The main function of the Document and Transmittal Management module (DMS) is to track the transmittals issued and received. It is suitable for a branch office tracking several projects or for a project tracking documents across multiple packages. The DMS provides a centralized Document Controls System capable of dramatically improving the project team’s productivity.

It automatically generates documents using “user defined” templates in Microsoft Word as well as in Excel. Documents generated can be letters, faxes, requisitions, purchase orders, Non Conformance, RFI’s etc. Two templates can be defined for each type of document; this feature is very useful when a document needs to be sent to a foreign country. Using a distribution code, the DMS can automatically assign the originator’s and designator’s name and address. Another feature is the ability to check if an answer exists for any document received or issued. This capability is particularly useful for contract management.

The DMS allows retrieval of any document referenced in the database and any documents attached to a transmittal.

Information entered into the database is automatically transferred into the document allowing full synchronization between the database and the document. This concept combines the best of two worlds: relational database capability for searching and retrieving documents in their original format and production of documents in Word or Excel format.

A document can be retrieved querying the database and looking for context by key words. The user doesn’t need to know the location of each document on the server.

Other information contained in the DMS is a vendor/client address directory, the file index, job log, package/order log and the user’s log.

As a by-product the DMS tracks the quantity of documents generated by each user and produces several reports such as lists of correspondence issued and received during a specified period of time, by job, package or user. It also produces statistics regarding each user’s productivity.

The DMS can be used directly within the other JMS© applications such as Engineering Management (EMS), Contract Management (CMS), Procurement Management (PXS), Construction Management (CPS) etc.