Purpose Built Database Driven Contract Administration

Design professionals have done an amazing job of integrating cutting-edge technology with

their design processes over the past few decades. The adoption of CAD (and more recently

BIM) has lead to commensurate gains in design quality and efficiency. However, the same

cannot always be said of contract administration. In most cases, CA is still being handled using

manual processes in Word and Excel, or perhaps using unmaintained solutions created in-

house.

FIVE by StatsLog is a purpose built, database driven contract administration solution. It is the

culmination of over 30 years of StatsLog’s experience responding to the unique and

changing needs of our clients and the construction industry.

FIVE is currently helping our administer 100s of active construction projects worth over $6

billion dollars.

MIMO – Minimum Input for Maximum Output

MIMO is a core concept of FIVE. At its heart is the belief that the minimum amount of work

should produce the maximum result – like planting a seed and watching it grow.

MIMO enhances your productivity and effectiveness as an architect or engineer, contract

administrator, project manager, analyst, or supporting staff member.

Using FIVE and the MIMO principle you will…

…Be More Productive

Tasks that used to take hours will take minutes. Those that took minutes will take seconds.

With FIVE you will save time spent typing, navigating file systems, and manually compiling data

for summaries – giving you more time for your other duties.

FIVE by StatsLog Feature Tour

…Be More Accurate

Avoiding duplication of effort ensures that your data is always accurate – summaries and totals

are always correct since related data is linked and calculated automatically. With FIVE you never

have to transcribe or copy data between spreadsheets and documents, eliminating any chance

for errors or omissions.

Our automatic calculations are rock-solid, having been battle tested over decades of use in the

field.

…Be More Aware

Want to know how many RFIs you've received this month? How about which project partner is

responsible for the most change orders? FIVE delivers this kind of information in seconds, with

none of the extra work that would be required on your part to filter, compile, and summarize

data from disparate traditional sources such as spreadsheets and word processor files.

With FIVE, you can quickly identify problem areas before they get out of control.

Modern User Interface

The FIVE user interface has been designed with efficiency and contract administration in mind.

Interactive elements such as buttons are large enough to support touch screens, while still

supporting traditional keyboard and mouse input.

Icons and elements are re-used throughout the software, and will quickly become familiar.

Work is automatically saved as you go, reducing the chance of accidental data loss.

Tab Based Interface

Tabs organize project database items and features into logical groups.

Tab captions can be customized to match the language used by your firm.

Mobile Ready

Our new Nomad web interface gives you access to all of your FIVE data in real-time from any

web enabled device.

Efficient Interactive Reports and Forms

The in-place editing features of FIVE let you type directly into your reports and forms for an

extremely efficient data-entry workflow.

Take advantage of Windows features such as drag and drop, and integrations with Microsoft

Outlook and Excel to save time compared to non-Windows native solutions.

FIVE’s productivity advantage can be dramatic compared to a web-based “page hopping”

workflow, or the “document hopping” workflow common when using word processors and

spreadsheets.

Magic Wand Tool

The magic wand tool is a real time saver.

Before you log a new item, click the magic wand and FIVE will fill-in as much data as possible for

you auto-magically. For example, the item type and next available number in the series (e.g. SI

45), the current date, and most recently referenced contacts will all appear in a single click.

Contact Picker

The contact picker makes it quick and easy to find the right contact for linking to action items

and distribution lists.

By default you only see contacts that are related to the current job, meaning you won’t

accidentally send documents to wrong but similarly named individuals.

List Picker

For lists such as “reasons” and “status”, you can define custom abbreviations and titles for use on

your forms and reports. Selecting the appropriate list item is a quick and easy point and click

operation, ensuring you always issue consistent and typo-free documentation.

Date Picker

In addition to calendar-style date selection, the FIVE date picker also includes shortcuts to

common dates like “Today”, “Yesterday”, “Tomorrow”, “The 1st of the Month”, “The Last of Next

Month”, etc… this makes it easy to pick the right date effortlessly.

And so much more…

Automatically calculated in-cell formulas, smart report filters, and automated report scheduling

are just some of the impressive UI elements that will help you become more productive by using

FIVE by StatsLog.

Flexible Workflow

At StatsLog, we know that there is no single way to perform your contract administration

duties.

Various contract types, owner-specific requirements (particularly when dealing with

government agencies), as well as regional and jurisdictional particulars all dictate that your

software needs to adapt to your working needs and not the other way around.

FIVE is designed to be the most flexible contract administration software we have ever made.

Customizable Templates

User-customizable templates put you in control. Standardize and maintain consistent branding

and messaging across your enterprise, regardless of variable jurisdictional, regional, and client

requirements.

Access to the template layout features can be controlled on a per-user basis, enforcing and

protecting the standards you develop.

StatsLog also offers a cost effective template design and layout consulting service if you prefer

to outsource this activity.

Linked Data

Values are calculated automatically where appropriate, eliminating the chance of error.

Logged items of different types can be linked in a few clicks, meaning that relationships

propagate throughout the system.

For example, by linking RFIs to Instructions to Change Notices to Quotes to Change Orders,

you can quickly review the chains of events that lead to contract adjustments, and get valuable

insights into the status of your project.

Attachments

Quickly attach PDF and image files to any logged item in FIVE through drag-

and-drop (with Windows Explorer and Microsoft Outlook integration), copy-

and-paste, or through the standard Windows file picker.

Attachments are automatically sent to central storage on your FIVE server, and

are immediately accessible to everyone with access to the project.

Attached files will also be automatically merged into your main document after

selecting one of the output actions (print, email, export to PDF).

No additional software licenses are required for PDF processing (e.g. Adobe

Acrobat), keeping costs low.

Centralized Shared Storage

Centralized storage of all project data and related attachments (PDFs, site photos, etc…) means

that everyone related to the job has access to the same set of up-to-date information at all

times.

FIVE is smart enough to avoid storing identical duplicates of files, saving on storage space.

FIVE also has a built-in client-side caching mechanism that prevents unnecessary communication

with the server, saving time and bandwidth.

Project List

The project list is a central directory of all the projects available on your server. The list is searchable by reference # or

keyword, and you can also mark projects as “favourites” so that they always appear at the top of the list. This makes it

quick and easy to find and work with your projects in FIVE.

Figure 1 FIVE Active Project List

Access to features such as the ability to delete projects, or modify a project’s identifying information are made available

based on each user’s permission level.

Projects will be completely invisible to users who don’t have permission to open them– a critical requirement for some

contracts.

Project Homepage Tab

After creating or opening a project, you will be taken to the Project Homepage tab. This is a “one-stop shop” for

automatically generated summaries, project-specific configuration details, and project-wide search features.

FIVE takes all of your existing data entry and automatically generates summary charts, reports, and forms in seconds. This

kind of information is very costly to compile manually using a non-database CA approach (such as Word/Excel), but

essentially comes for free with FIVE.

Project Properties

MIMO in action begins here – project-

level user-definable values for holdback

and tax percentages, currency and date

formats, as well as select project

specific contacts such as the designer,

builder, and owner can all be defined

upfront. These values will automatically

be used for templates, calculations,

distribution lists, etc…eliminating the

chance of inter-document transcription

and spreadsheet formula/range errors.

Dashboard

Work Summary & History Summaries

See live values for the revised contract value, work completed to date, payable to date, and unreleased holdback, giving

you a snapshot of the project status at a glance.

Figure 3 FIVE Work Summary & History Dashboard

The work history chart includes historical values for revised contract, work completed, and payable amounts for the

lifetime of the project.

Issued Items History Summary

The Issued Items History chart lets you see daily, weekly, or monthly views of items that have been issued during the

project lifetime (for example, RFIs). Click any node to see the specific items that were issued in that period for detailed

review and analysis.

Figure 2 FIVE Project Properties Page

Figure 4 FIVE Issued Items History Chart

Summaries

In addition to the at-a-glance Dashboard summary and charts, more detailed summaries are available in the Summaries

and Charts sections, including:

Project Summary Form

The project summary form instantly compiles live backend data to give you a distributable summary page of important

project values.

Figure 5 FIVE Project Overview Form

You can easily customize the generic default template to meet your design and branding requirements using the built-in

layout features of FIVE. Customizations such as adding logos, changing fonts, repositioning elements, and introducing

divider lines (and much more!) are all possible

Divisions Summary Report

The Divisions Summary report automatically groups all contract items by their related division (typically a 5 or 6 digit

MasterFormat division, but divisions are customizable on a project basis). The grouped items are automatically summed

and counted for display and analysis – something that would be very time consuming and prone to error if done manually.

Like all reports in FIVE, you can print, email, or export a PDF version of the report in seconds.

Figure 6 FIVE Divisions Summary Report

Divisions Summary Chart

The Divisions Summary chart is a visual representation of a subset of the data available in the Division Summary report

(described above). Discover at a glance the divisions of work that are responsible for the lion’s share of the contract value.

FIVE Supports MasterFormat 1995, MasterFormat 2014+, and custom division formats.

Figure 7 FIVE Divisions Summary Chart

Orders by Reason Summary Report

The Orders by Reason summary report automatically groups together all change orders by their associated reason.

Example reasons are Site Condition, Authority, Owner Request, etc…, but the list of available reasons are user-definable on

a per-project basis.

Grouped items are then automatically counted and summed for display and analysis - something that can be very time

consuming and prone to error when done manually using spreadsheet data. You can filter the report by arbitrary criteria

such as the reason itself, and/or approved orders only, etc…

Like all reports in FIVE, you can print, email, or export a PDF version of the report in seconds.

Figure 8 FIVE Orders by Reason Summary Report

Orders by Reason Summary Chart

The Orders by Reason Summary chart is a visual representation of a subset of the data available in the Orders by Reason

Summary report (described above). Discover at a glance the reasons for change that are having the biggest impact on the

project.

Figure 9 FIVE Orders by Reason Summary Chart

More Summaries

Summary reports can also be generated for project related attachments, notes, email messages, and more!

Project Security

Project-level security features allow you to control access to any project to a specific subset of

your FIVE users. This feature can be critical for “secret” projects with government partners where

access and knowledge of the project must be protected even within your organization.

Figure 10 FIVE Project Security Page

Search

If there’s one feature that immediately separates a database system from a more

traditional collection of word processing and spreadsheet files, it’s the ability to

search potentially vast amounts of data and deliver quality results with high

performance.

The Search page in FIVE lets you perform keyword searches against the entire

project database; including titles, body text, attachment file names, and email

messages. The best part? Completed search results arrive in seconds, even when

performed against thousands of records.

Figure 11 FIVE Project Search Page with Sample Results

Reports

At first glance, reports are similar to spreadsheets, but with FIVE they are supercharged template driven, database backed

information stores.

Figure 12 FIVE Report View (Instructions Tab)

All reports are interactive, and feature the same familiar user interface elements designed to increase your productivity.

All report data entry automatically propagates to related forms and summaries without any additional user intervention,

saving time and eliminating errors and omissions.

Appropriate report values are automatically summed in the report footer, eliminating the risk of formula errors or missing

rows in formulas.

Multiple users can even work on the same report in the same project at the same time, which can be an effective way to

distribute workloads.

Report Layout Features

FIVE includes all of the tools you need to customize your reports. Whether your

client has project-specific reporting requirements, or you have developed your own

proprietary set of CA reports, FIVE has the capability to deliver the output you need.

Sort Rows

Instantly sort your reports by clicking any column caption. Our custom developed

sorting algorithm is smart enough to properly sort text based numbering systems

intuitively compared to many other programs– for example, SI 9 will be sorted

before SI 10 R1.

Rename Columns

Column captions can be given any label you like. For example, Title could be

relabeled as Description, or even labeled in a completely different language. Figure 13 FIVE Report Customization

Menu

Hide and Add Columns

Columns that you don’t need can be hidden from your report, and new columns can be added from a searchable list of

thousands of specialized contract administration fields. Since you are working against a database, hiding columns won’t

delete the underlying data – the visual representation of the data will just be changed to suit your needs.

Conceal Columns

Some data should only be available in-house. You can conceal any column to ensure it never appears on a distributed

report, but keep it available on-screen in FIVE for internal use.

Rearrange Columns

The left-right order of columns can be quickly changed by drag-and-drop.

Filter Rows

Reports can sometimes number hundreds or thousands of rows, but you don’t always need to see all of this data at once.

Smart and flexible filters let you constrain the number of visible rows by a wide variety of arbitrary criteria.

After filters are applied, the total row at the bottom of every report is automatically updated to show sums for only the

visible rows, making it impossible to forget to update ranges and formulas (as is possible with a spreadsheet).

Filters put the information you need at your fingertips, in an instant. When compared to manually tweezing rows out of

spreadsheets, it’s no contest.

Sample Report PDF Output

When printing, emailing, or exporting your reports from FIVE, the output will always be consistent. The project logo and

identifying information will appear on the page (paper or digital), and the columns will be automatically stretched/shrunk

to fit the available space using our custom developed smart-scaling algorithm. This means that no more time will be

wasted manually defining print areas and tweaking column widths as is often necessary with spreadsheets.

Figure 14 Sample Report PDF Output in Adobe Acrobat Reader DC

Forms

Forms are similar to word processor documents, but are

template-driven and database backed.

Previously entered values are used to automatically populate

the form, reducing your workload dramatically. Calculations

are handled automatically (for example, holdback and tax

calculations), and contact information is also pulled in, all

without any additional work.

Simply start typing the form body text, and even page breaks

are handled automatically.

None of the static template elements can be modified by any

user unless they have design permissions. This

enforces your branding and design standards, and

ensures that documentation is always delivered

consistently.

Form Layout Features

The form layout tools included with FIVE are second to none.

You can quickly and precisely position template elements such as images, text boxes, data fields, lines, and electronic

signature areas.

Figure 16 FIVE Form View (Instruction in Layout Mode)

Meet your design requirements by using as many fonts as necessary (multiple fonts per form are possible), and any size

and style such as bold, italic, and underline.

Figure 15 FIVE Form View (Instruction in Edit Mode)

FIVE can accommodate just about any form template layout requirement on a per-project basis, using a different set of

forms for different clients, regions, etc…

Protect your document standards by limiting access to the layout tools to the users who need it.

Thanks to our central storage system, all users of your FIVE system always have instant and automatic access to the latest

template revisions.

Sample Form PDF Output

As with reports, forms can be printed, emailed, or exported as PDF files directly from FIVE.

The output will always be WYSIWYG and consistent.

Supporting file attachments such as additional PDFs (for example, a contractor’s billing) or

images (such as site photos) will be automatically merged with the main document in

seconds. There’s no more need to make a subsequent trip to Adobe Acrobat to manually

compile supporting information (and possibly miss an attachment or two accidentally).

Technical Notes

FIVE is built on a combination of open-source and proprietary technologies. It uses a client-

server model allowing secure encrypted access to your data over the Internet from anywhere in

the world.

The high-performance client software runs natively on any Microsoft Windows device

(excluding Windows RT), and has been designed for both touch-based and traditional keyboard

and mouse interaction.

A platform agnostic web front-end for the FIVE (called Nomad) is currently in public beta.

Nomad gives you real-time access to your FIVE project data from any web-enabled device such

as a tablet or smart phone.

No additional software licenses are needed for database servers/services (for example,

MSSQL), nor for PDF processing & merging (for example, Adobe Acrobat).

Data service storage options are flexible. You can run all FIVE services and store all project data

on either:

• an in-house system/VM connected to your LAN, giving you full ownership and control

of your data and system. OR

• a self-leased system/VM in the cloud (for

example, Microsoft Azure – additional charges

may apply). OR

• a StatsLog hosted VM in the cloud – let us take

care of backup and server maintenance

(additional charges apply).

IT departments will appreciate the tools we’ve

developed specifically for the central monitoring, maintenance, and administration of the FIVE

system.

Figure 17 Sample Form PDF Output in

Adobe Acrobat Reader DC

Figure 18 FIVE Administration Tool

But Wait, There’s More!

We’ve been working hard to make FIVE the most flexible and powerful construction contract administration software

available, and not even this 15-page tour has shown it all.

If you have any questions about what you’ve read, or about any of your requirements that haven’t been covered, please

contact us at 1-800-266-4068 or info@statslog.com – we look forward to hearing from you!