
be construed broadly so as to include within its scope any form of
notification that
would be deemed appropriate and/or applicable by a skilled person.
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[0075] As already briefly outlined above, the one or more computing
device(s) 22n of network server 20n, of system 10, may host and/or maintain a
plurality of applications 24- (such as software and/or hardware modules or
engines)
and databases/storage devices 26n that enable multiple aspects of system 10 to
be
provided over network(s) 18n. These applications 24- and databases/storage
devices 26n may include, but are not limited to: one or more databases/storage
devices 26n for storing: user (e.g. first, second and third agent 14, 16, 32n)
information; project 38n information; and/or, contract 12n information (such
as, for
example, full history or audit trail of payment claims/approvals made in
accordance
with a contract 12n, along with any/all supporting information/documentation
applicable to each contract 12n and/or claim/approval); one or more module(s)
or
application(s) 24- for communicating with user terminals 28n for the purpose
of
receiving, processing and/or capturing: user (e.g. first, second and third
agent 14n,
16n, 32n) information (including user permissions and/or access information,
multiple entity information, etc.); project 38n information; and/or, contract
12n
information/documentation (including any supporting information/documentation,
retention/retainage information, etc.); one or more module(s) or
application(s) 24n
for communicating with user terminals 28n for the purpose of receiving,
processing
and/or capturing contract payment claim/application information (including any
variation/change order information, and any supporting
information/documentation
applicable to each claim/application); one or more module(s) or application(s)
24n
for communicating with user terminals 28n for the purpose of receiving,
processing
and/or capturing contract payment claim/application approval or disapproval
information (including any supporting information/documentation applicable to
the
approval or otherwise of each claim/application); one or more module(s) or
application(s) 24- for calculating and determining retention/retainage amounts
applicable to each contract 12n and payment claim/application and approval
made
against each contract 12n; one or more module(s) or application(s) 24- for
generating and displaying project-to-date financial data reconciliation or
consolidation information (hereinafter simply referred to as "financial data
display
engine 24n"), such as, for example, in the form of progress wheels 39, 112b
(see,
for example, Figs. 3 & 4, or Fig. 6) and/or progress bars 120b, 122en (see,
for
example, Figs. 8 & 10), or some other form of (preferably) colour coded visual
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indicator, etc. (not shown), applicable to each project 38n (e.g. using
progress
wheels 39, etc.), contract 12n (e.g. using progress wheels 112b, or progress
bars
120b, etc.) and contract item(s) 104n or variation/change order item(s) 124n
(e.g.
using progress bars 122e, etc.), etc.; one or more module(s) or application(s)
24n
for communicating with user terminals 28n and external software provider(s)
30n for
the purpose of integrating system 10 with the external software and/or data
hosted
and/or maintained by external software provider(s) 30n; one or more module(s)
or
application(s) 24n (which could, for example, be provided by a third party
notification
server or provider 33n, e.g. MandrillTM, etc.) for generating and sending
notifications
to users (e.g. first, second and/or third agent 14n, 16n, 32n) via their user
terminals
28; and/or, one or module(s) or application(s) 24- (which could, for example,
be
provided by a third party payment gateway server or provider 33n, such as, for
example, StripeTM, PayPalTM, etc.) for processing user (e.g. first, second
and/or
third agent 14n, 16n, 32n) account subscription payments for system 10.
[0076] Although separate modules, applications or engines 24n have been
outlined, each for effecting specific preferred aspects (or combinations
thereof) of
system 10, it should be appreciated that any number of
modules/applications/engines 24- for performing any one, or any suitable
combination of, aspects of system 10, could be provided in accordance with the
present invention. Similarly, it should be appreciated that not all of
databases/storage devices 26n and/or modules/applications/engines 24- as
described herein need be hosted and/or maintained by network server 20n of
system 10 in order to perform the invention. That is, any one or more of
database(s)/storage device(s) 26n and/or modules/applications/engines 24n
could
be hosted or provided by a third party server or provider 33n (such as, for
example:
MandrillTM, or other notification service provider 33n, etc., in the case of
the one or
more module(s) or application(s) 24- for generating and sending notifications
to
users 14n, 16n, 32; and/or, StripeTM, or other payment gateway provider 33n,
etc.,
in the case of the one or more modules(s) or application(s) 24- for processing
user,
14, 16, 32, account subscription payments on behalf of system 10). A skilled
person will appreciate that many such, or alternative, third party server(s)
or
provider(s) 33n could be used to provide any number of the preferred aspects
or
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features of the present invention as herein described. Accordingly, network
server
20n, of system 10, of the present invention should not be construed as having
to
provide all of database(s)/storage device(s)/application(s)/module(s) 26n/24n
in
order to perform the teachings of the invention.
[0077] In order to clearly demonstrate that network server 20n need not
provide all of application(s)/engine(s)/module(s) 24, or database(s)/storage
device(s) 26n, of system 10, in order to perform the teachings of the
invention, and
hence, that any one or more of the database(s)/storage
device(s)/application(s)/module(s) 26n/24n, may be provided by an external
third
party server(s) or provider(s) 33, in Fig. 1, network server 20n is depicted
as being
connected to, or in communication with, third party server(s)/provider(s) 33n
by way
arrows illustrated in dashed-lines and network(s) 18n (which of course may be
the
same or a different network(s) 18n (e.g. a secure network(s) 18n) to that of
all other
network(s) 18n depicted in Fig. 1). The arrows representing the connection or
communication between network server 20n and third party server(s)/provider(s)
33, via network(s) 18n, are illustrated in dashed-lines so as to demonstrate
that the
use of one or more third party server(s)/provider(s) 33n in accordance with
system
is optional, i.e. if desired, network server 20n could readily provide all
aspects of
system 10.
[0078] In order to provide a more detailed understanding of the operation
of
preferred system 10 of the present invention, reference will now be made to
the
exemplary GUI screen-shots 34- (e.g. web-browser GUI screen-shots, or other
similar GUI screen-shots, as shown) shown in Figs. 3, 4, 5, 6, 8 & 10, which
illustrate
preferred constructions of various screens or pages 34- that may be presented
to
first, second and/or third agents 14n, 16n, 32, in accordance with system 10
as
herein described. Although exemplary web-browser GUI screen-shots 34- are
shown and described with reference to Figs. 3, 4, 5, 6, 8 & 10, it will be
appreciated
that any suitable GUI 34n may be used depending on the application of system
10
(e.g. collaborative versus stand-alone, etc.), and the way in which GUI(s) 34n
of
system 10 are accessible via, for example, network(s) 18n, to first, second
and/or
third agents 14, 16, 32, via user terminals 28. Similarly, the content of GUI
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screen-shots 34- shown in Figs. 3, 4, 5, 6, 8 & 10 only represents an example
of
the type of information that may be displayed to users (e.g. first, second
and/or third
agents 14, 16, 32n) of system 10. Accordingly, the present invention should
not
be construed as being limited to any or more of the specific GUI screen-shot
34n
examples provided.
[0079] Preferred GUI screen-shots 34n of Figs. 3, 4, 5, 6, 8 & 10 will be
described in conjunction with the flow diagrams of Figs. 2, 7 & 9, which
illustrate
preferred methods 200, 236, 238, for managing contract payments between a
first
agent 14n (e.g. a general contractor, etc.) and at least one second agent 16n
(e.g.
a subcontractor, etc.) involved in a project 38. Preferred methods 200, 236,
238,
are suitable for use with system 10 (shown in Fig. 1) of the present
invention. It
should be understood, however, that preferred methods 200, 236, 238, described
with reference to the flow diagrams of Figs. 2, 7 & 9, only illustrate
examples of the
way in which project contract payments may be managed in accordance with
system 10. Many other methods (not shown) may be utilised to achieve the same
or similar result and as such the present invention should not be construed as
limited to the specific examples provided. Further, it will be appreciated by
a skilled
person that not all method steps are recited herein, and/or that some method
steps
that are recited herein are not essential to the operation of methods 200,
236, 238.
Various steps that are not recited, or which may be readily omitted, will be
readily
apparent to a skilled person and thus need not be described in detail herein.
[0080] A flow diagram illustrating a preferred method 200 for managing
contract payments associated with projects 38n is shown in Fig. 2. As can be
seen
in Fig. 2, the preferred process of managing contract payments associated with
projects 38n in accordance with method 200 commences at one of steps 202a,
202b, or 202c, depending on whether or not a user, e.g. a first, second or
third
agent 14n, 16n, 32n, already has an existing user account and login details
for
accessing system 10 (as represented by step 202c), or whether or not the user
14n,
1 6n, 32n, elects to sign up and create their own account without being
prompted (as
represented by step 202a), or is invited or otherwise prompted to sign up and
create
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an account by another user 14n, 16n, 32, so as to be able to collaborate on a
project
38n with that other user(s), 14n, 16n, 32n (as represented by step 202b).
[0081] When a user 14n, 16n, 32, wishes, or is prompted, to sign up to
create
an account by way of either steps 202a or 202b, method 200 continues at step
204,
whereat the user 14n, 16n, 32, is provided with a GUI screen(s) (not shown),
accessible via their user terminal(s) 28n, for inputting the required
information
necessary to create a new account. Should the user (e.g. a first or second
agent
14n, 16n) have been invited to sign up and create an account (as represented
by
step 202b) by another (existing) user (e.g. a second or first agent 16, 14n)
of
system 10, then some of the required information (such as, for example, the
individual/entity name, address, e-mail address, and/or telephone number,
etc.)
necessary to create a new account may have been already pre-populated for that
user 14n, 16n, by system 10 (e.g. by way of having been previously inputted by
the
inviting party, e.g. second or first agent 16n, 14n).
[0082] Information required for creating a new account may include, but
is
not limited to: one or more valid e-mail address(es); individual/organisation
details
(which could include multiple individuals/entities) including name(s),
address(es),
company registration details, telephone number(s), etc.; logos (e.g. company
logos,
etc.) or profile pictures; permissions for each individual/entity, if
applicable; and/or,
payment details (e.g. credit card, direct debit, etc.) necessary for charges
associated with the user 14n, 16n, 32n, account, if applicable. To assist a
user 14n,
16n, 32n, with inputting the required information for creating a new account,
system
may provide automated tools (not shown) for capturing certain user 14n, 16n,
32n, information, such as, for example, an automated tool for looking up and
capturing an address(es) in the correct format required for a certain
jurisdiction, or
an automated tool for looking up and capturing company registration details
(e.g.
an ABN (Australian Business Number) or ACN (Australian Company Number) look
up facility for Australian company registration details). A skilled person
will
appreciate these and other such automated tools or facilities (not shown)
which
could be used for automating the capture of user 14n, 16n, 32n information in
accordance with system 10 of the present invention. Accordingly, a detailed
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discussion of how such tools or facilities operate need not be provided
herein.
Regardless of how the required user 14n, 16n, 32n information is inputted by
way of
GUI screen(s) (not shown), such information is captured (by way of, e.g. one
or
more module(s) or application(s) 24- of network server 20n) and stored (in,
for
example, one or more databases/storage devices 26n associated with network
server 20n) by system 10. A skilled person will appreciate many ways in which
an
account for use with system 10 may be created in accordance with the present
invention, and as such, a detailed discussion of how an account may be created
need not be provided herein.
Similarly, processes and varying levels of
authentication, etc., for logging into and out of system 10 will be readily
understood
by a skilled person, and as such, those processes, authentication
requirements,
etc., need not be described herein in detail. Accordingly, any suitable
account
creation, sign-in/sign-out processes, and/or authentication techniques are to
be
understood as being included within the spirit and scope of the invention as
herein
described.
[0083] After
having signed up and created a new account at step 204, or after
having logged into system 10 by way of an existing user 14n, 16n, 32, account
(as
represented by step 202c), method 200 continues at step 206, whereat the user
14n, 16n, 32, is presented with, or arrives at, their GUI "project dashboard"
screen
34- (hereinafter simply referred to as "dashboard screen 34n"), by way of
their user
terminal(s) 28. The dashboard screen 34- is also preferably the "home page" of
the preferred GUI 34n interface(s)/screen(s)/page(s) provided by system 10. An
exemplary GUI screen-shot 34- of a preferred dashboard screen 34- is shown in
Fig. 3.
[0084]
Referring to Fig. 3, it can be seen that preferred dashboard screen
34, which in this example is that of a first agent 14n or "builder" (as is
indicated by
the exemplary generic name (which would normally simply be the user's 14n
name,
initials, alias, etc., and not a reference to the user's 14n, etc., role as
part of a project
38n) applied to the button or region 36 toward the top right hand corner of
screen
34n¨ the button/region 36 revealing a drop-down menu or the like (not shown)
when
selected or hovered over using a GUI pointing device, pen, finger, etc. ¨ as
will be
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described in further detail below) preferably displays one or more projects
38n with
which first agent 14n is involved. If first agent 14n has yet to create any
projects 38n
for use with system 10, dashboard screen 34- may simply be presented to first
user
14n as a blank screen (not shown) until such time that one or more new
project(s)
38n are created (preferred processes for creating new projects 38n will be
described
in detail below). Likewise, if first agent 14n (or any other agent 16, 32, for
that
matter) is only involved in a single project 38n, then dashboard screen 34n
may be
configured to display that single project 38n in a more detailed, or expanded
manner/view, such that, for example, brief details of any/all contracts 12n
associated with that project 38, and any other desired project 38n related
information, is/are visible by default upon logging into system 10 and
arriving at
dashboard screen 34- (see, for example, the exemplary single project 38n
expanded GUI screen-shot 34n shown in Fig. 4 ¨ which will be described in
further
detail below).
[0085] Each project 38n displayed on dashboard screen 34, in its concise
or
collapsed format as shown in Fig. 3, preferably provides summary information
concerning the status of all contracts 12n associated with that particular
project 38.
This summary information may include, but is not limited to: consolidated
contract
12n completion percentage information, which is preferably presented as both a
number and by way of a progress wheel 39n or the like (e.g. other form of
visual
indicator, etc.), which may preferably, and cleverly, visually display the
completion
status of all consolidated contracts 12n for a project 38n, using, for
example, multiple
colours, e.g. one colour for approved contract 12n status information, another
colour
for pending contract 12n claim/application status information, and yet another
colour
for disapproved or variations/change order contract 12n claim/application
status
information; consolidated total contract 12n value information; consolidated
total
contract 12n variation/change order information; consolidated contract 12n
retention/retainage information; the number of contracts 12n associated with
the
specific project 38; and/or, the number of pending payment claims/applications
made in accordance with contracts 12n associated with the specific project
38n.
Although examples of the type of summary information that may be displayed
with
respect to each concise view of a project 38n, shown on dashboard screen 34n,
is
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provided, it will be appreciated that many variations or modifications of such
summary information that may be displayed could be made without departing from
the spirit and scope of the invention. Accordingly, the present invention
should not
be construed as limited to the specific examples provided.
[0086] As already outlined above, it is preferred that the consolidated
financial information and/or progress wheels 39n or the like (e.g. other form
of visual
indicator, etc.) that are displayed within dashboard screen 34, of Fig. 3, are
generated by financial data display engine 24n of network server 20n (or a
third party
service provider 33n, if desired) of system 10. Upon a user 14n, 16n, 32n,
requesting
or otherwise being provided with dashboard screen 34n of Fig. 3, financial
data
display engine 24- preferably retrieves, calculates, analyses and/or
manipulates all
necessary financial data, and then populates the relevant fields or regions
for each
project 38n (displayed in its concise or collapsed form) provided within
dashboard
screen 34. The consolidated financial data for display within dashboard screen
34, may have been prepared in advance by financial data display engine 24,
i.e.
upon a last transaction (e.g. a project 38n or contract 12n being created, a
claim/payment application being made or approved, etc.) being completed, or
may
be prepared in (substantially) real-time upon, for example, a request being
received
by system 10 to display a dashboard screen 34.
[0087] Although not shown in the drawings, it will be appreciated that
dashboard screen 34- of Fig. 3, and/or any of the other preferred GUI screens
34n
shown in Figs. 4, 5, 6, 8 & 10, may be displayed in a condensed format
suitable for
display within/on small GUI facilities 34, such as, for example, for display
on mobile
devices or the like (i.e. user terminals 28n, such as, for example, smart
phones or
tablets). Even in instances when not displayed on a mobile device 28n, it is
preferred that system 10 uses a responsive web design (RWD) programming
approach such that any content displayed on any of GUI screens 34n of system
10
of the present invention, is automatically condensed when, for example, the
GUI
screen 34- is minimised length wise, or otherwise resized, so as to avoid
project
38n, contract 12n, etc., information being chopped off, or otherwise not
viewable,
when GUI screen 34- is minimised length wise, resized, etc. A person skilled
in the
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relevant art will appreciate suitable RWD web programming approaches, and
hence, how content displayed within a GUI screen 34- may be readily condensed
for display on, for example, a mobile device 28, or may be condensed upon a
GUI
screen 34- being reduced in size, etc. Accordingly, a detailed discussion of
how
content displayed within GUI screens 34- may be condensed in accordance with
system 10 of the present invention need not be provided herein.
[0088] If dashboard screen 34- includes more than one project 38n, then
each project 38n displayed on dashboard screen 34- (in the concise or
collapsed
format shown in Fig. 3) may preferably be expanded (to, for example, the
exemplary
single project 38n expanded GUI screen-shot 34n shown in Fig. 4) by simply
selecting or hovering over (e.g. using a GUI pointing device, pen, finger,
etc.) any
region of the selected project 38n shown on dashboard screen 34n.
Alternatively,
first user 14n, etc., may select or hover over (e.g. using a GUI pointing
device, pen,
finger, etc.) the button or region 40n marked with an ">", toward the right
hand side
of each project 38n shown on dashboard screen 34. Yet a further preferred
option
for expanding the concise or collapsed view of a particular project 38n shown
on
dashboard screen 34n, may be to select or hover over (e.g. using a GUI
pointing
device, pen, finger, etc.) the button or region 42n marked with the three
vertically
aligned dots, toward the right hand side of each project 38n shown on
dashboard
screen 34, which may then reveal (by way of, for example, a drop-down menu,
pop-up screen or the like ¨ not shown) one or more further buttons or regions
(not
shown), including a button or region, e.g. a "show project" or "view project"
button
or region, that may then be selected or hovered over (e.g. using a GUI
pointing
device, pen, finger, etc.) so as to expand the view of a particular project
38.
Although not shown, selecting or hovering over the button or region 42n, may
also
reveal a button or region, e.g. an "Edit Project" button or region, which may
be
selected or hovered over so as to enable a first agent 14n, etc., to edit the
particular
project 38n if or as desired (examples of how a project 38n may be edited in
accordance with system 10 will be provided below). Of course, there may be
many
other ways in which the concise or collapsed view of a particular project 38n
(Fig.
3) may be changed to an expanded view (to, such as, the expanded view shown in
Fig. 4) in accordance with system 10 of the present invention. Accordingly,
the
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present invention should not be construed as limited to the specific examples
provided.
[0089] Regardless of the way in which a particular project 38n may be
displayed in an expanded or more detailed view (see, for example, Fig. 4) in
accordance with system 10, first user 14n, etc., may return to their dashboard
screen 34n (Fig. 3) at any time by (preferably) either selecting or hovering
over (e.g.
using a GUI pointing device, pen, finger, etc.) the home button or region 44,
or the
system 10 branded button or region 46, or by using an inbuilt GUI "back"
button
should one be available. Yet a further preferred option for returning to one's
dashboard screen 34n could be to select or hover over (e.g. using a GUI
pointing
device, pen, finger, etc.) the root or first directory (e.g. "My 2 Projects",
as shown)
of the navigation element 48 shown, in Fig. 3, toward the top left hand side
of
dashboard screen 34. Of course, there may be many other ways in which a user
14n, 1 6n, 32n, may return to their dashboard screen 34- in accordance with
system
of the present invention. Accordingly, the present invention should not be
construed as limited to the specific examples provided.
[0090] As already briefly discussed above, by selecting of hovering over
(using a GUI pointing device, pen, finger, etc.) button or region 36, of
dashboard
screen 34, a drop-down menu or the like (not shown), may be revealed which may
provide a number or buttons or regions (not shown) which may be selected or
hovered over, etc., so as to perform other functions of system 10. These
buttons
or regions (not shown) may include, but are not limited to: a button/region
for
accessing one's account settings, e.g. a "My Account" button or region; a
button/region for accessing details about client (e.g. developer, owner, etc.)
and/or
supplier (e.g. subcontractor, engineer, etc.) counterparty details, e.g. a
"Counterparties" button or region (which may, for example, enable a user 14n,
16n,
to quickly and conveniently check and/or view details concerning how many
clients
(i.e. respondents) and/or suppliers (e.g. claimants) they are associated with,
etc.);
a button/region for accessing demonstrational videos, FAQs and/or help or
online
chat/forum facilities, e.g. a "Getting Started" or "Help", etc., button or
region; and/or,
a button/region for logging out of system 10, e.g. a "Logout" button or
region.
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[0091] Instead of using the preferred "My Account" button or region (not
shown) that may be included within the preferred drop-down menu (not shown)
that
may be revealed after selecting or hovering over (using a GUI pointing device,
pen,
finger, etc.) button or region 36, of for example, dashboard screen 34, in
order to
access one's 14n, 16n, 32n, account details, dashboard screen 34n may also
preferably include an additional "My Account" button or region 50, that may be
selected or hovered over (using a GUI pointing device, pen, finger, etc.) so
as to
access one or more screen(s) (not shown) that list the user's 14n, 1 6n, 32n,
account
details. Within this/these screen(s), a user 14, 16, 32, may add, edit or
update
information or settings related to their account (which may vary depending on
the
user's 14, 16n, 32n, role within system 10, e.g. a first agent 14n, such as a
general
contractor 14n, may be presented with more account related settings (e.g.
compliance related settings, etc. ¨ discussed below) than that of say a second
agent 16n, such as a subcontractor 16n, who may have a reduced set of settings
if,
for example, he/she/they only ever acts as a second agent 16n) if and when
required
or desired in accordance with system 10. Information or settings that a user,
e.g.
14, 16, may enter, edit and/or update, may include, but is not limited to:
their
profile details; organisation details (which may include preferences for
system 10
generated forms and/or invoices ¨ discussed in further detail below); user
details
(e.g. authorised user settings or information, preferably including means to
alter
access permissions for each user, if desired); their system 10 subscription
plan
and/or usage details (e.g. type of subscription, expiry dates, etc.); their
payment
details (e.g. credit card, direct debit details, payment history, etc.); their
legal entity
details (including a facility and settings for adding and editing legal entity
details,
etc.); compliance details and settings (e.g. for enabling, adding or removing
default
settings associated with required supporting compliance documents, etc., that
must
be submitted in connection with contracts 1Zi and claims ¨ as will be
discussed in
further detail below); and/or, their preferred "Add-On" details, if any; etc.
The "add-
on" details or page(s) may preferably provide user 14n, 16n, 32n, with a means
for
integrating their system 10 subscription/account with, for example, external
software provider(s) 30n, such as, for example, cloud based accounting service
provider(s) 30n (e.g. XeroTM, MYOBTM, QuickbooksTM, and, Sage OneTM, etc.), or
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ERP software provider(s) 30n (e.g. ViewpointTM, JobpacTM, Sage 300
Construction
and Real EstateTM, and, COINSTM, etc.), as will be described in further detail
below.
[0092] Dashboard screen 34n may also preferably include a button or
region
52 (which may be, or include, a logo or profile picture of a user 14n, 16n,
32n,
uploaded as part of the process of signing up for a new account as was
described
earlier with reference to step 204, of preferred method 200, shown in Fig. 2),
which,
when selected or hovered over (using a GUI pointing device, pen, finger, etc.)
may
reveal brief details of the user's 14n, 16n, 32n, system 10 subscription
account
details.
[0093] Other dashboard screen 34- buttons or regions may include, but are
not limited to: a button or region 54 that may be selected or hovered over
(using a
GUI pointing device, pen, finger, etc.) so as to access one or more screen(s)
(not
shown) for generating reports related to project 38; a button or region 56
that may
be selected or hovered over (using a GUI pointing device, pen, finger, etc.)
so as
to access a facility for searching for project 38n and contracts 12n should a
particular
user 14n, 1 6n, 32n, have quite a number of active projects 38n and/or
contracts 12n
and wish to quickly find one of those projects 38n and/or contracts 12n
without
having to click though all of their projects 38, etc.; and/or, a button or
region 58
that may be selected or hovered over (using a GUI pointing device, pen,
finger, etc.)
so as to add a new project 38n, e.g. a "Add Project" button or region 58, in
accordance with system 10 of the present invention. An example of preferred
processes for adding a new project 38n, and later editing same if desired,
will be
described in further detail below with reference to preferred method 200 of
Fig. 2.
[0094] In Fig. 4 there is shown an exemplary GUI screen 34n which
illustrates
a preferred detailed (single expanded) project 38n page (hereinafter simply
referred
to as "project screen 34n") that may be presented to a user, e.g. first agent
14n, etc.,
upon that user 14, etc., selecting to view details of a specific project 38n
displayed
within dashboard screen 34n of Fig. 3. In this figure is can be seen that
preferred
project screen 34- preferably displays the same project 38n summary
information
(as that described with reference to Fig. 3) concerning the consolidated
status of all
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contracts 12n associated with the particular project 38n being viewed. In
addition,
and when one or more contracts 12n already exist in connection with the
particular
project 38, as is shown in Fig. 4, project screen 34- preferably also displays
a
concise view of all contracts 12n associated with the particular project 38n
being
viewed. On the other hand, although not shown in the drawings, if no contracts
12n
already exist in connection with the particular project 38n being viewed, an
"Add
Contract" or "New Contract" button or region (not shown) is preferably
presented to
first user 14n, etc., in a predetermined convenient location on project screen
34n
(such as, for example, centred on screen 34n in or around the region where a
first
contract 12n may otherwise be displayed, should one or more contracts 12n
already
exist for that project 38n) so that the user, e.g. first agent 14, may add one
or more
contracts 12n for that project 38n as desired. Although not specifically shown
in Fig.
4, another way to add one or more new contract(s) 12n for the project 38n may
include selecting or hovering over the button or region 42n, which may then
reveal
a button or region, e.g. an "New Contract" button or region, which may then be
selected or hovered over so as to enable the user, e.g. first agent 14n, etc.,
to add
one or more new contracts 12n for that project 38n as desired. An example of a
preferred process for adding a new contract 12n, and later editing same if
desired,
will be described in further detail below with reference to preferred method
200 of
Fig. 2, and the exemplary create new contract GUI screen-shot 34- of Fig. 5.
[0095] When one or more contracts 12n exist in connection with the
particular
project 38n being viewed, each contract 12n displayed on project screen 34,
preferably provides summary information concerning the status of that
particular
contract 12. This summary information may include, but is not limited to: the
project 38n or contract 12n name, reference, or similar identifying
information; the
counterparty name (e.g. claimant name or second agent 16n, or one of its legal
entities, etc.); an indication (not shown ¨ but which may be presented as,
e.g. colour
coded text, a colour coded box including text, or a colour coded icon, etc.)
as to
whether or not: a contract 12n, is in draft form (e.g. is a "Draft Contract");
a claim or
payment application is in draft form (e.g. is a "Draft Claim"); and/or, there
are any
pending claims awaiting approval or to assess/approve for that contract (e.g.
"Pending Claim(s)", etc.); the consolidated amount approved for the contract
12n to
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date; the total amount of works approved or to be supplied in accordance with
the
contract 12n; consolidated contract 12n completion percentage information,
which
may be presented as a number, as shown, but which could also, or additionally,
be
presented by way of a progress wheel 39n (not shown) or the like (e.g. other
form
of visual indicator, etc.), so as to visually display the completion status of
each
contract 12n; and/or, the number of claims or payment applications that have
been
made in accordance with each contracts 12n. Although examples of the type of
summary information that may be displayed with respect to each concise view of
a
contract 12n, shown on project screen 34, is provided, it will be appreciated
that
many variations or modifications of such summary information that may be
displayed could be made without departing from the spirit and scope of the
invention. Accordingly, the present invention should not be construed as
limited to
the specific examples provided.
[0096] As already outlined above, it is preferred that the consolidated
financial information that is displayed within project screen 34, of Fig. 4,
is
generated by financial data display engine 24n of network server 20n (or a
third party
service provider 33n, if desired) of system 10. Upon a user 14n, 16n, 32n,
requesting
or otherwise being provided with project screen 34n of Fig. 4, financial data
display
engine 24- preferably retrieves, calculates, analyses and/or manipulates all
necessary financial data, and then populates the relevant fields or regions
for the
selected project 38n and each contract 12n (displayed in its concise or
collapsed
form) provided within project screen 34. The consolidated financial data for
display
within project screen 34, may have been prepared in advance by financial data
display engine 24, i.e. upon a last transaction (e.g. a project 38n or
contract 12n
being created, a claim/payment application being made or approved, etc.) being
completed, or may be prepared in (substantially) real-time upon, for example,
a
request being received by system 10 to display a project screen 34n.
[0097] Each contract 12n displayed on project screen 34n (in the concise
or
collapsed format shown in Fig. 4) may preferably be expanded (to, for example,
the
exemplary single contract 12n (expanded) GUI screen-shot 34n shown in Fig. 6)
by
simply selecting or hovering over (e.g. using a GUI pointing device, pen,
finger, etc.)
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any region of the selected contract 12n shown on project screen 34.
Alternatively,
the user 14n, e.g. first agent 14n, may select or hover over (e.g. using a GUI
pointing
device, pen, finger, etc.) the button or region 40n marked with an ">", toward
the
right hand side of each contract 12n shown on project screen 34. Of course,
there
may be many other ways in which the concise or collapsed view of a particular
contract 12n (Fig. 4) may be changed to an expanded view (to, such as, the
expanded view shown in Fig. 6) in accordance with system 10 of the present
invention. Accordingly, the present invention should not be construed as
limited to
the specific examples provided.
[0098] Regardless of the way in which a particular contract 12n may be
displayed in an expanded or more detailed view (see, for example, Fig. 6) in
accordance with system 10, a user 14n, 16n, 32n, may return to the project
screen
34n (of Fig. 4), showing the concise or collapsed view of each contract 12n,
at any
time by (preferably) either using an inbuilt GUI "back" button should one be
available, or selecting or hovering over (e.g. using a GUI pointing device,
pen,
finger, etc.) the project directory (e.g. "Project Name 1", as shown) of the
navigation
element 48 shown, in Fig. 4, toward the top left hand side of project screen
34. Of
course, there may be many other ways in which a user 14n, 16n, 32n, may return
to
the project screen 34- in accordance with system 10 of the present invention.
Accordingly, the present invention should not be construed as limited to the
specific
examples provided.
[0099] Other project screen 34- buttons or regions may include, but are
not
limited to: a button or region 60 that may be selected or hovered over (using
a GUI
pointing device, pen, finger, etc.) so as to access a facility for searching
for specific
contracts 12n that exist for the particular project 38n being viewed; a button
or region
62 that may be selected or hovered over (using a GUI pointing device, pen,
finger,
etc.) so as to access a pop-up screen or the like (not shown), that a user,
e.g. first
agent 14n, may use to selectively show or hide certain (by way of, for
example,
check boxes or the like) summary information (e.g. contract name, counterparty
name, etc.) for each contract 12n shown in their concise or collapsed state on
project screen 34; a button or region 64, e.g. a "Pending Claims" button or
region,
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that may be selected or hovered over (using a GUI pointing device, pen,
finger, etc.)
so as to selectively only display contracts 12n having pending claims; and/or;
a
button or region 66, e.g. a "Contracts" button or region, that may be selected
or
hovered over (using a GUI pointing device, pen, finger, etc.) so as to
selectively
display all contracts 12n associated with the particular project 38.
[0100] Referring back to the flow diagram of Fig. 2, which illustrates
preferred
method 200 for managing contract payments associated with projects 38n, it can
be
seen that after having arrived at step 206, and hence, after having presented
dashboard screen 34- (Fig. 3) to user, e.g. a first or second agent 14n, 16n,
method
200 may continue at step 208, whereat it is determined whether the user 14n,
16n,
is already associated with one or more projects 38. If user 14n, 16n, is not
associated with any projects 38n (and, for example, is presented with a blank
dashboard screen 34- (not shown), as previously discussed with reference to
Fig.
3), then method 200 continues at step 210, whereat the user 14, 16, may
selectively choose to add one or more new projects 38n, by way of, for
example,
"Add Project" button or region 58 (see, Fig. 3). Should user 14, 16n, choose
not to
add a new project 38n at step 210, then method 200 may return to step 206, and
then loop between steps 206, 208 & 210, until such time that user 14, 16,
elects
to add a new project 38n (at step 210), signs out or logs out of system 10
(not
represented in the flow diagram of Fig. 2), or is associated with one or more
projects
38n (and contract(s) 12n) by another user 14, 16, of system 10. Should user
14,
16n, choose to add a new project 38n, at step 210 (using, for example, "Add
Project"
button or region 58, of dashboard screen 34n of Fig. 3), then method 200 may
continue at step 212, whereat user 14n, 16n, is provided with a create new
project
GUI screen(s) (not shown), accessible via their user terminal(s) 28n, for
inputting,
and possibly importing (discussed below), the required information necessary
to
create a new project.
[0101] Information required for creating a new project 38n for use with
system
may include, but is not limited to: a project name; the proposed commencement
date for the project (which may be selected using a pop-up calendar, etc.);
the
proposed completion date for the project (again, which may be selected using a
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pop-up calendar, etc.); the monthly claim submission reminder day (i.e. the
specific
day of each month that notifications will be sent (e.g. by third party
notification
service provider 33n, e.g. MandrillTM) to all contracted claimants, e.g.
second agents
16n, reminding them to submit any claims or payment applications; the project
site
address (including the street, city, postal or zip code, state and country);
and/or,
access permissions applicable to the new project 38. The access permissions
for
new project 38n may preferably and readily be selectable by way of a series of
check-boxes that are all preferably ticked or populated by default (i.e.
granting all
available access permissions by default). In this way, a user, e.g. first
agent 14n,
may either simply accept the default setting of granting full access to all
users 14n,
within their organisation, or their appointed third party agent(s) 32, that
will be
collaborating on new project 38, or may un-tick any check-boxes associated
with
access permissions that they do not wish to grant to users 14n, 32, that will
be
collaborating on new project 38. Preferred access permissions that may be set
by
way of the preferred check-boxes (not shown) presented to user 14n, etc., in
accordance with system 10, may include, but are not limited to: view rights;
rights
to change primary contact information (which is used for system 10 generated
correspondence); rights to create contracts; rights to change claim or payment
application submission reminder information or settings (i.e. to select which
users
14, or third party agents 32, receive what notifications, etc.); rights to
submit
claims or payment applications; rights to change claim or payment application
submission notification information or settings (i.e. to select whether or not
a user
14, or third party agent 32, receives such notifications, etc.); rights to
change claim
or payment application approval reminders information or settings (i.e. to
select
whether or not a user 14n, or third party agent 32n, receives such
notifications, etc.);
rights to approve claims; and/or, rights to change claim or payment
application
approval notification information or settings; etc. The preferred access
permissions
may readily be used to, for example, provide view only (and/or other limited)
project
38n access to certain users, such as, for example, third party agents 32n,
etc.
Although examples of the type of information and settings that may be required
in
order to create a new project 38n in accordance with step 212, of method 200,
are
provided, it will be appreciated that only some of that information, or those
settings,
or alternative information/settings, could be used to create a new projects
38n in
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accordance with the present invention. The present invention should therefore
not
be construed as limited to the specific examples provided.
[0102] As is illustrated by way of the flow diagram of Fig. 2, as part of
step
212 of creating a new project 38n in accordance with method 200 of the present
invention, at least some of the necessary new project 38n information/settings
may
be imported into system 10 from, for example, an external ERP software
provider
30n (such as, for example, ViewpointTM, JobpacTM, Sage 300 Construction and
Real
EstateTM, and, COINSTM, etc.). That is, the create new project GUI screen(s)
(not
shown) presented to user, e.g. 14n, for inputting the required information
necessary
to create a new project 38n may include a facility for integrating system 10
with an
ERP software provider 30n, etc., so as to enable user 14n to readily retrieve
existing
ERP project information for automatically populating the necessary
information/setting fields as part of step 212, of method 200. Access to, or
integration with, the ERP software provider 30, etc., may be enabled,
facilitated
and/or granted, by way of, e.g. the "Add-On" facility or page(s) (not shown)
previously described with reference to dashboard screen 34, of Fig. 3.
Although
not shown in the drawings, it will be appreciated that the process of
integrating
system 10 with an ERP or other software provider 30n, would include a user,
e.g.
14n, granting access rights to system 10 (and/or, external software
provider(s) 30n)
so as to enable data to be shared between system 10 and external software
provider(s) 30. By enabling a user, e.g. first agent 14, to import existing
ERP,
etc., project data into system 10, as part of step 212, of method 200,
consistency
with existing ERP project information is likely to be assured.
[0103] After having entered (and/or imported from, e.g. external ERP
software provider 30n, etc.) all necessary information/settings required to
create a
new project 38n, at step 212, the user, e.g. first agent 14n, may then save or
submit
(using, e.g. an "Update" or "Submit" button or region (not shown) provided
within
the create new project GUI screen(s) (not shown) presented to user, e.g. 14n,
for
inputting the required information necessary to create a new project) the new
project 38n for use with system 10. At this stage, a notification(s) may be
sent (by,
e.g. a third party notification service provider 33, e.g. MandrillTM, etc.) to
all parties
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associated with the new project 38n, informing them of the creation of the new
project 38. Thereafter, method 200 may continue at step 214, whereat the user,
14, 16, is presented with either their dashboard screen 34n (e.g. Fig. 3,
showing
the concise or collapsed view of the new project 38n, and any other projects
38n),
or the project screen 34- (e.g. Fig. 4, the expanded view of new project 38n)
applicable to the new project 38n just created.
[0104] Referring back to step 208, of method 200, of Fig. 2, if it is
determined
that user, e.g. 14n, 16n, is already associated with one or more projects 38n
(and,
for example, is presented with a dashboard screen 34- populated with existing
project(s) 38n, as previously discussed with refer to Fig. 3), then method 200
may
continue at step 216, whereat user 14n, 16n, may selectively choose to add one
or
more new projects 38n, by way of, for example, "Add Project" button or region
58
(see, Fig. 3). Should user 14n, 16n, choose to create a new project 38n, at
step 216,
then method 200 may continue at step 212 (i.e. user 14n, 16n, creates a new
project
38n), and then step 214 (i.e. user 14, 16, is presented with either dashboard
or
project screen 34, see, for example, Figs. 3 & 4), as hereinbefore described.
Alternatively, should user 14n, 16n, choose not to create a new project 38n,
at step
216, then method 200 continues at step 218, whereat user 14n, 16n, may
selectively
choose to edit an existing project 38n, by way of, for example, the "Edit
Project"
button or region (not shown) that may be revealed (and then selected or
hovered
over, using, e.g. a GUI pointing device, pen, finger, etc.) by way of
selecting or
hovering over (e.g. using a GUI pointing device, pen, finger, etc.) button or
region
42n shown in, for example, Figs. 3 & 4. Should user 14n, 16n, choose not to
edit an
existing project 38, at step 218, then method 200 may continue at step 214
(i.e.
user 14n, 16n, is presented with either dashboard or project screen 34n), as
hereinbefore described. Alternatively, should user 14n, 16n, choose to edit an
existing project 38, at step 218, then method 200 may continue at step 220,
whereat user 14n, 16n, is provided with an edit project GUI screen(s) (not
shown),
accessible via their user terminal(s) 28, for editing the selected existing
project 38.
Here, user, e.g. 14n, 16n, may then edit information/settings for the existing
project
38, as desired (including importing in any missing or new/updated ERP or other
software provider(s) 30n information, if desired), so long as they have been
granted
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the necessary access permissions (as hereinbefore described with reference to
step 212 for creating a new project 38n in accordance with method 200 of Fig.
2)
required to do so. After having made any desired/allowed changes to existing
project 38n, at step 220, user 14n, 16n, etc., may then save or submit those
changes
(using, e.g. an "Update" or "Submit" button or region, etc. - not shown) as
previously
described. Thereafter, method 200 continues at step 214, whereat the user,
14n,
16n, is presented with either their dashboard screen 34n (e.g. Fig. 3) or the
project
screen 34n (e.g. Fig. 4) applicable to the project 38n just edited.
[0105] After having been presented with either dashboard or project
screen
34n (see, Figs. 3 & 4), at step 214, method 200, of Fig. 2, may continue at
step 222,
whereat it is determined whether a selected project 38n already has one or
more
contracts 12n associated therewith. If it is determined that no contracts 12n
are
associated with the selected project 38, then method 200 may continue at step
224, whereat the user, e.g. first or second agent 14n, 16n, may selectively
choose
to add one or more new contracts 12n, by way of, for example, any of the "Add
Contract" or "New Contract" button(s) or regions(s), etc. (not shown), that
may be
accessible to user 14n, 16n, by way of project screen 34- (as was described
previously with reference to Fig. 4). Should user 14n, 16n, choose not to add
a new
contract 12n at step 224, then method 200 may return to step 214 or step 206
(i.e.
back to dashboard screen 34- or project screen 34n), as hereinbefore
described.
Alternatively, should user 14n, 16n, choose to add a new contract 12n to the
selected
project 38, at step 224, then method 200 may continue at step 226, whereat
user
14n, 16n, is provided with a create new contract GUI screen(s) 34- accessible
via
their user terminal(s) 28n, for inputting the required information necessary
to create
a new contract 12n. A preferred process for adding a new contract 12n in
accordance with step 226, of method 200, will now be described with reference
to
exemplary create new contract GUI screen-shot 34- of Fig. 5.
[0106] In Fig. 5, the preferred GUI screen 34n (which in this instance
only
shows the preferred screen content so as to simplify the drawing) for creating
a new
contract 12n (hereinafter simply referred to as "create contract screen(s)
34n") in
accordance with step 226, is shown in a state part way through the preferred
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process of creating a new contract 12n in accordance with method 200, of Fig.
2.
That is, although not shown, before arriving at the create contract screen 34n
at the
stage shown in Fig. 5, an initial screen (or a portion of screen 34- that has
since
been collapsed, etc.) was preferably presented to user 14n, 16n, etc., by way
of their
user terminal 28n, requiring them to input or select their role applicable to
the new
contract 12, that is, whether or not they will be: a respondent 16n (i.e. will
be
approving claims or payment applications for the new contract 12n) or a
claimant
14n (i.e. will be making claims or submitting payment applications in
connection with
the new contract 12n). If the user, e.g. a first agent 14, inputted or
selected
"respondent" as their role applicable to the new contract 12, then within the
initial
create contract screen (not shown) they were then preferably only required to
input
or select details of the counterparty, e.g. a second agent 16n, etc.,
applicable to the
new contract 12n, and a contract name or reference for the new contract 12n.
Existing counterparty details may preferably have been selected from a drop
down
menu presented to user 14n, etc., whilst new counterparty details may
preferably
have been input by either initially entering the counterparty 16, etc., name,
which
may then have preferably presented a pop-up menu, or the like (not shown), to
user
14, that they were then able to use to input the required remaining
counterparty
16n, etc., details, or by selecting, etc., a button or region, e.g. a "New
Counterparty"
button or region (not shown), which may then have presented user 14n, etc.,
with a
pop-up menu, or the like (not shown), to user 14n, that they were able to use
to input
the required remaining counterparty 16n, etc., details. Thereafter, the user
14n, was
preferably presented with (at least) a "Continue" button or region (not
shown), which
when selected, etc., took the user 14n to the stage of the preferred new
contract 12n
creation process shown and represented in/by Fig. 5. Alternatively, if the
user, e.g.
a second agent 16n, inputted or selected "claimant" as their role applicable
to the
new contract 12n, within the initial create contract screen (not shown), they
were
then preferably required to select, or otherwise, whether or not they will be
self-
assessing claims made against the new contract 12n on behalf of the
counterparty
(in this example, first agent 14n). If user 16n, etc., selected the self-
assess option,
then system 10 will run in its preferred stand-alone mode for the new contract
12n
(i.e. the user 16n, etc., will have the ability to enter both respondent 14n
and claimant
16n details themselves for the new contract 12n) as hereinbefore described. If
user
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16, etc., did not select the self-assess option, then system 10 will run in
its
preferred collaborative mode as hereinbefore described (i.e. with the
counterparty,
e.g. first agent 14, later being invited by system 10 to collaborate in
connection
with the new contract 12n). After selecting to use system 10 in either it's
preferred
collaborative or stand-alone modes, user 16n, etc., was then required to enter
the
counterparty 14n, etc., and contract name/reference details (as described
previously), before selecting, etc., e.g. a "Continue" button or region, which
then
took the user 16n to the stage of the preferred new contract 12n creation
process
shown and represented in/by Fig. 5.
[0107] Referring now to Fig. 5, and hence the state part way through the
preferred process of creating a new contract 12n in accordance with step 226,
method 200, it can be seen that preferred create contract screen 34,
preferably
includes various facilities, i.e. panels, text boxes (which may incorporate,
for
example, drop-down menus with selectable text/data, or automated data
retrieval
or search facilities, etc., for assisting a user, e.g. a first agent 14n,
which inputting
the information necessary for creating a new contract 12n), check-boxes,
buttons or
regions, etc., so as to enable a user, e.g. a first or second agent 14n, 16n,
to create
a new contract 12n for the selected project 38. These facilities may include,
but
are not limited to: a text box 68 for entering/editing the contract name or
reference;
a text box 70 for entering the contract date (which may, for example, provide
a
facility for selecting the date from a pop-up calendar, or the like); a text
box 72 for
entering the proposed commencement date for the contract 12n (which may, for
example, provide a facility for selecting the date from a pop-up calendar, or
the like);
a text box 74 for entering the proposed completion date for the contract 12n
(which
may, for example, provide a facility for selecting the date from a pop-up
calendar,
or the like); a text box 76 for entering the defect liability period
applicable to the
contract 12n; a text box 78 which may include a selectable drop-down menu (not
shown) for nominating the retention/retainage basis (e.g. percent, max dollar
or
bank guarantee) applicable to the contract 12n; a text box 80 for entering the
cash
retention/retainage percentage or dollar limit (depending on the basis
selected
nominated by user, e.g. first agent 14, by way of text box 78) applicable to
the
contract 12n; a text box 82 for entering the retention/retainage accumulation
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percentage amount applicable to the contract 12n (although not shown, should
user
14n, etc., nominate "bank guarantee" as the retention/retainage basis by way
of text
box 78, then text box 82 will disappear or be greyed out, etc.); a check-box
84 for
nominating whether or not the variation retention/retainage is to be the same
as the
contract 12n (if check-box 84 is not checked, then new variation/change order
text
boxes appear that are the same as that of text boxes 78, 80 & 82, only this
time for
variation/change order retention/retainage parameters); a text box 86 for
nominating a minimum approval percentage amount applicable to when practical
completion may be enabled in accordance with the contract 12n; a text box 88
for
nominating a retention/retainage release percentage amount applicable to the
portion of retention/retainage funds that may be released upon practical
completion
in accordance with the contract 12n; a text box 90 for entering a sequence
number
that is to be used as the first claim sequence number in accordance with the
contract 12n; a text box 92 for nominating the governing law jurisdiction
applicable
to the contract 12n (which may include a drop-down menu, or the like (not
shown)
for selecting the applicable jurisdiction); a text box 94 for entering or
nominating
that trade type (e.g. building contractor, engineering contractor,
installation services
provider, etc.) to be provided by the claimant, e.g. second agent 16n, etc.
(which
may include a drop-down menu, or the like (not shown) for selecting the
applicable
trade type); a text box 96 for entering any special instructions (comments, or
the
like) applicable to the contract 12; a check-box 98 for nominating whether or
not
Recipient Created Tax Invoices (RCTI) are to be enabled and generated by
system
10, in accordance with the contract 12n; a panel 100 including multiple text
boxes,
drop-down menus, check-boxes and buttons or regions for entering/setting
compliance (e.g. required supporting documents, etc.) information applicable
to the
contract 12n; a button or region 102 that may be selected or hovered over
(e.g.
using a GUI pointing device, pen, finger, etc.) so as to hide all of text
boxes/check-
boxes 68 to 100, after having entered or selected the necessary contract 12n
information using those boxes 68 to 100 (e.g. so as to then focus on the final
panel
104 that must be completed in order to create the new contract 12n); a panel
104
including multiple text boxes, drop-down menus, check-boxes and buttons or
regions for entering contract items 104n applicable to the contract 12n;
and/or,
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buttons or regions 106, 108, 110, for cancelling (106), saving as a draft
(108), or
saving and publishing (110) the new contract 12n, as desired, by user 14n,
16n, etc.
[0108] In Fig. 5 it can be seen that preferred panel 100 for entering
compliance (e.g. required supporting documents, etc.) information/settings
applicable to the new contract 12n, may include multiple line items each
relating to
a specific compliance document type 100a that must be submitted in accordance
with the new contract 12n. In the example shown in Fig. 5, it can be seen that
three
different document types 100a have been selected, e.g. public liability
insurance,
workers compensation insurance and subcontractor declaration. These (three)
example compliance line items, and their associated settings 100b, 100c, 100d,
may be provided by default, or may be added one at a time, as desired, by way
of
the "Add Document" button or region 100f, or some other similar button or
region
(not shown). If one or more compliance line items are provided by default
within
create contract screen 34, or if a user, e.g. a first agent 14n, adds a new
required
compliance document (using, e.g. "Add Document" button or region 100f), then
the
user 14n, etc., may choose to selectively remove one or more of the compliance
document line items by way of simply clicking on, etc., delete line item
buttons or
regions 100e. As can be seen in Fig. 5, the settings 100b, 100c, 100d,
associated
with each compliance document type preferably include: a text box 100b, which
may include a drop-down menu, or the like (not shown), for selecting a stage,
e.g.
contract stage or claim stage, upon which the particular required supporting
document must be submitted by a user, e.g. a second agent 16n; a check-box
100c
for selecting whether or not the expiry date applicable to the particular
required
supporting document (e.g. the expiry date of an insurance policy, etc.) must
also be
provided by user 16n, etc.; and, a check-box 100d for selecting whether or not
a
user 14n, 16n, etc., can make or approve a claim or payment application
without
submitting/verifying the required supporting document. It is preferred that
panel
100 for entering compliance (e.g. required supporting documents, etc.)
information
applicable to the new contract 12n, is only provided within create contract
screen
34n, and hence is only part of the process of creating a new contract 12n, at
step
226, of method 200, in instances where the user, e.g. a first agent 14n, has
enabled
required supporting documents/information as being essential items as a
default
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setting for all contracts 12n, using, for example, their compliance settings
(not
shown) accessible via, e.g. "My Account" button or region 50 (see, for
example,
Figs. 3 & 4), of any of their GUI screens 34, as hereinbefore described. Of
course,
it will be appreciated, that panel 100 may be provided within create contract
screen
34- regardless of what compliance settings have been set as default by user
14n,
etc.
[0109] In Fig. 5 it can also be seen that preferred panel 104 for
entering
contract items 104n applicable to the new contract 12n, is configured to
enable a
user, e.g. a first or second agent 14n, 16n, to add one or more contract items
104n
as required in accordance with the new contract 12n being created. In the
preferred
create contract screen 34- shown in Fig. 5, it can be seen that each contract
item
104n is in the form of a line or row, and each contract item 104n preferably
includes:
a text box 104a for entering an item reference (e.g. a unique item reference);
a text
box 104b for entering an item description (e.g. a description of the good or
service
to be supplied in accordance with the new contract 12n); a text box 104c for
entering
the items value when completed (excluding Goods and Services Tax (GST) in this
example); a check-box 104d for selecting whether or not the contract item 104n
is
to be included or excluded from retention/retainage calculations; and, a check-
box
104e for selecting whether or not the contract item 104n is exempt from tax
(e.g.
Goods and Services Tax, or GST as it is known in Australia). Although not
shown
in Fig. 5 (but see, for example, Figs. 8 & 10), in accordance with preferred
create
contract screen 34, contract items 104n can be created and grouped in sections
such that a section header (not shown) may be provided with one or more sub
contract items 104n disposed thereunder. The section header may include a
section title or description 104b (e.g. construction of new dwelling, etc.),
with each
sub (section) contract item 104n thereunder having a sub section description
104b
(e.g. erecting brick walls, erecting roof, plumbing, etc.). If contract items
104n are
created and grouped in sections, then the text box 104c for each section
header
may be replaced with an automatically calculated completion amount total for
all
sub contract items 104n associated with that section header. Alternatively,
the text
box 104c may be omitted altogether for section headings (not shown). Hence,
the
section header may simply provide a consolidated summary and completion
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amount total of the goods or services to be supplied by way of the sub
contract
items 104n for that section, or may simply only provide a description for the
contract
items 104n for that section. For this reason, the check-boxes 104d and 104e,
need
not apply to the section header line or row of preferred panel 104. New
sections
and contract items 104n, may be added to the new contract 12n by way of, for
example, buttons or regions, e.g. an "Add New Section" button or region 104f,
and
an "Add New Line" button or region 104g. Once some contract items 104n and
associated sections (not shown) have been created, it is preferred that a
button or
region 104h associated with each section header (not shown) or contract item
104n,
may be accessed (e.g. using a GUI pointing device, pen, finger, etc.) so as to
reveal
a drop-down menu of the like (not shown) for accessing buttons or regions (not
shown) for converting a contract item 104n into a section header and vice
versa, or
for deleting unwanted sections or contract items 104n. Provided under the
completion item value text boxes 104c, there is automatically calculated total
104i,
which represents the total amount of all contract items 104n at completion.
[0110] Although not shown in the exemplary create contract screen 34n, of
Fig. 5, instead of creating contract items 104n in lump sum format, contract
items
104n may be created as a schedule of rates by way of selecting or hovering
over
(e.g. using a GUI pointing device, pen, finger, etc.) a button or region 104j,
and then
accessing and selecting, etc., the option of using a "Schedule of Rates" by
way of,
for example, a drop-down box or the like (not shown). When the option of
creating
contract items 104n as a "Schedule or Rates" is selected (not shown), create
contract screen 34- of Fig. 5, preferably includes additional text boxes (not
shown),
etc., for entering the unit of measure (e.g. hours, feet, etc.) applicable to
the contract
item 104n, the quantity (e.g. 1 hour, 1 foot, etc.) of the item 104n to be
supplied, and
the rate per unit of measure (e.g. $60 per hour, $40 per foot, etc.). In this
case, the
text boxes for entering the total amount of the contract item 104n at
completion may
be replaced with boxes showing an automatically calculated total for the
contract
item 104n. Further, an additional text box (not shown) for each contract item
104n,
may be provided so as to select whether or not a user, e.g. 16n, can enter any
desired quantity amount (e.g. a portion of a unit of measure, or a full unit
of measure
etc.) when making a claim or payment application.
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[0111] As is illustrated by way of the buttons or regions 104k (e.g. the
"Import
from Excel", etc., button or region) and 104m (e.g. the "Sample Import Files",
etc.,
button or region), shown in the exemplary create contract screen 34, of Fig.
5, and
by way of the flow diagram of Fig. 2, as part of step 226 of creating a new
contract
12n in accordance with method 200 of the present invention, at least some of
the
necessary new contract 12n information/settings may be imported into system 10
from, for example: an external ERP software provider 30n (such as, for
example,
ViewpointTM, JobpacTM, Sage 300 Construction and Real EstateTM, and, COINSTM,
etc.); an Excel or similar spreadsheet; and/or, from a sample file (in any
suitable
format) that may be downloaded from, for example, network server 20n of system
10. That is, create contract screen 34- of Fig. 5, presented to user, e.g. a
first agent
14n, for inputting the required information necessary to create a new contract
12n
may include a facility (such as, for example, "Import from Excel" button or
region
104k, which may of course be replaced with simply an "Import" button or
region, or
to an "Import from ERP" button or region, etc.) for integrating system 10 with
an
ERP software provider 30n, etc.; or for enabling a user to import Excel or
similar
spreadsheet data, or any other suitable data (whether the user's 14n own data,
or
sample data downloaded from, e.g. network server 20n, using, e.g. the "Sample
Import Files" button or region 104m of create contract screen 34n) into system
10,
so as to enable user 14n to readily retrieve existing ERP contract information
and/or
(user 14n or sample) Excel or other spreadsheet or similar contract data, for
automatically populating the necessary information/setting fields as part of
step
226, of method 200. For example, in the case of importing new contract 12n
data
into system 10 from an external ERP software provider 30n, text boxes 68
through
to 92, along with some (generally consolidated) contract items 104n of create
contract screen 34n, of Fig. 5, and the counterparty details, may be pre-
populated
by way of the import process. Thereafter, in the case of imported consolidated
contract items 104n, a user 14n, etc., may, if necessary, convert one or more
of the
imported contract items 104n into a section heading (using, e.g. button(s) or
region(s) 104h), and then create a breakdown of the works by way of adding sub-
contract items 104n (the sub-contract item 104n information possibly being
imported
into system 10 from an Excel spreadsheet, or the like). As already described
above,
access to, or integration with, an ERP software provider 30n, etc., may be
enabled,
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facilitated and/or granted, by way of, e.g. the "Add-On" facility or page(s)
(not
shown) previously described with reference to dashboard screen 34, of Fig. 3.
By
enabling a user, e.g. first agent 14n, to import existing ERP, Excel, etc.,
contract
data into system 10, as part of step 226, of method 200, consistency with
existing
ERP, Excel, etc., contract information is likely to assured.
[0112] Although examples of the type of information and settings that may
be
required in order to create a new contract 12n in accordance with step 226, of
method 200, are provided, it will be appreciated that only some of that
information,
or those settings, or alternative information/settings, could be used to
create a new
contracts 12n in accordance with the present invention. Likewise, it will also
be
appreciated that some of the text-boxes and check-boxes 68 to 104, etc.,
provided
within preferred create contract screen 34, may be pre-populated with
existing,
typical or recommend settings or information by system 10, such that a user,
e.g. a
first agent 14, need only alter the pre-populated information in those boxes
68 to
104 that he/she wishes to change for the new contract 12n being created. The
present invention should therefore not be construed as limited to the specific
examples provided.
[0113] After having entered (and/or imported from, e.g. external ERP
software provider 30n, and/or an Excel or other spreadsheet, data file, etc.)
all
necessary information/settings required to create a new contract 12n (at step
226)
the user, e.g. first agent 14n, may then save or submit (using, e.g. the "Save
and
Publish" button or region 110 provided within create contract screen 34n) the
new
contract 12n for use with system 10. Once the new contract 12n has been
created
at step 226, assuming that the contract 12n is not being self-assessed (i.e.
system
is not being used in stand-alone mode), a notification (not shown) may then be
sent (by, e.g. a third party notification service provider 33, e.g.
MandrillTM, etc.) to
the counterparty, e.g. first, second or third agent 14, 16n, 32, applicable to
the new
contract 12, inviting them to collaborate on the associated project 38. If the
counterparty 14n, 1 6n, 32, is a not an existing user 14n, 16n, 32n, of system
10, then
that notification may also include an invitation, link(s), instructions, etc.,
for
informing/inviting the counterparty 14n, 16n, 32n, to create a new account for
use
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with system 10 (e.g. by way of, for example, steps 202a or 202b, and then 204,
of
preferred method 200, of Fig. 2).
[0114] After creating a new contract 12n for a selected project 38, at
step
226, method 200 (of Fig. 2) may continue at step 228, whereat the user, 14n,
16n,
etc., is preferably presented with the project screen 34n (see, Fig. 4), for
the
selected project 38n, which includes a concise or collapsed view of the new
contract
12n just created. User, 14n, 16n, etc., may then select or hover over (e.g.
using a
GUI pointing device, pen, finger, etc.) the new contract 12n (or an existing
contract
12n, should contracts 12n have already existed before the new contract 12n was
created ¨ as will be described below with reference to steps 230, 226 & 228 of
method 200, of Fig. 2) displayed within project screen 34n (Fig. 4), so as to
be
presented with an expanded view of the selected contract 12n. An exemplary
single
contract 12n (expanded) GUI screen-shot 34- (hereinafter simply referred to as
"contract screen 34n") is shown in Fig. 6.
[0115] Referring to Fig. 6 (which again only shows the preferred screen
content so as to simplify the drawing), it can be seen that preferred contract
screen
34n, which in this example is that of a second agent 16n, e.g. a subcontractor
or
some other "claimant", preferably includes a number of panels, buttons or
regions,
for displaying information/documents associated with the selected contract 12n
and/or for performing various actions in connection with that contract 12n.
For
example, and as shown in Fig. 6, contract screen 34- preferably includes, but
it not
limited to: a panel or region 112 for displaying consolidated project-to-date
summary information; a panel of region 114 for displaying counterparty (e.g.
claimant information should the user be a first agent 14n, or respondent
information
should the user be a second agent 16n, etc.) information; a panel or region
116 for
displaying project-to-date claim or payment application summary information
and/or
for making/approving claims/payment applications; and/or, a panel or region
118
for displaying required supporting documentation (i.e. compliance
documents/information) that must be (e.g. as was defined in panel 100, of
create
contract screen 34, of Fig. 5), or has been, submitted or otherwise provided
in
accordance with contract 12n.
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[0116] Although not shown in Fig. 6, should user 16, etc., have created
one
or more draft claims or payment applications, but not yet finalised and/or
submitted
same in accordance with system 10, and/or should user 14n, 16n, etc., have a
pending claim/payment application awaiting approval (e.g. in the case of a
user 16n)
or to assess/approve (e.g. in the case of a user 14n), preferred contract
screen 34n
may also include an additional (temporary) panel or region (not shown) for
displaying summary information (and buttons or regions for performing any
desired
or necessary tasks) related to that/those draft/pending claim(s)/payment
application(s) and/or for viewing, editing, finalising, submitting, assessing,
approving, etc., that/those draft/pending claim(s)/payment application(s) in
accordance with system 10. Alternatively, and again although not shown, such
draft/pending claim/payment application summary information may instead be
included within preferred panel or region 116. Of course, other panels or
regions
(not shown), or alternatives or variations of the preferred ones described
herein,
may be provided in accordance with the present invention. The present
invention
should therefore not be construed as limited to the specific examples
provided.
[0117] Although not shown in Fig. 6, one or more of preferred panels or
regions 112, 114, 116 and/or 118, may be selectively collapsed or expanded by
system 10, or selectively by a user, e.g. second agent 16n, as desired, as
part of
the process of viewing/using preferred contract screen 34. For example, each
of
panels/regions 112, 114 and 118 may preferably be collapsed/expanded by way of
the "A" buttons or regions 112a, 114a, and 118a. Again, although not shown, in
their collapsed form, each of regions 112, 114, 118 (and possibly 116) may
display
a brief description of the respective panel/region, e.g. the project/contract
name or
reference, etc., for panel/region 112, the "Respondent"/"Claimant" or the
actual
respondent/claimant name, etc., for panel/region 114, and "Compliance
Documentation", etc., for panel/region 118. The compliance documentation panel
or region 118 (in its concise or collapsed form ¨ not shown) preferably also
includes
clever, preferably colour coded, visual indicators (e.g. colour coded icons,
regions,
etc., not shown) so that a user 14n, 16n, may readily determine (e.g. by way
of, for
example, selecting or hovering over, using, e.g. a GUI pointing device, pen,
finger,
etc., one or more of the colour coded icons, etc.) the status (e.g.
submitting,
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missing, expiring soon, not verified, etc.) of the supporting documents to be
submitted/verified or otherwise provided in accordance with contract 12n.
[0118] In
Fig. 6, it can be seen that preferred panel or region 112 preferably
displays consolidated project-to-date summary information for the selected
contract
12. The summary information preferably includes, but is not limited to: the
project/contract name or reference; 'approved to date' and 'when complete'
claim/payment application and contract 12n project-to-date consolidated totals
for
each of the contract works, approved variations, unapproved variations, total
works
and rejected variations; the project-to-date revised total amount of the
contract 12n;
the project-to-date total retention/retainage amounts withheld in accordance
with
the contract 12n; and/or, the completion status of the contract 12n which may
clearly
and cleverly be displayed by way of, for example, a number representing a
completion percentage amount and/or a progress wheel 112b or the like (e.g. a
progress bar (not shown), or some other form of, preferably colour coded,
visual
indicator, etc.). Preferred panel or region 112 may also include a button or
region
112c, e.g. an "Edit Contract" button or region 112c, which, when selected or
hovered over (e.g. using a GUI pointing device, pen, finger, etc.), may
provide the
user, e.g. a first or second agent 14n, 16n, with an edit contract GUI
screen(s) (not
shown ¨ but which may simply be the same as, or similar to, preferred create
contract screen 34, shown in Fig. 5) that they may use to edit the selected
contract
12n if or as desired using (such as, for example, in accordance with step 234,
of
method 200, of Fig. 2, as will be described below).
[0119] The
preferred panel or region 114 for displaying the counterparty
information, shown in Fig. 6 as a "Respondent", may simply list or otherwise
display
important particulars or details concerning the counterparty. Such particulars
may
include, but are not limited to: the counterparty name (e.g. the individual,
business
or company name); the counterparty representative (which may not be provided
or
may be blank should the counterparty be an individual, etc.); the counterparty
address; the counterparty e-mail address(es); the counterparty company
registration number (e.g. an ABN or ACN number in the case of an Australian
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business or company, etc.), if applicable; and/or, the counterparty phone
number(s).
[0120] In Fig. 6, it can be seen that should one or more claims or
payment
application have already been made and assessed/approved in accordance with
the selected contract 12n, then preferred panel or region 116 preferably
displays a
concise view of all claims/payment applications made and approved in
connection
with that contract 12. On the other hand, although not shown in the drawings,
if
no claims/payment applications have been made/approved to date in connection
with the contract 12n, then panel 116 will not be populated with any
claim/payment
application history. When one or more claims/payment applications have been
made/approved in connection with the contract 12n, each claim/payment
application
displayed within panel 116 of contract screen 34, preferably provides summary
information concerning the claim/payment application. This summary information
may include, but is not limited to: the claim/application number or other
reference;
the date of submittal of the claim/application; the approval date of the
claim/application; the total amount of works claimed; the total amount of
variations
claimed; the total amount of works approved; and/or, the total amount of
variations
approved in connection with the claim/application. Should a user, e.g. first,
second
or third agent 14n, 16n, 32n, wish to inspect or view one of the previously
approved
claims/applications displayed within panel 116n, they may do so by way of,
e.g.
clicking, selecting, etc., anywhere within the desired claim/application, or
by
clicking, selecting, etc., button or region ">" 116a, either of which will
present user
14n, 16n, 32n, with an expanded view of the selected previously approved
claim/application. Should the user 14, 16, wish to make a new claim (e.g. in
the
case of a user 16n) in accordance with step 236 of method 200, or to
assess/approve a pending claim (e.g. in the case of a user 14n) in accordance
with
step 238 of method 200, then they may do so by selecting or hovering over
(e.g.
using a GUI pointing device, pen, finger, etc.), a button or region 116b, such
as, for
example, a "Make Claim" or "Assess Claim" (not shown) button or region.
Preferred
processes for making and submitting claims or payment applications (at step
236)
and assessing/approving claims or payment applications (at step 238), in
accordance with method 200, will be described in detail below.
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[0121] As already outlined above, it is preferred that the consolidated
financial information that is displayed within contract screen 34, of Fig. 6,
is
generated by financial data display engine 24n of network server 20n (or a
third party
service provider 33n, if desired) of system 10. Upon a user 14n, 16n, 32n,
requesting
or otherwise being provided with contract screen 34n of Fig. 4, financial data
display
engine 24- preferably retrieves, calculates, analyses and/or manipulates all
necessary financial data, and then populates the relevant fields or regions
(e.g.
panel or region 112 and 116, etc.) for the contract 12n (displayed in its
concise or
collapsed form) provided within contract screen 34. The consolidated financial
data for display within contract screen 34, may have been prepared in advance
by
financial data display engine 24, i.e. upon a last transaction (e.g. a project
38n or
contract 12n being created, a claim/payment application being made or
approved,
etc.) being completed, or may be prepared in (substantially) real-time upon,
for
example, a request being received by system 10 to display a contract screen
34n.
[0122] The preferred panel or region 118 for displaying required
supporting
documentation (i.e. compliance documents/information) that must be, or has
been,
submitted or otherwise provided (or must be verified, or has been verified ¨
as will
be described below with reference to the process of assessing/approving a
claim in
accordance with step 238, of preferred method 200) in accordance with contract
12n is preferably presented to (at least) claimant's 16n, e.g. second agent's
16n, in
its expanded form as shown in Fig. 6. Hence, when a second agent 16n, etc.,
chooses to view a selected contract 12n, for any given project 38, in
accordance
with step 228 of method 200 (Fig. 2), the second agent 16n is automatically,
and
conveniently, presented with a list of the required supporting documents, if
any, that
they must submit in accordance with the selected contract 12n (i.e. the
supporting
compliance documents selected, e.g. by way of preferred panel 100 of create
contract screen 34n of Fig. 5, by the user, e.g. the first agent 14, that
created the
selected contract 12n in accordance with the invention). Panel 118 may then be
readily and selectively collapsed, as desired, by way of, for example, the "A"
button
or region 118a. Another way of accessing a list of the supporting compliance
documents required to be submitted or otherwise provided in accordance with
the
selected contract 12n, and/or selectively submitting/providing any required
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compliance documents/information, may include selecting or hovering over (e.g.
using a GUI pointing device, pen, finger, etc.) a button or region, e.g. a
"Manage
Contract Attachments" button or region 116c, accessible via, for example,
preferred
panel or region 116, of contract screen 34, which may then bring up a pop-up
screen, or the like (not shown), which includes the list of required
supporting
documents and/or a facility for submitting/uploading those documents, etc.. As
discussed previously, the required supporting compliance documentation may
include, but is not limited to: insurance certificates of currency (for, e.g.
public
liability, professional indemnity, etc.), work cover information/documentation
and/or,
statutory declaration(s) confirming that all workers, subcontractors, etc.,
have been
paid. After, for example, having reviewed the list of required supporting
compliance
documents (by way of either panel 118 or "Manage Contract Attachments" button
or region 116c), if any, second agent 16n, etc., may then view or
attach/upload/otherwise submit (e.g. using drag and drop, etc.) one or more of
the
required supporting documents by way of contract page 34- (e.g. by way of a
view
or upload facility that may be presented to the user 16n, etc., upon selecting
or
hovering over (e.g. using a GUI pointing device, pen, finger, etc.): a
previously
submitted document (e.g. the Public Liability Insurance document shown in Fig.
6)
or the outline of a "Missing" document (e.g. the "Missing" Workers
Compensation
Insurance document shown in Fig. 6; and/or, the "Manage Contract Attachments"
button or region 116c of panel 116) of Fig. 6. Although not shown in the
drawings,
preferred panel/region 118 may also include at least one button or region (not
shown), e.g. "Download Compliance Document Template", "Download Statutory
Declaration Template" (e.g. a pre-prepared region-specific template, possibly
configured for the user's 14n, etc., requirements), "Download Sample
Compliance
Document", etc., so as to readily enable a user 16n, etc., to download (or
otherwise
obtain) and use compliance document templates (e.g. for preparing a required
statutory declaration, etc.), or sample compliance documents, to assist them
with
preparing and submitting various required supporting compliance documents,
etc.
[0123] Referring back to step 222, of method 200, of Fig. 2, if it is
determined
that existing contracts 12n are associated with the selected project 38, then
method
200 may continue at step 230, whereat user 14n, 16n, may selectively choose to
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add one or more new contracts 12n, by way of, for example, any of the "Add
Contract" or "New Contract" button(s) or regions(s), etc. (not shown), that
may be
accessible to user 14n, 16n, by way of project screen 34- (as was described
previously with reference to Fig. 4). Should user 14n, 16n, choose to create a
new
contract 12n, at step 230, then method 200 may continue at step 226 (i.e. user
14n,
16n, creates a new contract 12n), and then step 228 (i.e. user 14n, 16n, is
presented
with the contract screen 34- for the new contract 12n, see for example, Fig.
6, and
may then submit any required supporting compliance documents, etc., if needed,
or if required to do so, etc.), as hereinbefore described. Alternatively,
should user
14n, 16n, choose not to create a new contract 12n, at step 230, then method
200
may continue at step 232, whereat user 14n, 16n, may selectively choose to
edit an
existing contract 12n, by way of, for example, selecting or hovering over
(e.g. using
a GUI pointing device, pen, finger, etc.) an "Edit Contract" button or region
112c,
provided within contract screen 34- (see, for example, Fig. 6). Should user
14n,
16n, choose not to edit an existing contract 12n, at step 232, then method 200
may
continue at step 228 (i.e. user 14n, 16n, may be presented with a contract
screen
34- for a selected contract 12n, see for example, Fig. 6, and may then submit
any
required supporting compliance documents, etc., if needed, or if required to
do so,
etc.), as hereinbefore described. Alternatively, should user 14n, 16n, choose
to edit
an existing contract 12, at step 232, then method 200 may continue at step
234,
whereat user 14n, 16n, is provided with an edit contract GUI screen(s) (not
shown -
but which may simply be the same as, or similar to, the create contract screen
34,
shown in Fig. 5), accessible via their user terminal(s) 28, for editing the
selected
existing contract 12n. Here, user, e.g. 14n, 16n, may then edit
information/settings
for the existing contract 12n (including importing in any missing or
new/updated ERP
or other software provider(s) 30n contract information, reference numbers,
etc., or
importing in any contract related information from a spreadsheet, e.g. an
Excel
spreadsheet, if desired), so long as they have been granted the necessary
access
permissions (as hereinbefore described with reference to step 212 for creating
a
new project 38, or step 226 for creating a new contract 12n, in accordance
with
method 200 of Fig. 2), as desired or required to do so. After having made any
desired/allowed changes to existing contract 12n, at step 234, user 14n, 16n,
etc.,
may then save or submit those changes (using, e.g. an "Update", "Submit",
"Save
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or "Save and Publish" button or region 110, etc. - see, for example, Fig. 5)
as
previously described. Thereafter, method 200 may continue at step 228 (i.e.
user
14n, 16n, may be presented with the contract screen 34- for the existing
contract
12n, see for example, Fig. 6, just edited, and may then submit any required
supporting compliance documents, etc., if needed, or if required to do so,
etc.), as
hereinbefore described.
[0124] After having been presented with, and reviewing, the contract
screen
34n (Fig. 6), for a selected contract 12n, at step 228, and after having
attached or
otherwise submitted the required supporting compliance documents, if any, or
if
required or desired to do so (e.g. should the user be, for example, a second
agent
16n), method 200 may continue at either: step 236, whereat, the user, e.g. a
second
agent 16n, may make a claim or payment application in accordance with the
selected contract 12n; or, step 238, whereat, the user, e.g. a first agent
14n, or a
third agent 32n, may assess and approve (or otherwise) a claim or payment
application in accordance with the selected contract 12n. Preferred processes
for
making and submitting claims or payment applications (at step 236) and
assessing/approving claims or payment applications (at step 238), in
accordance
with method 200, will be described in detail below with reference to the flow
diagrams of Figs. 7 & 9, which will be described in conjunction with the
exemplary
GUI screen-shots 34n of Figs. 8 & 10.
[0125] After choosing to either make a claim (step 236) or to
assess/approve
a claim (step 238), or possibly not electing to do either of those tasks (not
shown),
method 200 may simply end, e.g. by way of the user 14, 16, 32, logging out of
system 10, or by returning user 14n, 16n, 32n, to, for example, dashboard
screen
34n (see, Fig. 3).
[0126] In Fig. 7, there is shown a flow diagram which illustrates a
preferred
method 236 for making claims or payment applications in accordance with step
236,
of method 200, of Fig. 2. As can be seen in Fig. 7, the preferred process of
making
a claim or payment application in accordance with method 236 preferably
commences at step 236A, whereat the user, e.g. a first or second agent 14n,
16n,
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is presented with, or arrives at, a GUI "make claim or payment application"
page(s)
or screen(s) 34- (hereinafter simply referred to as "make claim screen 34n"),
by way
of their user terminal(s) 28. An exemplary GUI screen-shot 34- of a preferred
make
claim screen 34n is shown in Fig. 8 (which may display a new claim/payment
application being created from scratch, or may show a previously saved draft
claim/payment application - which will be described in detail below). As is
indicated
by step 236A, shown in Fig. 7, if any existing claim(s)/application(s) have
been
made against the selected contract 12, then details pertaining to the existing
claim(s)/application(s) are retrieved by system 10, and used to generate the
display
of information shown within make claim screen 34. The existing
claim(s)/application(s) details preferably include, but are not limited to:
the last
claim/application number made against the contract 12n; previously approved
claim
amounts (which preferably includes the monetary and percentage, etc.,
amounts);
previously added variation items and amounts; any comments or supporting
documents (e.g. photos, documents, etc.) that may have been associated with
one
or more contract items104n and/or variation/change order items 124n (see, Fig.
8);
and/or, any supporting compliance documents that may have already been
submitted by a user, 14, 16n, etc., in connection with the specific contract
12n. This
existing claim(s)/application(s) data, if any, is preferably retrieved and/or
used by
financial data display engine 24- (and/or any other associated modules or
engines
24, not shown) of network server 20n (or a third party service provider 33n,
if
desired), of system 10, to calculate, analyse and/or manipulate any necessary
data
(e.g. financial data) so as to then populate the relevant fields or regions
(including
the various progress bars 120b, 122e, or other similar visual indicators not
shown)
of make claim screen 34 shown in Fig. 8. The data necessary for display within
make claim screen 34n, may have been prepared in advance by financial data
display engine 24, i.e. upon a last transaction (e.g. a project 38n or
contract 12n
being created, a claim/payment application being made or approved, etc.) being
completed, or may be prepared in (substantially) real-time upon, for example,
a
request being received by system 10 to make a claim (at step 236), and to
display
make claim screen 34. Once make claim screen 34, of Fig. 8, has been generated
and displayed or otherwise provided to user 16n, etc., in accordance with step
236A,
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it is preferred that the new claim/application being made is automatically
saved as
a draft.
[0127]
Referring to Fig. 8 (which again only shows the preferred screen
content so as to simplify the drawing), it can be seen that if an existing
claim or
payment application has been made against the selected contract 12n, then a
number of the preferred fields or features presented within the various
preferred
panels or regions 120, 118, 122, 124, of make claim screen 34- may have been
pre-populated by system 10 (as will be described below). Preferred make claim
screen 34n, of Fig. 8, which in this example is that of a second agent 16n, is
shown
in a state part through the preferred process of making a claim or payment
application in accordance with method 236, of Fig. 7. That is, various fields
have
already been completed by user 16n, etc., for the purpose of making a new
claim/application against the selected contract 12n (as will be described in
further
detail below).
[0128] In
Fig. 8, it can be seen that preferred make claim screen 34,
preferably includes a number of panels, fields, features, buttons or regions,
for
displaying information/documents associated with the selected contract 12n and
for
making a claim or payment application in accordance with that contract 12n.
For
example, and as shown in Fig. 8, make claim screen 34- preferably includes,
but it
not limited to: a panel or region 120 for displaying consolidated project-to-
date claim
summary information, which panel 120 also preferably includes various fields,
buttons or regions for performing various make claim/applications functions in
accordance with preferred make claim screen 34; a panel of region 118 (which
may simply be the same as that or panel or region 118 shown in Fig. 6) for
displaying required supporting documentation (i.e.
compliance
documents/information) that must be, or has been, submitted or otherwise
provided
in accordance with contract 12n; a panel or region 122 for displaying
consolidated
project-to-date contract item 104n claim summary information, and for entering
new
claim information so as to make a new claim/application in accordance with
method
236, of Fig. 7; and/or, a panel or region 124 for displaying consolidated
project-to-
date contract variation/change order item(s) 124n claim summary information,
and
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for entering new variation/change order claim information so as to make a new
claim/application in accordance with method 236, of Fig. 7.
[0129] Although not shown in Fig. 8, one or more of preferred panels or
regions 120, 118, 122 and/or 124, of preferred make claim screen 34, may be
selectively collapsed or expanded by system 10, or selectively by a user, e.g.
second agent 16n, as desired, as part of the process of viewing make claim
screen
34. For example, each of panels/regions 118, 122 and 124 may preferably be
collapsed/expanded by way of the "A" buttons or regions 118a, 122a, and 124a.
Again, although not shown, in their collapsed form, each of regions 118, 122,
124
may display a brief description of the respective panel/region, e.g.
"Compliance
Documentation", etc., for panel/region 118; "Contract Works" and possibly a
"Display Borders" check-box 122b (which may be selected, hovered over, etc.,
so
as to elect to display the content, e.g. contract work and variation/change
order
information, shown within panels 122, 124, in a table format ¨ not shown),
etc., for
panel/region 122; and, "Variations" and possibly a "Add Variation" button or
region
124b (which may be selected, hovered over, etc., so as to add a new
variation/change order item(s) 124n as part of the claim/application being
made ¨
as will be described below) for panel/region 124. As was discussed earlier
with
reference to Fig. 6, it is also preferred that the concise or collapsed
compliance
documentation panel or region 118 (not shown) preferably also includes clever,
preferably colour coded, visual indicators (e.g. colour coded icons, regions,
etc., not
shown) so that a user 16n, etc., may readily determine (e.g. by way of, for
example,
selecting or hovering over, using, e.g. a GUI pointing device, pen, finger,
etc., one
or more of the colour coded icons, etc.) the status (e.g. submitted, missing,
expiring
soon, not verified, etc.) of the supporting documents to be submitted or
otherwise
provided in order to make a claim/payment application in accordance with
contract
12.
[0130] In Fig. 8, it can be seen that preferred panel or region 120
preferably
displays consolidated project-to-date claim/payment application summary
information for the selected contract 12n. The summary information preferably
includes, but is not limited to: the claim number 120a for the new claim being
made;
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'approved to date', "amount claimed" and "yet to be claimed" project-to-date
consolidated totals for the specific contract 12n; and, the completion status
of the
contract 12n which is clearly and cleverly displayed by way of, for example, a
colour
coded progress bar 120b or the like (e.g. a progress wheel (not shown), or
some
other form of, preferably colour coded, visual indicator, etc.). In the
example shown
in Fig. 8, a blue or first colour region (from left to right) represents the
total
claim/application amount approved to date, whilst a green or second colour
region
represents the total claim/application amount now being claimed, and a grey,
blank
or final colour region represents the amount yet to be claimed by way of a
claim or
payment application. Preferred panel or region 120 may also include, but is
not
limited to: a text box or field/region 120c, e.g. a "claim as at" text box or
field 120c,
which displays the date (e.g. the date of opening/displaying make claim screen
34n)
applicable to the consolidated claim information shown within make claim
screen
34, and which may selectively be changed (e.g. by way of selecting, etc., a
drop
down menu or pop-up calendar that may appear upon selecting or hovering over,
using, e.g. a GUI pointing device, pen or finger, etc., text box or field
120c); a button
or region 120d, e.g. an "Attachments" button or region 120d, which may be
selected, hovered over, etc., so at to bring up a pop-up window of the like
(not
shown) for displaying details of any attachments (and for possibly
downloading, etc.
copies of same) that may have already been associated with contract 12n, or to
submit (e.g. upload, etc.) or otherwise any required or desired attachments
applicable to contract 12n or the claim/payment application being made; a
button or
region 120e, e.g. a "Draft Claim PDF" button or region 120e, which may be
selected,
hovered over, etc., so as to generate and download or view a draft
claim/compliance document (in accordance with step 236G, of method 236, of
Fig.
7 ¨ as will be described below) applicable to the claim/payment application
being
made; a button or region 120f, e.g. a "Save Draft" button or region 120f, for
saving
the claim/payment application being made as a draft; and/or, a button or
region
120g, e.g. a "Submit Claim" button or region 120g, for selectively submitting
the
claim/application being made for assessment/approval in accordance with the
invention.
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[0131] As
already described above, preferred panel or region 118 for
displaying required supporting documentation (i.e.
compliance
documents/information) that must be, or has been, submitted or otherwise
provided
in accordance with contract 12n is preferably the same as, or similar to,
preferred
panel/region 118 shown in Fig. 6. Accordingly, a detailed discussion of the
features
and/or operation of preferred panel/region 118, of Fig. 8, need not be
provided
again. Instead, it should be understood that panel 118 of Fig. 8, may perform
some
or all of the aspects/operations, or variations thereof, of panel 118 as
described
above with reference to Fig. 6. Having said that, should any required
compliance
documents have been defined as "required at claim" documents (referring to
text
boxes 100b, of create contract screen 34, of Fig. 5, then at the claim/payment
application stage, additional required documents, e.g. a "Subcontractor
Declaration", as shown in Fig. 8, may now appears as being a required
compliance
document within preferred panel or region 118.
[0132] In
Fig. 8 it can also be seen that preferred panel 122 for displaying
consolidated project-to-date contract item 104n claim summary information, and
for
entering new claim information so as to make a new claim/application in
accordance
with method 236, of Fig. 7, is configured to enable a user, e.g. a second
agent 16n,
to readily view summary information concerning previous claims/applications
and
to input or add one or more new claim amounts (for one or more contract items
104n) as required so as to make a new claim/payment application in connection
with the selected contract 12n. In the preferred make claim screen 34- shown
in
Fig. 8, it can be seen that various contract item 104n (this time arranged in
sections,
with section headings, and subsection contract items 104n), in addition to
including
their reference 104a, description 104b, when complete amounts 104c, and when
complete automatically calculated total of all contract items 104i, each or
which
were described earlier with reference to Fig. 5, each contract item 104n also
includes a number of regions, fields or text boxes for viewing previous
claim/application information and for entering new claim/application
information.
These additional regions, fields or text boxes, etc., may include, but are not
limited
to: a previously approved automatically calculated amount 122c, which when
there
are more than one contract items 104n, may also include a consolidated
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automatically calculated previously approved total 122d; the completion status
of
the contract item 104n which is clearly and cleverly displayed by way of, for
example, a colour coded progress bar 122e or the like (e.g. a progress wheel
(not
shown), or some other form of, preferably colour coded, visual indicator,
etc.) - in
the example shown in Fig. 8 (like in the case of preferred progress bar 120b
of
preferred panel/region 120) a blue or first colour region (from left to right)
represents
the total claim/application amount approved to date, whilst a green or second
colour
region represents that total claim/application amount now being claimed, and a
grey, blank or final colour region represents the amount yet to be claimed by
way
of a claim or payment application; a project-to-date percentage and monetary
text
box 122f for each contract item 104n, either of which may be selectively
altered to
input or add new claim/application information so as to make a new
claim/application in accordance with method 236, of Fig. 7 (e.g. should the
existing
claim amount be 25%, or $2,500, a user 16n, etc., may readily input/add a new
claim
amount by varying either the percentage or monetary amounts pre-populated
therein, e.g. by changing 25% to say 75%, or by changing $2,500 to $7,500,
etc.);
a project-to-date automatically calculated claim total 122g, representing the
total
monetary amount of all of monetary text boxes 122f; and/or, a current
claim/application amount text box 122h for each contract item 104n (which may
also
be selectively altered to input or add new claim/application information so as
to
make a new claim/application in accordance with method 236, of Fig. 7), and an
associated automatically calculated total 122i for all of current
claim/application
amount text boxes 122h ¨ representing the total amount now being claimed. Also
shown in Fig. 8, are regions of conversation icons 122j for each contract item
104n,
which when selected, hovered over, etc., may bring up a pop-up screen or the
like
(not shown) for reviewing any comments or documents (e.g. photos, etc.) that
may
have already been added (uploaded, etc.) in connection with a contract item
104n
(e.g. a first user's 14n reasons why a previous contract item 104n associated
with a
previous claim/application was not approved in full, etc.) and/or for adding,
submitting, uploading, etc., any comments or documents (e.g. photos, reports,
etc.)
in connection with a contract item 104n (e.g. reasons for claim amounts,
photos of
completed works, etc.).
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[0133] Finally, and again in Fig. 8, it can be seen that preferred panel
124
(here shown in its "lump sum" format, but which could be shown in a "schedule
of
rates" format, as previously described with reference to drop-down menu 104j,
of
create contract screen 34, of Fig. 5) for displaying consolidated project-to-
date
contract variation/change order item(s) 124n claim summary information, and
for
entering new variation/change order claim information (i.e. variation/change
order
items 124n) so as to make a new claim/application in accordance with method
236,
of Fig. 7, is configured to enable a user, e.g. a second agent 16n, to readily
view
summary information concerning previous variations/claim orders and to input
or
add one or more new variations/claim order items 124n as required so as to
make
a new claim/payment application in connection with the selected contract 12n.
In
the preferred make claim screen 34- shown in Fig. 8, like in the case of
contract
items 104n, it can be seen that one or more variation/claim order item(s) 124n
may
each include a reference 104a, description 104b, when complete amount 104c,
and
when complete automatically calculated total of all variation/change order
items
124i, along with a number of regions, fields or text boxes for viewing
previous
claim/application variation/claim order information and for entering new
claim/application variation/claim order information. These regions, fields or
text
boxes, etc., may include, but are not limited to: a previously approved
automatically
calculated amount 122c, which when there are more than one variation/change
order items 124n, may also include a consolidated automatically calculated
previously approved total 124d; the completion status of the variation/claim
order
item 124n which is clearly and cleverly displayed by way of, for example, a
colour
coded progress bar 122e or the like (e.g. a progress wheel (not shown), or
some
other form of, preferably colour coded, visual indicator, etc.) ¨ as
hereinbefore
described with reference to preferred panel/region 122; a project-to-date
percentage and monetary text box 122f for each variation/change order item
124n,
either of which may be selectively altered to input or add new
claim/application
information so as to make a new claim/application in accordance with method
236,
of Fig. 7 ¨ as hereinbefore described with reference to preferred panel 122; a
project-to-date automatically calculated total 124g, representing the total
monetary
amount of all of variation/change order monetary text boxes 122f; and/or, a
current
claim/application amount text box 122h for each variation/change order item
124n
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(which may be selectively altered to input or add new claim/application
information
- as hereinbefore described with reference to preferred panel 122), and an
associated automatically calculated total 124j for all of current
variation/change
order claim/application amount text boxes 122h - representing the total amount
now being claimed. Also shown in Fig. 8, are regions of conversation icons
124k
for each variation/change order item 124n, for viewing or adding comments,
documents, etc., as hereinbefore described with reference to preferred panel
122.
[0134] Referring back to step 236A, of method 236, of Fig. 7, it can be
seen
that after preferred make claim screen 34n, of Fig. 8, has been presented to
the
user, e.g. second agent 16n, method 236 may continue at step 236B, whereat
user
16n, etc., may input/edit new claim information for one or more contract items
104n,
using, e.g. any of text boxes 122f or 122h. At step 236B, and as can be seen
in
Fig. 7, user 16n, etc., may also selectively add any comments, documents (e.g.
photos, etc.), concerning one or more contract items 104n, as required or
desired
using, e.g. any of regions or conversation icons 122j, etc. After having
added/input
all required claim/application information concerning contract items 104n, at
step
236B, method 236 may continue at step 236C, whereat the user 16, etc., may
selectively choose to edit or input any required variation/change order
information,
etc. Although variations/change orders would typically be made by a second or
first
agent 16, 14, depending on access permissions, it will be appreciated that
third
agents 32n may also request variations/change orders in some instances. If at
step
236C, user 16n, etc., (chooses to add/edit variation/change order information,
then
method 236 may continue at step 236D, whereat user 16n, etc., may input/edit
new
variation/change order information for one or more variation/change order
items
124n, using, e.g. any of text boxes 122f or 122h, or may add new
variation/change
order item(s) 124n, using, e.g. "Add Variation" button or region 124b. At step
236D,
and as can be seen in Fig. 7, user 16n, etc., may also selectively add any
comments,
documents (e.g. photos, etc.), concerning one or more variation/change order
items
124n, as required or desired using, e.g. any of regions or conversation icons
124k,
etc. Thereafter, method 236 may continue at step 236E, whereat user 16n may
selectively (or may be prompted to) manage using, e.g. preferred panel/region
118
of Fig. 8, the required supporting compliance documents that must be submitted
in
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order to make a claim/payment application in accordance with the selected
contract
12n. As described earlier with reference to contract screen 34, of Fig. 6,
user 16n,
etc., may view and add any necessary supporting compliance
documents/information (including any related expiry date information, if
required in
accordance with the contract 12n ¨ i.e. if set as compulsory by, for example,
first
agent 14n, when creating the selected new contract 12n, as was described
earlier
with reference to create contract screen 34, of Fig. 5) by way of preferred
panel/region 118, of Fig. 8. Alternatively, and referring back to step 236C,
of
method 236, should user 16n, etc., chooses not to add/edit variation/change
order
information, then method 236 may continue at step 236E, as hereinbefore
described (e.g. user 16n, etc., may manage the required supporting compliance
documents/information using, e.g. preferred panel/region 118, of Fig. 8).
[0135] After reviewing, submitting, etc., any/all required supporting
compliance documents at step 236E, method 236 may continue at step 236F,
whereat a user 16n, etc., may selectively choose to view (using, e.g. "Draft
Claim
PDF" button or region 120e, of Fig. 8) a draft claim document(s) (e.g. a claim
document(s) that conform with relevant Security of Payments or similar
statutory
adjudication legislation) that may be automatically generated in accordance
with
system 10 of the present invention. Should user 16n, etc., choose to view a
draft
claim document(s), then method 236 may continue at step 236G, whereat the
required retention/retainage amounts are determined, and thereafter the draft
claim
document(s) is generated and made available (e.g. viewable in a pop-up window
or the likes (not shown), or made available for download, etc.) to user 16n,
etc.
Thereafter, method 236 may continue at step 236H, whereat user 16n, etc., may
selectively choose whether or not to submit their claim or payment
application.
Alternatively, and referring back to step 236F, should user 16n, etc., choose
not to
view a draft claim document(s), then method 236 may continue at step 236H
(i.e.
user 16n, etc., may selectively choose whether or not to submit their claim or
payment application). If, at step 236H, user 16, etc., chooses not to submit
their
claim/payment application, then method 236 may return to step 236A (after
saving
the claim/application as a draft, e.g. using "Save Draft" button or region
120f, of Fig.
8) or may end (not shown) should user 16n, etc., opt to sign or log out of
system 10.
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[0136] If, at step 236H, a user 16, etc., chooses to submit their
claim/payment application using, e.g. "Submit Claim" button or region 120g,
then
method 236 may continue at step 236J, whereat system 10 may request any
missing required supporting compliance documents/information, and/or then
determine the required retention/retainage amounts, before generating any/all
claim/compliance document(s). As is shown in Fig. 7, should any required
supporting compliance documents have not been submitted at the "submit claim"
stage (e.g. steps 236H, 236J) it is preferred that method 236 continues at
step
236E, whereat the user 16, etc., must add/submit any missing
documents/information before their claim/payment application can be processed
by
system 10. If, at step 236J, it is determined that all required supporting
compliance
documents have been submitted, then after generating the claim/compliance
document(s) at step 236J, method 236 may continue at step 236K, whereat it may
be determined whether or not the user 16n, etc., has integrated, e.g. an
external
accounting software provider 30n (see, Fig. 1), such as, for example, XeroTM,
MYOBTM, QuickbooksTM, Sage OneTM, etc.) with system 10, for the purpose of,
for
example, invoicing and account reconciliations, etc. Also, at step 236J, if it
is
determined that the total claim/payment application amount meets or exceeds
the
percentage of total works previously defined in text box 86, of create
contract
screen 34n, of Fig. 5, then at this stage the user 16n, etc., may choose to
claim
Practical Completion, and hence, have a percentage (i.e. the percentage that
was
defined in text box 88 of create contract screen 34, of Fig. 5) of their
retention/retainage released upon approval.
[0137] If, at step 236K, it is determined that system 10 is not
integrated with
any external accounting software provider(s) 30n, associated with user 16n,
etc., or
if user 16n, selectively chooses to skip the accounting software integration
step,
then method 236 may continue at step 236L, whereat a summary of the
claim/application about to be submitted may first be presented to the user 16,
etc.,
for their review/approval, and thereafter (assuming the user 16n, etc., does
not
cancel the submission process) the claim is submitted to system 10, along with
any
supporting documents and/or required supporting compliance documents. A
notification (e.g. in the form of an e-mail, etc.) may then be generated and
sent (e.g.
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by way of third party notification service provider(s) 33n, such as, for
example,
MandrillTM, etc.) to the respondent, e.g. first agent 14n, along with copies
of some
or all of the automatically generated claim/compliance document(s), and/or any
supporting documents or required supporting compliance documents, etc. It will
be
appreciated that no attachments need be sent with the notification sent to
first agent
14n, etc., as all documents will be readily available to first agent 14n,
etc., upon
logging into system 10. Similarly, instead of sending any attachments with the
notification to first agent 14n, etc., links, etc., to the necessary
documents, etc.,
could be supplied as part of the notification. Thereafter, method 236 may end,
as
shown.
[0138] Alternatively, if, at step 236K, it is determined that system 10
is
integrated with an external accounting software provider(s) 30n, associated
with
user 16n, etc., or if user 16n, selectively chooses to integrate system 10
with an
external accounting software provider 30n, then method 236 may continue at
step
236M, whereat depending on whether or not the user 16n, etc., has chosen (or
now
selects) to generate an accounting software invoice at the claim/payment
application stage (the selection of which may be set when, for example,
setting up
or enabling integration of external accounting software provider 30n with
system
10), method 236 may either continue at step 236L (whereat, if accounting
invoices
are not to be generated at the claim stage, the claim/payment application is
submitted/processed and thereafter a notification is generated and sent to the
respondent 14n, etc.) as hereinbefore described, or at step 236N, whereat
system
may exchange necessary information and instructions with the integrated
external accounting software provider 30n so as to automatically generate an
accounting invoice for user 16n, etc. At step 236N, user 16n, etc., may choose
to
view the accounting invoice (not shown) by way of, for example, a button or
region
(not shown) provided within make claim screen 34, of Fig. 8, etc. Thereafter,
method 236 may continue at step 236L, as before, but may also submit/process
the
accounting invoice as part of that step (236L). Similarly, upon generating the
invoice using external accounting software provider 30n, system 10 may
automatically attach a copy of the system 10 generated claim/compliance
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document to the invoice (or an associated file location) within the external
accounting software 30n, etc. Method 236 may then end, as discussed
previously.
[0139] It will be appreciated that access to, or integration with, an
external
accounting software provider 30n, etc., may be enabled, facilitated and/or
granted,
by way of, e.g. the "Add-On" facility or page(s) (not shown) previously
described
with reference to dashboard screen 34, of Fig. 3. Although not shown in the
drawings, it will be appreciated that the process of integrating system 10
with an
external accounting software or other software provider 30n, would include a
user,
e.g. 16n, granting access rights to system 10 (and/or, external software
provider(s)
30n) so as to enable data to be shared between system 10 and external software
provider(s) 30. Further, as part of setting up or enabling integration with an
external accounting software provider 30n, user 16n, etc., may be required to
nominate, e.g. a specific company, accounting codes, payment terms, etc. (e.g.
one
or more accounting sales or other revenue codes, retention/retainage code(s),
etc.),
that are to be used when an invoice is automatically generated by way of
integration
with system 10. Similarly, as part of setting up or enabling integration with
an
external accounting software provider 30n, or later by way of, e.g. "Add-On"
facility
or page (not shown) accessibly to user 16n, etc., by way of one or more
preferred
GUI screens 34, the user 16n, etc., may be required to nominate whether or not
they wish to have invoices generated at the claim or approval stage. By
enabling
a user, e.g. second agent 16n, to share data and/or instructions with their
external
accounting software provider 30n, as part of (for example) step 236N, of
method
236, accounting tasks and/or reconciliations for that user 16n, etc., will be
significantly streamlined/improved.
[0140] In Fig. 9, there is shown a flow diagram which illustrates a
preferred
method 238 for assessing and/or approving claims or payment applications in
accordance with step 238, of method 200, of Fig. 2. As can be seen in Fig. 9,
the
preferred process of assessing and/or approving claims or payment application
in
accordance with method 238 preferably commences at step 238A, whereat the
user, e.g. a first, second or third 14, 16, 32n (e.g. a first agent 14n in
his/her
capacity as a respondent, a second agent 16n if using system 10 in its self-
assess
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or stand-alone mode, and/or a third agent 32n if granted access rights to
assess
(and possibly approve) claims or payment applications in accordance with
system
10) is presented with, or arrives at, a GUI "assess or approve claim or
payment
application" page(s) or screen(s) 34- (hereinafter simply referred to as
"assess
claim screen 34n"), by way of their user terminal(s) 28. An exemplary GUI
screen-
shot 34- of a preferred assess claim screen 34- is shown in Fig. 10 (which may
display a new assess claim screen 34- created from scratch, or may show a
previously saved draft assess claim screen 34- - which will be described in
detail
below). As is indicated by step 238A, shown in Fig. 9, if any existing
claim(s)/application(s) have been made against the selected contract 12n, then
details pertaining to the existing claim(s)/application(s) are retrieved by
system 10,
and used to generate the display of information shown within assess claim
screen
34. The existing claim(s)/application(s) details preferably include, but are
not
limited to: the last claim/application number made against the contract 12;
previously approved claim amounts (which preferably includes the monetary and
percentage, etc., amounts); previously added variation items and amounts; any
comments or supporting documents (e.g. photos, documents, etc.) that may have
been associated with one or more contract items 104n and/or
variation/retainage
items 124n; and/or, any supporting compliance documents that may have already
been submitted by a user, 14n, 16n, etc., in connection with the specific
contract
12n. This existing claim(s)/application(s) data, if any, is preferably
retrieved and/or
used by financial data display engine 24n (and/or any other associated modules
or
engines 24n, not shown) of network server 20n (or a third party service
provider 33n,
if desired), of system 10, to calculate, analyse and/or manipulate any
necessary
data (e.g. financial data) so as to then populate the relevant fields or
regions
(including the various progress bars 120b, 122e, or other similar visual
indicator not
shown) of assess claim screen 34- shown in Fig. 10. The data necessary for
display
within assess claim screen 34n, may have been prepared in advance by financial
data display engine 24, i.e. upon a last transaction (e.g. a project 38n or
contract
12n being created, a claim/payment application being made or approved, etc.)
being
completed, or may be prepared in (substantially) real-time upon, for example,
a
request being received by system 10 to assess/approve a claim (at step 238),
and
to display assess claim screen 34.
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[0141] Referring to Fig. 10 (which again only shows the preferred screen
content so as to simplify the drawing), it can be seen that if an existing
claim or
payment application has been made (and/or approved) against the selected
contract 12n, then a number of the preferred fields or features presented
within the
various preferred panels or regions 120, 118, 122, 124, of assess claim screen
34n
may have been pre-populated by system 10 (as will be described below).
Preferred
assess claim screen 34, of Fig. 10, which in this example is that of a first
agent
14n, is shown in a state part through the preferred process of assessing and
approving a claim or payment application in accordance with method 238, of
Fig. 9.
That is, various fields have already been completed by user 14n for the
purpose of
assessing and approving a claim/application against the selected contract 12n
(as
will be described in further detail below).
[0142] In Fig. 10, it can be seen that preferred assess claim screen 34,
preferably includes a number of panels, fields, features, buttons or regions,
for
displaying information/documents associated with the selected contract 12n and
for
assessing/approving a claim or payment application in accordance with that
contract 12n. For example, and as shown in Fig. 10, assess claim screen 34n
preferably includes, but it not limited to: a panel or region 120 for
displaying
consolidated project-to-date claim summary information, which panel 120 also
preferably includes various fields, buttons or regions for performing various
make
claim/applications functions in accordance with preferred assess claim screen
34;
a panel of region 118 (which may simply be the same as that or panel or region
118
shown in Figs. 6 & 8) for displaying required supporting documentation (i.e.
compliance documents/information) that must be, or has been, submitted or
otherwise provided in accordance with contract 12n; a panel or region 122 for
displaying consolidated project-to-date contract item 104n claim summary
information, and for editing any necessary claim or payment application
information
so as to assess and approve a claim in accordance with method 238, of Fig. 9;
and/or, a panel or region 124 for displaying consolidated project-to-date
contract
variation/change order item(s) 124n claim summary information, and for editing
any
necessary variation/change order claim information so as to assess and approve
a
claim/application in accordance with method 238, of Fig. 9.
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[0143] Although not shown in Fig. 10, and as has been hereinbefore
described with reference to Figs. 6 & 8, one or more of preferred panels or
regions
120, 118, 122 and/or 124, of preferred assess claim screen 34, may be
selectively
collapsed or expanded by system 10, or selectively by a user (e.g. by way of
the "A"
buttons or regions 118a, 122a, 124a, etc.), e.g. first agent 16n, as desired,
as part
of the process of assessing and/or approving claims or payment applications by
way of assess claim screen 34. Again, although not shown, in their collapsed
form, each of panels/regions 118, 122, 124 may display a brief description of
the
respective panel/region, e.g. "Compliance Documentation", etc., for
panel/region
118; "Contract Works" and "Display Borders" check-box 122b, etc., for
panel/region
122; and, "Variations" and possibly an "Add Variation" button or region 124b
(which
may be selected, hovered over, etc., so as to add a new variation/change order
item 124n as part of the claim/application being made ¨ as will be described
below)
for panel/region 124. As was discussed earlier with reference to Figs. 6 & 8,
it is
also preferred that the concise or collapsed compliance documentation panel or
region 118 (not shown) preferably also includes clever, preferably colour
coded,
visual indicators (e.g. colour coded icons, regions, etc., not shown) so that
a user
14n, etc., may readily determine (e.g. by way of, for example, selecting or
hovering
over, using, e.g. a GUI pointing device, pen, finger, etc., one or more of the
colour
coded icons, etc.) the status (e.g. submitted, missing, expiring soon, not
verified,
etc.) of the supporting documents to that have been submitted or otherwise
provided with the claim or payment application being assess/approved in
accordance with assess claim screen 34.
[0144] In Fig. 10, it can be seen that preferred panel or region 120
preferably
displays consolidated project-to-date claim/payment application summary
information for the selected contract 12n. The summary information preferably
includes, but is not limited to: the claim number 120a for the claim being
assessed/approved; 'approved to date', "amount approved", "difference to
claimed"
(i.e. approved more or less than was claimed), and "yet to be approved"
project-to-
date consolidated totals for the specific contract 12; and, the completion
status of
the contract 12n which may clearly and cleverly be displayed by way of, for
example,
a colour coded progress bar 120b or the like (e.g. a progress wheel (not
shown), or
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some other form of, preferably colour coded, visual indicator, etc.), as
hereinbefore
described. In the example shown in Fig. 10, a blue or first colour region
(from left
to right) represents the total claim/application amount approved to date, a
green or
second colour region represents the total claim/application amount now being
assessed, a red or third colour region represents the amount disapproved by
the
user 14n, etc. (and hence, the difference to what was claimed by the claimant,
e.g.
second agent 16n, as part of a subsequent claim or payment application), and a
grey, blank or final colour region represents the amount yet to be approved by
the
user 14n (i.e. the respondent). Preferred panel or region 120 may also
include, but
is not limited to: a field/region 120c, e.g. a "claim as at" field/region
120c, which
displays the date applicable to the claim or payment application being
assessed/approved within assess claim screen 34; a button or region 120d, e.g.
an "Attachments" button or region 120d, which may be selected, hovered over,
etc.,
so at to bring up a pop-up window of the like (not shown) for displaying
details of
any attachments (and for possibly downloading, etc. copies of same) that may
have
already been associated with contract 12n, or to submit (e.g. upload, etc.) or
otherwise any required or desired attachments applicable to contract 12n or
the
claim/payment application being assessed/approved; a button or region 120h,
e.g.
a "View Claim PDF" button or region 120h, that may be selected, hovered over,
etc., so as to download and/or view the system 10 generated claim/compliance
document for the claim or payment application being assessed/approved; a
button
or region 120i, e.g. a "Draft Payment Schedule PDF" button or region 120i,
which
may be selected, hovered over, etc., so as to generate and download or view a
draft payment schedule/compliance document (in accordance with step 238G, of
method 238, of Fig. 9) applicable to the claim/payment application being
assessed/approved; a button or region 120f, e.g. a "Save Draft" button or
region
120f, for saving the claim/payment application being assessed/approved as a
draft;
and/or, a button or region 120j, e.g. an "Approve Claim" button or region
120j, for
selectively approving the claim or payment application being assessed in
accordance with the invention.
[0145] As
already described above, preferred panel or region 118 for
displaying required supporting documentation (i.e.
compliance
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documents/information) that must be, or has been, submitted or otherwise
provided
in accordance with contract 12n is preferably the same as, or similar to,
preferred
panels/regions 118 shown in Figs. 6 & 8. Accordingly, a detailed discussion of
the
features and/or operation of preferred panel/region 118, of Fig. 10, need not
be
provided again. Having said that, in this instance, i.e. for assessing and/or
approving claims or payment applications using preferred assess claim screen
34,
of Fig. 10, the user 14, etc., is preferably not required to submit any
supporting
compliance documents, but instead is required to review and verify each
document
and associated information, e.g. document expiry dates, etc., so as to ensure
compliance with relevant Security of Payments or similar statutory
adjudication
legislation. That is, although not shown in Fig. 10, user 14, etc., is
preferably
required to open, download, etc., each document submitted (by, e.g. user 16n)
by
way of preferred panel/region 118, and then review each document and
associated
details (e.g. expiry date information, etc.) to check whether the
documents/information provided is accurate and/or complies with the contract
12n
and/or relevant Security of Payments or similar statutory adjudication
legislation.
Upon reviewing each document, user 14n, etc., may be presented with a pop-up
screen or the like (not shown), which may include a check-box, or other such
facility,
for confirming that the document/information has been verified.
[0146] In Fig. 10, it can also be seen that preferred panel 122 for
displaying
consolidated project-to-date contract item claim summary information, and for
editing any necessary claim or payment application information so as to assess
and
approve a claim in accordance with method 238, of Fig. 9, is configured to
enable
a user, e.g. a first agent 14n, to readily view summary information concerning
previous claims/applications and the current claim/application information,
and to
edit one or more claim amounts (for one or more contract items 104n) as
required
so as to assess or approve the claim/payment application in connection with
the
selected contract 12n. In the preferred assess claim screen 34- shown in Fig.
10, it
can be seen that the various contract items 104n (again, arranged in sections
in this
example, with section headings, and subsection contract items 104n), in
addition to
including: their reference 104a, description 104b; when complete amounts 104c;
when complete automatically calculated total of all contract items 104i;
previously
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approved automatically calculated amounts 122c; previously approved
automatically calculated total of all previously approved amounts 122d; the
completion status of the contract item 104n - which may be clearly and
cleverly
displayed by way of, for example, colour coded progress bar(s) 122e or the
like
(e.g. a progress wheel (not shown), or some other form of, preferably colour
coded,
visual indicator(s), etc.) - in the example shown in Fig. 10 (like in the case
of
preferred progress bar 120b of preferred panel/region 120) a blue or first
colour
region (from left to right) represents the total claim/application amount
approved to
date, a green or second colour region represents that total claim/application
amount
now being assessed/approved, a red or third colour region represents the
amount
disapproved by the user 14, etc. (and hence, the difference to be claimed by
the
claimant, e.g. second agent 16n, as part of a subsequent claim or payment
application), a grey, blank or final colour region represents the amount yet
to be
approved by the user 14n (i.e. the respondent); project-to-date percentage and
monetary text boxes 122f for each contract item 104n (either of which may be
selectively altered as part of the process of assessing/approving a
claim/application
in accordance with method 238, of Fig. 9); project-to-date automatically
calculated
total 122g, representing the total monetary amount of all of monetary text
boxes
122f; and/or, regions or conversation icons 122j for each contract item 104n,
which
when selected, hovered over, etc., may bring up a pop-up screen or the like
(not
shown) for reviewing any comments or documents (e.g. photos, etc.) that may
have
already been added (uploaded, etc.) in connection with a contract item 104n
and/or
for adding, submitting, uploading, etc., any comments or documents (e.g.
photos,
reports, etc.) in connection with a contract item 104n (e.g. reasons for
disapproving
or reducing claim amounts, photos of defects, etc.); each or which were
described
earlier with reference to Fig. 8, each also include an additional field or
text box 122k,
e.g. a "Modification Reason" field or text box 122k, which when selected,
hovered
over, etc. (e.g. by way of a GUI pointing device, pen or finger, etc.),
preferably brings
a pop-up menu or screen (now shown), which preferably includes a drop-down
menu or the like (not shown) for selecting a reason for, e.g. disapproving or
altering
a claim or payment application (e.g. actual completion less than claimed,
quality of
works not to agreed standard, other, etc.), and a text box or field for
entering any
associated description/comments. Such reasons/comments, etc., submitted by
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way of, e.g. "Modification Reasons" fields or text boxes 122k, preferably
being
compulsory in instances where a user 14n, etc., disapproves or alters a claim
or
payment application amount, so as to comply with relevant Security of Payments
or similar statutory adjudication legislation.
[0147] Finally, and again in Fig. 10, it can be seen that preferred panel
124
for displaying consolidated project-to-date contract variation/change order
item(s)
124n (again, here shown in its "lump sum" format, but which could be shown in
a
"schedule of rates" format, as previously described with reference to drop-
down
menu 104j, of create contract screen 34n, of Fig. 5) claim summary
information, and
for editing any necessary variation/change order claim information so as to
assess
and approve a claim/application in accordance with method 238, of Fig. 9, is
configured to enable a user, e.g. a first agent 14n, to readily view summary
information concerning previous variations/claim orders and to edit one or
more
variations/claim orders as required so as to assess and/or approve a
claim/payment
application in connection with the selected contract 12n. In the preferred
assess
claim screen 34- shown in Fig. 10, like in the case of each contract items
104n
described above in connection with preferred panel/region 122, of Fig. 10, in
addition to including each of a: reference 104a; description 104b; when
complete
amount 104c; when complete automatically calculated total of all variation
items
124i; previously approved automatically calculated amount 122c; previously
approved consolidated automatically calculated previously approved total 124d;
completion status of the variation/claim order item 124n which is clearly and
cleverly
displayed by way of, for example, a colour coded progress bar 122e or the like
(e.g.
a progress wheel (not shown), or some other form of, preferably colour coded,
visual indicator, etc.) ¨ as hereinbefore described with reference to
preferred
panel/region 122; project-to-date percentage and monetary text box 122f
(either of
which may be selectively altered as part of the process of assessing/approving
a
claim/application in accordance with method 238, of Fig. 9); project-to-date
automatically calculated total 124g, representing the total monetary amount of
all
of variation/change order monetary text boxes 122f; and/or, regions or
conversation
icons 124k for each variation/change order item 124n, which when selected,
hovered over, etc., may bring up a pop-up screen or the like (not shown) for
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reviewing any comments or documents (e.g. photos, etc.) that may have already
been added (uploaded, etc.) in connection with a variation/change order item
124n
and/or for adding, submitting, uploading, etc., any comments or documents
(e.g.
photos, reports, etc.) in connection with a variation/change order item 124n
(e.g.
reasons for disapproving or reducing claim amounts, photos of defects, etc.);
each
or which were described earlier, each variation/change order item 124n also
includes an additional field or text box 122k, e.g. a "Modification Reason"
field or
text box 122k, which when selected, hovered over, etc. (e.g. by way of a GUI
pointing device, pen or finger, etc.), preferably brings a pop-up menu or
screen
(now shown), which preferably includes a drop-down menu or the like (not
shown)
for selecting a reason, e.g. for disapproving or altering a claim or payment
application (e.g. actual completion less than claimed, variation not approved,
quality
of works not to agreed standard, other, etc.), and a text box or field for
entering any
associated description/comments. Such reasons/comments, etc., submitted by
way of, e.g. "Modification Reasons" fields or text boxes 122k, preferably
being
compulsory in instances where a user 14n, etc., disapproves or alters a claim
or
payment application amount, so as to comply with relevant Security of Payments
or similar statutory adjudication legislation.
[0148] Referring back to step 238A, of method 238, of Fig. 9, it can be
seen
that after preferred assess claim screen 34n, of Fig. 10, has been presented
to the
user, e.g. first agent 14n, method 238 may continue at step 238B, whereat user
14n,
etc., may review and then edit or modify (if necessary) the current claim
information
(submitted by second agent 16n, etc.) for one or more contract items 104n,
using,
e.g. either of text boxes 122f. Should the first agent 14, etc., approve of
the claim
information provided in connection with a specific contract item 104n, then
he/she
may approve the full amount as claimed for that contract item 104n by simply
leaving
the pre-populated amount shown in text boxes 122f as they are. Alternatively,
user
14n, etc., may not approve the entire amount claimed, or may not approve
payment
for any amount at all as claimed by the second agent 16n, etc. In either of
these
scenarios, the first agent 14n, may simply alter either the percentage or
monetary
amounts, etc., pre-populated and provided within text boxes 122f. For example,
and as shown in Fig. 10, user 14n, etc., did not approve of the claimed amount
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submitted in connection with the contract item 104n bearing reference number
0002.1, so he/she has changed the full amount (100% or $10,000) claimed by the
second agent 16n, etc., to 90% or $9,000, by way of either of text boxes 122f.
[0149] As is shown in Fig. 9, at step 238B, user 14, etc., may also
selectively
add any reasons, comments, documents (e.g. photos, etc.), concerning one or
more contract items 104n, as required or desired using, e.g. any of regions or
conversation icons 122j, etc. (as was described above with reference to
panels/regions 122 & 124, of Figs. 8 & 10). As discussed above, it is
preferred that
upon a first agent 14n making a change to a claim or payment application
submitted
by a second agent 16n, etc., that the first agent 14n must at least provide a
reason
for the change (i.e. a reason for not approving the claimed amount in part, or
in full).
Hence, in the example shown in Fig. 10, it can be seen that the region or
conversation icon 122j associated with the contract item 104n, bearing
reference
number 0002.1, is displayed as a dark (or otherwise highlighted) icon 122j,
and
includes a red or other coloured circle (preferably with a number displayed
therein,
representing, e.g. the number of attachments submitted in connection
therewith),
which indicates that reasons/comments for modifying the claimed amount have
been added for that contract item 104, and at least one attachment (e.g. a
photo
of a defect, etc.) has been submitted as evidence, etc., so as to show or
explain
why the claimed amount was modified, etc.
[0150] After having modified any/all necessary or desired
claim/application
information, and after having submitting any required/desired reasons/comments
and/or attachments, etc., concerning contract items 104n, at step 238B, method
238
may continue at step 238C, whereat the user 14n, etc., may selectively choose
to
view and/or modify required variation/change order information, etc., if any
exists,
and/or may selectively choose to add one or more required variations/change
order
items 124n. If it is determined at step 238C, that variations/change orders
are part
of the claim or payment application being assessed/approved, and/or if user
14n,
etc., wishes to add a variation/change order, then method 238 may continue at
step
238D, whereat user 14n, etc., may review and then edit or modify (if
necessary) the
current variation/change order claim information (submitted by second agent
16n,
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etc.) for one or more variation/change order items 124n, using, e.g. either of
text
boxes 122f, and/or may add variation/change order items 124n to the
payment/claim
application, and may then submit or otherwise (using, e.g. region(s) or
conversation
icon(s) 124j, etc.) provide any reasons, comments and/or supporting documents
(e.g. photos, etc.) as required/desired, as described above with reference to
contract items 104n, of preferred panel/region 122, of Fig. 10. In the example
shown
in Fig. 10, it can again be seen that user 14, etc., did not approve of the
(in this
example, single) variation/change order item 124n amount submitted by second
agent 16n, etc., and hence has changed the claimed amount, and also added a
reason/comments (as, for example, is indicated by way of the single (in this
example) progress bar 122e, and the dark region or conversation icon 124k).
[0151] After having reviewed and modified any variation/change order
items
124n (including submitting any reasons, comments, documents, etc.), and/or
after
having added any required variation/change order items 124, at step 238D,
method 238 may continue at step 238E, whereat user 14n may selectively (or may
be prompted to) manage using, e.g. preferred panel/region 118 of Fig. 10, the
required supporting compliance documents that have been submitted by user 16n,
etc., as part of their claim or payment application lodged in connection with
the
selected contract 12n. As described earlier with reference to preferred
panel/region
118, of assess claim screen 34, of Fig. 10, at step 238E of method 238, of
Fig. 9,
user 14n may review each document and associated details (e.g. expiry date
information, etc.) to check whether the documents/information provided are
accurate and/or comply with the contract 12n and/or relevant Security of
Payments
or similar statutory adjudication legislation. Upon reviewing each document,
user
14n, etc., may then (using, e.g. a pop-up screen or the like (not shown),
which may
include a check-box, or other such facility) confirm that the
documents/information
has/have been verified.
[0152] Alternatively, and referring back to step 238C, of method 238,
should
no variation/change order item(s) 124n exist in connection with the
claim/application
being assessed/approved, or should user 14n, chooses not to add or modify any
variation/change order information, then method 238 may continue at step 238E,
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as hereinbefore described (e.g. user 14n, etc., may manage the required
supporting
compliance documents/information using, e.g. preferred panel/region 118, of
Fig.
8).
[0153] After reviewing and verifying, etc., any/all required supporting
compliance documents at step 238E, method 238 may continue at step 238F,
whereat a user 14n, etc., may selectively choose to view (using, e.g. "Draft
Payment
Schedule PDF" button or region 120i, of Fig. 10) a draft Payment Schedule
document(s) (e.g. a payment schedule document that conforms with relevant
Security of Payments or similar statutory adjudication legislation) that may
be
automatically generated in accordance with system 10 of the present invention.
Should user 14n, etc., choose to view a draft payment schedule document(s),
then
method 238 may continue at step 238G, whereat the required retention/retainage
amounts are determined, and thereafter the draft payment schedule document(s)
is generated and made available (e.g. viewable in a pop-up window or the likes
(not
shown), or made available for download, etc.) to user 14n, etc. Thereafter,
method
238 may continue at step 238H, whereat user 14n, etc., may selectively choose
whether or not to approve the claim or payment application (as modified, or as
submitted by second agent 16, e.g. should first agent 14n approve of all
claimed
amounts as submitted by second user 16n). Alternatively, and referring back to
step
238F, should user 14n, etc., choose not to view a draft payment schedule
document(s), then method 238 may continue at step 238H (i.e. user 14, etc.,
may
selectively choose whether or not to approve the claim or payment
application). If,
at step 238H, user 14n, etc., chooses not to approve the claim/payment
application,
then method 238 may return to step 238A (after saving the assessed
claim/application as a draft, e.g. using "Save Draft" button or region 120f,
of Fig. 10)
or may end (not shown) should user 14n, etc., opt to sign or log out of system
10.
[0154] If, at step 238H, a user 14, etc., chooses to approve the
claim/payment application using, e.g. "Approve Claim" button or region 120j
(of Fig.
10), then method 238 may continue at step 238J, whereat system 10 may request
that user 14n review and verify any previously unverified supporting
compliance
documents/information, and/or then determine the required retention/retainage
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amounts, before generating any/all payment schedule (compliance document(s))
and a Recipient Created Tax Invoice (RCTI) should the creation of RCTI's have
been enabled by user 14n, etc., by way of, for example, check-box 98 of
preferred
create contract screen 34, of Fig. 5. Further, and as is illustrated by way of
method
238, of Fig. 9, as part of step 238J, system 10 may check to see whether
any/all
variations/change order item(s) 124n information included within the
claim/payment
application to be approved, is/are linked or reconciled to/with, for example,
an
external ERP software provider 30n (such as, for example, ViewpointTM,
JobpacTM,
Sage 300 Construction and Real EstateTM, and, COINSTM, etc.). That is, when a
claim/payment application is submitted for approval, using, e.g. "Approve
Claim"
button or region 120j of assess claim screen 34, of Fig. 10, a check may be
made
to see if, for example, the variation/change order item(s) 124n, reference
numbers
104a, etc., exist within ERP software system 30, etc. If it is determined that
the
variation/change order reference numbers 104a, etc., do not exist within ERP
system 30n, etc., and integration with ERP software system 30n is crucial or
important, then it is preferred that the approved claim/payment application
may not
be submitted/processed by system 10 until such time that the variation/change
order item(s) 124n reference numbers, etc., are reconciled or synchronised
with
ERP software system 30n, etc. This preferred reconciliation/synchronisation
step
may be facilitated by way of a "Sync Variations" button or region (not shown)
provided within, for example, assess claim screen 34, of Fig. 10, such that
upon
selecting, hovering over, etc., that "Sync Variations" button or region,
system 10
may exchange data with external ERP software provider (i.e. may readily
retrieve
existing ERP variation/change order information) so as to display (in the form
of a
pop-up window, or the like (not shown)), the ERP variation/change order
information simultaneously with system 10 variation/change order information,
with
any unsyncronised variation/change order information highlighted, so that a
user
14n, etc., may then, for example, synchronise the system 10 variation/change
order
information with the necessary ERP software system 30n variation/change order
information (this process may also include importing new variation/change
order
items 124n into contract 12n, for future use, as required/desired). As already
discussed above, access to, or integration with, the ERP software provider
30n, etc.,
may be enabled, facilitated and/or granted, by way of, e.g. the "Add-On"
facility or
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page(s) (not shown) previously described with reference to dashboard screen
34,
of Fig. 3. By enabling a user, e.g. first agent 14, to synchronise existing
ERP, etc.,
variation/change order data with system 10 variation/change order data, as
part of
step 238J, of method 238, consistency with existing ERP information is likely
to be
assured.
[0155] As is shown in Fig. 9, should any required supporting compliance
documents have not been verified by user 14n, etc., at the "approve claim"
stage
(e.g. steps 238H, 238J) it is preferred that method 238 continues at step
238E,
whereat the user 14n, etc., must review and verify any documents/information
that
have not been previously verified, before the claim/payment application can be
approved and processed by system 10. If, at step 238J, it is determined that
all
required supporting compliance documents have been verified, then after
generating the Payment Schedule (compliance document(s)), RCTI (if enabled),
and synchronising any required variation/change order information with, e.g.
external ERP software provider 30, at step 238J, method 238 may continue at
step
238K, whereat it may be determined whether or not the user 14n, 16n, etc., has
integrated system 10 with any external software provider(s) 30n, such as, for
example, an external accounting software provider 30n, e.g. XeroTM, MYOBTM,
QuickbooksTM, Sage OneTM, etc., or an external ERP software provider 30n, e.g.
ViewpointTM, JobpacTM, Sage 300 Construction and Real EstateTM, and, COINSTM,
etc., for the purpose of, for example, invoicing, account reconciliations,
exporting
approval data to an ERP system, etc. Also, at step 238J, if it is determined
that the
claimant, e.g. second agent 16n, has claimed for Practical or Final
Completion, and
hence, has requested that his/her/their retention/retainage funds be released,
then
at this stage the respondent, e.g. first agent 14, may preferably be prompted
to
authorise or otherwise the release of those retention/retainage funds. If at
this point
the respondent, e.g. first agent 14n, declines to release the
retention/retainage
funds, then it is also preferred that the first agent 14n must provide a
reason as to
why the funds are not being released. Retention/retainage funds will be
released
(or not) accordingly.
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[0156] If, at step 238K, it is determined that system 10 is not
integrated with
any external software provider(s) 30n, associated with user 14n, l6, etc., or
if user
1 4n, 1 6n, selectively chooses to skip the external software integration
step, then
method 238 may continue at step 238L, whereat a summary of the
claim/application
about to be submitted for approval may first be presented to the user 14n, 1
6n, etc.,
for their review/approval, and thereafter (assuming the user 14n, 16n, etc.,
does not
cancel the submission process) the claim is submitted and approved by system
10
(which process includes submitting or generating any supporting documents
and/or
required supporting compliance documents). A notification (e.g. in the form of
an
e-mail, etc.) may then be generated and sent (e.g. by way of third party
notification
service provider(s) 33n, such as, for example, MandrillTM, etc.) to the
claimant, e.g.
second agent 16n, along with copies of some or all of the automatically
generated
Payment Schedule/compliance document(s)/RCTI, etc., and/or any supporting
documents or required supporting compliance documents, etc. A notification
(e.g.
in the form of an e-mail, etc.), may also be sent to other agents, e.g. a
third agent
32, at step 238L, should that agent(s) 32n have authorisation to
receive/review
such information. It will be appreciated that no attachments need be sent with
the
notification sent to second or third agents 16n, 32, etc., as all documents
will be
readily available to second and third agents 16n, 32, etc., upon logging into
system
10. Similarly, instead of sending any attachments with the notification to
second
and agents 16n, 32, etc., links, etc., to the necessary documents, etc., could
be
supplied as part of the notification. Thereafter, method 238 may end, as
shown.
[0157] Alternatively, if, at step 238K, it is determined that system 10
is
integrated with an external software provider(s) 30n, associated with user
14n, 1 6n,
etc., or if user 14n, 16n, etc., selectively chooses to integrate system 10
with an
external software provider 30, then method 238 may continue at step 238M,
whereat one or more preferred integration processes may occur as will now be
described.
[0158] Firstly, should system 10 be integrated with a user's 14, 16,
etc.,
external accounting service provider 30n, such as, for example, XeroTM,
MYOBTM,
QuickbooksTM, and, Sage OneTM, then at step 238M, of method 238, of Fig. 9,
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depending on whether or not the user 14n, 16n, etc., has chosen (or now
selects) to
generate an accounting software invoice at the approval stage (the selection
of
which may be set when, for example, setting up or enabling integration of
external
accounting software provider 30n with system 10), method 238 may either
continue
at step 238L (whereat, if accounting invoices are not to be generated at the
approval
stage, the claim/payment application is submitted/processed for approval, and
thereafter a notification is generated and sent to the claimant 16n, etc.) as
hereinbefore described, or at step 238N, whereat system 10 may exchange
necessary information and instructions with the integrated external accounting
software provider 30n so as to automatically generate an accounting invoice
for user
16, etc. At step 238N (or after receiving a notification of approval of their
claim/payment application), user 14n, 1 6n, etc., may choose to view the
accounting
invoice (not shown) by way of, for example, the notification informing them of
the
approval of their claim/application, and/or a button or region (not shown)
provided
within assess claim screen 34n, of Fig. 10, etc. Thereafter, method 238 may
continue at step 238L, as before, but may also submit/process the accounting
invoice as part of that step (238L). Similarly, upon generating the invoice
using
external accounting software provider 30n, system 10 may automatically attach
a
copy of the system 10 generated Payment Schedule (e.g. the payment schedule
compliance document) to the invoice (or an associated file location) within
the
external accounting software 30n, etc. Method 238 may then end, as discussed
previously.
[0159] Alternatively, or in conjunction with the preferred integration
with
external accounting software provider 30, at steps 238M & 238N, should system
be integrated with a user's 14n, etc., external ERP service provider 30n, such
as,
for example, ViewpointTM, JobpacTM, Sage 300 Construction and Real EstateTM,
and, COINSTM, etc., then at step 238M, of method 238 (and preferably in
addition
to the preferred ERP synchronisation processes previously described with
reference to step 238J), depending on whether or not the user 14n, etc., is
required
or desires to export claim/payment application approval information, e.g.
approval
values, claim number and retention/retainage values, to the/their ERP software
provider 30, method 238 may either continue at step 238L, whereat, if it is
not
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required or desired to export claim/payment application approval data to ERP
software provider 30n, no such data is sent to ERP software provider 30n, and
instead the claim/payment application is submitted/processed for approval, and
thereafter a notification is generated and sent to the claimant 16n, etc., as
hereinbefore described, or at step 238N, whereat system 10 may
exchange/export/sync the necessary information/data with ERP software provider
30n so as to ensure that ERP software provider 30n is aware of, or receives,
the
new claim/payment application approval information. Thereafter, method 238 may
continue at step 238L, as hereinbefore described. Method 238 may then end, as
discussed previously.
[0160] As was described earlier with reference to make claim screen 34,
of
Fig. 8, it will be appreciated that access to, or integration with, an
external
accounting software provider 30n, etc., may be enabled, facilitated and/or
granted,
by way of, e.g. the "Add-On" facility or page(s) (not shown) previously
described
with reference to dashboard screen 34, of Fig. 3. Although not shown in the
drawings, it will be appreciated that the process of integrating system 10
with an
external accounting software or other software provider 30n, would include a
user,
e.g. 14n or 16n, granting access rights to system 10 (and/or, external
software
provider(s) 30n) so as to enable data to be shared between system 10 and
external
software provider(s) 30. Further, as part of setting up or enabling
integration with
an external accounting software provider 30n, user 16n, etc., may be required
to
nominate, e.g. a specific company, accounting codes, payment terms, etc. (e.g.
one
or more accounting sales or other revenue codes, retention/retainage code(s),
etc.),
that are to be used when an invoice is automatically generated by way of
integration
with system 10. Similarly, as part of setting up or enabling integration with
an
external accounting software provider 30n, or later by way of, e.g. "Add-On"
facility
or page (not shown) accessible to user 16n, etc., by way of one or more
preferred
GUI screens 34, the user 16n, etc., may be required to nominate whether or not
they wish to have invoices generated at the claim or approval stage. By
enabling
a user, e.g. second agent 16n, to share data and/or instructions with their
external
accounting software provider 30n, as part of (for example) step 238N, of
method
238, accounting tasks and/or reconciliations for that user 16n, etc., will be
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significantly streamlined/improved. Finally, it will be appreciated that in
instances
where it is likely that a claim or payment application, for any given contract
12n, is
not likely to be approved in full, user's 16n, etc., would be best to select
"generate
invoices at approval" as opposed to "generate invoices at the claim stage", as
if the
latter option (i.e. at claim stage) is selected, a credit note may need to be
generated
and provided to, e.g. first agent 14n, so as to bring the original invoice
amount down
to the approved amount, etc. Although it is preferred that system 10 may also
be
able to automatically generate such credit note(s), from an accounting system
30n,
etc., point of view it may be desirable to eliminate the need to generate such
credit
notes.
[0161] Although not shown in the drawings, if, for example, a first user
14,
etc., has a number of contracts 12n with pending claims/payment applications
associated with a specific project 38, each of which may be viewable by way
of,
e.g. project screen 34- of Fig. 4, such as, for example, by selecting the
"Pending
Claims" button or region 64, system 10 may enable the user 14n, etc., to bulk
approve two or more of those pending claims/payment applications with or
without
having to individually assess/view each claim/payment application. That is,
after
having selected, hovered over, etc., the "Pending Claims" button or region 64
provided with project screen 34, of Fig. 4, the user 14, etc., may be
presented with
a further project GUI screen or page (not shown), which only shows the concise
details of contracts 12n having pending claims/applications, and which may
include
check-boxes or the like (not shown), for selecting two or more contracts 12n
with
pending claims, and an approve button or region (not shown) for bulking
approving
the selected claims/applications. Although it is preferred that such a bulk
approval
process need not involve individually reviewing each pending
claim/application, it
will be appreciated that before bulk approving a number of pending
claims/applications, a user 14n, etc., may have already assessed, but not
approved,
each of those claims/applications by way of only steps 238A to 238H of method
238, of Fig. 9 (i.e. up to the point of selecting whether or not to approve a
claim/application. Similarly, although it may not be necessary to individually
assess
each pending claim/application as part of this preferred bulk approval
process, it is
preferred that pending claims/applications which do not have all required
supporting
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compliance documents attached thereto, or which have supporting compliance
documents that have not been verified, may not be approved as part of the
preferred bulk approval process.
[0162] Although not shown in the drawings, it will be appreciated that
system
may provide one or more varying GUI page(s) or screen(s) (not shown) for
access by third agents 32. As already described above, third agents 32n may
be,
for example, owner-agents, or some other person with an interest or authority
over
a particular project 38n or contract 12n. Depending on permissions granted to
a
third agent 32, such GUI page(s) or screen(s), may only display and/or
otherwise
provide a limited amount of information to third agents 32n, and/or may
display
and/or otherwise provide the same information as that presented to one or more
of
a first or second agent 14, 16. Similarly, although not shown in the drawings,
approval of claims/payment applications made in accordance with system 10 of
the
present invention may require assessment/approval by multiple agents, e.g. a
first
agent 14n and one or more third agents 32n, etc. Such a "multi-stage approval"
requirement may be defined or set as part of the process of creating a new
project
38n, by way of, for example, a create new project GUI screen(s) (not shown).
If
multi-stage approval is set as a requirement for a project 38n, then all
contracts 12n
created under that project 38n, will require assessment and approval by those
agents 14, 32, etc., that are defined as having to be part of the multistage
approval
process. Referring back to the preferred flow diagram of Fig. 9, should a
multistage
approval process apply to a claim/payment application being assess/approved,
then the generation of the payment schedule and RCTI at step 238J, and the
external software provider 30n integration (e.g. ERP and/or accounting
software
provider 30n integration) at steps 238K, 238M & 238N, of method 238, would
only
apply be triggered, or apply, to the final approver 14n, 32, etc.
[0163] The present invention therefore provides novel and useful systems
and/or methods for managing contracts associated with construction projects.
Many advantages of the present invention will be apparent from the detailed
description of the preferred embodiments provided hereinbefore. Examples of
those advantages include, but are not limited to: the ability to manage
contracts
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both collaboratively or in a self-assess/stand-alone mode; the ability to
integrate
with external software systems or providers so as to streamline processes,
assure
compliance, etc.; the ability to share documents/information between parties
involved in a project in real time so that all parties have a single view of
the status
of a project or contract, meaning there are no surprises, which will likely
lead to
fewer disputes, etc.; the ability to enable supporting
documentation/information
(including, e.g. insurance documentation and associated expiry dates, etc.) to
be
submitted and distributed between contracted parties; compliance with relevant
Security of Payments or similar statutory adjudication legislation; the
ability to use
a single account (and to assign multiple users to that account) to manage or
view
multiple construction projects and contracts; automatic and instant generation
of
conforming documentation that may be delivered by, e.g. e-mail, to contracted
parties; automatic calculation of retention/retainage amounts for each
contract
payment claim/application and approval; the ability to send important
notifications
or reminders for the various phases of a contract; and/or, the ability to
cleverly
display project-to-date reconciliations for any given project, or for all
claims or
payment applications and approvals made under a contract for a specific
project to
any point in time.
[0164] While this invention has been described in connection with
specific
embodiments thereof, it will be understood that it is capable of further
modification(s). The present invention is intended to cover any variations,
uses or
adaptations of the invention following in general, the principles of the
invention and
including such departures from the present disclosure as come within known or
customary practice within the art to which the invention pertains and as may
be
applied to the essential features hereinbefore set forth.
[0165] As the present invention may be embodied in several forms without
departing from the spirit of the essential characteristics of the invention,
it should
be understood that the above described embodiments are not to limit the
present
invention unless otherwise specified, but rather should be construed broadly
within
the spirit and scope of the invention as defined in the attached claims.
Various
modifications and equivalent arrangements are intended to be included within
the
CA 03009941 2018-06-27
WO 2017/112975 PCT/AU2015/050851
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spirit and scope of the invention. Therefore, the specific embodiments are to
be
understood to be illustrative of the many ways in which the principles of the
present
invention may be practiced.
[0166] Where the terms "comprise", "comprises", "comprised" or
"comprising"
are used in this specification, they are to be interpreted as specifying the
presence
of the stated features, integers, steps or components referred to, but not to
preclude
the presence or addition of one or more other features, integers, steps,
components
to be grouped therewith.
