Printed from the ArchiMentor Knowledge pages on - www.archimentor.net

Management Systems

• Introduction
• What to consider when selecting a management system
• System characteristics
• Software systems

Introduction

• This page provides a very brief overview of information management, document management, and contact management systems, available in the UK and targeted at architectural practices. It does not cover systems specifically intended for the scanning and management of large volumes of incoming hard-copy correspondence, although some of the systems below provide this as one of their modules.
• Those new to the concept of management systems, particularly document management systems, should also read the page on ProjectExtranets and understand the essential differences between these two generic systems. Some project extranets are promoted as equally suitable for in-house document management but they generally lack the tools to fully integrate information across projects - allowing users to circumvent the use of a central address book is a simple example.

What to consider when selecting a management system

• Although there are a limited number of companies supplying suitable software, the functions and costs vary widely - from hundreds of pounds for a simple single-user system to hundreds of thousands of pounds for a sophisticated multi-user multi-site system.
• Except for the very smallest systems it is often difficult to get an accurate idea of the total system cost until the supplier has undertaken a lengthy evaluation of the company's needs, sometimes for a consultancy fee which is rolled-up into the overall price if the system is purchased. It is even more difficult, if not impossible, to compare different offerings from different companies on a truly like-for-like basis.
• Some products are highly modularised, with numerous combination options, whereas others offer a more standard menu of functions. Purchasers should be particularly cautious of offered modules which are little more than "vapourware" - unsuspecting users will find that they are acting as the live test-bed for the company's software development. Always insist on the supplier providing evidence of an established track record for the actual functionality that they are offering, or at least negotiate a reduced price if you are acting as a "guinea pig".
• Some products, particularly the "heavyweight" systems, work most effectively when they replace other software applications, particularly email, electronic correspondence, and some aspects of financial software. Purchasers should decide if they actually want this level of control or whether a system which sits alongside, say, Microsoft Outlook and Word, is preferable. Buying a "heavyweight" system, and then only using a small part of its functionality, is unlikely to be cost-effective, promote sensible business practices, or meet user expectations.
• Selecting a management system is an important decision and there is no substitute for seeing those systems under consideration actually in operation in an office of similar size and aspirations. Do not rely on the salesman's laptop demonstration - it is essential to talk to those who are actually using the system in real-life situations.

System characteristics

Core functions

Most of the software systems listed below include these as their core functions:

• Corporate contact management, with or without customer relationship management (CRM).
• Document management, although this means different things to different companies.
• Project costing, including resource scheduling, time capture, time and expenses billing.

Secondary functions

One or more of the software systems listed below also include these functions:

• Document scanning, with or without auto PDF creation.
• Email management and archiving, with or without integration with MS Outlook.
• Human resource management, generally by integration with proprietary systems.
• Project collaboration tools.
• Schedules, particularly doors, windows, finishes, sanitaryware, and signage.
• Template documents, with or without integration with MS Word and/or Excel.
• Workflow and task management, both internal and external.
• Web, intranet, and extranet content management.

Software systems

Archetype www.archsoft.co.uk	Archetype advertises itself as "A single access point for all your project information" with over 50 modules. There has been significant criticism of Archetype on the RibaNet architects' discussion forum. Archetype is sold through agents, on a per-user basis, at an unspecified cost.
ArchiOffice www.archioffice.com	ArchiOffice receives glowing reviews from many small practices on the RibaNet architect's discussion forum despite being the only product on this page which has no UK supplier (ArchiOffice are based in the USA). The software includes contact, document, project and task management, plus time and expenses reporting and billing. ArchiOffice is sold direct, on a per-user basis, starting at $720 per user (Sep 2008 prices).
Columbus www.oasys-software.com	Columbus is a combined navigator and viewer that allows users to view, edit, redline, print, and issue, in a project-related structure, documents from files spread across multiple folders and servers in the office or elsewhere. Some critics suggest that Columbus is a sophisticated file management system, or a simple ProjectExtranet, rather than a true document management system. The Columbus Personal Edition, with limited capabilities, is free. The Columbus Professional Edition costs from £155 per user.
Informate www.redskyit.com	One of the newer "heavyweight" systems from a company better-known for its financial software. Features include: Contact Database and CRM system, document, email, and workflow management. No cost information. (Informate was previously known as Assimilate).
NBS Perspective www.thenbs.com	A re-badging of the Oasys Columbus document management system - see above - available, like Columbus, in two editions. The related NBS web courier service provides a simple, integrated, FTP-like, service for the distribution of documents but it is not a ProjectExtranet system.
PlanChest www.planchest.net	The three main functions are Contact Management, Document Management, and Schedules + Workflow, although the website does not appear to have been maintained recently. Sold direct, on a per-site basis, at an unspecified cost.
Rapport 3 www.cubic-interactive.com	The website lists modules for Project Costing, CRM (Customer Relations Management), and Human Resources only, whereas their latest adverts include Project Administration and Document Management. The case studies on the Customers website page are a good insight into the company and their products. No cost information.
Workspace www.union2.co.uk	Possibly the market-leader of the "heavyweight" systems with an impressive customer base of large practices - refer to the Case Studies in the Customers section of the website. The major components include: Corporate Database, Document Management, and Intranet/Extranet. There is a comprehensive range of specialist, i.e. additional, modules. No cost information.

© 2008. ArchiMentor.