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odoo maintenance management

Introduction (odoo maintenance management)

In today’s highly populated and constantly advancing world, infrastructure, architecture, technological advancements and development of a nation depend on well-planned construction facilities. Construction Projects today are not limited to construction & delivery but slowly aligning itself on Build-Operate-Transfer Model. Construction Companies have slowly aligned themselves to Operate & Maintain Assets and face challenges with regard to business management, transactions that can be made simpler with the use of ERP or odoo maintenance management software.

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Key Industry Requirements

CRM & Estimation

  • Manage opportunities and subcontractor contacts
  • Estimating should be built around breaking down and analyzing scopes of work

Sales Contract Management

  • Break down and manage every change in the project
  • Manage approval workflows, and provide revision control and manage contract changes

Work Progress Measurement

  • Valuations are done by making physical measurements against the BoQ
  • A certification process is then used to agree the month-end valuation numbers and invoices, or, a self-billing process is used to manage payments. The process also involves managing retentions

Procurement & Sub-Contracting

  • Puts forth scopes of work for subcontractors to bid on, assesses their bids, and sets up the foundation for cost control and change management over subcontracts
  • managing the purchasing of equipment on a hire and rental basis

Equipment & Fleet Management

  • Ability to maintain these assets making sure they are safe, reliable and available when they are needed
  • Able to schedule maintenance and repairs, manage the time of service technicians, and procure spares and materials for maintenance, repair and overhaul

Project Cost Control

  • Subcontractor costs and milestone payments, equipment rental costs, and allocation of internal and external resources to projects
  • Set a budget for the overall project, facilitate periodic and real-time project reporting and analysis for review meetings, keep track of what has been spent against the budget, and revise the project forecast

Mobility

  • Mobile job management for service technicians equipped with mobile phones or tablets
  • Automated scheduling capability needs to be provided which is fully integrated with the job management system, supply chain and elements of human resources such and employee availability

Challenges in Construction Industry

Cost Control

  • High Mobilization & Execution costs
  • Fast rising resource prices while maintaining the budget
  • Greater compliances, cut-throat competition resulting in declining profit margins
  • Cost effectiveness on all levels sought

Project Tracking

  • Long time to recognize a problem and correction
  • No real-time tracking of project progress

Resource Management

  • No real information of cost, people, time on a real-time basis
  • Cost Overruns, underutilized resources, time mismanagement

Decision Making

  • Getting all departments work together and centralizing information
  • Generate data in a form to be used for intelligent decision making

Solutions

Inventory & Procurement

  • Stock Planning
  • Stock Management
  • Inventory Audit
  • Sourcing & Purchasing
  • Receipts
  • Sub-Contracting

Operations

  • Design & Engineering
  • Project Management
  • Resource Management
  • Activity Scheduling

Finance & Accounting

  • Receivables & Payables
  • Fixed Assets
  • Bank & Cash
  • Budgeting & Forecasting
  • Management Accounting
  • Bookkeeping & Closure
  • Consolidation & Reporting

Our (Odoo Maintenance Management ERP) Solution for Operations

Design & Engineering

Enable detailed design and engineering capabilities including the management and development of design documents, engineering descriptions and facility/plant modeling.

Project Management

Projects embedded into the Enterprise – making them easier to manage and reduce risk. Leverage buying power and manage subcontractors.

Equipment and Tools Management

Improved availability and tracking of equipment. Flexible price and account determination. Clear visibility of TCO and return on assets.

Operational Workforce Management

Improved utilization, profitability and client satisfaction by assigning the right people, with the right skills at the right rates to the right projects

Our (Odoo Maintenance Management ERP) Solution for Inventory & Procurement

Stock Planning

  • Survey present and future stock related requirements effectively.
  • Guarantee accessibility of the correct levels of stock while watching out for the required stock amount for replenishment
  • Calculate stock carrying cost and take informed decisions.

Stock Management

  • Create Products with detailed attributes for easy planning and allocation.
  • Group products under different product categories for effective analysis and control.
  • Achieve end-to-end real time visibility by create multi-location warehouses

Inventory Audit

  • Count & Validate physical and system recorded stock levels.
  • Record data related to variance in stock & make required adjustments for generating an accurate view of the inventory levels.

Sourcing & Purchasing

  • Generate automatic purchase indents based on minimum stock rules.
  • Enter multiple products in a single order, manage purchase order revisions, comparison statements to take decisions.
  • Enforce control during RFQ, Quotation and Ordering stages by approval limits.

Receipts

  • Manage comprehensive information for every receipt of goods
  • Possibility to received partial orders, move to different locations on receipt, return goods w/o receiving.
  • Generate GRM and Vendor Bill based on receipts.

Sub-Contracting

  • Effective sub-contracting with Pricelist and BOM based ordering capabilities.
  • Track status based on work order, product or subcontractor-wise on any given date.

Our (Odoo Maintenance Management ERP) Solution for Finance

Receivables & Payables

  • Ability to view opn receivables & payables based on period & partners in one click
  • Process payments with manual or automatic reconcillations with ease
  • Manage automated payment folllow-ups for your customers
  • Handle payments in multiple currency with currency exchange rates

Fixed Assets

  • Record purchase and maintain data of new assets with asset depreciation methods.
  • Automated depreciation of pre-defined dates along with generated ledger entries
  • Monitor depreciation over a period by asset or asset categories.

Bank & Cash

  • Maintain liquidity for business operations.

Budgeting & Forecasting

  • Ability to define budgets by company, department or cost centers
  • Create checkpoints for budget check at various control points like purchases, recruitment, etc.
  • Analyse budget performance in real-time and take informed decisions

Management Accounting

  • Define Analytic Accounts, record transactions under those accounts and track live performance..
  • Analyse profit/Loss for each accounts in real-time environment.
  • Ability to add multiple accounts for single transaction.

Bookkeeping & Closure

  • Maintain Accounts by defining service areas, ledgers, taxes, bank accounts, budgets, payment terms, etc.
  • View Financial transactions in few clicks and drill down to see details and origin

Consolidation & Reporting

  • Ability to generate legal and financial reports with ability to filter and drill-down capability

Business Benefits of the Solution(Odoo Maintenance Management ERP)

Lean and agile processes with more speed and accuracy

  • Fast estimation: process-oriented approach, quick inputs, intelligent process steps
  • No redundancy overhead minimized
  • Everything as automated as possible

Fast implementation and low TCO

  • Unique all-in-one package for standard implementation
  • Conforming to standards you secure your investment and reduce cost of ownership

Solution at a Glance

Odoo CRM or Odoo Maintenance Management CRM module intends to assist sales team and intelligently manage enquiries, leads phone calls, opportunities and e-mails. All cardinal tasks such as identification, communication, assignment, prioritization, resolution, assignment and notification can be effortlessly managed with Odoo CRM(Odoo Maintenance Management CRM) application.

Key Features

  • Trace Leads & Opportunities – Manage your sales team, sales funnel and monitor your best leads and opportunities up to the sales order.
  • Sales Team – Organize Sales in different teams, sales executives, categories for better analysis and management. Helps to forecast and calculate sales performance
  • Sales Activities – Schedule Sale activities such as phone calls, proposals or meetings and ling it with relevant leads and opportunities to see follow-up at a glance.
  • Social Media Integrations– We empowered Odoo CRM by integration with Justdial, Google Ads, Facebook Ads, VOIP Telephony and many more.
  • Plan Meetings & Phone call – Follow-up is always a time taking and painstaking process which can be done easily with Odoo CRM. Additionally, you can also share calender of meetings, sales task, logs of calls etc.
  • Acquire Leads – Odoo CRM provides website integration forms, an email gateway and plugins to generate leads through web-services.
  • Run Marketing Campaigns – Automate your lead processing using marketing campaigns that automate emails or paper mails.
  • Get Real-time Statistics – Get precise forecasts with the Odoo CRM business intelligence engine to size up your sales activities. Flexible reporting options with pivot and graphical views and with all possible filters and groups.
  • Helpdesk – Track Complaints, enquiries and complaints in easy to manage Helpdesk Module and keep track of tickets with status to give customer a great experience of interaction.
  • Alerts & Notifications – Get timely alerts and notifications for urgent activities, follow-ups, MIS reports or inactivity on leads.

Bidding & Tender Management can be tedious and resource intensive, including manual procedures, short time allotments, and extensive volumes of archives. Odoo’s Bid and Tender Management eases the process enabling you to focus around winning contracts.

Key Features

  • Smart and streamlined – Organize the bidding process with a central web-based platform with access from anywhere, at any time, reducing management and increasing efficiency.
  • Confidential process – All information remain secure and confidential, safeguarded until the submission deadline has passed. Stakeholders can see information as designated to their user group.
  • Document Management – Manage all documents received from Client or created internally in single window with revisions for easy management and economies of time.
  • Checklists – Define Pre-Bid, Bidding & Post-Bid Checklists to organize activities for estimation & tendering, assign to various stakeholders and keep track of status.
  • Bill of Quantities/Schedule of Work – Create or import detailed Scope of Work defined in the Tender to estimate costing
  • Approvals – Multiple Stage Management with approvals for technical & commercial bidding before final submission.
  • Integrated with CRM & Project Management – Seamlessly integrated with CRM & Inventory module to efficiently link various processes and provide real time status on Opportunities, Tenders & Projects.
  • Reports at a glance – Know exactly when bid and tender documents are received and opened, and when submissions have been returned to speed up the evaluation and award process.
  • Alerts & Notifications – Get timely alerts and notifications for urgent activities, follow-ups, MIS reports, etc.

Odoo Purchase module facilitates the Purchase Team to manage procurement of raw material, supplier master and purchase orders efficiently and intelligently.

Key Features

  • Purchase Automation – Automatically Generate RFQ’s & Purchase Orders based on stock levels, logistic rules, sales orders, forecast manufacturing orders, etc.
  • Contract Management – Generate recurring vendor contracts based on time and materials and generate invoices phase wise, maintain renewal.
  • Pricelists – Import Suppliers’ price lists and references to make quick purchase decisions based on promotions, quantities and special contract conditions.
  • Purchase Tenders – Create Call for Bids for purchases to see vendor offers at a glance, compare quotes and choose the vendor using informed decision process.
  • Purchase Agreement – Buy goods from a supplier at a pre-negotiated price, on a recurring basis during a specific period.
  • Approvals – Order Approval process based on amount or product category as per company’s hierarchy
  • Integrated with Sales, Inventory & Billing – Seamlessly integrated with Sales, Inventory & Billing module to efficiently link various processes and provide real time status on orders
  • Get Real-time Statistics – Get precise forecasts on vendor’s performance for delivery delays, negotiated discounts on prices, quantities purchased. Flexible reporting options with pivot and graphical views and with all possible filters and groups.
  • Alerts & Notifications – Get timely alerts and notifications for urgent activities, follow-ups, MIS reports

This one of its kind app enables to manage the Purchase Team intelligently and efficiently manages procurement of raw material, purchase order and supplier master.

Key Features

  • Product Management – Create product and keep track of them by categories and inventory levels.
  • Control Reception – Just click on a location and attain a thorough inventory analysis, for a specified period with the inventory control.
  • Control Delivery – Automatically create delivery order and update inventory as per sales order.
  • Trace Your Stock Moves – Track all past and future inventory transaction. List facilities transaction from one location to another location.
  • Never Run Out of Stock – With minimum stock rule you have automatic order with the right quantity to get the maximum specified level.
  • Drop shipping – Dropship Management allow you to dropship directly to your customer’s place.
  • Inventory Valuation & Inventory Adjustment – Automatic valuate inventory and manually Inventory adjustment.
  • Lot & serial No – Track product with lot and serial number.
  • Multiple Warehouse/Locations – Manage multiple warehouse and multiple location in a warehouse.
  • Stock Management & Reordering Rules – Manage Stocks and Predefine rules for procuremen
  • Incoterms – Different type of incoterms for delivery of product.
  • Integrated with Sales, Purchase & Billing – Seamlessly integrated with Sales, Purchase & Billing module to efficiently link various processes and provide real time status on orders.
  • Integration with UPS, FedEx, DHL, USPS
  • Barcode Support
  • Alerts & Notifications – Get timely alerts and notifications for urgent activities, follow-ups, MIS reports.

Project Charter

  • Manage Project with PMBOK Standards with project description, scope, success requirements, checklists, stakeholders, resource and billing plan.

Work Breakdown Structure

  • WBS definition for work to be performed in a project organized in a hierarchical structure. Helps to keep an overview of the project, defines tasks and assign resources to those tasks.
  • Organize projects around your own processes.
  • Work on tasks and issues using the kanban view; schedule tasks in the gantt chart and control deadlines in the calendar view.
  • Create specific stages for each project, so all your teams can optimize their work in a simple and a professional way.

Activity Scheduling

  • Automated Activity Scheduling helps keeping track of activities, resources, durations, sequencing, and constraints. Reduces task redundancy and helps ensure all work performed is in the scope of the project.

Resource Planning

  • A good resource plan consists of a schedule that is as detailed as possible for the information known, and the types of resources needed for each task

Risk Management

  • Manage the risks to your projects in line with your Project Management Approach. Business Continuity Planning as it should be – for small and large organisations.

Change Management

  • Change Management integrated with Stakeholders Requirements Management

Track Issues

  • Single out the issues that arise in a project in order to have a better focus on resolving them. Integrate customer interaction on every issue and get accurate reports on the performance of your team.

Get empowered to manage all your financial activities in one place and record your operations in a few clicks. Financial operations have been made easier with “Finance & Accounts” module.

Key Features

  • Invoice Control – Enter the right information (quantity, price, customer name, etc.) and click print. Your invoice is done! Get clear visibility of invoices awaiting from your supplier, control and validate them without re-encoding.
  • Payment Tracking – Keep track of invoices to pay, record your customer and supplier payment and reconcile them automatically.
  • Customers Follow up – Email or print directly from Odoo follow-ups on your invoices for your customers. Set-up and automate follow-ups to get a periodical financial overview and get paid quickly.
  • Easy reconciliation – Odoo helps you to easily reconcile invoices and payments using the manual approach or the automated wizard.
  • Smart User Interface – As an accountant, you need to be able to record a set of operations in just a few minutes.
  • Easy Payment Management – Reconcile invoices easily with payments through bank interfaces and check handling and printing.
  • Integrated Analytic Accounting – Get your analytic accounting operations integrated with timesheets, projects, invoices, warehouse, etc.
  • Multi-Currency – Unlimited currencies supported with daily automatic updates of currency rates.
  • Multi-company – Get your consolidated trial balance and consolidate statistics in real time.
  • Invoice Analysis – Get a quick overlook on your key performance indicators and use our reporting tools to analyse your performance.
  • Dashboard & KPIs – Get customizable real time statistics with drill-up, drill-down, filter, drill-across data.
  • Alerts & Notifications – Get timely alerts and notifications for urgent activities, follow-ups, MIS reports.

This is yet another powerful module of Odoo which allows you manage the most powerful  asset in your company “People”. With “Human Resource Management” module you will be able to effortlesly manage time tracking, leave, payroll, attendance, expenses, recruitment and periodic evaluations. 

Key Features

  • Employee Register – Enter all essential data on your employees and oversee all important information in your company address book.
  • Recruitment – Keep track of the recruitment process to facilitate evaluation. Search and browse through your CV base and request for hiring.
  • Joining/On-Boarding – Provide a great welcome to employee with Joining / On-Boarding Process with status tracking for each activity
  • Asset Allocation – Manage Employee assets, track by employee, serial number and asset category
  • Attendance Management – Record timesheets, check time spent on tasks, control your employees and project costs.
  • Expense Reimbursement – Get rid of the paper work and follow expenses directly into Odoo. Easy validation, reimbursement and re-invoicing.
  • Leave Management – Employees enter their requests (paid holidays, sick leave, etc), for managers to approve and validate.
  • Performance Evaluation – Set-up evaluation plans for your employees and watch their evolution. Define steps with interviews and keep track of the progress.
  • Exit Management – Manage the exit process of employee with complete tracking of all processes in real-time.
  • Training Management – Manage employee’s training request, trainings conducted, and results derived therein.
  • Reporting – Giving you a comprehensive overview of your employees’ timesheet and leaves in one single dashboard.
  • Payroll – Maintain data of all the employees in your organization, generate salary slips, manage contracts, get customized reports
  • Alerts & Notifications – Get timely alerts and notifications for urgent activities, follow-ups, MIS reports
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