Maxwell Systems Management Suite

Maxwell Systems Management Suite is a comprehensive business management software solution for the construction industry. From takeoff through the final bid, this end-to-end estimating and accounting solution helps contractors make the most of every project. Management Suite helps companies achieve operational efficiencies, cost reductions and increased profits.

Key capabilities include:

• Project Management
• Financial Management
• Service Management
• Procurement Management

Management Suite gives construction companies the tools to help monitor and control profitability and productivity for jobs of any size. This specialized software solution was developed to meet the business requirements of every role within an organization and to handle the complexities of the entire project lifecycle.

Maxwell Systems understands the information requirements of construction companies and delivers real-time, business intelligence through an executive dashboard known as the Business Center. Critical business data and information in a single, easy-to-read location helps construction companies succeed.

Bid - Proposal Management

Bid/Proposal Management enables the business areas of estimating and job cost accounting to seamlessly share information. Contractors can achieve true analysis of bids and streamline workflow, including proposals, budgets, billing, purchase orders, and more.

Its Business Center functionality allows the ability to see job performance at a glance and analyze profit and cash flow. Contractors can examine profitability at bid point and at current position of job; compare original bid estimate to current job estimate; and review bid performance by wins/losses and by estimator or lead source or bid type; and consider information in spreadsheet presentations or visual graphs.

Financial Management

Combining robust cost management with a complete line of financial reporting options, Financial Management synchronizes job costing and ongoing changes with hard financial data. Create an unlimited number of statements - from simple G/L account reviews to complex, multi-company Income Statements. Drill down to the source transaction within financial statements, including direct access to scanned images like invoices and timecards.

User-definable and standard financial reports reflect a constant balance between General Ledger and its subsidiary Job Cost, Equipment Management, and Service Management ledgers. When it’s time for reconciliation and audits, the account controls and security built into Financial Management provide accurate, streamlined results.

Accounts Payable links up with Purchase Orders and Subcontract Control to handle retention obligations, invoice approvals, lien waivers, and disputed invoices. Accounts Receivable helps meet customers’ obligations with flexible invoice formats, including AIA, Percent/Units Complete, Time and Materials, Cost Plus, Lump Sum and more.

Financial Management Is Comprised of the Following Components That Provide Flexible, Complete Financial Control:

Accounts Payable provides strict control and flexible processing of financial obligations. Tight integration with General Ledger, Job Costing, Purchase Orders, Subcontract Control, Equipment Costing, Material Handling, and Service Management ensures that all commitments and payments are processed efficiently and accurately.

Accounts Receivable handles all the special requirements of construction billing and provides the information needed by managers to minimize questions and disputes, monitor accounts receivable, and pursue timely collections.

General Ledger features a powerful financial statement formatter, recurring journal entries, and complete integration with other Management Suite capabilities.

Document Management controls the flow of financial information through Management Suite and tracks critical documents related to Accounts Payable, Accounts Receivable, and General Ledger.

Payroll includes everything needed to process and report construction payrolls. Record work and calculate earnings, benefits, fringes, insurance liabilities, and taxes. Printing checks and updating all costing and financial records completes the payroll cycle. From small, non-union companies to large firms working in multiple states with multiple unions and extensive benefit plans, Management Suite Payroll provides an efficient and economical alternative to manual or outsourced payrolls.

Human Resources handles the demanding HR requirements of construction companies and features a robust Payroll system that is seamlessly integrated with Job Cost, Equipment, and Service Management.

Office Manager

With Office Manager, contractors can better manage information and increase productivity by keeping track of what’s important with an integrated calendar, versatile notifications, and helpful process workflows. This efficiency across the organization helps increase productivity and control the flow of information for the entire office.

Integrated with Microsoft Outlook software, Office Manager provides great convenience and efficiency by allowing users to attach Outlook e-mails to Management Suite data and records, as well as attach images, notes, and documents that are important to track. In addition, the calendar feature integrates Microsoft Outlook directly into Management Suite, which makes it easier to add date-driven events and helps ensure that deadlines are met by offering notifications about important reminders, alerts, workflows, and documents.

• Enhanced user interface adds Favorites, Recent Programs, and other levels of customization for improved user experience and navigation.
• Calendar feature integrates Microsoft Outlook 2003 directly into Management Suite. This makes it easier to add date-driven events and helps ensure that deadlines are met.
• Notifications feature allows users to group important reminders, alerts, workflows, and documents.
• Workflow feature provides instant access to Management Suite processes in a graphical, flowchart interface. For example, a Job Cost workflow provides immediate access to the Job Status Inquiry, Cost Detail Report, and more.
• Office Manager is now integrated with Microsoft Outlook 2003, allowing users to attach Outlook e-mails to Management Suite. From Outlook, you can attach RFIs or images directly to Management Suite for convenience.
• Scan images or attach files such as Word documents, Excel spreadsheets, Acrobat PDF files and more with the click of a button.
• Portfolio view provides quick access and an organized view of Office Manager activity. View activity, burn records to CD, and e-mail from one easy-to-use screen.
• From any point in Management Suite, an Office Manager event may be easily created by clicking the mouse or pressing a function key. Office Manager instantly recognizes the context of the event, and offers only the appropriate events for selection.
• Each event is tagged with an entry date and the event description. Users may enter a follow-up date, additional text specific to the event, and a dollar value associated with the event.
• The tickler system launches automatically when an operator logs into Management Suite each day.
• View all Office Manager files related to a record, including vendor, job, employee, and more from the Portfolio view.

Procurement Management

Procurement Management is tightly integrated with Accounting, Purchasing, and Job Costing. Automated processes help ensure that materials are accurately tracked. Purchasing tools streamline the ordering of material from vendors, the issuing of subcontracts, and the management of materials-related documents. Easily account for materials received, invoiced, backordered, produced, and used. Procurement Management tracks purchase commitments, quantities, pricing, and receipts (by job, work order, equipment part, or inventory). From start to finish, contractors can streamline processes and maximize profits by having the right materials on site at the right time.

Procurement Management Is Comprised of Several Components That Streamline the Handling of Materials:

Inventory Control provides a powerful, perpetual inventory system suitable for construction and service contractors. Inventory Control is fully integrated with General Ledger, Purchase Orders, Job Costing, Service Management, Buyout/Procurement, Order Processing and Equipment Costing. Tight integration helps companies rely on adequate stocks of critical items to avoid shortages while keeping accounting and tracking tasks to a minimum.

Purchase Orders give contractors control over all activity related to the pricing, ordering and delivery of goods, whether for restocking inventory or for use on a given task. Fully integrated with other Management Suite components, Purchase Orders helps contractors and service managers minimize costs and maximize purchasing effectiveness.

Order Processing is designed for contractors who sell materials directly to customers. It records all activity related to ordering, shipping, and invoicing goods. Over-the-counter processing handles cash sales and credit card sales as well as orders placed for future shipment and invoicing.

Buyout gives contractors the power to control costs and manage the buying process that occurs between winning a bid and starting a job. Numerous worksheets and reports provide insight into materials, RFQs, and subcontracts. Further streamline and automate the buyout process with vendor pricing agreements and integration with estimating applications.

Project Management

Project Management can streamline business processes in the office and in the field. Documents may be efficiently managed and data entry may be reduced, which means more time for analyzing job details and pinpointing profit erosion. Helpful alerts and customizable business metrics provide valuable information to project managers. Project Management makes it easier to finish jobs on time and on budget.

Business Center collects job-related data for an instant overall picture of your jobs. You’ll verify job performance, compare job costs (estimated, committed, and actual), identify potential problems, and take the steps necessary to avoid them. RFIs, Submittals, Transmittals, Bonds, Change Order Forms, Payment Applications, Subcontracts and more are just a point and click away.

Project Management is comprised of several components that streamline business processes for any job regardless of size, location, or complexity:

Cost Management for Job Costing and Equipment:

• Job Costing provides the tools managers need to verify job performance, identify potential problems, and take steps necessary to maintain profitability. It captures data from other Management Suite components and from the field. Job Costing performs sophisticated calculations based on industry best practices.
• Equipment Costing, which is fully integrated throughout Management Suite, helps maximize your return on investment. All aspects of equipment ownership and use are monitored, including equipment identification and location, costs and revenues generated by use and rental, regular maintenance and emergency repair.

Project Documents: Project-related documents – RFIs, Transmittals, Submittals, Change Orders, Lien Documents, Contracts, Meeting Minutes and more are seamlessly integrated into the system. By automating the creation and tracking of important documents, Project Documents maximizes the order and efficiency of time-consuming tasks.

Subcontract Control provides total control over subcontractor commitments and activity, including entry of the original contract, monitoring of insurance and bonding status, positive and negative change orders, invoices and requisitions, retention processing, and payments. Fully integrated with Job Costing, General Ledger, and Accounts Payable, Subcontract Control ensures accurate and timely accounting and contract processing.

Lien Tracking: With the on-screen alert system, project managers may quickly identify liens that require action. Tracking is provided for Contractors (Accounts Receivable - Job Billing) and Customers (Accounts Payable - Payment Processing).

Service Management

Service Management increases profitability and customer satisfaction with comprehensive dispatching/scheduling, work order tracking, pricing and billing, contract maintenance, and financial reporting. This solution addresses the key elements of the service industry: responsiveness to customers, efficient scheduling of resources, realistic pricing, prompt and accurate billings, and informed management insight into critical financial indicators.

Integration with MaxService–a wireless dispatch and tracking system–can help reduce labor hours and paperwork. In addition, MaxService can enhance customer confidence and enable expansion of the field technical force.

Service Management Is Comprised of Several Components That Streamline Business Processes for the Service Industry:

Service Management features a single-screen Dispatch Board. Instantly access customer information, technician locations/schedules, and parts availability for quick and accurate responses to customer calls. Multiple views within the Dispatch Board allow outstanding calls to be organized, formatted and displayed by location, type, priority, assigned technicians, day and time, and more. “Drag and drop” incoming calls onto the calendar to schedule arrival times and assign technicians for dispatch.

MaxService: This fully integrated, wireless solution allows technicians to receive work orders on the road, indicate work completed, provide timecard information, and review equipment information and history. From the field, technicians send completed information back to the home office.

Contract Management meets the specific requirements of the service industry, including multiple and single-site contract coverage, blanket and individual contracts, and variable inclusion/exclusion options. This component also handles “billing on completion,” deferred revenue from prepaid contracts, automatic renewals, and profitability reporting.