Construction Imaging Systems: Focused on content
Constructech's Hottest Companies 2007 - Residential
Construction Imaging Systems (CIS), www.construction-imaging.com, Rocky Mount, N.C., wants to take content management off of your hands.
Specializing in document imaging and document management technology for the construction industry, CIS knows the burden—and the importance—of handling a multitude of content associated with the job. Complicating matters is the fact job documentation has evolved well beyond Microsoft Word and Excel documents, PDF (portable document format) files, and CAD (computer-aided design) drawings. Things like Web links, voice messages, and digital photos are also becoming integral pieces for managing the job. Having one source to manage all of these relevant pieces of information has become an important part of doing business for builders.
While many large enterprise software vendors are beginning to add content management features to their suite of offerings, CIS has been focused on nothing but this task, specifically on the construction industry, for the past 13 years. The company provides a full-service, turnkey solution that includes imaging software; management and routing software; data collection tools; distribution applications; image-capture hardware and software, such as scanners; onsite and Web training; and consulting services.
Constructech editors are impressed with the way in which CIS has exposed the construction marketplace to imaging in general. It provides unique imaging solutions for all size contractors as well as for specific departments within these firms, such as accounts payable, human resources, timesheets, and equipment management, among many others. Only a company with indepth knowledge of the construction industry and deep expertise within a solution set could provide such specialized offerings.
Its Chameleon product, for example, is an ideal entry-level solution for departmental document imaging. Among the features of Chameleon include the ability for invoices, job documents, property management, human resources files, and any other documents to be batch scanned or imported, indexed, and electronically routed for review or approval. All images may be accessed instantly by searching with configurable index values. Using a cabinet architecture, the product is designed like a traditional paper filing system but with folders that can be cross-referenced.
Its Construction Document Manger (CDM) product is designed for larger companies. Using the product, organizations can capture RFIs (requests for information), RFPs (requests for proposals), change orders, submittals, checklists, notices, contracts, insurance certificates, warranties, timesheets, photos—just about any document a company can amass—and store the data in a central repository. From there, documents can be accessed by authorized users and routed to individuals or entire work groups for review and/or approval.
Understanding the complex demands of larger construction organizations, CIS builds its modules of document management within an EMC product, called Application Extender. Aside from electronic archival and routing, the product supports such annotations as sticky notes, arrows, highlighting, voice notes, and handwriting on an image. Any changes made to the document are instantly synchronized with the imaging system. Job documents supported in CDM include paper documents that are batch scanned or imported files such as email, EDI documents, and faxes.
Developing numerous master-planned communities within Florida, operating a title company, and running a utility company, along with several other operating businesses, Bonita Bay Group, ww.bonitabaygroup.com, Bonita Springs, Fla., understands the challenges that accompany managing data from a multitude of sources. Within the past year, it has implemented CIS’ Invoice Router and is currently in the midst of setting up Construction Document Manager.
“We had an imaging system in place (prior to implementing CIS), but it was one where we had to image after the fact,” says Phyllis Britton, AP/AR manager and job cost accountant, Bonita Bay Group. “In other words, we would do all of our work and approvals and routing of paper, cutting checks, etc., and would scan the documents after the fact.”
Looking to upgrade this system, the company had five demands of its new imaging technology: built on an open platform; expandable to meet changes of certain business groups; the ability to retrieve documents in a simple format; compatibility with other systems; and full technical support, implementation, and training. CIS was selected as it was able to meet each of the five criteria, and then some, for Bonita Bay.
“In accounting, what everyone finds as a breath of fresh air is the ability to retrieve data,” says Britton. “Whether you are looking at individual documents or for gathering (large sums of) data, you can pull data by any index field you set up. We can find anything we want at the click of a button. It is a blessing when the auditors come.”
Britton says CIS has “done its homework” on the imaging needs of the construction industry. She believes this has cut down tremendously on the ability for users to get up and running on the system. And if there is a problem with the system, she knows someone will always be there to help.
“I remember calling the support desk one night, and this was well after hours, and Larry McAdams answered,” adds Britton, referring to CIS’ founder and president. “I was amazed (the president of the company) was answering the support call. It just goes to show you the type of commitment that the company has for its products and customers.”
McAdams believes the top appeal of imaging for builders is being able to scan and route invoices and/or purchase orders for approval. This helps eliminate challenges associated with obtaining invoice approval in a timely fashion. Instead, the technology allows them to scan invoices and route them electronically to the appropriate project manger or superintendent for approval. In most cases, users can expect to receive a reply the same day.
Scanning job documents is another area McAdams has seen a great deal of interest in from builders.
Being able to scan contracts, correspondence, and change orders, among other documents, and keep an accurate record can save a great deal of time and cost for a builder.
CIS’ 15% increase in its customer base during 2006 clearly demonstrates a continued growth pattern for the company. Haydon Properties and Fairfield Residential, www.fairfield-residential.net, Grand Prairie, Texas, are among the notable new residential construction customers for CIS in the past year.
With more than 200 customers across a variety of trades, CIS is focused heavily on customer support going forward. Constructech is impressed with the company’s dedication for bringing aboard new support technologies to help achieve this goal. The company shows continual commitment to the builder community.
Managing content in a variety of forms has become a necessary evil in completing a job. CIS’ dedication to helping builders focus on building homes, rather than chasing down the paper trail, is what will help it stand out from the pack for years to come.