Electronic Dockets Instructions for Engineers

This article is separated into the following sections:

• An Introduction to the Virtual Super
• Useful Information for Engineers
• The Lifecycle of an Electronic Docket
• Engineer Approves a Docket in the Virtual Super
• Create Engineer CSV for Cost Tracking

An Introduction to the Virtual Super

The Virtual Superintendent is an online, cloud-based solution which gathers data from a range of sources, including the SafeSite mobile app, allowing Head Contractors to monitor accurately the safety, financial and productivity aspects of their construction projects.  SafeSite is the free mobile app used by Subcontractors to capture the data, which feeds into the Virtual Superintendent, allowing Head Contractors to create invoices, manage plant/labour safety, and to understand the movement of materials around their project.

The graphic below briefly lists how SafeSite and the Virtual Superintendent are utilised by all employees on a construction site to create and process an electronic docket.

As an Engineer, you will use the Virtual Superintendent to review and Approve electronic dockets and to track your daily costs for each project.  You will also need to create an account for the Virtual Superintendent.  To do this you need to speak to the Administrator in charge of the Virtual Superintendent for your project.

Useful Information for Engineers

• Electronic dockets are a way for Subcontractors to record the work they have done for Head Contractors without using any paper-based systems.  At the beginning of the working day, Subcontractors will create a Draft electronic docket.
• Electronic dockets are recorded using an Android or Apple smartphone with the free mobile app – SafeSite
• Electronic dockets can be used to record Plant/Labour hire and record all Plant Attachments and Labour Allowances
• At the end of the day the electronic docket is sent to a Foreman who will review, Cost Code and Accept the docket.  Accepting a docket means that it will be sent to the relevant Engineer for processing.
• Engineers check and Approve dockets in the office using the Virtual Superintendent
• Engineers can view any photos taken on site that have been attached to an electronic docket by a Subcontractor or a Foreman.  Engineers are also able to add photos, which can be seen by internal and external staff.
• Engineers can view any Remarks made by a Subcontractor.  They can also view and add Internal Remarks, which are only visible to internal staff.  Any Internal Remarks made should begin with the Engineers initials to allow other internal staff to understand who made the Remark.
• Engineers can Export data to an Excel spreadsheet to track their daily costs
• From the Maps page of the Virtual Superintendent, you are able to track daily costs using the Dashboards in the Charts Tab
• For a more detailed look at your daily costs you can view charts from the Reports page of the Virtual Superintendent

The lifecycle of an Electronic Docket

The Virtual Superintendent captures data from a range of sources, including the SafeSite mobile app. Using SafeSite, a Subcontractor creates an electronic docket and Submits this to their Foreman.  This docket is processed by a Foreman and reviewed by an Engineer before being loaded into the Head Contractor's financial system for invoicing.

Approve a Docket in the Virtual Super

For an Engineer to Approve a single electronic docket in the Virtual Super, follow these instructions.

• Log into the Virtual Super
• Press the Menu button on the top right of the page
• Select the Dockets Engineer Page

Actions you can take from the Dockets Engineer page:     

• View the dockets that are assigned to you. These dockets may be in various States (see below for a description on docket States)
• Review docket details
• Use filter areas to refine list view
• Approve dockets
• Quickly view the dockets that need to be processed by pressing the Reconcile button

Electronic Dockets States explained: 

• Draft - Dockets created by a Subcontractor but not yet Submitted
• Submitted - Dockets ready to be processed by a Foreman
• Accepted - Processed and Accepted by a Foreman and awaiting Engineer Approval
• Approved - Engineer has approved the docket.  It is ready to be sent to the financial system for invoicing
• Rejected - A docket Rejected by the Foreman is sent back to a Subcontractor to be fixed
• Declined -  An Engineer can Decline a docket and it will be sent back to the Foreman for fixing
• Oracle - A docket that has been exported for invoicing

Review your dockets

From the Dockets Engineer page you can review the electronic dockets that are assigned to you.

Process your Dockets

An Engineer can process and Approve a docket from the Virtual Super by following these simple instructions:

• Press the Items to Reconcile button on the top right of your Dockets Page to view the dockets that need your action.
• Click on any docket to open it. 
• Review all docket details. 
• To change the Cost Code, type in the Cost Code number or start to type the text, this will narrow the options in the list. 
• If the details in the docket are incorrect, you can Decline it and add a comment.  It will be sent back to the supervisor to be fixed. 
• To view the history of the docket, press the History button to reveal a pop up window with information about when the docket was first Drafted, any fixes that have been made, and when it was Accepted by the Foreman. 
• Once you have Approved the docket, it is ready for invoicing.

Click image for larger view

Create Engineer CSV for Cost Tracking

To create an Excel spreadsheet allowing an Engineer to track daily costs, follow these instructions:

• Select the dockets you want to Export as a CSV file by ticking the selection box beside each, alternatively you can filter them using the column header options and select all the filtered dockets by ticking the top selection box
• Press the Export button on the top left of the page
• Select Engineer CSV to create a CSV spreadsheet for cost tracking - this file can then be opened from your downloads area.