NYSDOT Contract Manager Training Manual (2)

Primavera® Contract Manager 12 Procedures

for NYSDOT

NYSDOT Primavera® Contract Manager Training Manual

Reproduction of this material is allowed only with the written permission of Envision Consultants, Ltd.

Lesson Objectives ................................................................................................................................................... 1

Lesson Introduction ................................................................................................................................................ 2 Company Directory .................................................................................................................................................... 2 Manage Companies using Distribution Lists ............................................................................................................. 2 Layouts ...................................................................................................................................................................... 2

NYSDOT Process for Adding Companies ............................................................................................................. 4

How to? ..................................................................................................................................................................... 6 Add Companies and Contacts ................................................................................................................................... 6 Update Project Information ................................................................................................................................. 15

Manage Project Information ................................................................................................................................ 16 Layouts .................................................................................................................................................................... 16 Print Company Forms .......................................................................................................................................... 17

Don’t Forget …. ...................................................................................................................................................... 21

Lesson Notes: ........................................................................................................................................................ 22

Practice: Add Company and Contact Details ..................................................................................................... 23 Information Needed: ........................................................................................................................................... 23 Steps: .................................................................................................................................................................. 23


Company Log – Page 1 of 24


Company Log Lesson Objectives This module will show you how to:

Add a new company and contacts.

Edit existing address information.

Enter email addresses so you can send PDF files.

Understand Group and Project Contacts.

Organize contacts in distribution lists.

Send a layout to Excel.

Send Forms and Reports using Email in PDF format.




Lesson Introduction The Company Directory keeps track of the names, addresses, and phone numbers of the people affiliated with the companies you work with. Companies and contacts added here are stored in the Contract Manager database. The Contact names and addresses of all parties involved in the project are added at the beginning of a project and continually as needed throughout the project.

Company Directory Used to address all documents in Contract Manager using a pick list.

A contact must exist before it can be used in a document.

You can select a company or add a new company from the document.

The Companies List can be either Group or Project specific.

Add multiple contacts to a company.

Add multiple addresses to a company.

Create address labels and contact lists.

Manage Companies using Distribution Lists Creating a distribution list is a quick way to address documents to several parties on a re-occurring

basis.

For example:

A group of document reviewers.

A group of similar contractors.

The main contacts from each company involved.

Lists are created for Projects or for the Group

To create Group Distribution lists change your project settings to Group companies and then return to the Company Log in the selected project.

Layouts Using layouts, you can define a filter, sort, and group, and apply them as one unit to a log window.

For example, if you use a certain combination of a sort, filter, and/or group repeatedly, you could create a layout that combines them, and apply the layout to a log window.

A layout will appear in the same log window for all projects within a database.

If you create a layout called Layout1 for the Contracts log in project TEST, Layout1 will appear in the Contracts log in every project in that database.




My Layout All users have one custom layout called My Layout (number 000) for each log.

My Layout follows the user between databases (regular layouts must be transferred from one database to another).

Users have administrator access to My Layout. They can change sorting, filtering, grouping, column widths, column orders, and can add/remove

columns. Regular layouts use the user’s security settings to determine accessibility. You can preview and print logs "as is" in Microsoft Excel (which includes printing selected layouts),

keeping the formatting of the current log layout.

Any layouts (grouping, filtering, or sorting) will preview and print as-is.




NYSDOT Process for Adding Companies Who will Enter and Status the Data?

The Contract Manager Administrator or EIC will initially import existing lists provided by the NYSDOT and other project participants.

The NYSDOT Contract Manager Administrator will be designated to add company data to avoid duplicating company names.

Each Contract Manager user with access will add contacts to existing firms as they need to or update their own contact information.

Location Codes for Your Company The location code will be used to distinguish between the companies that make up the project team:

OFFICE

FIELD OFFICE




Project Preferences All projects will be set to the PROJECT log

When new companies are added in projects they will be added to the group – Set to Yes When companies are updated from within the project the Group will be updated – Set to Yes

Company

Project Preferences

Company Role Dictionary Right Click the Group level of your view and select Dictionaries, Company Roles

Company Role

Dictionary




How to?

Add Companies and Contacts

Copy Companies Use the Copy Companies command to select companies from the Group or other projects to add to

the selected Company.

Highlight your project and right click to display the project menu and choose Copy Companies.

Copy Companies

Click on the plus sign to expand each company to select a contact to add to the selected project.

Click the Add button to add to the right side.

Click OK to save and selected contacts.

Select Companies




View Company Log In the Project Information folder, click Companies to open the Company Directory log window.

Project Information

Folder

The company directory log window lists all the project companies you added when you first added the project.

Company Log




Add a New Company Only the designated NYSDOT Contract Manager Administrator can add a new company to the database.

Click to open a blank Company document window.

Enter an abbreviation for the company in the Abbreviation field, and the full company name in the Company Name field.

Company abbreviations are 8 characters. Abbreviations must be unique within a project.

The Key contact field is filled in once the first contact is entered in the Contacts section. You can change the key contact later in the Contact dialog box.

In the Spec Section field, select an appropriate classification for this company. In the Role drop-down list, select the suitable role or function of this company. In the Status section, set the BIC to the person in your company responsible for this new company's

Action List items. (Use this feature only if contacts in this new company do not log into your system. This is an advanced feature intended to prevent Action List items from being misplaced. In effect, it is similar to forwarding a phone call. It forwards documents addressed to this new company to the person listed here as the BIC. Leave this field blank if you are not sure.)




In the Details section, enter the Location for the company. Use the location codes described above on page 5.

Mark the appropriate DBE, MBE, or WBE checkboxes, if applicable. To link a contract to the company, click Select to open the Select Contract dialog box.

Add

Company

Add New Contact Use the Contacts section to add the company's contacts.

Click to open the Contact dialog box.

Enter the initials, name, title, and gender for this contact. This will be used on all forms and reports and letters. Initials have to be unique for each contact in the company.

Contract Manager will create the Salutation from the Title and last Name field.

Contact Name




Enter the address, phone, fax, and e-mail information (as appropriate) for this contact.

Address and Telephone

Numbers

Use the Remarks section to enter any additional information about this company or its contacts.

In the Issues section, click Link to open the Select Issue dialog box to link any issues to the company as necessary.

Contact Details

To add another contact to this list, click .

Click to save your changes or CRTL-S.




Generate a New Contact Once the contact is saved, you can click to copy the contact information to

create another contact with the same address information.

All the appropriate address information and details will be copied to the new contact.

Be sure to enter the email address for the new contact and change telephone extensions if necessary.




Generate a New

Contact




Delete a company or contact You should never delete companies you have already used in Contract Manager documents.

Make them Inactive companies instead.

Only delete companies when you have a made a mistake when first entering the company or contact. Open the Company Directory log window, and then open the Company document window by clicking

its associated icon. Choose Select an Action, Delete Company and click Go. When prompted to confirm whether you want to delete, click Yes. To delete a contact from a company, open the Company document window. Scroll down to the Contacts section, scroll to the right, and click Delete. When prompted to confirm

whether you want to delete, click Yes. Note: You cannot delete a key contact.




Create Distribution Lists

From the Company Log click on .

Click Add to create a Distribution List.

Enter the Abbreviation to refer to the Distribution List when selecting it from a document.

Enter the Title which describes the group of companies.

Click Select and add the appropriate contacts.

When finished click on Save and Return to Menu.

Distribution Lists




Update Project Information

Updating Company Information The NYSDOT Contract Manager administrator will periodically review and update the log as

telephone numbers change and email addresses are updated.

Inactive Companies You can label a company that you are no longer dealing with as inactive.

Inactivating a company or contact disables the company or contact without deleting it.

When a company is made inactive, all of its contacts are inactivated, and the company and contacts do not appear in dialog boxes and drop-down menus that contain lists of companies and/or contacts.

The company and its contacts remain in the database, but do not appear in the lists.

When a company is no longer used in a project, select the Inactive box.

Inactive Company

Find Use the Find command to quickly locate a company you want to update.

Click from the Log screen and enter key words for what you are looking for.

Click the Find button.

Contract Manager will list all the documents which match the text you have entered.

Find Company




Manage Project Information

Layouts Each log provides a drop-down list containing layouts.

Each layout contains the filter, group, and sort options defined in the layout.

To assign up to two shortcut buttons to a log for layouts that you use frequently, use the Set Favorite Layouts dialog box.

Click the arrow in the drop-down list to select a different layout.




Print Company Forms Forms are used to print detailed information from a single document. You can choose a standard form from those included with Contract Manager, or you can use InfoMaker to customize and create your own. There are various ways to print forms in Contract Manager:

From a document window, click to print the default form.

From a document window, click Select an Action, Advanced Print, then click . Choose Form and select the form you want to print.

From a document window, choose Select an Action, Print Form, then click .

From a log window, scroll to the right and click Select an Action, Print Form, then click corresponding to the document you want to print the form for.

NYSDOT Customized Forms None

Company

Forms




Distribute Documents using Email Contract Manager allows you to send reports or forms to other Contract Manager users in Contract

Manager or to non-Contract Manager users via e-mail – all from within the Contract Manager environment.

Contract Manager includes a PDF writer which will create a PDF file of the selected report of form.

A non-Contract Manager user requires the Adobe Acrobat reader to view the file.

You can e-mail directly from a log or document.

You can send e-mail directly from Contract Manager’s Print Preview feature.

E-Mail a Form From an open document, choose Select an Action, E-Mail Form, then click Go

Click the Print icon on the right side of the Header to open the Print dialog box, and then click E-Mail.

Click Select to open the Select Contact dialog box to choose the recipient of the e-mail.

Contract Manager copies the contact's name and email address.

Subject - the subject of the e-mail. You can edit this field.

Remarks - enter any additional comments or instructions in this field.

Include Attachments - mark this checkbox to send files that are attached to the document along with the document. This option is not available for reports.

OK - click to send the message in PDF format.

Use this dialog box to e-mail Contract Manager forms to contacts in PDF format.

To e-mail documents, your e-mail address must be in the User Information section of the User Account window in the Contract Manager Administration Application.

When you enter an e-mail address for a user in the Contact dialog box, Contract Manager automatically enters the e-mail address for that user in the Select Contact dialog box.

For users that have the Add Mail to Sent Log checkbox marked in the User Settings dialog box, a document is sent to their Correspondence Sent log when this feature is used. Only the STV Project Administrator should use this feature.

Email a Document




Send a Document to a User’s Inbox Open the document window for the document you want to send.

Choose Select an Action, Send to Inbox, then click Go. The Send to Inbox dialog box opens.

Select the recipient of the document in the Send To field. Set the priority, and enter any comments you want attached to the document in the Comment field.

Note: Any comments you send appear as a sticky note icon in the user’s Inbox.

Click Send to send the document.

Send

Document to Inbox




Print Reports Reports usually include information from more than one document, such as a list of submittals. You can choose a standard report from those included with Contract Manager, or you can use InfoMaker to customize and create your own. To print a report:

From a log window, click to print the default report for the log. From a log or document window, choose Select an Action, Advanced Print, then click Go to open the

Print dialog box. Choose Reports, and then select the report. Click Print Preview or Print.

Multi project reports contain information on selected module for all projects.

From the All Projects level (all projects closed), click the icon located on the right side of the header.

Select the log you want to print a report for from the drop-down list on the left side and click Show.

Select the report from the list on the right side, and then click Print or Preview.

Print Preview displays a screen representation of the printed document.

You cannot edit the document in Print Preview; you must make your changes directly in the document.

Blue Line Extension Customized Reports None

Company

Reports




Don’t Forget …. Generate from one Contact to add another contact to the same company with the same address.

This copies all the information from the selected contact to the new contact.

Enter the email address for each person you want to send electronic reports or forms.

Enter the default Office location and key contact for each company.

Use layouts to organize your company information.

Use email to send out lists of contacts to all the companies working on the project.




Lesson Notes:




Practice: Add Company and Contact Details

Information Needed: Contact lists for the selected project you have created

Make sure you have the following information:

Minority status

Email addresses for all contacts

Company address

Phone and fax numbers

Role of the company

Steps: 1. Use the information you have gathered from above to add in more companies and edit details of

existing companies.

2. Open the project you have newly created and select the Company Log.

3. Open your company and add an additional contact using the Generate command. a. Be sure to add their email and telephone number.

4. Add a new company and contacts listed from above. a. Be sure to enter their minority status and role on the project. b. Use the Generate command to add the second contact. c. Change the key contact to the second contact.

5. Create a distribution list call CON, Consultant and add all the Consultants from the company log.

6. Select a layout to group the companies by their Role. a. Send it to Excel.




Lesson Introduction ................................................................................................................................................ 2 Company Directory .................................................................................................................................................... 2 Manage Companies using Distribution Lists ............................................................................................................. 2 Layouts ...................................................................................................................................................................... 2

NYSDOT Process for Adding Companies ............................................................................................................. 4

How to? ..................................................................................................................................................................... 6 Add Companies and Contacts ................................................................................................................................... 6 Update Project Information ................................................................................................................................. 15

Manage Project Information ................................................................................................................................ 16 Layouts .................................................................................................................................................................... 16 Print Company Forms .......................................................................................................................................... 17

Don’t Forget …. ...................................................................................................................................................... 21

Lesson Notes: ........................................................................................................................................................ 22

Practice: Add Company and Contact Details ..................................................................................................... 23 Information Needed: ........................................................................................................................................... 23 Steps: .................................................................................................................................................................. 23




Company Log Lesson Objectives This module will show you how to:

Add a new company and contacts.

Edit existing address information.

Enter email addresses so you can send PDF files.

Understand Group and Project Contacts.

Organize contacts in distribution lists.

Send a layout to Excel.

Send Forms and Reports using Email in PDF format.