Introduction to Electronic Dockets for Head Contractor Administrators

The Virtual Superintendent (Virtual Super) 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 Super are utilised by all employees on a construction site to create and process an electronic docket.

The Virtual Super is a web based system which allows for a docket to be created and processed electronically.  You will need to create an account with The Virtual Super.  To do this, you will need to talk to the person in charge of the Virtual Super for your project.

Useful Information for Head Contractor Admins:

• Electronic dockets are a way for Subcontractors to record the work they have done without using paper-based systems.
• Electronic dockets are recorded using an Android or Apple smartphone with the free mobile app - SafeSite 
• At the end of the day, the electronic docket is sent to a Foreman, with the click of a button, saving time, improving accuracy and ensuring dockets don't get lost.
• Electronic dockets can be used to record Plant or Labour hire as well as record all Plant Attachments or Labour Allowances.
• Head Contractor Administrators can view all photos or test results attached with an electronic docket.
• Head Contractor Administrators can view all Remarks made on an electronic docket, including any Internal Remarks made by Foremen or Engineers.
• Any warnings that are generated as an electronic docket is created by a Subcontractor can be investigated with the Virtual Superintendent.
• Administrators can check Approved dockets and Export them for Invoicing using the Virtual Superintendent website. 

The Lifecycle of an Electronic Docket:

The Virtual Super 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.

Where to from here?

We recommend that you read this article to get an understanding of how you can use the Virtual Super to review and process electronic dockets for invoicing.