Features List

Project Information:

• Includes Sort Criteria that are customizable to your practice to help easily find and sort projects based on a variety of criteria including Client Type (such as private, city/county, state or federal), Construction Type (such as new construction, Historic Renovation, Interior Renovation), Project Type (such as medical, school, judicial, etc.), Architectural Services Provided (such as site analysis, programming, construction documents). Imagine checking off a few sort criteria, pressing a button and, within seconds, having a list of your firm's similar projects!
• Project Descriptions fields including main description, medium description, brief description, awards description and minority participation description. Imagine keeping several project descriptions in one place for easy access and numerous marketing uses! Create descriptive project lists and portfolio pages easily!
• Project Construction Data including owner's budget, winning bid, A/E estimate, number of change orders, cost of change orders, total cost, sitework cost, square foot cost, construction cost, building type, gross square feet, planning and construction schedule estimates and actuals, SF330 data, etc. Imagine having an easy place to store and use this important data!
• Staff Involved keeps track of each staff person and their role and duties performed for each project. Great for scheduling, staff performance reviews and creating resumes. Imagine how easy creating resumes will be with all this information at your fingertips!
• Consultants Involved keeps track of each consulting firm and their role for each project. Great for keeping track of project teams!

Project Management:

• Project Schedule is a list of project tasks categorized by phase (such as programming, schematic design, etc.) and type (such as phase, meeting, conference call, etc.), which is customizable to your practice, and includes start date, complete date and status. Imagine having each project's schedule easily accessible by everyone in your firm!
• Project Directory keeps track of contacts and their project role associated with each project. This tab makes it possible for Project Ally to seemingly "know" who is a project's owner and prime contractor when creating reports. In addition, it is useful information to give to the project owner and team. Imagine entering project directory information ONCE and using it in countless ways to create documents that fills in information for you automatically!
• Consultant Information is a list per project of each consultant's phases, role, compensation (which is password protected) and percentage of estimated completion. Project Managers use this tab to update project progress for each billing cycle. Imagine bookkeepers not needing to interrupt project managers to gather progress information to send out invoices!
• Phase Information is a list per project of each phase, service, compensation (which is password protected) and percentage of estimated completion for in-house work. Project Managers use this tab to update project progress for each billing cycle. Once again, imagine bookkeepers not needing to interrupt project managers to gather progress information to send out invoices!
• Reminders is a project specific list of things-to-do. Reminder information includes date, time, type (such as To Do List, ASAP, Follow Up, etc.), staff person(s) receiving reminder, associated contact person, due date, done checkbox and reminder information. Reminders are categorized and listed in appropriate tabs by staff person, contact person, company and project. Imagine easily sending reminders to staff members that are automatically categorized and instantly updated on "to do" lists!

Project Correspondence:

• Includes letters, memoranda (including fax memoranda), conference memoranda, phone call minutes, emails, and transmittals (including fax transmittal covers).
• No need to open a series of files to find or review correspondence, instead just view correspondence logs to keep track of productivity. Imagine really having a handle on what your clients and consultants are receiving from your office!
• No need to "name" files (like when using MS Word) because the links to the document are automatically created for you. Imagine not having to develop a cryptic naming scheme to try to identify correspondence!
• No need to "log" correspondence because logs are created automatically when correspondence is created. Imagine your logs always being up to date!
• No more out of date correspondence formats. Update your layout format and correspondence is updated automatically. Imagine everybody easily using the same formats!
• Changing your office address? Update your address in one location and all your layout formats are updated automatically. Imagine never having to type your address again!
• Send emails from Project Ally that are automatically categorized by project and contact. Imagine easily navigating "sent" emails!

Construction Administration:

• Includes submittals, field observation reports, request for information reports (including fax reports), field orders, proposal requests/proposed change orders, change orders and supplemental drawings.
• The construction administration process is clearly laid out with Project Ally and accessible to different staff levels for each project. Imagine being able to ask your (less expensive) support staff to help more with construction administrative tasks because the process is now more accessible and easy to understand!
• No need to "log" construction administration reports because logs are created automatically when the report is created. Imagine your logs always being up to date!
• No need to open a series of files to find reports instead just view report logs to keep track of construction administration productivity. Imagine with a few clicks of the mouse, managers can easily monitor the administrative process and progress!
• Easily track construction items that have been changed on your construction administration drawing set by using CA Set checkboxes. Imagine not having to recreate and update CA logs/lists for every organizational task!
• No need to "name" files (like when using MS Word) because the links to the document are automatically created for you. Imagine never having to ask what someone named a file and where he or she put it!
• No more out of date correspondence formats. Update your layout format and reports are updated automatically. Imagine never having to hunt through files for the latest format!

Staff Information:

• Includes typical staff information such as name, home address, phone numbers, email addresses, personal information and more.
• Keep track of staff using the Sign In/Out Log which tracks all staff's in/out status, time out, estimated return and description of absence. Imagine having a Sign In/Out Log, easily accessed on all staff*s computers, instantly updated whenever someone signs in or out!
• Easily find staff information using the Staff Directory. Staff phone extension, computer station information, employment status and birthday is conveniently located on directory for easy access. Imagine your staff information in one location, easy to access with privileged information password protected!
• Easily keep track of staff project experience both with the firm and with other firms. Imagine creating resume project experience lists simply by entering sort criteria and sort numbers! No more hunting through old proposals for project information!
• Keep track of staff resume information for easily creating marketing materials. Imagine easily creating different resume layouts, such as portrait and landscape, and having each selected individual's information fill in the layout automatically!
• Generate staff directories and phone lists easily. Imagine easily creating staff directories sorted by last name, title, extension or any other criteria with the click of a button!
• Easily keep track of staff specific list of things-to-do. Reminder information includes date, time, type (such as To Do List, ASAP, Follow Up, etc.), staff person(s) receiving reminder, associated contact person, due date, done checkbox and reminder information. Reminders are categorized and listed in appropriate tabs by staff person, contact person, company and project. Imagine easily sending reminders to staff members that are automatically categorized and instantly updated on "to do" lists!

Marketing Information

• Create marketing proposals including customized proposals, Federal forms, and Commonwealth of Virginia forms (and eventually other states' forms). Imagine using the information already entered in your database to create marketing materials!
• Create project experience lists by using sort criteria and entering sort numbers. Then copy the list of selected projects to make project example lists, cost performance lists, schedule performance lists and similar features lists (such as similar location or similar agency). Imagine creating accurate and organized project experience lists quickly with data changes automatically updating on all lists!
• Keep track of Contacts, Correspondence, Prospect Status, Proposal Due Dates, associated with each marketing effort. Imagine a more organized marketing system!
• Create Success Reports to keep track of marketing efforts. Imagine communicating the success of your marketing efforts with staff easily!

Graphic Images Catalog:

• Includes container field for image (or link to image), image name, image description, image creator and date created.
• Easily create marketing materials complete with graphics. Imagine just selecting sort criteria and easily generating a "portfolio" of similar projects complete with graphics!
• Easily keep track of graphic images for each project. Imagine having a visual list of graphics for each project!

Contact Information:

• Includes typical contact information such as company name, address, phone numbers, email addresses, web site addresses, and more.
• Easily find companies or contacts using either Company Directory, Contact Directory or by generating a "Found Set" of Companies or Contacts based on your sort criteria. Imagine all your contact information in one location, easy to find, and accessible by all staff!
• Easily keep track of relationships between company and multiple contacts, contact correspondence, and project history. Imagine correspondence logs and project history logs automatically created per contact!
• Keep track of consultant resume information for easily creating marketing materials. Imagine resume information automatically up to date because the ·years of experienceÓ field is a calculation field, not a static number!
• Generate client lists categorized by company type such as client, consultant, vendor, colleague, etc. or contact type such as lighting representative, flooring representative, etc. or by sort type such as holiday card, moving notification, etc. Imagine creating categorized and sorted mailing labels, envelopes, references lists or address lists with a few clicks of the mouse!
• Send emails from Project Ally that are automatically categorized by project and contact. Imagine all the office's important email addresses in one location for easy access, not in address books on individual's computers!
• Access contact's website directly from Project Ally. Imagine each contact's website address in one location for easy access, not in "favorites" or "bookmark" files on individual's computers!
• Easily keep track of contact specific list of things-to-do. Reminder information includes date, time, type (such as To Do List, ASAP, Follow Up, etc.), staff person(s) receiving reminder, associated contact person, due date, done checkbox and reminder information. Reminders are categorized and listed in appropriate tabs by staff person, contact person, company and project. Imagine easily sending reminders to staff members that are automatically categorized and instantly updated on "to do" lists!

Time Tracking

• Create timesheets that summarize staff time automatically. Timesheets are available in bi-month or two week time intervals. Imagine each staff filling in hours and time which is automatically summarized by project time, project/phase time, direct time, indirect time and total time!
• Easily create time reports by project and project phase. Imagine creating project time logs, project budget vs. actual time reports, indirect time reports, and more with the click of a button!
• Select phase for each project time item from list of phases tailored for each project (created in Project Budgets). Imagine staff not having to guess (and guessing wrong) about which phases are "open" on each project!
• Make notes in Indirect Time Notes to explain use of indirect time (such as attending conference or training session). Imagine having a better understanding of how staff is using non-billable time!

Expense Tracking

• Create reimbursable expense reports that summarize staff and project-related office expenses automatically. Reimbursable expense reports are available in bi-month or two week time intervals. Imagine filling out expense reports and items are automatically summarized and categorized!
• Easily create reimbursable expense reports by project. Imagine creating expense reports and payment reports with the click of a button!

Project Budgeting

• Create project budgets and fee proposals with items broken down by phase, service and service item. Service items are broken down by staff discipline and associated applicable billing rate. Project budgets carry over and are useful and integrated in the project management process beyond the fee proposal stage. Imagine starting a project and having all your phases, phase services and service items already outlined and ready to use!
• Use "Percentage Complete" field to track project progress per phase. Imagine bookkeepers not needing to interrupt project managers to gather progress information to send out invoices!
• Create architectural services reports, consultant services reports, phase detail reports and phase summary reports easily. Imagine having all this information at your fingertips throughout the project!

Invoicing

• Create invoices by utilizing information automatically pulled from projects, contacts, staff, time tracking and expense tracking to assemble invoices quickly and accurately. Imagine clicking a red arrow to transfer each desired item to an invoice, adjusting amounts as desired utilizing the invoice history window, and having the invoice automatically summarized and ready to go!
• Utilize the Payment Status tab to see a summary for each invoice that includes amount billed, amount received and total unpaid for Lump Sum items, Hourly items, Consultant Fee items and Reimbursable items. Imagine having an invoice summary for each project invoice created automatically at the tips of your fingers!
• Utilize the List of Invoices tab to see a log of invoices for each project with invoice number, invoice date, total invoice amount, total fees received and total amount unpaid. Imagine having an invoice history for each project created automatically at the tips of your fingers!
• Utilize the Project Summary tab to see a summary for each project that includes amount billed, amount received and total unpaid for Lump Sum items, Hourly items, Consultant Fee items and Reimbursable items. Imagine having a billing summary for each project created automatically at the tips of your fingers!