Site Survey

Capture site conditions, scope of work, manpower requirements, materials, QHSE constraints, and supporting documents before preparing a quotation.

Overview

A Site Survey (also called a Site Requirement Survey or Site Visit) is used before you prepare the BOQ and quotation. It helps you capture what you observed on site and what the customer needs so that the estimate, manpower, materials, and pricing are accurate.

Use Site Survey when:

• The customer needs a site visit before you can define the scope
• The job is recurring (e.g. monthly cleaning) and you must capture staffing, consumables, and equipment needs
• You need photos and documents to support the quote and internal approval

Who Uses the Survey Module

Accessing the Survey

1. Navigate to Preconstruction

   From the main menu, go to Preconstruction > Prospects.

2. Open the Prospect and Enquiry

   Select the relevant Prospect and open the Enquiry you want to survey.

3. Click the Survey tab

   In the Enquiry screen, click the Survey tab (located between Bid Decision and Catering).

Creating a Survey

1. Open the Enquiry

   Navigate to the Enquiry where you want to add a survey.

2. Click Create Survey +

   On the Survey tab, click the Create Survey + button. JobNext creates a Survey with an auto-generated code (e.g. SRVY/OMNISVC-T35/2).

3. Fill in the survey header

   You are taken to the Edit Survey screen. Fill in the header fields described below.

Survey Header Fields

The header captures the main summary of the survey. Customer and Enquiry details are filled automatically.

Header Action Buttons

Below the header fields you will find the following action buttons:

Survey Status Lifecycle

Survey Details Section

The Survey Details section captures general information about the site and its requirements. The fields shown here may vary based on the enquiry's service type.

Scope of Work (Activities)

The Scope section captures the list of activities that need to be performed on site — the "what we must do" list.

Adding Activities

1. Click Add Scope +

   In the Scope section, click Add Scope + to open the activity picker.

2. Select activities

   Browse or search the activity list. Select one or more activities and add them to the survey.

3. Configure each activity

   For each activity, you can set:

   • Frequency — daily, weekly, monthly, etc.
   • Quantity — if applicable
   • Remarks — notes or clarifications
   • Required — yes or no

You can filter activities using the PKG (Package), PSG (Package Sub-Group), and SG (Service Group) dropdown filters.

Items (Materials & Equipment)

The Items section captures materials, consumables, and equipment needed for the job (e.g. chemicals, tissues, scrubber machines, vacuum cleaners).

Adding Items

1. Click Add Item +

   In the Items section, click Add Item + to open the item picker.

2. Select items

   Search or browse the company's item list. Select the required materials or equipment.

3. Configure each item

   For each item you can set:

   • Required — yes or no
   • Quantity — optional if not yet known
   • Frequency — if this is a recurring supply (e.g. monthly)
   • Remarks — additional notes

Use the Type dropdown filter to switch between materials and equipment.

Manpower

The Manpower section captures staffing needs for the job. This is especially important for recurring jobs where manpower is the primary cost driver.

Adding Manpower

1. Click Add Manpower +

   In the Manpower section, click Add Manpower + to add a new manpower line.

2. Fill in the details

   For each manpower entry, specify:

   • Cadre / Role — Cleaner, Supervisor, Technician, etc.
   • Number of Staff
   • Working Hours
   • Recommended Salary — if your company uses this
   • Camp — where staff come from, if applicable
   • Frequency — daily, weekly, monthly if needed

QHSE (Quality, Health, Safety, Environment)

The QHSE section captures site rules and constraints that affect how work is performed. These constraints can significantly impact cost and scheduling.

Adding QHSE Items

1. Click Add QHSE +

   In the QHSE section, click Add QHSE + to add a checklist item.

2. Configure the item

   For each QHSE entry:

   • Select the relevant Category
   • Mark whether it is Required / Applicable
   • Add Remarks (important for context)

Examples of QHSE items include:

• Drinking water facility requirements
• Electrical room restrictions
• PPE requirements
• Permit-to-work requirements
• Waste handling rules

Documents (Photos & Attachments)

The Documents section is where you attach proof and references to support the survey findings.

Uploading Documents

1. Click Upload Document

   In the Documents section, click the Upload Document button.

2. Provide details

   Enter a title and select a tag (Photo, Drawing, Client Doc, or Other).

3. Upload the file

   Select the file from your device and save.

You can upload:

• Site photos
• Drawings and layouts
• Client instructions
• Any other supporting documents

Submitting and Approving a Survey

Submit for Approval (Surveyor / Estimator)

1. Review all sections

   Verify that Survey Details, Scope, Items, Manpower, QHSE, and Documents are complete.

2. Ensure the Scheduled Date is set

   If the site visit has a planned date, fill in the Scheduled Date field in the header.

3. Click Request Approval

   Click the Request Approval button in the survey header. The survey is sent to the manager for review.

Approve (Manager)

Before approving, the manager should verify:

• Scope of Work includes all activities needed
• Manpower is consistent with job frequency and hours
• Items cover required consumables and equipment
• QHSE risks and constraints are noted
• Documents and photos exist for key areas
• Survey header has correct dates and notes

When the manager approves:

• The survey status changes to Approved (locked/read-only)
• The survey appears in the Prospect's Scheduled Follow-ups Calendar as a site survey event

Printing the Survey

The survey printout is the official record you can share internally or with the client. It includes:

• Customer and Enquiry details
• Survey header information
• Scope of Work activities
• Manpower requirements
• Items (materials and equipment)
• QHSE checklist
• Document list

Best Practices

Do

• Save often — Draft surveys allow you to return and continue later
• Use Remarks — explain assumptions and unclear items
• Upload photos — document anything unusual or unclear on site
• Capture QHSE constraints — these directly affect pricing and scheduling
• Set the Scheduled Date — so the survey appears in the Prospect calendar

Don't

• Leave a ready survey in Draft — submit for approval promptly so pricing can proceed
• Try to edit an approved survey — it is locked for audit and traceability reasons
• Rely only on memory — always attach evidence (photos, documents) to back up observations

Manager Approval Checklist

Troubleshooting