"To Do" Tasks
The SR manages this "To Do" list by generating (emails and letters only) and completing/dismissing each task. Tasks are created either automatically via campaigns or manually via adding tasks.
Accounting
Accounting executes the PO Export functionality for the LinkTopia integration at the project level. This allows the user to export BuildTopia generated Pos into the user's specific accounting software.
Activity
Represents an item that needs to be purchased to build a plan, option or NSO (i.e. material, labor, turnkey items).
Activity List
A list of all materials and labor (all activities) required to build a specific house on a lot.
Activity Package
Grouping of activities for selection into plans & options.
Aging Levels
Builder defined aging levels indicate the duration the service request / order has existed in the system
Approve/Reject CO
Following review of the submitted COs the SM can only approve or reject, which returns the contract to the SR for further action. Approved COs are immediately viewable by the PM, SI and trade partners as well as on the Homebuyer Homepage.
Associated People
Allows the builder to specify types of people (other than owners and co-owners) associated with the property
BT Webkit Wizard
(aka, "publish prospect form"), if purchased. The Publish Prospect Form functionality configures the interface on the Builder's website defining the demographic and survey info that will be captured as well as building the auto-response email that is sent to the prospect
Builder Incentives
Builder Incentives are discount for buyers that are established at the project level. They are used to track any promotional discounts offered by the builder to entice new buyers.
Bump schedule
Bump schedule type can also have precedents, but it also allows the user to manually move dates when adjusting the schedule on a lot. A "Bump" schedule will prompt the user asking if they want to bump the schedule when they make changes.
Campaign Opt Out Rule
At the company/account level, setting are available to modify the availability and execution of the opt-out rules. User can configure how opt-out tasks are labeled and if the opt-out functionality is available at all.
Campaigns
Campaigns are automated structured follow up tasks with groups of people such as prospects, brokers, buyers, and homeowners. The user can create conventional (repeatable) campaigns or blast (one-time) campaigns.
Change Orders
Selections made after the sales contract has been submitted to the SM for review and approval.
CO Custom Footer
User has the ability to define custom text that appears at the bottom of every CO printable.
CO Deposit Required
The user can define is a CO deposit is mandatory before being submitted for approval. Minimum in the form of percentages or dollar amounts can be defined as well.
Company Setup
Company set up is where the user defines ancillary company level set up features including payment terms, opt out rule, variance codes and salutations.
Company/Account Info
Company/Account Info includes basic company information on the builder comprising of company name, primary contact, address, phone number, and company ID used for log-in.
Cost Code
Cost Codes are used to roll-up budgeted and actual costs for job cost reporting.
Critical Path Scheduling (CPM)
- is made up of 3 components A list of all tasks required to complete the schedule The time (duration) that each task will take to complete, and the dependencies between the tasks. Using these values, CPM calculates the longest path of planned activities to the end of the project, and the earliest and latest that each activity can start and finish without making the project longer. This process determines which activities are "critical" (i.e., on the longest path) and which have "total float" (i.e., can be delayed without making the project longer).Any delay of an activity on the critical path directly impacts the planned project completion date (i.e. there is no float on the critical path)
Current Budget
The current budget, calculated the same as the original budget, is intended to represent an updated original budget that reflects changes to lot (i.e. change orders and NSOs).
Custom Fields
Allows the builder to create fields for use in their service request and item entry. Custom fields can be used to track information such as security system code, pets on premises, etc.
Custom Lot Configuration
Allows the company to configure the custom lot number configuration. The custom lot configuration will appear on all screens instead of just showing the lot number alone.
Data Library
The Data Library (DL) organizes and maintains all company-level information that can be pulled for use at the project and lot levels.
Default Schedule
When a Unit type is selected for a lot, the user can define the default schedule template that is associated with that lot when a PM begins to calculate a start date.
Differential (Delta)
The Differential(Delta) is a suggested/negotiated dollar amount that represents a difference from the builder's (sub)total price, including builder incentives. This amount may be either positive or negative (and entered in the text field as such). This amount can also be countered between the SM and SR modules.
Dispositions
Builder defined, indicates how the service request / item was resolved or handled.
Draw Packages
Collection of turnkey activities where both the cost and budget will be managed at the package level and split by percentages (i.e. plumbing rough and finish).
Finalize Agreement
The sales agreement is finalized when the SM approves the contract.
HBHP Defaults
User can configure the availability of certain information and functionality available via the HBHP. This includes the content of the checklists, the availability of schedule info, the ability to submit NSOs and Service requests and a contacts list.
Homebuyer Homepage (HBHP)
The Homebuyer Homepage is a unique website generated by the BuildTopia application when a sales contract finalized by the SR. It is used to communicate critical sales and/or warranty service information between the BT application and the buyer/owner.
Incentive
The builder incentive is the dollar amount represented by an established builder discount program (e.g., discount amount for first phase of construction, February discount). This amount is always negative but entered as a positive number in the text field.
Lag Time
Suppose you have a pair of tasks and you realize that the successor really can't start when the predecessor is finished—there needs to be some additional delay. This is usually the case when something needs to happen between the two tasks that isn't another task. For example, suppose the "Pour Slab" task is the predecessor to the "Framing" task. Although the Framing cannot start until after the slab is poured, it still cannot start immediately after pouring. Some lag time is needed to allow for the concrete to cure. In such a case, the successor needs to be delayed, and you can enter lag time in the schedule to accurately reflect this condition. Lag time can be a positive or negative number of days.
Leads & Prospects
Leads have expressed an interest by registering with the builder through completing a survey or traffic card. Leads become prospects at the point when they meet with a builder representative to complete a workup and to provide financial pre-qualification
LinkTopia
Lot Hold
Lot Holds alert sales reps that a prospect is interested in a particular lot. It is a soft hold which only alerts and does not prevent SRs from developing workups or contracts.
Lots
Lots allow users to view, create and configure the lot specifications. These specifications include the available plan types, lot specific options and lot specific information.
Manage Campaign Follow-up
A snapshot view of all campaign generated tasks. These can be viewed either by all prospects or individual SR.
Manual Bids
For off-line trade partners. The form the builder uses to enter the bid defined by the trade partner outside of the BuildTopia application.
Manual PO
Creation of a purchase order outside of the automatic generation procedure, typically used for price changes or variances encountered during the construction process.
Measurement Activity
An activity (i.e. gravel) where a budget is established for purchasing, but the actual PO amount will ultimately be based on what is actually received. Applies to UM activities only.
On-Hold Requests
On-hold requests are deferred until a date specified - Does not prevent the request from being closed or assigned.
Option Categories
Option Categories are the logical grouping of the options representing the order of the buyer's decisions.
Options
Options are features that the builder will offer beyond the basics of the house. Examples include additional rooms, sun decks, finished basements, etc.
Original Budget
This budget captures the projected unit cost at or around the time of sale or start of the construction schedule. Ideally the original budget never changes in order to provide visibility as to margin performance that takes place during the time period spanning construction.
Origins
Builder defined, indicates how / where the service request was made. Examples include: Web (Homebuyer Homepage submissions), Telephone, Fax, etc.
Owner Lockout
Prevents the owner from being able to enter service requests from the Homebuyer Homepage.
Participants
Project participants allow user to define which user accounts and trade partner accounts have access to the project.
Plans
Plans represent Base House Activities and available Options for a house type. Plans can be associated with one or more projects.
PO Custom Footer
User can define custom-text that will appear on the bottom of every PO printable.
Pop up definition
allows you to quickly understand what a word means on the fly
Precedence schedule
automatically updates the schedule based on precedence and critical path.
Predecessor
A task that must be completed before a specified activity can begin
Proforma Budget
Proforma Budgets are generally created at the beginning of a project lifecycle with actual costs measured against these values throughout the life of the project. Proforma Budgets can be used to measure actual performance against the cost estimates used in initially determining the viability of a project.
Project Profile
Project profile is a high level view of the data configuration including name, address, # of participants and the list of defined house types.
Project Setup
Project Setup is where the user will define the basic project level configurations. Areas include project name, location, unit types, participants, lots and other project level set up features.
Projected Cost to Complete
Projected Cost to Complete is a calculation of the projected total cost of completing a lot based on the best available information at the time. The system will look for Projected Cost to Complete for each activity by looking for one value in the following prioritized order: Generated purchase orders, Primary Contracts, Pro-Forma Budgets.
Projects
Projects (Sub-Divisions) represent a group a lots that are going to be built within a certain area. Within BuildTopia a project name, project administrator, and project manager need to be defined.
Prospect Type Codes
Prospects Codes allow users to classify prospects in different ways. These codes can also be used to drive the different follow-up campaigns generated out of the system.
Purchase Order (PO)
POs (Purchase Order) authorize materials, labor and/or services to contracted trade partners. Work is authorized at the lot/plan level.
Release/Pull Lots for Sale/SPEC
Releasing a lot for sale or SPEC gives the sales person the ability to create a workup for either a prospect or a SPEC lot.
Rep Rotation
Selection of the warranty service reps automatically assigned to incoming service requests and the order in which they are assigned
Request first-read tracking
Setting the system to track the date / time that messages to service team members are read.
Request Start Date
Following sales contract approval, the SM requests construction start date, triggering PM action. Requesting a start date changes a lot/unit's construction status from pending to active.
Sales Agreement
Sales agreement equate to sales contract, which include all pricing info and contract terms.
Schedule Tasks
Schedule Tasks are specific tasks within a construction schedule. Activities are mapped to schedule tasks to drive the PO generation and approval process.
Schedule tasks may be linked to activities for PO generation. This relationship drives PO generation and approval per the lot schedule update - work approval process.
Schedules
A schedule represents a construction timeline defining when tasks begin and end. Schedules are typically managed by project managers and/or superintendents.
Selections
All options offered (or considered) by the builder beyond the base unit plan. These may be selected by the buyer prior or after the sales contract is submitted.
Settlement Date
Date where the ownership of the property is transferred from the builder to the buyer.
Settlement Date, projected and actual
SR assigns the projected settlement date. The PM assigns the actual settlement date based on the construction schedule.
Setup
Setup allow users to setup or modify project specific configurations.
SPEC to PA
SPEC to Purchase Agreement conversion occurs when a prospect agrees to purchase a unit already in the construction process as a SPEC unit.
SPECs
SPECs are builder defined for model homes or post-construction sales units. At any point of the process, the SPEC can be sold to a prospect by converting it a purchase agreement.
SR Setup Permission
Configuring SR with access to setup gives SR users access to setup task typically seen only be SMs. This access gives users the ability to manipulate Campaigns, Prospect Types, Financials, Loan Programs, Builder Incentives and Contract Documents.
Standard Option
Standard options are defined within each plan type. Standard Options are automatically added to a plan with the quantity of 1 and appear as bold text on the screen where users can view options.
Survey
The survey functionality can be customized to track demographic demographic information for each prospect.
Tagged Documents
User can upload documents as letters that are tagged with the appropriate field tags. These letters will be generated as word docs as part of the system driven follow-up campaigns.
Task-Activity Relationship
Schedule tasks may be linked to activities for PO generation. This relationship drives PO generation and approval per the lot schedule update - work approval process.
Template Budget
Template Budgets are cost budgets per activity stored in the data library. The sole purpose of the Template Budget is to create Proforma Budgets for specific plans in specific projects.
Trade
Trades specify how activities are included in bid packages to send to trade partners (i.e. Appliances, Plumbing, Electrical).
Trade Partner
Trade Partners are the contractors or vendors providing the materials, labor, and services necessary to build the house. Examples include plumbers, electricians, carpenters, landscapers, etc.
Transfer of Ownership
Allows the builder to transfer ownership of the property to a new owner.
Transfer Prospects
Allows the SM to reassign all prospects from one SR to another. Typically used when the first sales rep leaves the company or is reassigned to another project.
Turnkey Activity
Turnkey Activities are lump sum where the costs are based on a scope of work for a specific plan in a project.
Unit of Measure (UM) Activity
Unit of Measure (UM) Activities have a specified unit of measure (i.e. SF, CY, EA) as well as quantities for a plan or options. Costs are managed at a company or project level.
Users
Users are anyone who has access to an area of the BuildTopia system. The designated BuildTopia administrator defines each of the user's permissions, log-in information, and project association.
Variance Code
Variance Codes are associated with manual POs that give the builder the ability to recognize the root cause of costs that are not related to BP contracts. Examples of variance codes or types are theft, damage, etc.
Variances
Variances are intended to track incremental cost changes on purchase orders. The sum of the variances on a lot should be relatively close to the sum of the difference between the current budget and actual cost. This would assume you have complete pro-forma budgets for both the base house and options at the time of budget capture.
Warranties
Builder specifies items to be covered under warranty, who (builder, trade partner or 3rd party company) is responsible for maintenance and cost of each item.
Workup
Workups represent the first step of the sales agreement and simply a combination of selected lot and plan type. A prospect can have multiple workups.
XML Configuration Wizard
XML Configuration Wizard is where a user goes to integrate BuildTopia with the builder's corporate Website for the prospect upload functionality available through the Web Integration Kit (WIK). Includes auto-email response config & prospect info sub conf