Please consider the following areas;

1. Site file :
 It is the master and ultimate file which helps us to find out the profit and loss
at each stage of a project.
 Prepared on project basis, means one site file will be maintained for one
project
 It is prepared, verified and approved on daily basis
 It contains details of the expense sheets updated by site engineers at the sites
and expenses provided from office as well
 It is prepared by SCM department
 It is checked by Finance department and verified by project department
 It is approved by CEO
 Final outputs are summary of purchase of material, site expense, sub
contractors expense, pending GST bill, pending payments, bill submitted and
project income.
Note : Enclosure added – 15 days Site file of a project WIP (Chokkad site)

2. Site register :
 It is the record of keeping the materials and assets of each site and its usage
(purchased stock/ warehouse/store)
 It follows FIFO method (material usage)
 Prepared by Site in-charge of each project on daily basis
 Checked by Project and Operations Executive
 Verified by Department head, on every Friday
 Approved by CEO
 Final outputs are summary of materials used, pending and excess
Note : Enclosure added – Sample of site register by a site in charge and excel format of site
register
3. Expense sheet :
 To understand the quantity of petty amount maintained by each site staffs
 Prepared by site staff in hardcopy and send to finance team. They send
images files of the same via WhatsApp currently as sending the hardcopy to
the office from different sites will take delay.
 Collected and checked by finance executives on daily basis, maintaining
hardcopy in file and soft copies in excel worksheets, they identify the petty
amount stock with each site staff, report deficiency and excess status to the
department head
 Verified by Finance head and request to CEO for releasing fund to the site
staff who need petty fund requirement to fill the base amount.
  Base amount is fixed as 3000
 Cash balance in hand with each site engineer per week (Saturday) can be
understood by keeping this record
 approved by CEO and released the fund as per this record
 the expense sheet must be linked with the site file/ master file
Note : Eclosure added : Hardcopy, excel worksheet, pdf format

4. Asset register :
 Records to keep PROJECT assets and OPERATION assets
Note : Enclosure added : excel sheet
5. Reports:
 expecting as much as the reports generated from software
 supplier wise, material or item-wise and amount wise reports

6. Dashboard :

 Dashboard updation and changes have to be made as per the requirements

from time to time
 Necessary task/ prioritized work/pending work has to be shown on the
dashboard of every employee, they have to report the completion status
(finished, WIP, temporarily stopped) of each task/work running to track the
work of each employee

7. Vendor empanelment:
 We spoke about vendor empanelment sheet creation but we expect vendor
empanelment request creation from project side.
8. Mobile app
 We need android as well as IOS app
 Attendance
 Leave applications
 Site updation from site engineers say images , texts, audios and videos
 Common communications at all levels

9. Other enquiries:
a. Terms regarding AMC
b. Terms regarding cloud charges
c. Any other charges expected or unexpected