People & Company Management
Client and Business Relationships
Communication is at the heart of Construction. Bringing together so many people on expansive projects presents a host of unique challenges which, if not met properly, can quickly escalate concerns and affect schedules. PROStruction helps companies manage three distinct areas of communication effectively – Clients, Companies and Contractors.
Using PROStruction, construction companies can ensure that all processes involved within projects are managed correctly and that at every level their staff have the tools at hand to move projects forward without compromising their ability to do their job effectively.
PROStruction contains a suite of tools to manage Contractors efficiently – from registration and company security setup, real-time site tracking and attendance, bulk SMS sending to individuals and groups, right through to the ability to report on contractor activity.
The PROStruction solution was specifically designed to meet the needs of the UK Construction industry and ensure that all processes involved are quick, straight forward and reliable even for those with minimal IT experience.
New User Approval Process
PROStruction ensures the proper channels of approval are followed when adding new people to the system. Contractor registration is designed to ensure the correct checks are in place and that every person on site is currently valid for work in the UK with the correct paperwork attached to their profile.
With a full notification suite, SMS and Email alerts can be pre-configured to go to groups when required – eg. to pass on site specific information. Via PROStruction, Contractors and Clients can be notified of updates or news which may be relevant to them. A record of all communications is kept for audit and review.
PROStruction Registration Wizard allows users to quickly create contractors, sub-contractors and other users into the PROStruction system.
For people (or users), this relates to adding individuals who have a single relationship with a single company. Please note that for users who work with more than one company, their profiles must be created and their details managed by the administration team.
The Registration Wizard can be used to quickly add a new Company; Direct Employee; or Independent Contractor. Selecting the conditions for setting up each type of user ensures their required details are entered properly and the correct information is taken to ensure they are paid on time. Checkpoints and criteria for the registration process can be defined by the company as required.
PROStruction features a comprehensive search facility which queries system data with ease much like a Google search. It allows those with the correct permissions to seek data across modules including information on sub-contractors and companies. An example might be a partial UTR reference of contractor’s mobile number. The results of the search allow the user to drill down to the retuned information within a single click.
Depending on the setup of the user, the individual may be working independantly, with a company or indeed for multiple companies. A simple search for the individual can highlight their links with different companies and make the job of understanding payments a simple and quick process.
Person / Company Profiles
A person or company profile is used to store relevant information about individuals and companies. For people (or contractors) the profile stores information like Skill types, CSCS information, address and contacts, payments information and immigration control details where required. This also includes biometric data where the biometric system is being used. For company-based profiles, these records allow related company information to be stored together with any linked persons associated to that company.
The user profile also allows the attachment of scanned documents such as the right to work in the UK, qualifications and insurance information. This can be uploaded via desktop or from a mobile device such as phone or tablet photo-image.
Reviews and Favourites
One of the more interesting features of PROStruction is its use as a tool for promoting good contractor practices. Each contractor and company is able to gain recognition for completing a task or project successfully. With the proper permissions, managers can rate contractor or company performance within the profile and leave notes which are viewable by other managers and project managers with the right permissions.
In this way, companies and individuals can be sorted by rating and increase the likelihood they will get selected by improving the way they work. This also means that projects which require workers with the highest levels of skill and reliability can be completed in good confidence that all elements are managed effectively by teams with the highest levels of competence.
Contractor Payments and Tax Management
A complete Contractor Payments engine is at the core of the PROStruction solution. Both company and individual payments can be created within the system. Once confirmed, payments are committed and added to the next batch to be processed. Archives of payments are kept within the system to quickly resolve disputes and ensure there are no duplicate payments.
Integrated CIS Tax Control
CIS Tax is a key component of payments control. The PROStruction solution is integrated with the HMRC web portal via a secured API. This automates payment of tax and ensures there are no tax liabilities within the business. When it comes to monthly CIS300 returns, the system is able to deal with both Gross and Net tax statuses.
Company / People Links
Within the solution, payments are managed through projects, which can be linked directly to an individual, through a company (sub-contractor) or through another individual. These links are often dependant on the type of work and allows for short term employment while ensuring company protection.
Ready for Audit
PROStruction actively assists in the creation of detailed payments reporting for all employees. This includes archiving of all activity across the business, making audits a far more easy and manageable process.
PROStruction ensures that all checks have been carried out in order to protect operations, brand (or company) reputation and ensure that the company is not liable for any fines for breaching financial recording standards.
Passport and VISA Management
One of the key validation steps within the Payments section is Passport and VISA management. All non-UK nationals are required to present their Passport with proof of their right to work in the UK during the contractor registration process. Following new legislation and harsher penalties in the industry, this step exists to protect companies from fines of upto £20,000 per individual.
Payment Build Verification
Before payments can be created, Contractor Validation must be completed. This includes a number of verification steps including verification status for UTR Number, Insurance, Induction controls, H&S considerations etc. If these details are not present, the user can contact the individual immediately. Payments cannot be made without all required information.
Payment Cycle (Due / Batching)
Payments are handled in a lifecycle within Prostruction. Un-committed Payments progress into pending approval into Due for Payment, these are then approved by the respective person or persons responsible for payments.
Companies or Persons can be ‘pinned’ for quick access, usually for regular payment actions. This is indicated by a star icon. The ‘Pinned/Auto Payments’ option provides a listing of those pinned.
The contra register allows for due payments to be financially deducted where sub-standard work has been completed by a sub-contractor or company. The register allows deductions to be registered against an individual or company until such time that a subsequent payment is due. The system notifies the individual that a contra has been placed against their account giving them the opportunity to dispute or indeed rectify poor workmanship where at all possible.
Interested in PROStruction for your business?
Our professional team are ready and waiting to take your call and setup a face-to-face meeting. We regularly hold events for interested Construction companies who are looking to adopt one or more modules of PROStruction to help them improve their business operations.
Talk to us today to start managing people in your business more effectively.
Complete the form using the button below – we will get in touch to setup a meeting type that suits you best.
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