Getting Started

When XactPRM is coupled with XactPRM Connect, users can easily administer virtually all aspects of estimating and managing bids for foreclosed property repair and maintenance. From checking the status of bids to reviewing board-up photos for a specific home, XactPRM Connect makes it easier to get a better understanding of what’s happening in a workflow in real time. With XactPRM Connect, users can track bids, monitor contractor performance, and view real-time company performance reports. Use the links below to learn more about XactPRM Connect and its capabilities.

Project Workflow Overview

XactPRM Connect Features

How to create projects and bid requests

How to set up contractors

How to set up project notifications with personal and program rules

How to view real-time project data

How to manage staff

How to manage quality assurance

How to collaborate with third parties

How to access XactPRM Connect help

How to submit feedback

Project Workflow Overview

Though XactPRM Connect is frequently customized, below is an overview of a typical XactPRM Connect workflow. Click a step in the workflow to see more information about that step.

 

XactPRM Connect Features

Read the following information to learn more about XactPRM Connect features.

How to create projects and bid requests

For each property, you can create a separate project to monitor the status of property repairs and maintenance. To create a project, enter project information in the Create New Project form.

There are several ways to access a project once it's been created. You can use Advanced Search to search for projects using a number of different search parameters.

You can also use the Quick Search function to search for a project by reference number, contractor, or postal code. If you have recently done work on a project, you can find the project on the Recently Viewed list.

After you create a project for a property, you can create associated bid requests for each specific job associated with a property. To do this, access the Project Detail page, and click Create New Bid Request for Project.

Enter the required information in the Create New Bid Request form. The new bid request appears on Project Detail page under the Bid Request List.

How to set up contractors

Before you can assign a bid request to a contractor, the contractor must be qualified by your company. Use the Contractors page to qualify contractors for particular programs, job types, and service areas. On the Contractors page, you can also add notification methods to choose how a contractor is notified when they have been assigned a bid request.

How to set up project notifications with personal and program rules

Use Personal Rules to have XactPRM Connect notify you when specific events occur for projects or bid requests. You can instruct XactPRM Connect to notify you about a variety of events having to do with the progress of estimates and the quality of work performed. For example, you could set up rules to notify you when an estimate has a line-item price deviation, a project exceeds a certain value, or a bid request is marked File Closed. Some personal rules deal with management reports. These rules notify you when certain reports are cached and ready for use. Personal Rules can only be set up for yourself.

Use Program Rules to instruct XactPRM Connect to perform a number of actions when a set time period between two events related to a project or bid request is exceeded. Unlike Personal Rules, with Program Rules, you can notify yourself or others (like the contractor or project manager) when a rule is triggered. For example, you could set up a rule to notify the project manager when the time between a bid request's Work Started and Job Completed date exceeds 5 days.

How to view real-time project data

View real-time project data using Management/Activity Reports. These reports cover a wide selection of information ranging from the average cost of roofing materials in your company’s estimates to the time it takes for contractors to complete certain tasks. These reports allow you to monitor the work performed by contractors and employees, the flow of estimates in specific areas, and trends in materials usage and cost. You can even compare your company’s data to industry competitors with a number of reports.

How to manage staff

With User Administration you can add users and edit their user properties, data set or hierarchy rights, organization rights, and application rights. Many companies have groups of users that require similar application rights. In User Roles Admin, you can define a set of Application Rights that can be easily applied to multiple users in User Administration.

How to manage quality assurance

Use Review Queue Rules in the Estimate Review Queue to instruct XactPRM Connect to automatically set aside certain estimates for quality assurance or review. Users that have the appropriate application rights can access My Estimate Review Queue to work on estimates assigned to them.

How to collaborate with third parties

In XactPRM Connect, you can collaborate with third-party companies to increase the accuracy of estimates while simplifying the process. For example, if a property had roof damage, a contractor or asset manager could use XactPRM Connect to sent basic information about the property to a third party that collects aerial imagery and dimensions of roofs. The third party would then populate XactPRM Connect with the images of the property and an estimate for the cost and material needed to complete the repair. Contact your product specialist or account manager to set up third-party company collaborations.

How to access XactPRM Connect help

Xactware offers several XactPRM Connect help resources.

Interactive User's Guide

Use the Table of Contents and Search tabs in the left pane of this window to access help topics about specific XactPRM Connect features. To access the guide later, select Interactive User's Guide from the Help menu. This guide will appear with information about the specific page you are viewing.

Xactware eService Center

This portal offers a number of XactPRM Connect product tips as well as live chat support.

Xactware Technical Support

Customer service representatives are available to take your phone calls to address any Xactware-related issues for an additional fee of $20 per case. Phone support is open from 6 a.m. to 6 p.m. Mountain Time Monday - Friday (closed Christmas Day and New Year’s Day) at 1-800-710-9228.

Xactware Training

Xactware offers a variety of training resources for novice to advanced users.

For more information, visit Xactware's web site, www.xactware.com.

How to submit feedback

We value your input and look forward to receiving any compliments, suggestions, or other feedback you have regarding XactPRM Connect. To submit feedback, go to the We're Listening page or contact your product specialist or account manager.


 

Copyright © 2005-2016 Xactware Solutions, Inc. All rights reserved.