The Dockets Workflow

Virtual Superintendent captures data from SafeSite and other sources to support electronic docket management.

The general lifecycle of an electronic docket is as follows:

1. A subcontractor creates a draft electronic docket in SafeSite and submits it once the work is completed, or a Subcontractor Administrator creates and submits an electronic docket in Virtual Superintendent.
2. The docket is assigned to a Supervisor.
3. The Supervisor reviews the docket, applies the appropriate cost code, assigns an Engineer, and accepts the docket.
4. The Engineer filters their dockets to find those that are Accepted and assigned to them, then reviews and approves the docket.

5. Once approved, the docket is reviewed by a Subcontractor Administrator, who:

   
   
   • Applies an Invoice Number
   • Sets the docket status to Invoiced
   • Exports the docket as a detailed spreadsheet
   • Sends the spreadsheet and invoice to the Head Contractor Administrator

6. The Head Contractor Administrator filters dockets by Invoice Number and Supplier, then:

   
   
   • Verifies the submitted invoice against the spreadsheet
   • Optionally applies labels to the dockets
   • Sets accepted dockets to Reconciled
   • Exports reconciled dockets to the head contractor’s financial system for payment
   • Archives the dockets once processing is complete