1. What is the software all about?
2. What does the software do?
3. What is the thinking behind the program?
4. How easy is the program to use and what about support?
5. How does the program work?
6. What are the Costs of licences and renewals?
7. Do my staff need to have access to all the features of the program?
8. What are some of the benefits?
9. Will I recoup my costs?
10. There's only me, will it suit?

1. What is the software all about?

• Australian designed architectural risk and practice management software programs
• Designed specifically for the Australian and New Zealand design and construction market
• Designed to not only protect architects, designers and their businesses from litigation, but also to efficiently manage architectural practices.
• Designed to increase the quality of your designs and documentation.
• Intended to change the way we as architects and designers approach our work. It's a fresh, new way of thinking in line with the aims and objectives of the AS/NZ 4360 Risk Management standard.

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2. What does the software do?

• Depending on which program you have purchased, it currently takes a project through the design and approval process (Aust & NZ versions) plus tendering and contract administration (NZ version).
• Uses a series of formalised procedures, checklists and pro forma documents
• Assists in increasing the quality of design work and associated documentation
• Maximises the efficiency and productivity of staffing resources regardless of size
• The status of a project is easily assessed at any point
• Reduces the risk of litigation
• Manages time spent on projects
• More ownership of tasks by staff
• More accountability for staff and their actions / inactions
• Provides more time to review design options
• An individual staff member's performance can be more readily reviewed and tracked
• Delegation of tasks results in more efficient time management for all staff
• Locates and codes all documentation simply into one location
• Email management system
• Provides live links to sourced materials for each project

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3. What is the thinking behind the program?

• We incorporated one of the main objectives of AS/NZS 4360 Risk Management into the program which essentially states that; "..in order for risk management to become effective, it should be embedded into the office's culture which requires all staff to participate".
• We have achieved this by using the staffing resources within a practice in a more holistic manner. That is, we require all staff that are active on a project (including administration staff) to be involved in the process.
• However, it is not our intention to force architects and designers to use the "cross or tick every box" routine. It's their thinking we wish to influence.
• We also wanted to encourage staff to take more ownership of their tasks within each project whilst at the same time increasing their accountability and responsibility for the work they perform
• This leads to a more educated staff member and therefore, more valued within the organisation.
• We also took the view that both risk and practice management should be viewed as a positive inclusion into the office culture. This will manifest itself in the form of:
  • increased quality in design and documentation
  • a more professional and committed staff
  • a higher profit for the organisation

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4. How easy is the program to use and what about support?

• Very simple to use as it has a logical, intuitive and methodical approach. That is to say, the program works in a similar way to the way we think.
• Ongoing support is available in many forms, including:
  • Access to a high quality interactive user tutorial which is available within the program
  • Email support with a quick response time
  • Detailed Installation Guides
  • Quarterly Newsletters which keep users up to date with legislative and industry changes, case studies and excellent articles by industry experts.
  • Frequently Asked Questions on the website
  • Presentations at various key Seminars and Conferences

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5. How does the program work?

• By simplifying & consolidating all facets of the design, approval, tendering and contract administration process into individual tasks and procedures for a particular project
• All active staff members (including admin) are then allocated specific tasks. These tasks have time constraints which are set by a senior staff member.
• By automatically delegating these tasks to various staff members, enable them to have clear and concise instructions and objectives to meet without having to constantly ask senior staff.
• Each project is constantly monitored and reviewed through our WIP feature

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6. What are the Costs of licences and renewals?

Risk Manager Architecture

Annual Licence Fee: The first licence purchased for a staff member is $450.00 and then the cost is reduced to $280.00 for each additional licence per staff member per organisation per year thereafter. (These prices exclude GST)

As an example, if you have an office with 5 staff, the cost of the program will be: (1 x $450) + (4 x $280) = $1,570.00 + GST

NZIA Practice Manager

(Only available to current members of the New Zealand Institute of Architects)

Annual Licence Fee:

The first licence purchased for a staff member is $450.00 and then the cost is reduced to $250.00 for each additional licence per staff member per organisation per year thereafter. (These prices are in NZD and exclude GST).

As an example, if you have an office with 5 staff, the cost of the program will be:
(1 licence x $450) + (4 licences x $250) = $1,450.00 + GST

• The subscriptions provide Red Gravel with the means to research and develop the software further plus regularly update the program in response to legislative and industry changes
• Serious consideration was given to the professionally dangerous practice of using an "out of date" risk management software program. Therefore, the licence will expire after the 12 month period if not renewed. However, you are still able to access the documentation to your projects.
• Definition of Staff: A person who works on any component of a project including administration staff. Therefore when calculating your staffing numbers, you would probably exclude receptionists, telephonists etc (unless they worked directly with clients, consultants, authorities etc and were required to diarise notes).

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7. Do my staff need to have access to all the features of the program?

• No, not necessarily. The principal and/or the office administrator has the ability to limit control over what information or what portion of the program any staff member may have access too.

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8. What are some of the benefits?

• Potential for rewards by Professional Indemnity Insurance providers for using Risk Manager (refer to our Insurance Endorsement Section)
• Errors and omissions in documentation minimised
• Reduced exposure to litigation
• Increased quality in design work & documentation
• More efficient time management
• More available time to explore design options
• Staff become more educated
• Greater ownership of tasks by staff and therefore increased accountability
• Misunderstandings between client & builder reduced
• Better monitoring of staff efficiency
• Excellent education tool for staff
• Ability to market your business as a "Registered Risk Manager User"
• Peace of mind
• Competitive edge in the market place
• Improved work flow leads to reduced timeframes
• Increased profits
• Growth in your business

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9. Will I recoup my costs?

• The cost works out to be less than a maximum $7/week for a single staff member. With that in mind, consider this statement from Lance Patison of Building Industry Solutions:
  
  "Properly used, this program will save many Architects and Building Designers 100's of hours of business and system development, provide an opportunity to fast track their business growth by saving $1,000's of dollars and lots of time on staff training."
  
  
• Furthermore, some of the costs of purchasing program could be offset with PI Insurance premiums and/or other benefits provided by some insurance companies
• The real rewards in implementing the program will be seen as a result of better project management, staff management and greater profits. However, even more importantly, is the quality time you will spend with your family instead of preparing for a stressful court case.

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10. There's only me, will it suit?

• Yes, the program suits practices of all sizes, regardless of whether you're out there on your own or if you have a hundred staff. However, it is advisable that those with the larger staff numbers consider some form of customisation which we can provide.
• Regardless of whether;
  • this is your first year in business or
  • you are a single person operator, the question needs to be asked:

Who currently checks your designs and / or drawings?

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Red Gravel Publications
Protecting Business. Improving Performance