Know the scope of the document deliverables,
before you even get started.
Defining the document index at the start of a project helps both you and your customer. But while the effort is valuable, it can be painstaking and time consuming. And if a change order is en route..? DocBoss helps you build the document list quickly, and keeps it up to date as equipment lists change.
Start with the list of vendor document requirements (VDR)
In typical fashion, your customer will provide a VDRL (Vendor Document Requirements List) – especially on larger projects. This is the core document related contract between customer and supplier identifying the types of document to supply, delivery timelines, and databook requirements.
In DocBoss, you translate (upload) your customer’s VDR into our document requirements screen. We then use this critical data to help you define the specific registers required on the project, their due dates, and the databooks.
On less formal contracts (or if your customer doesn’t provide VDR), you define your own project requirements. Just because your customers don’t have a formal process, doesn’t mean you won’t benefit for a process of your own!
Tag to Document Relationships
When submitting vendor documentation, it is critical to cross reference all of the relevant equipment. Generally, customers request that you provide tag number relationships for every submitted document. DocBoss not only ensures you have provided this data, but (especially in the case of auto-generated registers) we ensure that that tag lists are updated as the project changes.
Build the perfect document list quickly and easily
Of specific importance to suppliers with many similar pieces of equipment (instrumentation, valves, HVAC), DocBoss allows you to automate the creation of your full document list and tracks the document specific impact of equipment change orders.
Automate the document numbering, for yourself, and for your customer.
Having a structured numbering convention is a critical piece of successful document control. In many supply contracts, suppliers are asked to provide their own number, but also to pre-number the customer’s number field based on a defined convention. DocBoss users can program the customer convention into the system, and DocBoss will assign all customer numbering. Of course – the same is true for the supplier numbering.
Are you charging for your document work?
Supplier often roll the costs for document control into the overall project cost. While this is suitable for large custom equipment – the costs for document control quickly become unsupportable for high volume, smaller equipment. The DocBoss quote module allows users to make use of the docboss structure to define the document requirements, and provide a clear, easy to read, quote for document services. Generally provided as an appendix to the equipment quote – it makes your document quotes consiste, and gives your customers a detailed breakout of the work they are receiving. Lastly – it helps define the price structure at the quote stage, so variations can be negotiated as the project grows in scope.