Resources

Frequently Asked Questions

How can changes compared to the previous month or a prior report be identified and consolidated?

PROBIS variance reports illustrate all changes (e.g., increases) within a selected period, encompassing aspects such as budget reallocations, modifications to commissioning status, payments, or forecasts.

Can documents such as orders or invoices be stored within PROBIS?

It is possible to link to a document stored in a cloud or a document management system.

Can key performance indicators (KPIs) be recorded for a project?

Yes, an unlimited number of Key Performance Indicators (KPIs) can be configured within a project, enabling comprehensive calculations based on these metrics.

Is it possible to conduct cross-project (e.g., at group level) fund utilization planning within PROBIS?

Yes, the Multi-Cash-Flow Tool facilitates the creation of a comprehensive cross-project cash flow plan and outflow projections.

Can projects be grouped according to specific criteria?

Yes, critical attributes such as location, utilization, and financing can be assigned to each project and subsequently employed as filter criteria within a consolidated cross-project cost report.

Can multiple projects be benchmarked against each other?

Yes, PROBIS functions as a multi-project controlling software. Its cross-project cost reporting capabilities enable the collective evaluation of multiple projects and the generation of comparative analyses through variance reports.

Can user permissions be customized based on user roles within a project?

The authorization concept can be individually configured. It is possible to set permissions both user-specific and user-group-specific. Certain editing areas or functions can be enabled for specific users or user groups.

What is the audit value in PROBIS?

The review value refers to the contractual remuneration under which the agreement was originally signed.

Must the forecast be equal to the contract value?

No, the forecast can be either above or below the contract value, for instance, if the contract was finalized at a lower amount. The forecast may exceed the contract value if change orders or claims for additional costs are present or expected.

Can the forecast fall below or exceed the payment status?

The financial projection may exceed the actual payment status, but never vice versa. If the actual payment status surpasses the projection, the projection will be automatically adjusted to reflect the actual payment status. Upon final invoicing for a specific position, the projection is set equal to the actual payment status.

Can the forecast fall below or exceed the allocated budget?

Yes, provided these functionalities are authorized by the administrator, any identified variance is allocated as a reserve.

What is the difference between budget and forecast?

The budget represents the budget determination stored for the project or the initial budget from calculate. The forecast is derived from the interplay of budget management, contract management, and billing, indicating the actual capital required to complete the project.

Language - How can I adjust the language in PROBIS?

To change the language, navigate to the multi-project view (not within a specific project) and open the "Edit –> Settings" tab in the menu bar. Under "General –> Language," you can then modify the PROBIS language setting.

Invoice Total - I have created an invoice, but my payment amount has not changed. Why is that?

Please verify that the 'Invoice checked' box is ticked in the 'Invoices' tab. Only then will the invoice be considered verified and affect the payment sum. Secondly, you can review any retentions in the final invoice statement. A retention might have been applied, which would explain why your payment amount differs from the total invoice amount.

Catalogs - What are Catalogs?

Catalogs can be understood as filter criteria. If you want to filter a dataset, it must possess criteria by which you can filter. For example, the 'Cost Elements' dataset can be expanded with filter criteria such as DIN 276 or a sub-object (e.g., Component 1). You can then filter for elements within this dataset (e.g., all elements with Cost Group 300 or all elements assigned to Component 1). The assignment of filter criteria in PROBIS occurs during cost estimation, where cost elements are linked to filter criteria, known as catalog elements, upon import.

Code Editor - What is the Code Editor?

The code editor facilitates the creation of code structures and, consequently, the organization of datasets. Given that the code editor serves as both a valuable aid and a critical definitional foundation, we recommend watching the help video: The Code Editor.

Code/Code Structure - What is a Code?

A code defines a data record element. For instance, when creating a new order, you uniquely identify it by assigning a code. A code must always be unique. While it can be chosen arbitrarily, its application must be consistently maintained.

Titles - How can I structure my titles effectively?

A logical categorization of contract titles depends on the specific contract and its structure. A meaningful and well-conceived classification structure ('codes') for these categorization titles is crucial. We recommend: 01 Main Contract, 02 Change Order, 03 Expected Additional Costs, 09 Reserve.

Change Orders - How do I create a change order?

Creating a change order functions similarly to creating a contract item. Under the "Contract" tab within the relevant contract, create a new item as a change order. A help video is available for this: Contracts and Items. It is only necessary to ensure that the item type of the contract item is changed to "Change Order" via the dropdown menu. Please also consider the status of the change order during processing.

Data Validity - My values are incorrect, how can this be?

Due to certain occurrences, valid data may appear as if an error has crept in. First, try refreshing the project (F5). Recalculating a project (F9) can also sometimes clarify discrepancies. Otherwise, it is helpful to use the history function of individual tabs to visualize specific changes made to the project.

Establish Server Connection - How can I create a server connection?

To establish the server connection, you will require the precise address of your access server; please obtain this from your system administrator. A detailed procedure for establishing the server connection is available in the help file (F1 in PROBIS) or in our help video: Establishing a Server Connection.

Help - I need assistance beyond the FAQ, help file, and help videos. Where can I find it?

Please feel free to contact us via our support channels: Phone: +49 (0) 30 610822 777 or Email: probis@emproc.de.

Import Cost Estimation - How to import a cost estimation into PROBIS?

The help video: Importing Cost Estimates shows you in detail how to import cost estimates into PROBIS. Please pay attention to the precise assignment of individual import rules. The cost calculation can be found in the Cost Calculation view under the Budget tab.

Total Payment Amount - Where can I find my total payment amount?

You can find the total payment sum in the Project tab, under the heading 'Project Totals', in the last row of the table. Please also account for any early payment discount.

Cost Report - How to Print a Cost Report

The process of generating the cost report is detailed in our help video: 'The Cost Report'. To print the report, navigate to the 'Create Cost Report View' within the 'Reports' tab and click the 'Print Preview' button.

Color Scheme - How to change the color of PROBIS?

To change the color scheme, open the "Edit –> Settings" tab in the menu bar from the multi-project view (not within a specific project). Under "General –> Color Scheme," you can then modify the interface color.

User Management - An employee needs to assist me with a project; how can I grant them access?

Please contact your system administrator for this. If you are the system administrator, you can add users to the project by clicking the plus button under 'Edit -> User Control' in the main menu bar of the project. If you cannot find a user, please contact support.

Budget Availability - Why can't I see 'my' projects?

To view all projects for which you have authorization, you must establish a server connection. Instructions for this are provided in our help video: Connection Manager. If you have established a server connection but still cannot see "your" project, the issue may lie with the authorization structure. Please contact your system administrator in such cases.

Budget Availability - Where can I view my available budget?

There are various options for reviewing budget availability. The total budget can be accessed in the 'Budget' tab and the 'Cost Estimation' view within PROBIS, provided a cost estimation has been established. Furthermore, it is possible to view the budget and its distribution through a report, or via various reports, filtering options, and custom analyses. The process for generating this report is detailed in one of our help videos: 'The Cost Report'.

How do I export a report?

After report generation (select and print the report from the 'Report' tab), it can be exported, for example, as an Excel file. First, the report is saved to the virtual drive level, not the local desktop. This ensures your reports are virtually stored and accessible independently of the computer. In the second step, the report is saved to the desktop level via the PROBIS taskbar, where it can be further processed.

Where can I access PROBIS training videos?

Upon successful login, the user manual can be accessed via the F1 key or within the main "Help" menu ribbon. Videos are available under section 16. Additionally, technical support can be reached at probis@emproc.de or by phone at +49 (0) 30 610822 777.

Can client-specific information be stored?

Yes. At the master project level, client-specific attributes (e.g., internal project numbers and KPIs) can be managed and analyzed. Furthermore, within individual projects, custom columns can be established and administered (e.g., for permanent document links associated with invoices).

How many projects can I manage with one license?

A full license grants you comprehensive insight into all your projects, enabling parallel multi-project controlling for numerous projects, subject to user rights allocation.

Can I create a liquidity plan?

Yes. The PROBIS Cash Flow module enables the creation of highly precise monthly liquidity plans, extending down to the individual order item. Manual data entry can optionally be augmented by automatically generated distribution curves.

Can I implement an invoice verification process with PROBIS?

Individual invoice workflows can be designed via the workflow module. Whether automatically via email or manually uploaded, the invoice is read by OCR and can be processed sequentially based on your corporate requirements.

Can multiple users edit the database simultaneously?

Unlike a simple Excel spreadsheet, the database offers the capability for multiple users to work simultaneously and in parallel within the database without delay.

Across how many dimensions (catalogs) can a project be analyzed?

PROBIS tailors its analysis to your specific requirements and the generated data cube. You can structure your project with a single dimension (catalog) for straightforward construction endeavors, or with up to 'n' dimensions for complex infrastructure projects or comprehensive district developments. Examples of a dimension (catalog) include DIN 276, building components, cost centers, legal entities, or the Standard Performance Specification (StLB).

Does PROBIS offer a scheduling interface?

Yes, PROBIS supports the import of CSV files from MS Project and other scheduling software applications. The Project Clock module facilitates the generation of milestones and Gantt charts, which are then analyzed within the Milestone Trend Analysis.

Construction Progress - What does construction progress mean?

The construction status as of the cut-off date for the structural progress in the erection, renovation, or modernization of the building.

How long does it take to install or onboard the PROBIS system?

The system can generally be authorized for a client within hours. If data interfaces and customized processes are required, these topics are discussed during a kick-off meeting.

Who requires a PROBIS full license?

Users who wish to modify or release data with PROBIS require a full license. Users who only evaluate data require a read-only license.

What is the PROBIS Cost Database?

The PROBIS cost database provides access to benchmarks categorized by DIN first level, asset class, component, location, and quality. This means that if the key performance indicators from your ongoing projects are insufficient, you can acquire additional benchmarks from the database.

How many projects can users process concurrently within PROBIS?

Full license users can create and manage any number of projects concurrently within PROBIS.

What is the difference between a full license and a read-only license?

Full License: The user has the right to utilize, revise, and customize all software features (e.g., create projects, modify forecasts) / Read-Only License: The user has the right to analyze a project and generate reports without being able to make modifications.

ISO/IEC 27001 certified

Your data is in the best hands! We guarantee responsible handling of your sensitive customer data worldwide, thereby ensuring the highest security standards.

Frequently Asked Questions

ISO/IEC 27001 certified

Product

Enterprise

Industries