ORACLE UserGuide Primavera Expedition

Oracle® Primavera®

Contract Management User’s Guide

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3

Table of Contents

Preface...................................................................................................9Contract Management Module Documentation.................................................. 10About this Manual .............................................................................................. 12Customer Support ............................................................................................... 13

Getting StartedOverview .............................................................................................17

Starting Contract Management ........................................................................... 18The Contract Management Workspace .............................................................. 19Key Concepts..................................................................................................... 23Sample Projects .................................................................................................. 26Roles ................................................................................................................... 28Buttons and Icons Used in Contract Management ............................................. 31

Planning and Adding a Contract Management Project.................33First Steps ........................................................................................................... 34Adding a Project and Entering General Information.......................................... 35Creating a Project Template ............................................................................... 37Setting Access Rights (Project Access) .............................................................. 39Setting Up the Company Directory .................................................................... 43Saving Companies and Contacts in the Project/Group List................................ 48Adding Companies and Contacts from Other Documents ................................. 49Customizing the Control Center ......................................................................... 50Setting Up Distribution Lists .............................................................................. 52Assigning Default Contacts ................................................................................ 56Using the Work-Flow Based Approval Process ................................................. 57Entering Initial Contract Information ................................................................. 70Setting Up Cost Codes and Modifying Cost Worksheet Headings .................... 71

4 Table of Contents

Creating Submittal Packages and Submittals......................................................72Linking with a Project Management Module Schedule......................................73

Working with a ProjectWorking with Log and Document Windows...................................77

Using Log and Document Windows...................................................................78Adding, Editing, and Deleting Documents .........................................................80Using the Spelling Checker.................................................................................81Creating, Editing, and Assigning Layouts ..........................................................83Selecting Layouts ................................................................................................85Filtering Data in Layouts ....................................................................................86Sorting Data in Layouts ......................................................................................90Grouping Data in Layouts...................................................................................92Attaching Files and URLs to Contract Management Documents.......................94Browsing the Oracle UCM or Microsoft SharePoint Content Repository for Documents96

Customizing Log and Document Windows .....................................99Customizing the Project View ..........................................................................100Customizing Text in Contract Management .....................................................101Choosing Acronyms and Descriptions..............................................................103Creating User-Defined Document Types..........................................................104Creating and Using Custom Fields ...................................................................105

Setting Up Dictionaries and Preferences .......................................111Defining Dictionaries ........................................................................................112Defining Project Dictionaries............................................................................122Specifying Project Settings ...............................................................................124Specifying User Settings ...................................................................................143Setting Layout Options .....................................................................................144

Maintaining a Contract Management Database...........................145Adding Contract Management Databases.........................................................146

Printing Logs, Forms, and Reports ................................................149Printing Overview .............................................................................................150Printing a Log....................................................................................................151Printing Forms...................................................................................................153Printing Reports ................................................................................................155Printing Multi-Project Reports..........................................................................156Printing Dunning Letters...................................................................................158Using Print Preview ..........................................................................................160

Communicating Project InformationSending Contract Management Documents to Other Users........165

Inbox Overview.................................................................................................166

Primavera - Contract Management

Table of Contents 5


Setting Up the Inbox......................................................................................... 168Entering E-Mail Addresses for Contacts .......................................................... 169

Preparing Transmittals ...................................................................171Preparing a New Transmittal ............................................................................ 172Using Distribution Lists in Transmittals........................................................... 179Copying a Transmittal ...................................................................................... 181Generating Transmittals from Other Documents ............................................. 182Delivering Transmittals .................................................................................... 183Transmittal Reports and Forms ........................................................................ 185

Recording and Tracking Communications ...................................187Sending Documents to a Correspondence Log................................................. 188Adding Correspondence Documents Manually................................................ 191Correspondence Reports and Forms................................................................. 192Recording Letters.............................................................................................. 193Letter Reports and Forms ................................................................................. 197Using Requests for Information........................................................................ 198Sending Notices ................................................................................................ 201Sending Noncompliance Notices...................................................................... 203Generating a New Document from an Existing One ........................................ 205Writing Notes with Notepads ........................................................................... 207Documenting Telephone Calls ......................................................................... 209E-mailing Forms ............................................................................................... 211Importing E-mail into the Correspondence Received Log ............................... 213Tracking E-mail Sent Through Contract Management .................................... 216Managing Safety Notices and Reports ............................................................. 218

Recording Meeting Minutes............................................................223Adding a Meeting ............................................................................................. 224Approving Meeting Minutes............................................................................. 230Producing an Agenda from the Minutes of the Last Meeting .......................... 231Using the Advanced Print Function.................................................................. 232

Working with Contracts, Project Costs, and ChangesSetting Up and Using the Cost Worksheet ....................................235

How Costs are Tracked..................................................................................... 236Items the Cost Worksheet Tracks ..................................................................... 237Adding Cost Codes ........................................................................................... 239Adding Cost Code Definitions.......................................................................... 242Copying Cost Codes and Titles ........................................................................ 244Distributing Costs to the Cost Worksheet ........................................................ 245Distributing Costs Using Change Management ............................................... 248Getting the Information You Need from the Cost Worksheet.......................... 250Using the Custom Cost Worksheet Section...................................................... 252Cost Worksheet Reports and Forms ................................................................. 253

Managing Contracts and Purchase Orders...................................255

6 Table of Contents


Adding a Contract or Purchase Order ...............................................................256Creating Submittals from a Contract or Purchase Order ..................................260Generating Materials Delivery Records from a Contract or Purchase Order ...261Generating Requisitions from a Contract or Purchase Order ...........................264Distributing Budgeted and Committed Costs to the Cost Worksheet...............266Reviewing Contract Status................................................................................268

Using Trends.....................................................................................269Why Use Trends?..............................................................................................270Adding a Trend .................................................................................................271Generating a Trend............................................................................................272Distributing Costs to the Cost Worksheet.........................................................273Trends Reports and Forms ................................................................................275

Preparing Requisitions for Payment..............................................277Process Overview..............................................................................................278Setting Up Requisitions ....................................................................................280Adding a Requisition ........................................................................................287Recording Progress ...........................................................................................288Certifying a Requisition ....................................................................................295Distributing Actual Costs to the Cost Worksheet .............................................298Sending a Requisition .......................................................................................300Requisition Reports and Forms.........................................................................301

Recording Invoices...........................................................................303Adding Invoices to a Contract or Purchase Order ............................................304Distributing Actual Costs to the Cost Worksheet .............................................310Invoice Reports and Forms ...............................................................................313

Using Change Management ............................................................315The Change Management Process ....................................................................316Specifying Change Management Project Settings ............................................318Defining Reason Codes.....................................................................................320Initiating Change Management from Other Documents...................................321Adding Change Documents ..............................................................................322Proposals and Change Orders ...........................................................................327Applying Markup..............................................................................................331Collecting into Change Orders..........................................................................335Approving Change Orders ................................................................................337Generating Change Documents from Change Management.............................338Costing Generated Documents..........................................................................341Adding Multiple Commitment Documents to the Estimated Phase .................342Change Management Reports and Forms .........................................................343

Entering Change Orders and Proposals without Using Change Management345

Prerequisite: Turn on the Functionality ............................................................346Adding a Change Order to the Change Order Log File ....................................347Adding a Proposal to the Proposals Log File....................................................354

Table of Contents 7

Using Procurement ..........................................................................359The Procurement Process ................................................................................. 360Initiating Procurement ...................................................................................... 361Award Procurement Items to a Bidder ............................................................. 372

Creating and Tracking Issues .........................................................381Linking Contract Management Module Documents Using Issues ................... 382Searching for Documents to Build Issues......................................................... 386Issue Reports and Forms................................................................................... 388

Logging and Tracking InformationTracking Drawings ..........................................................................391

Drawings Overview.......................................................................................... 392Setting Up Drawing Data.................................................................................. 395Adding Drawing Documents ............................................................................ 397Creating Drawing Sets...................................................................................... 400Drawings Reports and Forms ........................................................................... 403

Managing Submittals.......................................................................405The Submittal Process ...................................................................................... 406Adding a Submittal Package............................................................................. 407Adding a Submittal ........................................................................................... 410Copying a Submittal ......................................................................................... 412Tracking and Updating a Submittal Using Review Cycles .............................. 413Tracking Multiple Reviewers ........................................................................... 417Updating Submittals from a Package ............................................................... 419Using Schedule Activities for Reference and to Update Submittals ................ 421Compiling a Submittal Distribution List .......................................................... 426Producing Transmittals from Submittals .......................................................... 428

Tracking Materials Delivery...........................................................431Adding Materials Delivery Records ................................................................. 432Adding a Materials Delivery Ticket and Posting to Multiple Materials .......... 437Including Materials Deliveries on Requisitions ............................................... 439

Using Daily Reports .........................................................................443Preparing a Daily Report .................................................................................. 444Report Resource Use ........................................................................................ 447Listing Visitors ................................................................................................. 448Recording Materials Deliveries ........................................................................ 449Including Schedule Activities........................................................................... 452Recording Weather Conditions......................................................................... 455Adding Attachments ......................................................................................... 456Generating Daily Reports ................................................................................. 457

Tracking Insurance Certificates.....................................................459Adding an Insurance Certificate ....................................................................... 460


8 Table of Contents

Producing Punch Lists.....................................................................463Creating Punch Lists .........................................................................................464Adding Items to a Punch List............................................................................465

Saving Document VersionsVersioning Documents Overview ...................................................471

Document Versioning Features.........................................................................472

Set Version Document Preferences ................................................473Set Document Versioning Preferences in the Administration Application ......474

Using the Version Documents Feature...........................................477Overview...........................................................................................................478Before You Begin .............................................................................................479Accessing a Previous Version of a Document ..................................................480Manually Creating a New Document Version ..................................................481Manually Creating Versions of an Invoice .......................................................482Manually Creating Versions of a Worksheet Log.............................................484Viewing All Versions of a Document...............................................................485

Exchanging Contract Management DataExchanging Contract Management Data with a Project Management ModuleSchedule ............................................................................................489

Setting Up Project Management Module Schedules for Use with Contract Management490Linking to a Project Management Module Schedule........................................492Importing Contract Management Data into Project Management Module Projects to Create orStatus Activities ................................................................................................495Assigning Activity IDs to Contract Management Documents..........................497Importing Field Mappings from Contract Management into the Project Management Module499Retrieving Field Mappings from the Project Management Module into Contract Management500

Exchanging Contract Management Module Data with Other Applications501Exporting Contract Management Module Data to Other Applications ............502Importing Data from Other Applications..........................................................506Import Specifications ........................................................................................509

Index..................................................................................................527


9

Contract Management is contract-control

software designed to help you manage your

projects more easily. From submittals to

change orders, all the facts about your

project are at your fingertips.

This manual shows you ways to plan and

create a project in Contract Management,

and how to manage that project by logging

and tracking project information, using

meeting minutes, transmittals, contracts,

purchase orders, requisitions, change orders,

and so on. You will learn how to exchange

data between the module and other

programs, and identify the best methodology

for tailoring the control process to your

workflow.

In this chapter

Contract Management ModuleDocumentation

About this Manual

Customer Support

Preface

10 Preface


Contract Management Module DocumentationContract Management Installation and Configuration Guide forOracle Explains how to install the module for Oracle, and explains howto convert data from previous versions. The network or databaseadministrator responsible for the initial installation of the module, ongoingmaintenance of the system and database, and general troubleshootingshould read this manual.

Contract Management Installation and Configuration Guide forMicrosoft SQL Server Explains how to install the module forMicrosoft SQ, and explains how to convert data from previous versions.The network or database administrator responsible for the initialinstallation of the module, ongoing maintenance of the system anddatabase, and general troubleshooting should read this manual.

Contract Management User’s Guide Shows how to manage andmonitor documents from initial contracts through the last change order.All individuals who use the module should read this guide, even if they arealready familiar with previous versions of the software.

See the online help for the latest Contract Management information. Use itas your primary source of information.

Contract Management Help This is an integrated comprehensivehelp system that supplements the printed documentation. Help is availablewhile you are working in the module for quick access to information aboutdialog boxes and fields. Help also includes step-by-step procedures forperforming the module functions and answers to common questions. TheTable of Contents provides a starting point for many major topics. You canalso use Help’s Search and Index features to find topics related to any textyou enter. Click How To for a list of all procedures contained in Help.

Other Documentation The Contract Management physical media ordownload location contains additional information in the folder,\documentation.

■ InfoMaker.pdf helps you use InfoMaker, the report writer includedwith the Contract Management software.

■ Manually Configuring a JBoss Application Server for ContractManagement.pdf.

■ Migration from Sybase Installation Instructions.pdf. This documentprovides information to help you manually migrate from SybaseAdaptive Server Anywhere if you do not want it to be automaticallydone for you.

Preface 11

■ Implementing HTTPS in Contract Management.pdf. Explains howto implement SSL for Contract Management.

■ Tested_Configurations.htm. This document lists the configurationson which Contract Management was tested.

For a summary of some of these questions and their answers, see Frequently Asked Questions in the online help.

Several areas of Contract Management are customizable,such as the Project View, document names, log columnheadings, and document field labels. The examplesthroughout this manual and in the online help use the defaultsettings shipped with the software.


12 Preface

About this ManualAnyone who will be using Contract Management to track projects shoulduse this manual. This includes owners, construction managers, generalcontractors, subcontractors, architects, designers, engineers,administrators responsible for setting up the module, and persons who willenter data in. Whether you are an experienced user or are new to theprogram, the User’s Guide contains the information you need to use themodule to organize all your projects successfully.

Part Contents

Getting Started Provides an introduction to Contract Management, including workflow,the module workspace, sample projects, and the initial steps required toplan and add a project. Instructions are included for setting accessrights, entering contacts, creating distribution lists, entering initialcontract information, creating submittals, and linking with a ProjectManagement module schedule.

Working with a Contract ManagementProject

Explains how to work with, and customize, the module log and documentwindows, set up dictionaries and preferences, and print logs, forms, andreports.

Communicating Project Information Describes how to send Contract Management module documents toother users, prepare transmittals, track different types ofcommunications, record meeting minutes, and manage safety-relateddocuments.

Working with Contracts, Project Costs,and Changes

Describes how to set up the Cost Worksheet, manage contracts andpurchase orders, use trends, prepare requisitions for payment, recordinvoices, use the Change Management module to customize the workflowfor your company’s needs, use procurement to track bidding, and createand track issues.

Logging and Tracking Information Illustrates how the module logs and tracks important project informationsuch as drawings, submittals, materials, daily reports, insurancecertificates, and punch lists.

Exchanging Contract ManagementData

Describes how to link schedule data to the module, exchange moduledata with a Project Management module schedule, and export/importdata to and from other applications.


Preface 13

Customer SupportFor instructions on how to submit a service request for technical supportfor your products, go to:

http://www.oracle.com/primavera/support.html

This page provides the latest information for contacting support and thesupport renewals process.

Contract Management databases contain calculationscalled stored procedures. Although a Contract Managementdatabase administrator has the ability to modify theseprocedures, changing them is not recommended. Modifyingthese procedures voids your Oracle Primavera CustomerSupport agreement.


Overview

Planning and Adding a ContractManagement Project

Part 1

Getting Started

In this part

This part describes key concepts for using Contract

Management contract-control software.

Overview explains how to start Contract Management and how

to use the sample projects provided with this release. It also

discusses Contract Management module terms and defines the

different project roles that users perform.

Planning and Adding a Contract Management Module Project

describes how to set up your Contract Management module

database, including the company directory and distribution list,

and how to assign access rights.

17

This chapter introduces the key concepts for

using Contract Management as your

contract-control software. It provides an

overview of the module workspace, and

includes an explanation of the sample

projects. This chapter also suggests how you

can start using the module, depending on

your role in the project process.

In this chapter

Starting Contract Management

The Contract ManagementWorkspace

Key Concepts

Sample Projects

Roles

Buttons and Icons Used inContract Management

Overview

18 Part 1: Getting Started

Starting Contract ManagementUsers open Contract Management from a client Browser - there is noclient software to install. The Contract Management administratorprovides a Web address to users for accessing Contract Management. Toconnect, open Microsoft Internet Explorer or Mozilla Firefox, and typethe Web address of the Contract Management Web server provided toyou.

The Contract Management administrator usually provides user IDs andpasswords. Type your user ID and password, and click Log In.

For information about changing user ID, and user password parameters on a network, see Contract Management Administration Application in the online help.

For information about setting passwords and user IDs, see the Contract Management 13.0Installation and Configuration Guide for Microsoft SQL Server or the Contract Management 13.0 Installation and Configuration Guide for Oracle.

The default Contract Management user ID and passwordshipped with Contract Management is EXP (for both fields).

The minimum supported monitor resolution is 1152 x 864.


Overview 19

The Contract Management WorkspaceWhen you open the Contract Management, the Workspace appears; thisis where all Contract Management tasks begin.

The Workspace is divided into two main areas: the Project View on theleft and the Control Center (Workspace) on the right.

Project View The Project View shows your project hierarchy, whichincludes the top-level folder called All Projects, followed by the folderfor each project, the folders in each project, and the modules (logs anddocuments) inside these folders. It also contains a Templates folderwhich consists of any project templates you may have created, includingthe default templates, DESIGN and SCHOOL. The Project Viewfunctions the same way as Microsoft Windows Explorer. When a folderis collapsed, click its icon to display the names of the items in thatfolder. To collapse the folder, click the folder icon again.

Click tocustomizetheworkspace.

Click torefreshthe page.

Click toadd anewproject.

Click to setprojectsettings.

Click tofind aproject.

Click toexpand allprojects.

Click to collapseall projects.

Projects

Folders

modules



For information about modifying Project View folders and log and document names, see Customizing Log and Document Windows or refer to the online help.

Most Contract Management modules consist of a log and a documentwindow. The document windows contain many tabs with logicallyrelated information. You can enter, edit, or view data on the tabs in thedocument windows.To open a log or document in an expanded projectfolder, click the log’s name. You can also select a log by clicking on anexpanded folder and then typing the first character of the item you want.For example, when the Communication folder is selected, type c toselect Corr. Sent, type c again to select Corr. Received, and type t toselect Transmittals.

You can right-click on the top-level folder or any project in the ProjectView to display a list of commands. If you right-click on the top-levelproject folder (All Projects), the available commands apply to allprojects within that folder; if you right-click on a project, the availablecommands apply to that specific project.

For information on customizing the Control Center, see Customizing the Control Center in the Planning and Adding a Contract Management Project chapter, or Customize Workspace dialog box in the online help.

Control Center The Control Center contains information about eithera selected project, a group of projects, or all projects. When no projectsare open, the Control Center shows information relevant to all projectswithin the selected folder. When you select a project, the Control Centershows information specific to that project (some items enable you tochoose whether to display information on all projects or just the selectedproject by clicking the customize icon from items offering this option).

You can also right-click on the project and choose Project Settings toedit general information, key parties, and schedule information for theproject.

For detailed information about the Control Center, see Workspace in the online help.

You can customize the Control Center to display the information youwant. For example, you can include items for reports, your Inbox,requests for information (RFIs), charts showing outstanding issues andrequests, and any action and alerts. The Actions item contains the itemsin your court that need to be addressed. The Alerts item contains itemsthat need to be addressed immediately. You can place up to 12 items inthe Control Center, and you can save this arrangement as MyWorkspace. The next time you start Contract Management, you can usethis workspace or select one of the standard types delivered with theproduct. These include Administrative Assistant, General Contractor,Owner, Architect, and so on.


Overview 21

For more information on using actions and alerts, see Actions and Alerts in Help.

Viewing the information in the Control Center at the start of eachworkday reminds you of what you need to accomplish, who you need tocontact, and when deadline items are due through actions and alerts.This information is generated by and/or directed to you, depending onyour access permissions. An example of using items for viewingimportant information is shown on the next page.

You can quickly accessdocuments in your court that

require you to take an action,and print a report

corresponding to these actionitems for the project. An

example of an action is shownon the next page.

Click a link to display theselected report.

Click a section of the chart todisplay a list of Requests for

Information documents.

Click to customizea portlet.

UpdateAlerts. Subscribe to Alerts.

View alldocuments in aportlet.



To displayavailable formsand reports,click Print on thetool bar Selectthe type ofdocument, andthen click thePrint or thePreview button

The example onthe left showsthe Previewfunction. To printthe document,click the Printbutton.


Overview 23

Key ConceptsContract Management is a multiuser, multiproject application thatprovides a centralized way to store, organize, and track projectinformation so you can keep your contracts on time and within budget.

Record contracts and purchase orders Record the keyinformation about contracts and purchase orders (POs) in the followingdocuments.

Use Contracts and Purchase Orders to record the basic information.

Use the Cost Worksheet to track contract costs and categorize contract orpurchase order amounts using cost codes for a detailed breakdown ofthe component costs for your project. You can distribute the value of anycontract, purchase order, or change to any number of cost codes.

Invoices and Requisitions are generated from contracts/purchase orders(POs), and sent for payment approval. The amounts are posted to theCost Worksheet to track actual costs.

Use Materials Delivery to record the date and quantity of materialsreceived and noted against each contract or purchase order, andincorporate these and approved changes into requisitions for up-to-datepayment amounts.

Companies contain physical and electronic addresses andcommunications numbers for all individuals with whom you interact.The module uses this information when you send any contract, purchaseorder, or other information to those individuals.

Trends are an expectation of future costs (estimated revisions). UseTrends in conjunction with the Cost Worksheet (where you can modifycolumn headings to accommodate the way you handle costs) to trackpossible cost increases for the project.

Track contract changes After participants accept a contract orpurchase order and work begins, any changes resulting from changedspecifications or changed conditions affect the initial contract.



Change Management enables you to manage project modifications dueto changes. You specify which change documents are created, whenthey are created, and where they are calculated on the Cost Worksheet.By recording all necessary contract, contractor, and cost data early inthe change process, you can evaluate the effect of the change on allcontracts involved and see the current status of the change at a glance.

Markup provides a way to manage overhead and profit by addingmarkup values to change documents. The module can calculateoverhead and profit automatically, and add additional costs to changeorders and proposals. You can set default values for overhead, profit,and any other markup categories you create. Typically you will collectall proposals from committed parties, and then roll the costs and codesof each document to create a quote to the customer or owner of aproject. With markup, you can add your overhead and profit prior tosubmitting the quote.

Daily Reports provide a record of daily activities and conditions. Usethese reports to record conditions observed in the field, such as soil,rock, or underground utilities that were not moved correctly, as well asto track and communicate the potential effect of these recordedconditions in a timely manner. You can also include underway activitiesfrom Contract Management module schedules that are linked to theproject to see where the work is taking place on that report day.

Telephone Records, Meeting Minutes, Correspondence, Requests forInformation (RFIs), and Notices enable you to record information thatmay affect both the submittal and change processes. For example, achange in condition may result in meetings, phone calls, notes, letters,and correspondence that lead to a formal contract change.

Change Orders result from changes in the scope of work, siteconditions, or schedule delays. You can post costs associated withchanges to the Cost Worksheet so you have a total financial picture ofpast events and projected future costs. With this view, you can measurethe impact of each change order on any contract or purchase order.

Track submittals Submittals include contract drawings, samplematerials, and permits that need approval. Submittals help you ensurecontract compliance by tracking who received what and when theyreceived it.


Overview 25

Daily Reports, Telephone Records, Meeting Minutes, Correspondence,RFIs, and Notices also support the submittal process. For example,during a submittal cycle a reviewer may reject a submittal; as a result,the project team may have meetings and exchange phone calls, letters,and correspondence to clarify the requirements for resubmittal.

Drawings and Drawing Sets maintain a list of project drawings,facilitate the dissemination of these drawings to other parties, andprovide information about the status of revisions. When you adddistributions to drawing sets or create revisions, an entry is made in theTransmittal Creation Queue for each contact on the distribution list.

Transmittals accompany documents, such as submittals and drawings tocreate a permanent record of the actions taken. Submittal items anddrawing revisions are automatically placed in the Transmittal CreationQueue; you can add any transmittals in this queue to the database andprint them for recipients on your distribution list. The module canquickly generate transmittals, or you can customize your own.

Dunning Letters remind participants of overdue items such as submittalsand drawings. Contract Management can quickly generate dunningletters, or you can customize your own.

Reports and Forms provide quick and accurate project information invarious formats. The flexible reporting feature produces reports thatsummarize when items such as submittals are due, who received whatand when, what has been approved and what is pending, and how manydays items are overdue.

Use the cross-document tools The Issues feature cross-references and links documents from any Contract Management modulelog to issues you define. You can link documents to issues directly asyou add records to the documents, or you can link documents to issuesautomatically based on keywords such as underground, electrical, orsome other item that may be related to a problem or other situation. Themodule then assembles the documents for review in a fully organized,indexed list so you can easily trace the sequence of actions taken, savinghours of work.

The Inbox stores items sent to you electronically by other participants.You can also use this feature to communicate quickly with other projectteam members by sending documents related to submittals and changes.



Sample ProjectsContract Management includes several sample projects, each set upfrom the perspective of a different team member in a constructionproject: general contractor, owner, subcontractor, and designer. Theseprojects are included as templates on which you can base your ownprojects.

■ DEMO is the sample general contractor project.

■ HOSP and OFFC are from the owner and subcontractorperspectives, respectively.

■ DESIGN, is provided to demonstrate how a designer tracksdrawings during design review.

The sample projects relate to construction work that must be completedfor Philadelphia County.

■ Design Group is the architect/engineer.

■ ACME General Contractors is the general contractor.

■ A-1 Construction Management is the construction manager.

■ Stresson Industrials is the subcontractor to ACME for concretework.

The information included in the sample projects is just an example ofwhat is possible. Most projects contain more requisitions, changedocuments, transmittals, and submittal cycles than the examples shown.

DEMO (School Addition – Automotive Center) contains projectdata from the general contractor's perspective, manages shop drawingsand submittal items, tracks project issues, documents the changeprocess, and records daily progress in the construction of a schooladdition. This addition is a masonry structure with brick siding thathouses an automobile and light truck service center. The value of thecontract between the owner and ACME General Contractors is $10million.

HOSP (South General Hospital Addition) contains project datafrom the owner’s perspective regarding the construction of a newhospital wing for Philadelphia County. A-1 Construction Managementis the construction management company awarded this job. The value ofthis contract is 9 million British pounds.


Overview 27

OFFC (Phila Office Building Addition) contains project datafrom the subcontractor’s perspective for concrete work required forrenovations to City Hall. The subcontract is between ACME GeneralContractors and Stresson Industrials. The value of the subcontract withStresson is $1.4 million.

ENGR (Office Building) contains drawings and drawing sets for theDesign Review phase of the drawing process. This project is used in theexamples in the Tracking Drawings chapter to show how designers (orarchitects or engineers) track drawings.



RolesThe roles of the construction manager, general contractor, owner, andthe engineer/architect/designer are described in this section to help youunderstand how Contract Management is implemented by various teammembers in a business workflow.

Construction manager As the construction manager, you will usethe module to manage changes and project costs, monitor progress, andcommunicate with other team members.

Because you represent the owner’s interests throughout the design,construction, and post-construction phases of the project, youcontinually answer questions about costs, quality, and progress. Howmuch funding is required to complete the project? What is the budget,given the changes to date? What are the pending changes and problemareas? Is the project progressing according to the schedule? Who isresponsible for the overdue submittals? What are the areas ofnoncompliance?

The following list includes tasks that are usually the responsibility of theconstruction manager in the contract process. Included with each task isthe corresponding chapter/part in this manual where you can find moreinformation about those tasks.

■ Managing submittals – Managing Submittals chapter

■ Maintaining updated estimates of cost overruns or underruns –Setting Up and Using the Cost Worksheet chapter

■ Tracking changes for each project issue and their effect on the costat completion – Part 4: Working with Contracts, Project Costs, andChanges

■ Quickly finding all the documents you need to resolve open issues –Creating and Tracking Issues chapter

■ Monitoring progress through written and verbal communications –Part 3: Communicating Project Information

■ Customizing Contract Management to match your company’sstandards – Customizing Log and Document Windows and SettingUp Dictionaries and Preferences chapters

■ Generating supporting reports – Printing Logs, Forms, and Reportschapter


Overview 29

General contractor As the general contractor, you will use themodule to manage shop drawings and submittal items, track projectissues, document the change process, and record daily progress. Whenyou want to compare progress to the schedule, you can retrieve yourschedule.

The following list includes tasks that are usually the responsibility of thegeneral contractor in the contract process. Included with each task is thecorresponding chapter/part in this manual where you can find moreinformation about those tasks.

■ Using the Drawing and Submittals logs to track shop drawings andsubmittal items – Tracking Drawings and Managing Submittalschapters

■ Coordinating submittal activities with the project schedule –Managing Submittals and Exchanging Contract Management Datawith a Project Management Module Schedule chapters

■ Identifying issues that require resolution and creating changedocuments – Creating and Tracking Issues chapter and Part 4:Working with Contracts, Project Costs, and Changes

■ Identifying areas with significant cost variance and analyzing theeffects of pending changes on profit – Setting Up and Using theCost Worksheet chapter, and Part 4: Working with Contracts,Project Costs, and Changes

■ Tracking items that must be completed before final payment ismade – Part 4: Working with Contracts, Project Costs, andChanges

■ Reporting daily progress – Using Daily Reports chapter


Owner As the project owner, you will use the module to organizeproject data so you can stay on top of progress, coordinate activitieswith your operations people, and make sure that all of the project detailsare handled by the appropriate people. You will find the comprehensiverecords of documents, correspondence, and changes invaluable forclaims avoidance.

The following list includes tasks that are usually the responsibility of theowner in the contract process. Included with each task is thecorresponding chapter/part in this manual where you can find moreinformation about those tasks.



■ Analyzing the projected cost and identifying areas with significantcost variances – Setting Up and Using the Cost Worksheet chapter

■ Approving requisitions – Preparing Requisitions for Paymentchapter

■ Identifying unfinished tasks for which final payment should bewithheld – Part 4: Working with Contracts, Project Costs, andChanges

■ Identifying issues that require resolution and issuing change orders– Creating and Tracking Issues chapter and Part 4: Working withContracts, Project Costs, and Changes

■ Managing submittals – Managing Submittals chapter

■ Comparing daily progress to the schedule – Using Daily Reportschapter


Engineer/Architect/Designer As the project designer, you will usethe module to track specifications and drawings, control the submittalreview process, monitor progress by the design team, communicate withother team members, and coordinate the activities of outsideconsultants.

The following list includes tasks that are usually the responsibility of thedesigner in the contract process. Included with each task is thecorresponding chapter/part in this manual where you can find moreinformation about those tasks.

■ Managing design and contract drawings – Tracking Drawingschapter

■ Recording the design budget and expenses – Setting Up and Usingthe Cost Worksheet chapter

■ Tracking changes in scope and their effect on the cost at completion– Part 4: Working with Contracts, Project Costs, and Changes

■ Quickly finding all the documents you need to resolve open issues –Creating and Tracking Issues chapter

■ Monitoring progress through written and verbal communications –Part 3: Communicating Project Information



Overview 31

Buttons and Icons Used in Contract ManagementThe following table lists and describes the most commonly used icons inContract Management:

Table 1: Contract Management Buttons and IconsIcon Description

Add Contact button. Appears on the Companydocument window. Use to add a contact for thecompany.

Add document button. Appears on all log windows.Use to add a new document to the module.

Add Project icon. Appears on the Control Centerworkspace.

Customize This Page icon, or Customize icon.Appears at the top of the Control Center workspace.User to add items to the workspace, and control thelayout. Appears at the top of each portlet on theworkspace, and is used to control the appearance of theportlet.

Define Distribution Lists button. Appears on theCompany Directory log window. Use to adddistribution list.

Edit document button. Appears on a documentwindow when the document was opened in view modefrom a log window, not edit mode.

Edit document - high priority icon. Appears on a logwindow for each document that has a high prioritystatus. Click to open the document in edit mode.

Edit document - low priority icon. Appears on a logwindow for each document that has a low prioritystatus. Click to open the document in edit mode.

Edit document icon. Appears on a log window foreach document that has a normal priority status. Clickto open the document in edit mode.

Print Preview button. Appears on all log anddocument windows. Use to see what the printeddocument or log report will look like.



Print Report or Print Form button. On all logwindows, this is the Print Report button. Use it to printthe default form.

■ On all document windows, this is the Print Formbutton.

Project Settings button. Appears on the ControlCenter workspace.

Refresh Page icon. Appears at the top of the ControlCenter workspace. Use to refresh the display.

Save Distribution List as icon. Appears in theDistribution List - Project Companies dialog when adistribution list has been defined. Used to save a copyof the existing list by another name.

Spelling button. Appears on all document windows.Use to spell check the document.

View icon. Appears on a log window for eachdocument that has a status of closed. Click to open thedocument in view mode.

Table 1: Contract Management Buttons and IconsIcon Description


33

This chapter presents a general approach for

structuring and entering project information

in the Contract Management. Use these

guidelines to set up Contract Management

functionality in the most effective way for

your business.

In this chapter

First Steps

Adding a Project and EnteringGeneral Information

Creating a Project Template

Setting Access Rights (ProjectAccess)

Setting Up the Company Directory

Customizing the Control Center

Setting Up Distribution Lists

Assigning Default Contacts

Using the Work-Flow BasedApproval Process

Setting Up Cost Codes andModifying Cost WorksheetHeadings

Creating Submittal Packages andSubmittals

Linking with a ProjectManagement Module Schedule

Planning and Adding a ContractManagement Project


First StepsContract Management offers a wide range of features and functions.Depending on how you currently manage contracts (or how you want tomanage them) you can use all the features or select only the ones youneed to support your work process.

The following figure is a general plan for setting up and implementingOracle Primavera Contract Management. Step 1 is described in theInstallation Guide. The remainder of this chapter describes steps 2through 5.

Contract Management flexibility enables you to realize its benefits evenif you do not have all the details about your project at the beginning. Asthe project progresses, you can add and/or modify the informationentered during the initial setup, such as new negotiated contracts, new orchanged companies, and more clearly defined submittals and submittalpackages.

For details on tailoring Contract Management functions to your company’s requirements, see “Customizing Log and Document Windows” on page 99.

These are the basic steps to get started in Contract Management; adaptthem to your own work processes.

2.Add the project andenter generalinformation.

1.Set up and startContractManagement.

3.Set up theinitial CompanyDirectory.

4.Enter initial contractinformation (anddefine cost codes).

5.Create initialsubmittalpackages.

3a.Optionally link to &use the scheduleactivities.


Planning and Adding a Contract Management Project 35

Adding a Project and Entering General InformationFor detailed information on adding a new project, in the online help click How To, and click Add a New Project. From there, you can choose links to related topics.

Add a new project You can add a new project in ContractManagement at any time. Right-click on the top-level folder. You canchoose from two ways to create a project.

■ Choose New Project to use the Add Project Wizard, which guidesyou from start to finish. This method is best when you have most ofthe information prepared for the project or are unfamiliar withcreating a new project.

■ Choose Publish Project to create a project name and assign it to anadministrator, who will then enter the project information. ContractManagement notifies the administrator that a project has beenadded that requires information.

The New Project option is not available if you do not haverights to create a new project.

See Help for detailed information on using either of these options tocreate a new project.

The following shows the dialog box that displays when you choose NewProject to add a project using the Add Project Wizard.

Type a unique abbreviation and title for the project. Youmust enter data in these fields to add a project.

Click any of the linksunder these section

headers to go directlyto the corresponding

part of the wizard.

Click Next to proceed.



The preceding figure shows the dialog box that displays when youchoose Publish Project to add a project.

For more information about setting access rights, see “Setting Access Rights (Project Access)” on page 39.

When you add a new project, you become the projectadministrator. Project administrators have access to alldocuments in their projects. (Contract Managementadministrators have access to all documents in all projects.)By default, all other users have no access rights to newprojects. Use the Project Access window to grant accessrights to a user. (right-click on a project and choose ProjectAccess).

Delete a project To delete an entire project, right-click on the projectin the Project View, and choose Delete Project.

When you delete a project, you permanently remove thatproject and all its associated documents.

For more information about defining default contacts per document type, see “Setting Up Cost Codes and Modifying Cost Worksheet Headings” on page 71.

Defining the Key Contact The contact you specify in the YourCompany field (in the Key Parties section of the Add Project Wizard) isthe key contact for the project. When you create documents, ContractManagement automatically enters the key contact in the To or Fromfield, based on the type of document being created. For example, if thedocument being created is a contract or PO, Contract Managementautomatically selects that company in the From field. To view or modifythis assignment, right-click on the project and choose Project Settings.On the Key Parties tab, select Your Company from the drop-down list.

Select the administrator,and Contract

Management notifies thatperson when a request

was made to create a newproject.



Creating a Project TemplateIf you will be adding projects that use the same key parties, currency, andschedule information, you can create a project template that contains thisinformation. Use this template as the basis for each new project youcreate.

Add a new project template You can make an existing project atemplate.

1 Right-click on the project and select Save As Template.

2 Enter the Template Name, and the Title for the project.

3 Click OK when finished.

Use the template as a basis for a new project When you want tocreate a new project that uses the information in the template, do thefollowing:

1 Right-click on the top level folder, and choose New Project.

2 Enter a project name and title, and click Template in the left pane.

3 Choose the first option, Use Template, and select the template fromthe drop-down list.



When you select a template, Contract Management creates the newproject based on the information contained in the template. You can editthis information in the new project.

Click Template tochoose atemplate.

Select the templateyou want to use for

this project.



Setting Access Rights (Project Access)For more information on security, see Access or Security in online help. Use the Search feature and type access or security for a list of related topics.

Contract Management has three user levels: Contract Managementadministrator, project administrator, and restricted user.

Contract Management administrators and project administrators can setaccess rights to a project for Contract Management users. Access rightsdetermine which modules and documents a user can view, add, edit,export, or delete. You can set a user’s access rights for each ContractManagement module.

Contract Management administrator Contract Managementadministrators have full access to all new and existing projects. Theycan

■ Change module and process-level security for all projects and users

■ Change the owner of any project and delete any project

■ Copy project access rights from any project and user to any projectand user

A user name and password with Contract Managementadministrator-level access rights is shipped with ContractManagement. When you start Contract Management, typeEXPADMIN in the User ID and Password fields to log on asan administrator.

Project administrator A project administrator is the user whocreated a particular project. Project administrators initially have fullaccess to all projects they create, and can:

■ Change module and process-level security in projects they create,and change their own access rights.

■ Change ownership of projects they create and delete projects theycreate.

■ Copy project access rights from any project to projects theyadminister.

Project administrator rules apply only if the user whocreated the project retains ownership. If ownershipchanges, the new owner gains full access to the project,and the original owner becomes a restricted user.



Primav

Restricted user By default, restricted users have no access to projects(including all modules and process-level security). A ContractManagement administrator or project administrator can change a user’sdefault access rights using the User Project Access window and theContract Management Administration Application.

To change a user’s project access rights, right-click on a project andchoose Project Access. Click the document icon in the User section toopen the User Project Access dialog box.

To change a user’s general access rights, open the AdministrationApplication and click User Accounts. Click the document icon in the Usersection.

Set a user’s access rights Right-click on the project in the ProjectView, and choose Project Access. Click the document icon next to the userfor whom you want to set access rights. Set the user’s rights by module.

■ Mark View to enable a user to only view data in a module.

■ Mark Add to enable the user to add data in a module.

■ Mark Edit to enable the user to edit data in a module.

In order for users to add items to documents, users must haveAdd and Edit rights to the module. If users have Add rights,but not Edit rights, they will not be able to add items to adocument.

■ Mark Export to enable the user to export data from the module.

■ Mark Delete to enable the user to delete data from a module.

To prevent a user from opening a module, clear the checkboxes for allaccess types. If a user has no access rights to a particular module, thatmodule will not appear in the Project View.

era - Contract Management


To restrict a user’s access to documents that have a certain To or FromContact, and to submittals in which that same contact is listed as aReceived, Sent, Returned, or Forwarded reviewer:

1 Click the browse button next to the Access by Company field (atthe bottom of the dialog box).

2 Click Select next to the company you want to assign.

You cannot change Access rights for administrators. Theyalways have full access to all projects.

Click to set theuser’s accessrights to allmodules atonce.



Set access rights for a group of users across projects Tosave time, the project administrator can copy the access rights for usersin one project to another project. Right-click on the project to which youwant to copy access rights, and choose Copy User Access.

Click Select to choose theproject from which to copy

users’ access rights.

Use these buttons to addand remove user access

rights to your project.

Select the users.




Setting Up the Company DirectoryThe Company Directory enables you to store information about everyoneinvolved in your project. You can include names, phone numbers, andaddresses of subcontractors, managers, suppliers, your own staff, and anyother companies or individuals involved in the project.

Nearly all Contract Management documents use the information includedin the Company Directory. Entering this information at the beginning ofthe project ensures that your unique abbreviations are consistent, avoidingconfusion and mistakes. Even if you have only part of the company’sinformation, enter at least the company abbreviation, name, office address,and a key contact; you can add missing details later.

For more information on adding companies and contacts, see Add Companies and Contacts in the online help.

Add a company and contact Click Companies in the ProjectInformation folder, and then click Add Company.

Contract Managementrequires that you enter thekey contact’s initials.

Use the General tab to enter an abbreviation for the company, the companyname and the key contact. The key contact is the person to whom mostdocuments will be addressed. This field is filled once the first contact isentered.

On the Details tab,mark to indicate if thecompany is aDisadvantaged-(DBE), Minority-(MBE), or Woman-owned (WBE)business enterprise.

Click Add tocreate acontact for thecompany. Thefirst contact youadd becomesthe key contact.


On the General tab, select a specification section code. Specificationsection codes are a part of a standard coding system developed by theConstruction Specification Institute (CSI). You can select these codesfrom any Specification Section data field, or you can create your owncodes (right-click on the top-level folder, and choose Dictionaries,Specification Sections). Select the company’s role. You can select anexisting role, or you can create a new role and add it to the list (right-click on the top-level folder, and choose Dictionaries, Company Roles).

For information on creating your own roles and specification section codes, see Setting Up Dictionaries and Preferences , or Create Contact Roles in the online help.

On the Status tab, set the Ball In Court to the person in your companyresponsible for this company's Action List items.

Add contacts for the company To add contacts for the company,click the Add Contact icon or click the Contacts tab in the Companydocument window, then click Add. You can add as many contacts asneeded for each company.

Link a User Account with a contact In order to use a contact inthe document approval and document owner processes of ContractManagement, you must link a valid user account with the contact. Oneuser account can have multiple contacts linked to it. Contacts withoutvalid user accounts linked with them will not be available for selectionduring document approval and document owner processes.

To associate a user account with a contact, on the Contact dialog box,click the browse button next to the User Account field. On the SelectUser dialog box, choose the correct user account, and click the Selectbutton.

Add an address, paper size, and number of copies fordrawing distribution to a contact Use the Contacts dialog box toenter information for all applicable addresses, such as office, shipping,or billing; phone numbers; and e-mail information. Select the paper size,and type the number of copies you will be using to send drawings fordesign review or distribution for this contact. This information is used inthe Drawings and Drawing Sets logs. Click Save & Close whenfinished.

Add remarks to a contact Click the Remarks tab in the Companydocument window and type any important details, such as directions oroffice hours.



Contract Management does not apply changes you make inthis window to any documents where the original addressalready appears (such as contracts). This practice protectsthe validity of the original document information.

Copy the Company Directory To set up a new project morequickly, you can copy the Company Directory from a similar project inthe same database or from the group Company Directory. Right-click onthe project and choose Copy Companies.

Click Select next to UserAccount to choose the

account to associate withthe contact.

Define custom paper sizesthat will appear here byright-clicking on the top-

level folder and choosingDictionaries, Drawings,

Paper Sizes.



You can also copy companies and contacts from a project to the grouplevel. Right-click on the top-level folder and choose Copy Companies.

Click the browse button tochoose the project (or

group) from which to copycompanies.

Select the companiesto copy to the project,

and click Add.

Click the browsebutton to choose theproject from which tocopy companies and

contacts.

Select the companiesto copy to the group,

and click Add.



For more information, see Company document window and Contact dialog box in the online help.

Inactivate a company or contact You can label a company thatyou are no longer dealing with as inactive. Inactivating a company orcontact disables the company or contact without deleting it. When acompany is made inactive, all of its contacts also become inactive; thecompany and contacts do not appear in dialog boxes that contain lists ofcompanies and/or contacts. The company and its contacts remain in thedatabase, but do not appear in the lists.

Use the Status tab and the Contacts tab in the Company documentwindow to inactivate companies and contacts.

Delete a contact or address Click the Contacts tab in theCompany document, and click Delete for the contact you want toremove. When prompted to confirm whether you want to delete theitem, click Yes.

Click the contact’s iconto open the Contact

dialog box, in which youcan inactivate theindividual contact.

Mark this checkbox to inactivate(disable) this company without

deleting it. To activate thecompany so that it appears in

lists of companies, clear theInactive checkbox.



Saving Companies and Contacts in the Project/GroupList

Each project contains its own directory of project companies. ContractManagement also maintains a directory of database companies that allprojects in the same database can share.

For more information on how to set contact preferences, see “Specifying Project Settings” on page 124.

When you add a new project, Contract Management uses the ProjectCompany Directory by default. To use the same companies for all ofyour projects, switch to the Group (database) Company Directory.Right-click on a project and choose Project Settings. On the Companiestab, click the Switch icon. “Project” will change to “Group” to indicatethat the Group directory is in use.

You can save new companies in the Group Company Directory whileusing the Project Company Directory. In Project Settings, mark the AddCompany to Group After Adding to Project checkbox.

If you change an existing company in a project, Contract Managementalso updates the Group Company Directory, even if the active directoryis Project, as long as you marked the Update Group When ProjectCompany Edited checkbox in the Project Settings dialog box.

Click tochange fromGroupDirectory toProject or viceversa.




Adding Companies and Contacts from OtherDocuments

When you add a document, you may need to enter information for acompany that is not in the Company Directory. Rather than interruptyour current task, you can add companies and contacts from mostdocuments without going back to the “Companies” dialog box.

For more information, see Select Contact dialog box in the online help.

When you click Select for a company or contact field, the SelectCompany or Select Contact dialog box opens. To add a new company orcontact, choose whether to organize by company or contact, and clickAdd Contact or Add Company, depending on which you want to add.

Type the company name and abbreviation (if adding a new company),the contact’s full name and initials, and other information, if available,and click Save. Contract Management adds the company and contactinformation to the Company Directory. You can edit the informationlater if necessary.


Customizing the Control CenterFor detailed information on using the Control Center, see Workspace or Customize Workspace dialog box in the online help.

For information on items, type the item topic (such as alerts or actions) in the online help’s Index or Search tab.

The Control Center is a customizable window that enables you toquickly view and access your information.

■ You can use the Control Center as a starting point for all the tasksyou need to perform.

■ You can view information across all projects, multiple projects, orone project at a time.

■ You can add items to the Control Center that enable you to viewissues, requests for information (RFIs), actions, alerts, and reports.Other items enable you to integrate with a Project Managementmodule schedule, view your Inbox, and prepare documents.

■ You can click a section of a graph to display the details.

Click to change the appearance ofthe currently selected Control

Click to update theControl Center

information.

You can include up to12 items in the ControlCenter.



Customize the Control Center Click Customize this Page to selectwhich items appear in the Control Center and where they are placed.

For detailed information on customizing your desktop, see Customize Workspace dialog box in the online help.

Items can be included more than once in the Control Center. Forexample, if you want issues to appear as a graph, a bar chart, and a piechart, move three Issue items to the Layout area, and edit each item’sappearance by clicking the Edit link above it in the Control Center.

Select the items to includein the Control Center, and

click Add to move theitems to the Layout area.



Setting Up Distribution ListsAfter you set up your company directory, you can create distributionlists for project participants involved in the transmittal, submittal, ordrawing processes. Contract Management displays the defineddistribution group names in the distribution selection lists in thesedocuments. You can use the same lists in any project in the samedatabase, add or delete names, and combine them as necessary.

Setting up distribution lists saves time by enabling you to quickly selecta group of participants to whom you want to send a document instead ofselecting each one individually.

You can establish different distribution lists depending on the documentand person to whom you want it sent. For example, if you’re the generalcontractor, you may want to set up a distribution list that contains yoursubcontractors so you can send them the transmittals resulting fromtheir submittals. All of the contacts in the list will receive a copy of thedocument.

At the beginning of a project, you may need to communicate withdifferent team players to determine who requires a copy. As contractwork progresses, you can refine the lists and copy them to otherprojects. If you assign contacts to a group (switch to Group on theCompanies tab of Project Settings), they apply to all projects in thatgroup.

Add a distribution list In the Company Directory window, click theDefine Distribution Lists button or select Distribution Lists from theSelect an action drop-down list.



Any changes you make to your company directory are also reflected forthe corresponding company in distribution lists. On the DistributionLists dialog box, click the Select button to open the Select Contactsdialog box.

To modify alist, click its

icon.

Establish adistribution list

by selectingcompanies.



To easily find the contacts you need, you can organize by contact,company, or distribution list. All companies in the current project willbe displayed if the Project Setting is set to Project. All group companieswill be displayed if the Project Setting is set to Group. Companiesassigned to the Group level apply to all projects in that group. ClickSelect next to each contact you want to add, and click Save.

To remove items from a distribution list, click Unselect next to the nameof the contact you want to remove. Click Save and Return to Menuwhen you finish defining the list. To delete the distribution list, clickDelete next to the list you want to remove.

Edit a distribution list You can also edit an existing distribution listname and/or title.

1 In the Company Directory log window, click Define DistributionLists, and click the document icon next to the list you want tomodify.

2 Make the changes.

3 Click Save and Return to Menu when you finish modifying thecurrent list. Contract Management makes any changes in futureuses of the list. The original version of the list (before editing)remains unchanged.

4 Click Close from the Distribution Lists dialog box when you finishdefining distribution lists.

Copy a distribution list to a new list To save time, you can createa new distribution list based on an existing one. In the CompanyDirectory log window, click Define Distribution Lists, and click theSave Distribution List As icon next to the list you want to copy. A newdistribution list is created containing the names from the copied list.



Save Distribution List As icon.

Type an abbreviationand title for the new

distribution list.

Click Select to addadditional names tothe distribution list.



Assigning Default ContactsTo specify which contacts will automatically display in the To and Fromfields of a particular document, right-click on the project and chooseDefault Field Values.

The Set Default Field Values window displays the default contactassignments for the currently open project.

Customize contact assignments To customize this information,click the browse button next to the field to which you want to assign adefault contact. In the Select Company dialog box, click Select next tothe company you want to assign as the default, and click OK.

You can edit or delete default contacts at any time.Changing the default contact affects new documents only.Contact names for existing documents remain unchanged.



Using the Work-Flow Based Approval ProcessOverview of the approval process Prior to Contract Management12.1, there were several document fields related to approval, but noformal approval process. In Contract Management version 12.0 andlater, there is an approval process for the following types of documents:

■ Contracts

■ Change Order documents

■ Purchase Orders

■ Request for Information (RFI) documents

■ Payment Requisitions

The approval process is the same for each of these documents. For eachof these types of documents, a document owner must be specified. Thiscan be done at the project level by right-clicking the project name andselecting project settings to display the Project Settings dialog box thatyou can use to set the document owners for the entire project.

When set at the project level, each time one of these types of documentsis created, the name of the document owner will automatically beentered in the Document Owner field. the document owner can also beselected when the document is created. Once the document owner isselected, only the Contract Management administrator, the projectowner, or the document owner can select a different document owner.

Contract Management documents can be added by anyone who has boththe security privilege to add documents, and who has access to theproject. Documents can be approved by the Contract Managementadministrator, the project owner, or the document owner who is actingfor any contact on the document review list.

Prerequisites The following prerequisites must be met before youcan use the approval process:

1 The companies for the project must be created.

2 The contacts for the companies must be created, and each contactmust be linked to a user account.

3 The contacts must have view, add, and edit rights for the project.This is done in the Contract Management Administrationapplication when the user account is created.



• Log onto the Administration application, and click the UserAccounts link in the left pane to display the User Accountdialog box. Use this to add a User Account.

• After the user account is created, you can change access rightswhen running Contract Management by right-clicking on theproject name and selecting Project Access to display the ProjectAccess dialog box.

• Once on the Project Access dialog box, click the icon to the leftof the user name to display the User Project Access dialog box,and set the user project access rights.

• If the user is not listed for this project, click the Add Users tothis Project button on the Project Access dialog box. Thisdisplays the Select User dialog box. Use this dialog box toselect the users to add to the project.

Click to displaythe User Project

Access dialogbox.



4 The contacts must have approval rights for the project.

• This is done in the Contract Management Administrationapplication when a user access template is created. Log onto theAdministration application, and click the Access Templateslink to display the Access Templates window. After that, thetemplate is assigned to the user account when the user accountis created on the User Account dialog box.

• Once the template has been assigned to a user account, you canchange the approval rights when running Contract Managementby right-clicking on the project name and selecting ProjectAccess to display the Project Access dialog box.

• Once on the Project Access dialog box, click the icon next to theuser name to display the User Project Access dialog box, andset the approval rights.

• If the user is not listed for this project, click the Add Users tothis Project button on the Project Access dialog box. Thisdisplays the Select User dialog box. Use this dialog box toselect the users to add to the project.



5 Contacts must have an approval limit that is greater than or equal tothe amount of the document being created. If you select a contactfor the reviewer list, and that contact does not have a limit greaterthan or equal to the amount of the document, an error messagedisplays when you initiate the approval process. In that case, youmust remove that contact name, and reinitiate the approval process.

If any of the preceding prerequisites are not met, thereviewer will not show up on the list of reviewers from whichyou can select for the approval process.

Creating a Reviewer List You can create a list that contains thenames of the names of contacts who are responsible for reviewingcontract documents, and deciding whether to approve them.

See “Link a User Account with a contact” on page 44.

Each contact in the reviewer list must be linked to a user account, or thecontact name will not be available to select for the approver list. Tocreate an approver list, do the following:

1 Make sure that the company is created, the contacts are created, andthe contacts are linked to user accounts.

2 Expand the Project Information folder for the project, and clickCompanies.

3 From the Select an action drop-down list, choose Reviewer Lists.This displays the Reviewer Lists – Project Companies dialog box,shown in the following figure.



4 Click the Add button. This displays the Add Reviewer List dialogbox, shown in the following figure.



5 In the Abbreviation field, enter a unique abbreviation for theapprover list, using up to 12 characters.

6 In the Title field, enter a title for the reviewer4 list, using up to 23characters.

7 Click the Select button in the Contacts (from project) section. Thisdisplays the Select Contacts dialog box, shown in the followingfigure.

8 On the Select Contacts dialog box, click the Contact button, theCompany button, or the Reviewer List button to display the list ofcontacts from which to select the approvers. The following tableexplains the options on this dialog box.

If you chose: Your options are:

Reviewer List You can only add an entire reviewer list, not individualson a list. You can select more than one list. Individualson the lists will be added to the approver list. Select thelist or lists, and then click the Save button.



9 After you finish creating the reviewer list, click the Save andReturn to Menu button on the Add Reviewer List dialog box. Thisdisplays the Reviewer Lists – Project Companies dialog box.

10 On the Reviewer Lists – Project Companies dialog box, click theClose button.

Deleting a document Reviewer List The document Reviewer Listis created at the company level, and can be deleted at any time. To deletethis type of reviewer list, do the following:

1 Expand the Project Information folder for the project, and clickCompanies.

2 Choose Reviewer Lists from the Select an action drop Thisdisplays the Reviewer Lists – Project Companies dialog box.

3 Click the delete link to the right of the approval list that you want todelete.

4 Click Yes when prompted "Do you want to delete Reviewer List<approver list name>?" This displays the Reviewer Lists – ProjectCompanies dialog box.

5 On the Reviewer Lists – Project Companies dialog box, click theClose button.

Company Only the key contact for that company is added to theapprover list if you click the Select link next to thecompany name.

You can expand the Company, and select individualsfrom the Company contact list. You can select Contactsfrom more than one company. If the company is not onthe list of companies, click the Add Company button toadd the company. If a contact is not on the list for acompany, click the add contact link next to thecompany name to add the contact to the list.

Select the company (or companies) or individualcontacts, and then click the Save button.

Contact This lists all contacts from all companies that are linkedto user accounts. Each contact's company name is listedwith the contact. Select the contacts, and then click theSave button. This returns you to the Add Reviewer Listdialog box.

If you chose: Your options are:



See “Overview of the approval process” on page 57.

Setting up the work flow based approval process You set upthe workflow-based approval process when you create one of the typesof documents listed in the Overview of the approval process section ofthis chapter.

To set up the process, do the following:

1 Click the Review Status tab of the Contract document windows,and do the following:

2 Mark the Use Approval Process checkbox to use the workflow-based approval process.

• This will display the fields for the work flow based approvalprocess, and will hide the fields that would be available forversions of Contract Management prior to version 12.0.

• Once you enter all the information for the approval process andclick the Save button, this checkbox will no longer be visible.

• After you save the document using the workflow-basedapproval process, you will not be able to go back and use theapproval fields that were available in Contract Management11.1 and older.

If you have reports that were built against approval datausing the approval fields available in Contract Managementversions 11.1 and older, use the approval fields that wereavailable in Contract Management 11.1 and older to set upthe approval structure. If you use the workflow-basedapproval process, the reports that you built against theapproval data may not work.

The following figure shows the Use Approval Processcheckbox marked, and shows the fields for the approvalprocess. Because there are no reviewers selected, the Initiatebutton is inactive (grayed out).



3 Click the browse button next to the Document Owner field to openthe Select Contact dialog box, and choose the contact responsiblefor this document. This contact is one that is already linked to a useraccount when adding a contact or editing an existing contact. Thisis a required field when using the new approval process.

4 Click the browse button next to the Ball in Court field to open theSelect Contact dialog box to choose a BIC.

5 The Status field lists the status code for the document. This fieldwill change, depending on what action a reviewer designates for adocument.

6 Use the drop-down list next to the Priority field to select thepriority level for this purchase order, which will appear in the BIC’sAction List. Priority can be High, Normal, or Low.

7 Use the drop-down list next to the Workflow field to choose themethod of approval. This can be one of the following:

• Approve in Sequence – Use this when the document must beapproved in the order in which the reviewers are listed under theReview section.

• All must Approve – Use this when every contact listed underthe Review section must approve the document before approvalis final.

• Any can Approve – Use this when any contact listed under theReview section can approve the document and make theapproval final.



8 Click the Add Reviewer button to create the list of reviewers. Thisdisplays the Select Contact dialog box that you use to choose thereviewers.

See “Link a User Account with a contact” on page 44.

• You must already have added the contacts and linked them to auser account. You add contacts when you add companies.

See “Creating a Reviewer List” on page 60.

• You can also select reviewers from an approver list that youpreviously created.

• A reviewer may appear more than once on a review list. This isuseful in cases where an approval process should start and endwith the same reviewer.

9 Click the calendar icon to the right of the Required Start field todisplay a calendar that you can use to select the date on which theapproval process must start.

• Use the arrows on either side of the name of the month to selecta different month.

• Use the arrows on either side of the year to select a differentyear.

10 Click the calendar icon to the right of the Required Finish field todisplay a calendar that you can use to select the date on which theapproval process must end.

• Use the arrows on either side of the name of the month to selecta different month.

• Use the arrows on either side of the year to select a differentyear.

11 After setting up all the information and creating the list ofreviewers, click the Initiate button to start the approval process.Only one of the following can initiate a purchase order:

• The project owner

• The document owner

• A Contract Management administrator

Before clicking the Initiate button, see the Caution note on next page!

Caution: If you click the Initiate button before all fields arecomplete, and all reviewers are listed, you will be unable tomake any changes in this cycle. The Cycle field lists thecycle numbers. You can use the pull down list to pick adifferent cycle to review. This field will be blank until after thefirst cycle is initiated.



Once the review cycle has been initiated, you cannot change the fields inthe Review section, nor add or delete reviewers without doing one of thefollowing:

See “Stopping the approval process” on page 68.

■ Stopping the review process

See “Revoke an approved document” on page 68.

■ Revoking an approved document.

Approving a document If you are the ball in court (BIC) reviewer,do the following to approve the document after reviewing it:

1 Open the document.

2 Click the icon next to your name.

3 On the Review comments dialog box, enter any comments relatedto the document, and then click the approve button.

Once the BIC reviewer approves the document, the BIC status changesdepending on how the document must be approved.

If the approval isset to:

The BIC is:

All Approve Assigned to each reviewer.

If a reviewer approves the document, the BIC status isreplaced by a green checkmark.

If a reviewer rejects the document, the BIC status isreplaced by a red box with an X in it for that reviewer,and is removed from all other reviewers in the list. TheBIC then becomes the document owner.

Any Approve Assigned to each reviewer.

If a reviewer approves the document, the BIC status isreplaced by a green checkmark.

If a reviewer rejects the document, the BIC status isreplaced by a red box with an X in it for that reviewer,and is removed from all other reviewers in the list. TheBIC then becomes the document owner.



Rejecting a document If you are a designated reviewer, you can dothe following to reject the document after reviewing it:


2 Click the icon next your name.

3 On the Review comments dialog box, enter any comments relatedto the document, and then click the Reject button.

See “Begin a new cycle for a rejected document” on page 69.

This returns the document to the state it was in before the approval cyclewas initiated. The cycle must be initiated again to restart the approvalprocess or delete the document.

Stopping the approval process After the approval process hasbeen initiated, and before it has been approved, the project owner, thedocument owner, or a Contract Management administrator can stop theapproval process by doing the following:


2 Click the Stop button.

This returns the document to the state it was in before the approval cyclewas initiated. The cycle must be initiated again to restart the approvalprocess.

Revoke an approved document After a document has beenapproved, the project owner, the document owner, or a ContractManagement administrator can revoke the approval by doing thefollowing:

1 Click on the document name to open the document (do not open itin edit mode).

Approve in Sequence Assigned to the first reviewer in the list.

If a reviewer approves the document, the BIC status isreplaced by the green checkmark, and the BIC passes tothe next reviewer on the list.

If a reviewer rejects the document, the BIC status isreplaced a red box with an X in it for that reviewer. TheBIC then becomes the document owner.

If the approval isset to:

The BIC is:



2 Click the Revoke button.

This returns the document to the state it was in before the approval cyclewas initiated. The cycle must be initiated again to restart the approvalprocess.

Begin a new cycle for a rejected document To begin a newcycle for a rejected document, click the New Cycle button. This buttononly displays when a document has been rejected. You must begin a newcycle in order to delete a document or start a new review cycle.

Deleting an approved or rejected document To delete anapproved document, do the following:


2 Click the Revoke button, and confirm the revocation. This buttononly displays when a document is approved.

3 From the Select an action drop-down list, choose DeleteDocument.

To delete a rejected document, do the following:


2 Click the New Cycle button. This button only displays when adocument is rejected by a reviewer.

3 From the Select an action drop-down list, choose DeleteDocument.



Entering Initial Contract InformationFor details on setting up the Contract log, see the “Managing Contracts and Purchase Orders” chapter.

If you plan to use the module to track costs in change documents orinvoices, set up the Contracts log next. Entering this information enablesyou to connect all subsequent change documents, requisitions, orinvoices with the appropriate contracts, and it simplifies creation ofreports and related correspondence. In the Contract Information folder,click either Contracts - Budgeted or Contracts - Committed (dependingon the type of contract) to open the Contracts log. Click the documenticon in the log to open the contract document window in Edit mode.(Clicking the document’s title opens it in View mode.)



Setting Up Cost Codes and Modifying Cost WorksheetHeadingsFor details about using cost codes, see “Setting Up and Using the Cost Worksheet” on page 235.

If you plan to track project costs in the module, you need to set up costcodes to classify different types of work associated with the project. Asthe project progresses, you can then compare budgeted, committed, andactual costs for each cost code. Developing one set of codes across allprojects at the start ensures that your account structure is complete andconsistent. To set up the Cost Worksheet more quickly, you can copy thecost codes and titles from a similar project in the same database. Right-click on a project, and choose Copy Cost Codes.

For details about customizing column names, see “Customizing Text in Contract Management” on page 101.

You can also modify Cost Worksheet column names (as well as othermodule column names) to match terms you use in your business. Forexample, you may use Revenue rather than Budget. It is recommendedthat you make column name changes at the start of the project, sincethese changes affect all projects within the same database or projectgroup. To change the column titles, right-click on the top-level folderand choose Customize Text.



Creating Submittal Packages and SubmittalsFor details on creating submittals, see the “Managing Submittals” on page 405.

You can easily track submittal review cycles with the module. No matterhow many revisions a submittal goes through, you will always know:

■ Who received the submittal and when they received it

■ Which submittals were approved and which are pending

■ Which submittals are overdue and by what amount of time

■ Who is currently responsible

The module also provides distribution copies, transmittals, and dunningletters.

For more information on submittal packages, see “Adding a Submittal Package” on page 407.

You can group related submittals into packages to help organize them.For example, you can assemble a submittal package for all itemspertaining to a specific supplier, floor of a building, or area of work. Setup packages at the beginning of the project so you already have anorganized structure when you are ready to enter individual items.



Linking with a Project Management Module ScheduleFor details on linking the Contract Management module with a Project Management module schedule, see “Exchanging Contract Management Data with a Project Management Module Schedule” on page 489.

You can link projects scheduled in the Project Management module toContract Management module projects. Once this link is established,you can use activities in Project Management module projects to buildand update Contract Management project data. You can create aconnection from the Contract Management module to any ProjectManagement module project. You can then specify the path and projectname in Contract Management module using the Schedule tab in ProjectSettings.

The link enables you to review dates from a Project Managementmodule schedule from within Contract Management to see howschedule delays or other factors affect a project. Once you specify theproject schedule to link to Contract Management project, you can useearly and actual activity dates from the schedule to update start andfinish dates in Contract Management.


Working with Log and DocumentWindows

Customizing Log and DocumentWindows

Setting Up Dictionaries and Preferences

Maintaining a Contract ManagementDatabase

Printing Logs, Forms, and Reports

Part 2

Working with a Project

In this part

This part explains how to set up log and document

windows, dictionaries, and other options in Contract

Management to your preferences. It also describes how to

change and save the module databases.

Working with Log and Document Windows explains how

to use the log and document windows as well as the

common features for those windows.

Customizing Log and Document Windows discusses how

to modify the workspace and settings to fit your needs.

Setting Up Dictionaries and Preferences explains the

project, dictionary, user, and letters preferences you can

set.

Maintaining a Contract Management Module Database

discusses how to add Microsoft SQL and Oracle

databases, and back up and restore your Contract

Management module databases.

Printing Logs, Forms, and Reports describes how to print

the content of any log or document window and the

predefined reports delivered with the module.

77

This chapter describes common features of

Contract Management, and explains how to

use them. These features include:

■ Adding and deleting documents

■ Using the spelling checker to proof work

■ Filtering, sorting, and groupingdocuments

■ Attaching and viewing files.

In this chapter

Using Log and DocumentWindows

Adding, Editing, and DeletingDocuments

Using the Spelling Checker

Creating, Editing, and AssigningLayouts

Selecting Layouts

Filtering Data in Layouts

Sorting Data in Layouts

Grouping Data in Layouts

Attaching Files and URLs toContract Management Documents

Working with Log and DocumentWindows

78 Part 2: Working with a Project

Using Log and Document WindowsMost functions within Contract Management consist of a log and adocument window. The log window lists the existing documents for thatfunction. The document window, accessed from the log window,contains detailed information about an item grouped into different tabsrelated to the item and also features an Edit mode in which you can add,edit, and delete items.

Use log windows The following example is a typical log windowfrom which you can view a summary of existing documents, or add anew document.

Click to select a layout. Layouts combinefilters, sorts, and groups into one item that youcan apply to logs.

Drag the red bar to the left to split the window sothe columns to the left remain fixed while youscroll through columns to the right of the bar.

Click to adda newdocument.

Click toprint thedefaultreport.

Click the drop-down arrow,select an action to print,import, export, add a newdocument, and so on.

Click to opena documentin edit mode.

Click to open adocument in viewmode, not in editmode.

Click to viewdocument as itwill appearwhen printed.


Working with Log and Document Windows 79

Open a document from a log window You can open a documentfrom a log window in either view mode or in edit mode.

■ To open a document in view mode, click the linked (underlined)descriptive document title listed in the first column of the logwindow. See the preceding figure.

■ To open a document in edit mode, click the document icon to theleft of the title. See the preceding figure.



Adding, Editing, and Deleting DocumentsYou can add documents from most log windows and document windowsby using a variety of techniques. Choose the method you are mostcomfortable with or that is easiest for the function you are performing.

Add a new document or document item Use any of thefollowing methods to add a new document:

■ Click the Add Document button while working in any log window.

■ Click Select an Action, and select Add Document while workingin any log window and most document windows (in View mode).

■ You can also add a document by copying all or part of an existingone, by clicking Select an Action, and choosing GenerateDocument.

The module prompts youto save your changes whenyou exit the documentwindow.

Edit a document Use one of the following methods to edit adocument:

■ Open the document in Edit mode by clicking its document icon inthe log window.

■ Open the document by clicking its linked (underlined) title in thelog window. Click the Edit Document button, or Select an Action,Edit Document.

■ From a log window, scroll to the last column and click Select anAction, Edit Document.

Delete a document To delete a document, do not open the documentin edit mode. Open the document window by clicking the underlineddocument name link, and choose Delete Document from the Select anAction drop-down list. Some document windows contain lists of items,such as the line items in a daily report. You can delete these items byscrolling to the last column and clicking Remove.

When you delete a document from a log window, themodule removes its associated document window and anylinks to issues and attachments.



Using the Spelling CheckerThe module provides a spelling checker so you can detect misspelledwords in documents.

The spelling checker looks for misspelled words using the maindictionary provided and the customizable dictionaries you create. Themain dictionary is comprehensive, but it does not contain proper namesor many specialized words; you can add these words to your userdictionary so that the module can recognize them.

In addition to misspellings, the spelling checker looks for repeatedwords, such as “that that.” The spelling checker does not check single-character words (such as a) or text that does not contain letters (such as75% or 23). The spelling checker also does not enable you to changeinformation in noneditable fields.

Use the spelling checker Open the document for which you wantto check spelling in Edit mode. Click the Spelling button. If the moduledoes not find any mistakes, the spelling checker displays the followingmessage: The Spell check is complete. If it finds a word it does notrecognize, it will provide several options.

Choose the correctoption, and then click

the appropriatebutton.

Click to display the Options dialog. Use thisdialog to customize the spell check function,including adding and deleting words.



For each word the module does not recognize, select one of thefollowing options:

■ To keep the spelling, click Ignore. Click Ignore All to ignore allinstances of the highlighted word.

■ To keep the spelling and add the word to your user dictionary sothat the module recognizes the word the next time, click Add.

■ To change the spelling, type a different spelling or choose asuggestion and then click Change (click Change All to replace alloccurrences of the misspelled word in the current document).

■ To undo a change you made within one field, click Undo.

To customize spelling options, click the Options button in the Spellingdialog box to display the Options dialog box.

To add a word, type the word in the Word field,and then click the Add Word button to add theword to the Custom dictionary. Click the OKbutton when finished.

Mark or unmark the checkboxes in theGeneral section of the Options dialog tocustomize the spell checker options.

Click the word you want to remove, andthen click the Remove Word button. Click

the OK button when finished.



Creating, Editing, and Assigning LayoutsYou can define filter, sort, and group specifications to customize alayout and apply it to a log window. For example, if you use a certaincombination of a sort, filter, and/or group repeatedly, you could create alayout using them and apply that layout to a log window.

Once you create a layout, you can save it and use it again in otherprojects. A layout will appear in the same log window for all projectswithin a database. If you create a layout called Layout1 for theContracts log in project DEMO, Layout1 will appear in the Contractslog in every project in that database

For detailed information on adding layouts, start with the topic Layouts Overview in Help.

Add a new layout To create a layout from a log window:

1 Select Customize Layouts from the Layout drop-down list

2 Click Add to define the layout.

Assigning a layout to a log window

1 In a log window, and click the Layout drop-down list.

2 Select the layout you want to use.

3 Any filter, sort, or group settings specified for the selected layoutwill apply to the log window.

Edit a layout

1 Select Customize Layouts from the Layout drop-down list

2 Click the document icon next to the layout you want to edit. Youcan specify the filter, sort, or grouping to use for the selected layout.

Click to select an existing layoutto apply to the log window.



3 Select the document-related columns you want to show in the logwindow.

4 In the Set Column Properties window, you can adjust the width ofthe columns you choose to display in the log window, select whichcolumns to display totals, and select the position of the Select anAction drop-down list. Click Set Column Properties to adjust thesesettings.

Click to set thecolumnproperties forthe log window.



Selecting LayoutsSet your favorite layouts You can have Contract Management listyour favorite two layouts at the top of the Layout drop-down list.

1 In a log window, select Layout, Customize Layouts.

2 Click Set Favorite Layouts, and select a First Layout and SecondLayout. The selected layouts will appear above all existing layoutsin the list.

Click one of theoptions to create afilter, sort, or group

specification toassign to layouts.

Click to transfer layoutsfrom other databases towhich you have access.

Click the document iconto edit the layout.

Click the Save As icon tocopy the layout and saveit under a different name.



Filtering Data in LayoutsYou can select and rearrange the displayed sequence of a list ofdocuments in a log using Contract Management filter features for alayout.

A filter shows some documents in a log while hiding others, dependingon the options selected. For example, you can assign a filtered layout forthe Contracts log so you see only contracts for which ACMEGC is theFrom Company. The following table defines the valid operators you canuse to define a filter, along with each operator’s meaning.

Apply an existing filter to a layout

1 Open the log window you want to filter, select Customize Layoutsfrom the Layout drop-down list.

2 Click the document icon for the layout you want to edit, or clickAdd to define a new layout. In the Formatting section, select thefilter you want to use.

Condition Description

= Is equal to

<> Not equal to

> Is greater than

>= Is greater than or equal to

< Is less than

<= Is less than or equal to

Is Null Date field does not contain a value

Is Not Null Date field contains a value

OR When one expression or another is true, the row is selected

AND When one expression and another expression is true, the row isselected

NOT Inverse logic; when an expression is false, the row is selected

Is Blank The field is blank

Is Not Blank The field is not blank



3 Click Save and Return to Menu, and click Close. The moduledisplays documents in the list based on the selected filter.

Add a standard (simple) filter If no predefined filter matches yourneeds, you can create your own.

1 Open the log window you want to filter. Choose Layout, CustomizeLayouts.

2 Click Filter.

3 Click Add and specify information about the documents you wantto filter. You can also edit simple filters.

The following example shows only contracts where the To Company isequal to A & S Supply or Electrical Contractors. Click Organize Rowsto rearrange the filter statements. Click Verify to check whether the filteris valid. Click Advanced Filter to build more sophisticated filters. Editor add a new layout in the Customize Layouts window to assign thefilter to a layout.

Once you edit a filter in Advanced mode, the filter cannot bechanged back to the standard format.

Select thefilter you want

to use, andclick Save and

Return toMenu.

Click toreturn totheCustomizeLayouts list.

Click to adda new filter,sort, orgroupingspecification.



Add a complex filter If you require more powerful filters, you cancreate advanced SQL statements by using the Advanced Filter feature;to create a complex filter, click Advanced Filter.

You should only use this feature if you are familiar with SQLstatements.

Type a name forthe new filter.

Select the field,condition, and

value.

Click to add a row tothe bottom of the

list.

Click to view the filtersyntax, which appears inthe Criteria section of theAdvanced Filter window,or to create a complexfilter.



Filtering Schedule Data If Contract Management is linked to aProject Management module schedule, and you want to filter activitiesin the Schedule log (click Schedule in the Project Information folder),remember that Project Management module data is stored in a differentformat than Contract Management data, and the syntax of activitycriteria based on dates differs slightly. Examine the syntax for thesample filters in the Criteria field before you create a new filter for theSchedule log based on dates.

Filtering Tips A filter applies only to the log to which you add it. Forexample, if you create a filter in a contracts log, that filter does not applyto transmittals.

If Contract Management does not list certain documents, remove thefilter, if any, and re-examine the log or document.

Edit the SQLstatement directly in

this field.

Select fields from thelist, and click Insert.

Type a name forthe new filter.



Sorting Data in LayoutsA sort specification changes the order in which documents aredisplayed. For example, you can sort the Contracts log so the modulelists contracts in order of accepted date, starting with the latest date atthe top.

Apply an existing sort specification to a layout ContractManagement includes several predefined sort specifications.

1 Open the log you want to sort, and select Customize Layouts fromthe Layout drop-down list.

2 Click the document icon to edit the selected layout, or click Add todefine a new layout.

3 In the Formatting section, select the sort specification you want touse.

4 Click Save and Return to Menu, and click Close. The modulerearranges documents in the list based on the selected sort specifi-cation.

Add a new sort specification If no predefined sort specificationmatches your needs, you can create your own.

1 In the Project View, open the log you want to sort, and selectCustomize Layouts from the Layout drop-down list.

2 Click Sort.

3 Click Add in the Sort window and specify which fields you want tosort and the order in which you want to sort them. You can sort byas many fields as you want.

4 Edit or add a new layout in the Customize Layouts window toassign the sort to a layout.

In the following specification example, the module sorts the log entriesby balance, in ascending order.



Sorting Tips A sort applies only to the log to which you add it. Forexample, if you create a sort in a contracts log, that sort does not applyto transmittals.

Click the Field drop-down listto select the fields on which

you want to base the sort.

Type a name for the newsort specification.

Click to add a new row.



Grouping Data in LayoutsGrouping enables you to group and display log documents by criteriathat you specify. For example, you can group and display documents byball-in-court, activity ID, package number, or any other available field.You can also apply different background and text colors to header rowsto differentiate sections, and you can create multiple groups.

Apply an existing group to a layout

1 Open the log to which you want to apply a group, and selectCustomize Layouts from the Layout drop-down list.

2 Click the document icon to edit the selected layout, or click Add todefine a new layout.

3 In the Formatting section, select the group specification you want touse.

4 Click Save and Return to Menu, and click Close. The modulerearranges documents in the list based on the group you select.

Add a new group If no predefined group matches your needs, youcan edit an existing one or create your own.

Select the grouping youwant to use, and click

Save and Return toMenu.



1 Open the log for which you want to group its documents. SelectCustomize Layouts from the Layout drop-down list.

2 Click Grouping

3 Click Add in the Grouping window, and type a title for the newgrouping specification.

4 Select the field by which you want to group documents, along withthe colors for the group. You can create multiple groups in a log,with the top group taking precedence and each subsequent grouptaking precedence over any below it.

5 Click Organize Rows to rearrange the grouping rows.

6 To save the specification, click Save and Return to Grouping List.Click Cancel to return to the grouping list without saving anychanges.

Edit or add a new layout in the Customize Layouts window to assign thegrouping to a layout.

Grouping Tips A group applies only to the log to which you add it.For example, if you create a group from the Contracts log, that groupdoes not apply to transmittals.

Select the field,background

color, sort order,and whether tototal the group.

Type a name forthe new group.



Attaching Files and URLs to Contract ManagementDocuments

You can attach files such as word processor documents, graphics, orspreadsheets to any module document. You can then start the applicationin which the attached document was created directly from the module toview or modify the attachment.

Attachments cannot be larger than 750 MB. The systemdisplays an error message if the attachment is larger thanthe limit.

You can attach URLs (Internet addresses) to a module document. You(or a user to whom you sent the document and attachment) can thenclick the URL to open the Web page in your Internet browser.

For information on copying or linking documents from a repository, see “Browsing the Oracle UCM or Microsoft SharePoint Content Repository for Documents” on page 96.

You can attach documents from an Oracle UCM or MicrosoftSharePoint repository. These documents are external to ContractManagement, and are not part of the documents created in ContractManagement.

If you are creating a new transmittal from an existing one, you can alsocopy the attachments from the existing transmittal to the new one.

Attach a file or URL to a Contract Management document1 Open a document from a log window, and click the Attachments

tab.

2 Click Attach File to attach a file to the document, or click AttachURL to attach a Web address.

You can also launch an attached document or URL in its nativeapplication or delete an attachment.



To view an attachment:

1 Click the Attachments tab on a document window.

2 Click the attachment’s underlined title to view the document, orclick the icon next to the document name to edit the attachmentproperties.

To delete an attachment:

1 Click the Attachments tab of the document window.

2 Click the remove link to the right of the attachment you want todelete. When the Detach this file? message displays, click Yes.

Click to attach a URL.Click to attach

Click the Attachmentstab.



Browsing the Oracle UCM or Microsoft SharePointContent Repository for Documents

In addition to attaching documents created in Contract Management,you can browse the Oracle UCM or Microsoft SharePoint repository(depending on which content repository your organization uses) fordocuments to copy or link to Contract Management documents.

The content repository location is configured in the ContractManagement Administration Application. For more information, see theContract Management online help.

The documents you can access are based on the security assigned tothem for the repository. You can then copy the documents (when usingthe Oracle UCM repository), or copy or link a document (when usingthe Microsoft SharePoint repository).

■ For the Oracle UCM repository, a tree structure is built of all thefiles to which you have access.

■ For the SharePoint repository, you must specify the root node in thePrimavera Administrator utility. See the Contract ManagementInstallation Guide for Microsoft SQL Server, or the ContractManagement Installation Guide for Oracle for more informationabout the Primavera Administrator utility.

Attach Document from Repository If your project is set to usethe content repository, you can attach a document from that repository.To do so:

1 Open a document, and click the Attachments tab.

2 Click the Attach from Repository button to open the AttachDocument dialog box. This displays the Attach Document dialogbox.

3 Expand the folder list, and choose the appropriate document. ClickOK when finished. The document will be listed on the Attachmentstab.



This button doesnot display unlessthe administratorsets the Contract

Managementcontent repository

properties in theAdministration

Application.

This is an example of theAttach Document dialog for the

Microsoft SharePoint contentrepository.

These buttons only display whenusing the Microsoft SharePoint

repository. For Oracle UCM, youcan only copy a document.

Expand to display the listof documents in the

repository.

Click to edit attachmentproperties (such as

Subject).

After you click OKon the Attach

Document dialog,the document is

listed on theAttachments tab of

the documentwindow.

Click either to open the document.


99

This chapter explains how to customize

Contract Management to meet the special

needs of your company. You can:

■ Modify titles in the Project View, as wellas log column headings and field labels

■ Customize acronyms and titles ondocuments

■ Create custom fields

■ Add fields to any document using customfields.

In this chapter

Customizing the Project View

Customizing Text in ContractManagement

Choosing Acronyms andDescriptions

Creating User-Defined DocumentTypes

Creating and Using CustomFields

Customizing Log and DocumentWindows


Customizing the Project ViewTo accommodate your work environment, you can change the namesthat Contract Management uses to identify folders and documents, andthe order of the folders in the Project View. For example, you canchange the name of the Contract Information folder to AccountsPayable and include only Purchase Orders, Trends, and PaymentRequisitions. You can then move the Cost Worksheet, Contracts, and theother modules to the Communication, Logs, or Project Informationfolder.

Project View changes are not project-specific; any name changes affectthe entire database and all projects in it. You can edit folder names andthe document order within each folder, change the order of the entireProject View, and move documents between folders. You cannot addnew items to a folder or remove a folder or log from a project.

To change the Project View folder names and sort orders, right-click onthe top-level folder and choose Folders when no project is open.

Click to change the name ofthe selected folder or log.

Click to move the document toanother folder in the Project View

or change the order of a document.

Click to restore ProjectView items to the defaults

distributed with thesoftware.

Click to add a new folderto the Project View.


Customizing Log and Document Windows 101

Customizing Text in Contract ManagementYou can change the names of logs, and customize the text for headingsin log windows and field labels in document windows to match yourcompany’s terminology. For example, in the Cost Worksheet, you maywant the column name Original Budget to display as Revenue.

Customize the text To customize the text, do the following:

1 Right-click on the top-level folder in the Project View, and chooseCustomize Text to edit the text for headings and field labels.

2 Type text in the Search field or click a letter to jump to the fieldsyou would like to edit. Any change made to headings and labelsaffects all projects in the current group. If more than one userchanges the same heading, the module uses the last change made.

Since these changes apply to the entire database, no otherusers can be working in the database when you customizethe text. Right-click on the top-level folder and chooseCurrent Users to ensure that no one else is using thedatabase.

Change thetext labeland clickOK.

Adjust the

width of the

column as

necessary to

accommodate

heading

changes.



3 Click Restore Defaults to return to the default text supplied with themodule. The Print Preview and printed versions of the logs reflectcustomized column names. However, if you print a standard reportor form from either the module or InfoMaker, the default columnheadings are used.



Choosing Acronyms and DescriptionsYou can change the names and acronyms of documents to match yourcompany’s terminology. Right-click on the All Projects top-level folderand choose Document Setup when no project is open.

For example, to change the name of the document window calledCompany to another name, type a new description (such as Vendor),which will then appear at the top of the document window. If youchange the description, the new description will appear in documenttype drop-down lists.

If you want to restore the default names later, refer to the DefaultAcronym and Default Description columns.

Click any item to viewand edit the document

details.

Edit the defaultreport and form

libraries and printfiles associated

with the document.

Click to create documents thatwill appear in logs.

Type the new namefor the document.



Creating User-Defined Document TypesTo add your own document types and reference types in ContractManagement, right-click on the All Projects top-level folder and chooseDocument Setup, when no project is open. Then do one of thefollowing:

■ Click Add Document Type to create new types of change orders,notices, noncompliance notices, proposals, or requests.

■ Click Add Reference Type to create documents you can referencein correspondence sent and correspondence received.

For example, if you want to include a fax as part of a correspondencedocument, define a reference type called FAX, and reference it in theType field in the Source Document section of the correspondencedocument window.



Creating and Using Custom FieldsA custom field is a field that you can add to the Contract Managementdatabase to contain any information you want. You can create and use acustom field to track certain information, perhaps at a client’s request,that is not part of a standard Contract Management module document.

For example, you may be managing a project that consists of threephases. To print reports and sort information by phase, you can create acustom field called PHASE, add it to the document in which you need totrack the phase, and then assign a value to the custom field thatdistinguishes each phase, such as First, Second, or Third.

For more detailed information about custom fields, see Custom Fields Overview in Help.

Add a custom field Make sure no one else is working in the currentgroup (right-click on the top-level folder in the Project View and chooseCurrent Users to display the current users). You cannot add a customfield to a group if any other users are connected to that group. To add thecustom field, do the following:

1 Right-click on the top-level folder in the Project View and chooseCustom Fields.

2 Scroll down and click the module for which you want to view oradd custom fields.

3 Expand the module to which you want to add a custom field. ClickAdd.



4 Click Organize Rows to arrange the order in which you want thecustom fields to appear in documents.

Expand the section to which youare adding this custom field, andclick Add to enter the remaininginformation about the new field

you are adding.

Click the document icon toopen the Custom Field dialog

box to edit the custom field.



When you add a custom field, you add a new field to theContract Management database. Custom fields are adatabase-level feature. A custom field is available to everyproject in that database.

For custom fields to appear in log windows, you must uselayouts. Click Layout, and select Customize Layouts. Clickthe document icon for the layout you want to edit. Choosethe custom fields from the Available Columns list and addthem to the Show These Columns list. After saving thechanges, apply the layout to the log.

Create a dictionary of terms for a custom field You can createa dictionary of terms for custom fields, and can select the module towhich the custom field applies. When you add dictionary definitions tocustom fields, the entries appear when you click Select next to thecustom field in the document window. You can then choose thesedefinitions to apply to the corresponding document. To add dictionaryterms, mark the Dictionary checkbox in the Custom Field dialog box,and click Add in the Dictionary Items section to open the DictionaryItem dialog box.

The Dictionary checkbox on the Custom Field dialog boxwill only be available when the Type field is set to eitherCharacter or Upper. In all other cases, the checkbox isinactive.

Mark the Allow Users to Enter Items Not in the List checkbox toenable users to type definitions directly in the custom fields. Definitionsentered directly are not added to the Custom Field Dictionary.



Click Add to type thedefinition for thecustom field that

appears in the drop-down list.



Use a custom field with a document To use the custom fieldwith a document, do the following:

1 Open a document, then click the Custom Fields tab to display thecustom fields available for the document.

2 Type a value or click Select to choose the custom field definitionyou want to associate with the open document.

For details about creating, modifying, and printing reports, see Printing Logs, Forms, and Reports in Part 2, or refer to Help.

Include custom fields in reports You can include custom fields inreports. For example, using the custom field above, you can create ormodify a report so that it shows only the contracts associated with theFirst Phase of the project.

Open the document youwant to associate with a

custom field.

Assign values for the custom fields you haveassociated with this document type.


111

This chapter describes how to set

configuration options that enable you to

tailor Contract Management to fit your

specific needs. You can:

■ Specify the names used on documentsand the codes used to identify workcategories, roles, and status; settransmittal queue options.

■ Choose whether to use a group orproject-specific company directory.

■ Set requisition preferences and retainagecalculations.

■ Define a schedule link.

■ Establish a Change Managementworkflow.

■ Assign default contacts for specificdocuments.

In this chapter

Defining Dictionaries

Defining Project Dictionaries

Specifying Project Settings

Specifying User Settings

Setting Layout Options

Setting Up Dictionaries andPreferences


Defining DictionariesYou can edit or add codes and categories to existing dictionaries inContract Management. The defined categories and codes of thedictionaries appear throughout the projects in drop-down lists. Right-clickon the top-level folder and choose Dictionaries, to choose from a list ofdatabase-specific dictionaries that enable you to change or add thefollowing:

■ Reason codes that identify the source of a particular change

■ Company roles

■ Equipment types, length of suitable conditions, precipitation, sky,temperature, wind, and weather impact associated with daily reports

■ Bid packages associated with drawings

■ Drawing disciplines used to categorize drawings

■ Phase codes specific to drawing revisions

■ File numbers associated with drawings

■ CSI divisions and purchase types for procurement

■ NAICS codes, accident causes, and dispositions related to safety

■ Specifications codes used to classify work

■ Status codes

■ Submittal categories and types

■ Work impact

■ Various other codes

Right-click the top-level folderin the Project View to access

database-specificdictionaries.


Setting Up Dictionaries and Preferences 113

Edit or add reason codes for Change Management Right-click on the top-level folder in the Project View and chooseDictionaries, Reason Codes. During a project, different participants andfactors inevitably introduce changes that affect project contracts. InChange Management, these codes enable you to identify the reason for achange.

■ Create a new reason code by clicking Add and typing a reason codeand title.

■ Click Delete to remove a reason code from the ContractManagement database.

Change the names of company roles and define new rolesRight-click on the top-level folder in the Project View and chooseDictionaries, Company Roles. Click Add.

You can change role acronyms and descriptions to any values youprefer, but you must select a type from the list in the Type Name field.The module uses types to categorize the role names you create. Thesetypes include owner, supplier, general contractor, and so on.

Codes defined here appearin all projects in the

database.

Click to sortcolumns in

ascending ordescending order.



Add or edit weather conditions and types of equipment usedfor daily reports Right-click on the top-level folder in the ProjectView and choose Dictionaries, Daily Reports, and choose the type ofweather condition or equipment type you want to define to add to theappropriate drop-down list in the Daily Report document window in themodule.

Define the bid packages for drawings Right-click on the top-level folder in the Project View and choose Dictionaries, Drawings, BidPackages. Once the design cycle is finished for architectural drawingson a project, drawings are sent to different contractors to bid on work.

Click to set the order in whichcodes appear in specification

drop-down lists.

Click todelete acompanyrole.

Define categories forLength of SuitableConditions, which

appear in dailyreports.



You can keep track of drawings and their revisions by defining a bidpackage for each contractor, and logging the drawings by bid package inthe Drawings log. You can modify this list if you send additionalcontractors drawings for bid. You can also filter drawings by bidpackage.

Define disciplines for drawings Right-click on the top-levelfolder in the Project View and choose Dictionaries, Drawings,Disciplines. You can categorize drawings in the Drawings and DrawingSets logs by discipline, such as ELECT, MECH, ARCH, and CIVIL.When you define disciplines, keep in mind how your company tracksdrawings throughout a project. These categories can be used to sort,filter, and report drawing information.

The bid package abbreviationcan be up to 15 characters in

length.



Define phase codes for drawing revisions Right-click on thetop-level folder in the Project View and choose Dictionaries, Drawings,Drawing Phases. Drawings are sent out for different purposes duringdifferent phases of the distribution cycle.

For example, Issued for Bid (IFB) or Issued for Construction (IFC)identify the purpose of a drawing sent to project participants. In theDesign cycle, drawings in the Design Development (DESIGN) phaserequire revision cycles similar to submittal review cycles. Predefinedcodes are included for drawing phases, but you can add additional codesto meet your requirements.

For more information about the Drawings and Drawing Sets logs and how disciplines are used, see the Tracking Drawingschapter.

Define drawing file numbers Right-click on the top-level folder inthe Project View and choose Dictionaries, Drawings, File Numbers. Ifyou set up a filing system specifically for drawings, you can add yourfile numbers to this dictionary, and select the appropriate number whenyou log drawings.

The Phase code canbe up to eight

characters in length.



Define paper sizes for drawings Right-click on the top-levelfolder in the Project View and choose Dictionaries, Drawings, PaperSizes. Specify a size code and corresponding measurements for theindividual paper sizes you use for drawings.

The file numberdescription can beup to 23 charactersin length.

Click to set the order inwhich codes appear indrop-down lists.



Define codes used for procurement If you use procurement, youcan create new CSI division codes and purchase types. Right-click onthe top-level folder in the Project View and choose Dictionaries,Procurement, and click the appropriate item for which to create codes.

Define codes used to specify safety concerns andviolations Recording safety violations, concerns, and injuries on thejob site is critical for conforming to OSHA regulations and keepingrecords.

The Safety module enables you to track safety violations and accidents.Right-click on the top-level folder in the Project View and chooseDictionaries, Safety, then click the appropriate safety code to define.You can define categories and codes for accident sources, safetydispositions, violations, and NAICS codes.

Click to open thePurchase Types Detaildialog box in which youcan define newpurchase types toapply to procurement.



For a list of CSI section titles and numbers, see Masterformat/CSI Codes in Help.

Add or edit the specification codes used to classify workRight-click on the top-level folder in the Project View and chooseDictionaries, Specifications Sections. The codes in the SpecificationSections Dictionary classify construction work using the Masterformatcoding system developed by the Construction Specification Institute(CSI). A Specification Code field is available in most documentwindows.

■ Click Organize Rows to set the order in which the codes appear indrop-down lists

■ Click Add, and type a value and description to create a newspecification section.

■ Click Delete to remove a code from the list.



Add or edit status codes The module displays status descriptionvalues in the Status field in various windows. You can change thesecodes and descriptions to match your company standards, and you canadd new codes to the list. Use status codes in documents (such assubmittals and change documents) to identify their status in variousstages of the project.

1 Right-click on the top-level folder in the Project View and chooseDictionaries, Status.

2 Click Add.

3 For each code you add, select a type from the drop-down list in theType Name field, and select a color to represent the status.

4 Click Save and Close.

The module uses these standard types to categorize the code names youcreate.

These codes are used inreports and forms, andare available for sortingand filtering data.



You can delete codes from this list, but you must keep atleast one Approved, Open, Closed, Rejected, and New Itemtype. Only the Description, Color, and Move Below fields areeditable for the New Item status.

Add or edit submittal categories and types Right-click on thetop-level folder in the Project View and choose Dictionaries, Submittal,and select Categories or Types.

To organize submittals, you can define different categories and types.The submittal categories and types you define are available in theCategory and Type drop-down lists in the Submittal document window.

When adding a new code,you must select the type

and color from thepredefined values and

colors available.



Defining Project DictionariesWhen a project is open, you can add or change drawing areas, punch listelevations, and punch list rooms. The items defined in the DrawingAreas and Punch Lists dictionaries appear only in the opened project.

Assign the areas associated with drawings Right-click on aproject in the Project View and choose Dictionaries, Drawing Areas.Drawings typically correspond to specific areas of construction work,such as the reception area in an office building. Areas are useful for ageneral association of which particular drawing or set of drawings isreferenced in construction or design work. These areas help to furthercategorize drawings so you can more easily determine outstandingrequirements in revisions.

Define elevations and rooms for punch lists Right-click on aproject in the Project View and click Dictionaries, Punch Lists, and clickPunch List Elevations or Punch List Rooms. You can define elevationsand rooms that are applied to individual punch list items in the Elevationand Room fields in the Location section of the Punch List Item dialogbox (accessed from a punch list document). Elevations and rooms areproject-specific.

Right-click on a project to

access the project’s

dictionaries.



Add or edit a punchlist item to assign aRoom value.

Click to define rooms toadd to the punchlist.



Specifying Project SettingsTo specify preferences about key participants, contacts, transmittals,contracts/purchase orders, schedules, requisitions, change management,procurement, currency, markup, and attachments, you must have aproject open. Right-click on a project name in the Project View andchoose Project Settings. Settings made here form the basis for how theseareas work as you use them throughout Contract Management. You canset Project Settings for the current project only.



The examples shown on the tabs show the default settingsfor a new project.

The Project Settings dialog box is categorized into the following tabs.

General tab This tab contains the following fields:

■ Name – This is a read-only name for the project. This was set up inthe Administration Application when the project was created.

■ Title – Use this field to enter a title for the project. This is arequired field.

■ Report & Form Location – This is a read-only field that containsthe location where the reports and forms for this project are located.This was set up in the Administration Application.

■ Attachment Name – This is a read-only field that contains thename of the location where attachments are stored.

Details tab Use the Details tab to enter the following details:

■ ID – Enter the name of the project owner.

■ Job Number – Enter a unique abbreviation to identify this job.

■ Project Number – Enter a unique abbreviation to identify thisproject.

■ Location – Enter the address, or other indicator, of the site whereparticipants will perform work on this project.

■ Value – Enter the total amount of this project contract.

■ Status – From the drop-down list, select the status of the project.

■ Description – Use this area to describe the work to be done for thisproject.

Companies tab On the Companies tab, you can indicate whether touse contacts from the project or from the group contact list (a globalcontact list shared by all projects). To do so, click the Switch icon tochoose either Group (database) or Project. You can also use thefollowing check boxes to further define company information:

■ Add Company to Group After Adding To Project – Mark thischeckbox to have new companies automatically added to the groupdatabase when you add them to the project.



■ Update Group When Project Company Edited – Mark thischeck box to have companies automatically updated in the databasewhen you update them in the project.

Key Parties tab On the Key Parties tab, you can specify theinformation for a key contact for the project. The module automaticallydefaults to this company when creating documents.

Use this the fields on this tab to specify the following:

■ Your Company – The key contact for the project. ContractManagement automatically defaults to this company when creatingdocuments. Click the Select Your Company icon to open the SelectCompany dialog box to choose the key company. This field isrequired.

■ Company Role – Click the down arrow and select the role of thiscompany in carrying out the project.

■ Owner – Click the Select Owner icon to open the Select Companydialog box to choose the owner of the property being constructedunder this contract.

■ General Contractor – Click the Select General Contractor icon toopen the Select Company dialog box to choose the generalcontractor.

■ Engineer of Record – Click the Select Engineer of Record icon toopen the Select Company dialog box to choose the leading projectarchitect or engineer. This is a required field.

■ Project Manager – Click the Select Project Manager icon to openthe Select Contact dialog box to specify the contact and companymanaging this project.

If you selectProject, mark thischeckbox to addnew companies tothe databasewhen you addthem to theproject.

Mark this checkbox to update companies inthe database automatically whenever youupdate project companies.

Click to select Group or Project.



■ Submittal Coordinator – Click the Select Submittal Coordinatoricon to open the Select Contact dialog box to specify the contactand company that is to receive and review submittals for thisproject. This is a required field.

■ Estimator – Click the Select Estimator icon to open the SelectContact dialog box to specify the project estimator.

■ Procurement Manager – Click the Select Procurement Managericon to open the Select Contact dialog box to specify the contactwho manages procurement for this project.

Specify document owners On the Default Owners tab, you can setdefault owners for the following documents, and to choose whether touse the workflow-based approval process available in ContractManagement version 12.0 and later.

■ Contract Owner – Click the Select Contract Owner icon to openthe Select Contact dialog box to specify the contract owner for theproject. This owner will be used to populate the Document Ownerfield any time a new contract document is created for the project.

■ Purchase Order Owner – Click the Select Purchase Order Ownericon to open the Select Contact dialog box to specify the PurchaseOrder owner for the project. This owner will be used to populate theDocument Owner field any time a new Purchase Order document iscreated for the project.

■ Requisition Owner – Click the Select Requisition Owner to openthe Select Contact dialog box to specify the Payment Requisitionowner for the project. This owner will be used to populate theDocument Owner field any time a new Payment Requisitiondocument is created for the project.

Click to clear the valuefor the field.

Click Select to choosethe key party for thisproject.

Click to select a valuefor the field.



Pr

■ Request (RFI) Owner – Click the Select Request Owner to openthe Select Contact dialog box to specify the RFI owner for theproject. This owner will be used to populate the Document Ownerfield any time a new RFI document is created for the project.

■ Change Order Owner – Click the Select Change Order icon toopen the Select Contact dialog box to specify the Change Orderowner for the project. This owner will be used to populate theDocument Owner field any time a new change Order document iscreated for the project.

Mark the Use Approval Process to use the Approval Process (availablein Contract Management version 12.0 and later) for documents. If youchoose to use the approval process, you can always disable this featurewhen creating one of the preceding documents. The following figureshows the Default Owners tab of the Project Settings dialog box.

Mark the Use ApprovalProcess to use theApproval Process fordocuments.

imavera - Contract Management


For details on using the Transmittal Queue for distribution lists, see “Compiling a Submittal Distribution List” on page 426.

Communication tab Communication settings determine whetherand how transmittals are placed in the transmittal queue. If more thanone transmittal exists for any contact in the transmittal queue, you cancombine the information from all of them into one transmittal. You canalso update the queue for every contact on your submittal or drawingsets distribution list.

The Transmittal Queue link at the top of the module displays thenumber of transmittals in the Transmittal Queue, if there is at least one.If you update sent dates or distribution information for drawings, thenumber is updated. After you close the Submittal log you can print (orsend) transmittals after they are added to the Transmittal log. To set up adistribution list to send transmittals to specific contacts, click DefineDistribution Lists from the Company log window.

From the Dunning Letter Preferences section of the Communicationtab, you can specify whether to automatically add a dunning letter to theCorrespondence Sent log. To add the dunning letter, mark the AddDunning Letters to Sent Log checkbox. Clear this checkbox if youprefer to add letters manually, or if you do not want to track dunningletters sent in the Correspondence Sent logs.

From the E-mail Integration section of the Communication tab, youcan specify the following:

■ Enable CC for Outgoing e-mail. Choose this to enable a projectmanager to receive a copy of all correspondence sent throughContract Management for a project. If you choose this option, youmust also enter the e-mail address in the CC: e-mail Address field.

Mark to automatically printtransmittals when you add them tothe Transmittal log, then clickCreate from the Transmittal Queue.

Mark to generate a transmittalfor each contact on a submittal

distribution list.

If more than onetransmittal existsper contact, markto combine them.

Mark to update theTransmittal Queueevery time youupdate a submittal.



■ Enable Import of Correspondence Received. Choose this to enablea user to import e-mail into the Correspondence Received Log ondemand.

If you choose to enable the import of Correspondence Received, youwill choose the standard e-mail protocol to use when importing e-mailinto the Correspondence Received Log. This can be one of thefollowing:

■ POP3

■ POP3S

■ IMAP

■ IMAPS

When choosing to import Correspondence Received, specify the nameof the server where the e-mail that you want to import into theCorrespondence Received Log is stored. You will also specify the portnumber of the server where the e-mail that you want to import into theCorrespondence Received Log is stored.

The defaults that will automatically display for each type of Protocolare:

■ POP3: Default port number 110

■ POP3S: Default port number 995

■ IMAP: Default port number 143

■ IMAPS: Default port number 993

Specify the standarde-mail Protocol, ServerName, Port Number inthe E-mail Integrationsection.



When choosing to import Correspondence Received, specify the username and password used to log on to the server where the e-mail thatyou want to import into the correspondence Received Log is stored.

For details on linking to a Project Management module schedule, see “Linking to a Project Management Module Schedule” on page 492, or refer to Contract Management online help.

After you enter all the information to enable import of mail into theCorrespondence Received Log, click the Test Configuration button totest the configuration. This should log on to the e-mail server where thee-mail you want to import resides.

For detailed information on using multicurrency formats, refer to Help.

Currency tab The Currency tab enables you to set the format used inall currency fields throughout your project. For example, if you want touse the British pound as the currency, select British pound as thecurrency format for the project. The currency setting applies only to thecurrent project.

To set the currency used in cost worksheet reports, right-click on the top-level folder in the Project View and clickReporting Currency when no project is selected. SeeReporting Currency dialog box in Help for more information.

■ Project Currency and Code – When you select the currency, thecurrency’s ISO code is automatically selected.

■ Reporting Currency and Code – When you select the currency,the currency’s reference code is automatically selected. Thecurrency used in the multi-project Cost Worksheet report. Forexample, if you have different projects that use different currencies,this feature enables you to convert them all into one unifiedcurrency in the multi-project Cost Worksheet report.

Select the conversionrate.

Choose the amount in which todisplay the currency.

Select the currency touse in the project

Use to convert theproject currency to thereporting currency, orvice-versa.



■ Calculation – Based on the value in the Rate field, you can choosewhether to convert the project currency to the reporting currency, orvice-versa.

■ Rate – The exchange rate to use between the Project Currency andthe Reporting Currency. For example, suppose you are using theBritish Pound as the project currency, and the exchange ratebetween the British Pound and the dollar is 2. However, you maywant to create reports in dollars. You would enter 2 in this field tohave Contract Management convert the project currency (Pounds)into dollars when you create reports.

■ Display Worksheet – Choose the units in which to display thevalues on the cost worksheet only. You can display in standard rate,or in thousands, millions, or billions.

Schedule tab Schedule preferences enable you to specify the ProjectManagement module project you want to link to the project so you canaccess schedule data in most document windows. The module canextract early and actual start and finish dates from the ProjectManagement module project and use them to update dates. You can alsosimply reference the related activity in the specific document window.

To view and use activity schedule dates from a Project Managementproject, you must first specify the path and project name using thissection.

For information on setting Project Management connection information after installing Contract Management, see “Viewing and Modifying Contract Management Settings” in the Contract Management 13.0 Installation and Configuration Guide.

The settings for connecting Contract Management to ProjectManagement are entered during the Contract Management installationprocess. If you need to connect to Project Management after you havealready installed Contract Management, use the PrimaveraAdministrator utility to set the Project Management database settings.After you enter the settings, you must stop the Contract Managementservice and restart it. Then use the fields on this tab to select theSchedule settings.

On this tab:

■ Contract Date – This is the date the contract was signed and/orapproved. You can enter a different date.

■ Proceed Date – This is the date work on the project is to begin. Youcan enter a different date.

■ Completion Date – This is the date by which the project is tofinish. You can enter a different date.



See “Exchanging Contract Management Data with a Project Management Module Schedule” on page 489.

■ Schedule – Use this to select whether to connect to a ProjectManagement schedule. This field is disabled unless ContractManagement is connected to a Project Management moduleschedule.

The following fields appear only if you selected Project ManagementSchedule in the Schedule field.

■ Database – Use this to select the Project Management database toconnect to.

■ Project – Use this to select the Project Management project to linkto.

■ Use Responsibility to Filter Activity Retrieval In DailyReports – Choose this to include Project Management activitieswith early start and/or early finish dates that include the day of theDaily Report, and that are assigned the same Responsibility valueas the Contractor field in the Daily Report document window.

■ Project Start – The project start date.

■ Data Date – This is the last date in Project Management used tocalculate the project schedule.

■ Project Must Finish By – This is the finish no later than date forthe project, if this constraint was imposed on the schedule in ProjectManagement.

■ Early Finish – This is the early finish date calculated when ProjectManagement last scheduled the project.

Contracts/POs tab Contract and purchase order options establishwhether the module assigns unique contract and/or purchase order (PO)numbers to each contract in a project. For example, if unique numbersare used, every contract/PO defaults to a different number. Thispreference is only used to default the contract/PO number, and will notoverride any changes to the contract/PO number.

There are three options on the Contracts/POs tab:

■ Create Unique Contract Numbers per Project – Choose thisoption to assign unique contract numbers to each new contract. Donot choose this option if you want to use the To and From contactsto determine the next available number.



■ Create Unique Purchase Order Numbers per Project – Choosethis option to assign unique Purchase Order numbers to each newcontract. Do not choose this option if you want to use the To andFrom contacts to determine the next available number.

■ Default Invoice Amount to Contract/PO Balance – Choose thisoption to set the Amount column of the invoice using the Contractor Purchase Order balance and to distribute the amount of theinvoice to the Cost Worksheet using cost codes from the associatedContract or Purchase Order.

Procurement tab Mark the Set Classification Goals for Projectcheckbox to enable the DBE (Disadvantaged Business Enterprise),MBE (Minority Business Enterprise), and WBE (Women's BusinessEnterprise) fields. You can then enter percentage values in each field,which will appear in the Classification Goals section of the ProcurementStatistics dialog box. Contract Management then calculates the actualpercentage of awards for each category and compares them to the goalsentered in this section.

Mark to assignuniquecontract/POnumbers toeach newcontract. Clearto use the Toand Fromcontacts todetermine thenext availablenumber.

Mark to automatically set the Amount column of theinvoice using the contract/PO balance and to distributethe amount of the invoice to the Cost Worksheet usingcost codes from the associated contract/PO.

Mark the SetClassificationGoals for ProjectCheckbox toenable thedisplayed fields,then enterpercentagevalues.



Cost Options tab Specify which documents must be fully costed.Mark these checkboxes to force users to distribute costs for changeorders, contracts, invoices, proposals, purchase orders, requisitions, and/or trends in their respective Line Items sections. Users must distributethe full amount to cost codes for the documents checked. There cannotbe a Not Costed amount.

In the Funding Cost Worksheet Section of the Costs Options tab, markthe Show Funding Cost Worksheet Section checkbox to make theFunding Cost Worksheet visible.

In the Contract/Purchase Orders section of the Costs Options tab, youcan choose any or all of the following:

■ Do Not Allow Invoices to Exceed Revised Contract/Purchase OrderValue.

■ Require Contract/Purchase Order Approval Prior to ChangeApproval. This applies both to the approval structure available inContract Management version 11.1 and prior, and to the approvalprocess available in Contract Management version 12.0 and later.

■ Require Contract/Purchase Order Approval Prior to RequisitionCertification. This applies both to the approval structure available inContract Management version 11.1 and prior, and to the approvalprocess available in Contract Management version 12.0 and later.

Requisitions tab The options on this tab determine schedule of valuepreferences and retainage calculations for all requisitions that have notbeen generated from a contract or PO. Set requisition preferences onthis tab for new contracts and purchase orders. To change requisitionpreferences on an existing contract or purchase order:

1 Select the project, and select Contract Information.

2 Navigate to the location of the contract or purchase order, and clickthe name.



3 Choose Cost Options from the Select an Action drop-down list.

You can also specify that values can exceed the budget (scheduledvalue) by marking the Allow the Value in Completed and Stored to Date(column G) to Exceed the Line Item’s Budget in Scheduled Value(column C) checkbox. Mark this checkbox if you want to collectdelivery documents for the requisition schedule of values, since deliveryvalues often cause the sum of the This Period column (Column E) andthe Previous Applications column (Column D) to exceed the value in theScheduled Value column (Column C).

When you generate a new application, to retain costs for materialsstored in the Materials Presently Stored, Not in D or E column (ColumnF) in the Schedule of Values, choose the option to Leave Them in theSame Column in the New Application. If you want to move cost data formaterials stored to Previous Applications (Column D) in the Scheduleof Values, when generating a new application, choose Move Them toPrevious Applications (Column D) in the New Application.

Using leading zeros,specify the first line item

number and theincrement number to

use when the Scheduleof Values is created.

Choose this option tomanually enter the total

retainage in therequisition summary.

Choose to either manually enter the total tax dollar amounton the Requisition Summary tab or manually enter the taxpercentage in the Schedule of Values tab of the requisitionfor the module to calculate the total tax dollar amount basedon the percentages you enter.



For Retainage Calculation, you can choose Calculate the RetainageUsing Summary Percentages. If you prefer to enter summarypercentages for completed work and stored materials in the Summarysection for the requisition, mark the % of Completed Work Until Workis Complete and the % of Stored Materials checkboxes.

You can also specify a maximum contract percent complete value in theComplete field. You must use this option in conjunction with the “% ofCompleted Work Until Work is” option for the module to use thecalculation. For example, to stop calculating retainage once the contractis 50 percent complete, enter 50 in the Complete field and mark the “%of Completed Work Until Work is” checkbox. You cannot edit the TotalRetainage field in the Requisition Summary section of the Requisitiondocument window if you apply this “ceiling” calculation.

If you prefer to use retainage amounts or percentages for each line itemin column I in the Schedule of Values tab, choose Enter Retainage onLine Items. To use the same percentage to calculate retainage for mostline items, type the percentage in the On New Line items, Set theRetainage Rate (Column I) to field. The module automatically entersthis percentage in the Retain % column (Column I) in the Schedule ofValues section for the requisition. For example, if you enter 10 percent,the module enters 10 percent in Column I for every line item. You canthen edit the items that use a different percentage.

Change Management tab Change Management is a workflowprocess that automatically creates the documents necessary to completea change, links those documents for reporting purposes, and updates theCost Worksheet at each step in the workflow according to yourspecifications.

The combination of entries in these fields specifies ChangeManagement preferences for change documents generated through theChange Management process. You can alter these settings anytime, butthe changes will only affect subsequent documents in the changeestimate process.

The Change Management tab enables you to define the relationship, ifany, of committed values to revenue values, and to set up the ChangeManagement process for your work process.



For more information about Change Management, see the Using Change Management chapter, or refer to Help.

Each Estimated, Quoted, Negotiated, and Final Budgeted value andeach Estimated, Quoted, Negotiated, and Final Committed value createsa document that is posted to a user-defined column of the CostWorksheet. Use this tab to choose the document type you want to createand the corresponding cost category column on the Cost Worksheetwhere you want to distribute change amounts.

For the two phases of Change Management (Budgeted and Committed),the document types are:

■ Request for Proposal (RFP)

■ Estimate (EST)

■ Proceed Order (PRO)

■ Change Order (CO)

■ Change Order Request (COR)

You can selectchange orderand proposal

documents forthese fields.

Use thesefields to set

additionalChange

Managementpreferences.



■ Proposed Change Order (PCO)

■ Not Applicable (N/A)

The Cost Type for each of these two phases are:

■ Adjustment

■ Estimated

■ Original

■ Pending

The following table describes the checkboxes and radio buttons thatappear at the end of the Committed phase:

Checkbox or Radio Button: Use for:

Create Transmittal from Estimates Mark this checkbox to automatically add a transmittal queue entry foreach row added for the estimated phase when you click the Add buttonin the Commitments section of the Change Management documentwindow, and then choose Estimated on the Add Commitment Rowpop up menu.

Add Estimates to Sent Log Mark this checkbox to automatically add a correspondence sent entryfor each row added for the estimated phase when you click the Addbutton in the Commitments section of the Change Managementdocument window, and then choose Estimated on the AddCommitment Row pop up menu.

Copy Custom Fields from the PreviousPhase When Starting a New Phase

Mark this checkbox to copy custom fields from the previous ChangeManagement phase to the new phase.

Allow Editing of Previous Phases Mark this checkbox to allow editing of previous Change Managementphases.

Enable Document Creation Outside ofChange Management

Mark this checkbox to allow Change Orders and Proposal documentsto be created directly in the Change Orders or Proposals modules,without having to go through the Change Management module.

Calculate Net Amount of PreviousChanges By: Change Date

Click the Change Date radio button to calculate the net amount ofchanges based on the date of the Change Order. This will calculate thenet amount of all previous changes for all Change Orders that pre-datethe current Change Order and that are associated with the sameContract or Purchase Order.



For detailed information on markup, see “Applying Markup” on page 331 in the Using Change Management chapter. In Help, see Project Settings dialog box, or type markup using the Search or Index features for a list of topics.

Markup tab The Markup tab enables you to set the markuppercentage or amount to apply to change documents. You can create asmany markup categories and values as you need.

Calculate Net Amount of PreviousChanges By: Change Number

Click the Change Number radio button to calculate the net amount ofprevious changes for all Change Orders that precede the currentChange Order and that are associated with the same Contract orPurchase Order.

For example, if you create a new Change Order that becomes the sixthone listed on the Change Orders log window, the Net Amount ofPrevious Changes amount in the sixth Change Order will be calculatedfor all the preceding Change Orders that are associated with the sameContract or Purchase Order.

Checkbox or Radio Button: Use for:

Enter either themarkup percentage

you want to apply tochange documents...

...or enter the markupamount you want to

apply to changedocuments.

For a TargetCost Code,click to selecta cost code towhich youwant to applythe markupvalues.



Click Add Markup to add a new markup row. Click Add Subtotal toadd a subtotal to the change document. The module subtotals themarkup values above this row in the change document and places themhere.

On the Markup tab, you can also select a Source Cost Code, whichenables you to break costs into individual components. Instead of basingmarkup on one lump sum (such as overall cost), you can divide the costinto labor, materials, and bond, and you can apply markup categories toeach of those.

When applying markup, the module calculates the amount to mark upon the Markup for Changes tab of a change order or proposal documentas follows:

■ If a source cost code is used, the applied cost for that row is used asthe amount to apply markup against.

■ If there is no source code, the previous Subtotal amount will bemarked up.

■ If there is no previous Subtotal row, the Document Start row’s TotalCost column will be marked up.

You can use wildcards in the Source Cost Code field. Use a questionmark (?) to replace one letter or an asterisk (*) to replace multipleletters. For example, if you created cost codes A1B and A2B, and youenter A?B, both cost codes will be used. Similarly, if you use A*, allcost codes that begin with A will be selected.

Issues tab Use this tab to link an issue to the project. Click Link toopen the Select Issue dialog box to link an issue. This is the only placeto link an issue to the project, rather than to a specific project document.

Attachments tab Use this tab to attach a file or URL to the project.This is the only place to attach a file or URL to the project, rather than toa specific project document.

Click Attach File to open the Attach File dialog box to add anattachment to this project. Click Attach URL to open the Attach URLdialog box to attach a Web address. You can also launch an attacheddocument or URL in its native application or delete an attachment.

■ Attachment – The name of the attachment associated with thisproject. Click to open the attachment.



■ Subject – The subject of the attachment.

■ Location – The location to which the file is uploaded.

■ Path – The full path to the file.

■ File Size – The size of the attached file.

■ Date Attached – The date the file was attached.

■ Attached By – The user who attached the file.



Specifying User SettingsYou can set personal settings for how you want certain functionsperformed. Right-click on the top-level folder or a project in the ProjectView and choose User Settings. Settings selected here are user-specificper Contract Management server. The module saves the changes foryour user ID and uses them for any workstation which you use to loginto Contract Management.

If you have a direct connection (access) to the location on the serverwhere attachments are stored, mark the I am currently connected to thefile server checkbox under File Server Access. Check with yourContract Management module administrator before changing thissetting.

You can choose how to display anchor links within the module. You canalso change the password you use to log into the module.

Mark to automatically logyour mail.



Setting Layout OptionsUse the Layout Options window to choose how layout titles appear inthe Layout drop-down list in log windows: number and title, title andnumber, or title only. Right-click on the top-level folder in the ProjectView to set layout options.


145

This chapter describes the types of

information in Contract Management

databases. It tells where to find the

information for adding, updating, and

migrating Contract Management databases,

which can contain data common to several

projects.

In this chapter

Adding Contract ManagementDatabases

Maintaining a Contract ManagementDatabase


Adding Contract Management Databases

For details on the sample projects, see the Overview chapter.

A Contract Management database is a file that contains one or moreprojects. Contract Management includes two project databases:CMDEMO.DB and CMPROJ.DB. The default database installed isbased on your installation selection. CMDEMO contains the sampleprojects for this version, but you can add projects to it. CMPROJ.DB isan empty database containing only the information necessary to startusing Contract Management.

A database is sometimes referred to as a “Group” (as in theChange Group dialog box).

Projects in a database share the following information:

■ Companies and contacts. Details about all of the contacts involvedin your projects. For details about adding company information, seeSetting Up the Company Directory in “Planning and Adding aContract Management Project” on page 33.

■ Custom fields. Fields you can add to the Contract Managementdatabase for tracking information that is unique to your companyand projects. For details about adding and using custom fields, seeCreating and Using Custom Fields in “Customizing Log andDocument Windows” on page 99.

■ Cost code definitions. Descriptions of your cost code structure, forreporting purposes, if you are using the Cost Worksheet. For detailsabout cost code definitions, see “Setting Up and Using the CostWorksheet” on page 235.

■ Specification sections, company roles, status, document settings,group-level distribution lists, reason codes, bid packages,disciplines, file numbers, paper sizes, phases, equipment types,length of suitable conditions, sky, precipitation, temperature, wind,weather impact, CSI divisions, purchase types, accident sources,NAICS codes, dispositions, safety violations, submittal categories,submittal types, work impact, alerts, reporting currency, ProjectView names, and reference types. For details about adding and usingthese items, see “Setting Up Dictionaries and Preferences” onpage 111.

Since much of this information is probably the same for your companyacross all databases, It is recommended that you install theCMPROJ.DB file.


Maintaining a Contract Management Database 147

For detailed, step-by-step information for adding, updating, andmigrating databases, see the Oracle Primavera Contract ManagementInstallation and Configuration Guide for Oracle or the OraclePrimavera Contract Management Installation and Configuration Guidefor Microsoft SQL Server.


149

Contract Management provides many

flexible ways to print project data. You can

print any log, the contents of a document

using a predefined form, or a predefined

report or dunning letter. You can also modify

predefined forms, reports, or dunning letters

or create your own using the InfoMaker

report writer included with the software.

This chapter explains the basics of printing

logs, forms, reports, and dunning letters.

In this chapter

Printing Overview

Printing a Log

Printing Forms

Printing Reports

Printing Multi-Project Reports

Printing Dunning Letters

Printing Logs, Forms, and Reports


Printing OverviewIn Contract Management, you can print a copy of any log, print thecontents of a document using a predefined form, or print a predefinedreport or dunning letter. Several multiproject reports are also available toprint data from all projects in your database for the document type.

Depending on your printer designation, you can also print multiple copiesof logs, forms, reports, or dunning letters. This is helpful if you need tosend a copy to several people.


Printing Logs, Forms, and Reports 151

Printing a LogThe logs contain all documents for that module, and columns showinggeneral information about each document.

Print a log Open the log window you want to print, and then click thePrint Report button to print the default report for the log.

Preview and print logs as-is (including selected layouts) by sending thelog to Microsoft Excel, keeping the formatting of the current log layout.Any layouts (grouping, filtering, or sorting) will preview and print as-is.

The Letters module and the Send to Excel functionality arenot supported when using the Firefox Internet browser.

1 Open a log, and choose Send to Excel from the Select an actiondrop-down list.



2 When the log opens in Excel, you can use Excel's functionality toprint the log.

Refer to the Microsoft Excel Help for more information on using Excel.



Printing FormsUse forms to print detailed information from a document, such as atransmittal. You can:

■ Choose a standard form from those included with the module.

■ Use InfoMaker to customize an existing form or create a new form.

Print a specific form

1 Open the document window for which you want to print a form.

2 Click the Print link at the top of the window (or choose AdvancedPrint from the Select an Action drop-down list).

3 Select the form you want to print, and then click the Print button.

The form displays in an Adobe Acrobat pane at the bottom of thewindow, as shown in the example on the following page. An AdobeAcrobat query displays asking you to confirm that you want to print thedocument. Click Yes.

Print the default form To print the default form from the documentwindow:

Click the Print Form button or click Select an Action, Print Form.

Print form example The following shows the dialogs that displaywhen you either choose Advanced Print from the Select an action drop-down list on the document window, or click the Print link at the top ofthe document window, select a form, and then click the Preview button.



Printing ReportsReports usually include information that the module collects frommultiple documents, such as a list of submittals. You can choose astandard report from those included with the module, or you can useInfoMaker to customize an existing report.

Print a report From any log or document window:

1 Choose Advanced Print from the Select an action drop-down list.

2 Choose Reports, select the report to print, and then click Print.

3 Click Print again after the report displays in Adobe PDF format.

To print the default report, click the Print Report button.



Printing Multi-Project ReportsYou can print certain reports that contain data from all projects in afolder for a particular document type. For example, you can list itemsrequired within seven days for all projects, print the Contract loggrouped by project with totals, or print submittals by ball-in-court (BIC)for all projects. Multi-project reporting provides a convenient way foryou to gather all the data you need to assess status, requirements, andoutstanding issues for all projects. Multi-project reports are denoted byan m_ prefix; single project reports are identified with an r_ prefix.

Print a multi-project report In the Project View:

1 Click the top-level folder so that no project is selected.

2 Click the Print link located on the right side of the header.

3 From the drop-down list, choose the log for which you want to printa report, and click Show.

4 Select the report from the list on the right side, and then click Printor Preview.

5 Click Print again after the report displays in Adobe PDF format toprint the report.



Select a log tolist the

predefinedreports for

that documenttype, and then

click Show.



Printing Dunning LettersA dunning letter is a specific type of report used to remind projectparticipants to deliver certain items or perform certain tasks. You canuse the sample dunning letters included with the module, or you cancreate your own using InfoMaker. For example, you can generate adunning letter from a punch list to remind a contact of overdue items.

Print dunning letters From the log or document window:

1 Choose Advanced Print from the Select an Action drop-down list.

2 Choose Dunning Letters, select the appropriate dunning letter, andthen click Print.

3 Click Print again after the letter displays in Adobe PDF format toprint it.

Not all logs and documents contain dunning letters.



Using Print PreviewThe Print Preview function enables you to view a document as it willappear when printed. The document displays in Adobe PDF format.

You can preview a document by clicking the Print Preview button fromthe top level of a function (in this case, it will be the default documentfor the function), or by using the Advanced Print function.

Previewing a document from the top level If you click the PrintPreview button from the top level of a function without selecting adocument, the default document for the function (Notice Log in thefollowing example) displays.

Previewing a document through the Advanced Printfunction From the log or document window:




2 Click the button next to the type of document to preview (Forms,Reports, or Dunning Letters).

3 Choose the document, and click the Preview button.


Sending Contract ManagementDocuments to Other Users

Preparing Transmittals

Recording and TrackingCommunications

Recording Meeting Minutes

Part 3

Communicating ProjectInformation

In this part

Completing a project successfully requires the

cooperation of all the participants. This requires the

clear and continual exchange of information, and the

ability to track communications to avoid costly

misunderstandings. This part describes Contract

Management’s extensive logging and tracking system

for every type of project communication.

Sending Contract Management Module Documents to

Other Users explains how to manage the Inbox, which

enables you to send and receive Contract Management

Module information from other users. Preparing

Transmittals discusses how to prepare transmittal letters.

Recording and Tracking Communications describes how

to use the Correspondence logs, Letters, Phone log,

Notepads, and Notices log in Contract Management to

store information about all other correspondence.

Recording Meeting Minutes, explains how to record

meeting proceedings.

165

Contract Management enables you to

transfer documents electronically between

users to speed and simplify exchanges

between project participants.

Users can use the Inbox feature to exchange

documents with other team members using

the same projects and databases.

This chapter also describes how to enter the

e-mail addresses of your contacts so that you

can use the request notification feature to

notify your contacts with regards to RFIs.

The e-mail addresses you enter can also be

used in conjunction with the Publish Project

and Send PDF feature.

In this chapter

Inbox Overview

Setting Up the Inbox

Entering E-Mail Addresses forContacts

Sending Contract ManagementDocuments to Other Users

166 Part 3: Communicating Project Information

Inbox OverviewThe Contract Management Inbox and related Send to Inbox featureprovide a convenient method for transferring documents electronicallybetween users. Use the Inbox to retrieve documents other users havesent you.

You can open documents from other projects while in the Inbox withoutclosing the project you are currently in; while previewing the document,you can forward it to another user.

The Inbox stores documents sent to you by other users. the moduleautomatically records documents here that are sent by choosing Send toInbox from the Select an Action drop-down. The Inbox displays thelinked name of the document, the date and time sent, the name of thecontact who sent the document, its project, and a comment icon, ifapplicable.

Notes:

■ To open a document, click the document icon (Edit mode) or thedocument’s title (View mode).

■ To forward a document, mark the document’s checkbox and clickForward.

■ To mark a document as read or unread, mark the document’scheckbox and click Mark Read or Mark Unread.

■ To delete a document, mark the document’s checkbox and clickDelete.

■ You cannot manually add a document to the Inbox from the Inbox.

■ You cannot send a document to another user’s Inbox if the user doesnot have access to the document.

■ When the item is deleted from the Inbox, the Inbox record and itscomments are deleted from the database. The actual document(such as a submittal) is not deleted.


Sending Contract Management Documents to Other Users 167

Send documents to users When you send a document to a user, it isequivalent to handing someone a document and asking them to review it.For example, you may want Steve Johnson, the project manager, to reviewthe daily report you just entered for the day. To do this, send the documentto Steve's Inbox. The difference between sending it this way and sending itto users through e-mail is that you are not creating an attachment. You areproviding a link to the actual document in the contact's Inbox. When thecontact opens the document from their Inbox, they are opening the actualdocument.

You can also senddocuments from the logwindow.

To send documents to users:

1 Open the document window for the document you want to send.

1 Choose Send to Inbox from Select an action drop-down list. The Sendto Inbox dialog box opens.

2 Select the recipient of the document in the Send To field.

3 Enter any comments you want attached to the document in theComment field.

4 Click Send.

Select the recipient from a list of users.

Any comments yousend appear as asticky note icon inthe user’s Inbox.

You can assign a prioritylevel to the document.



Setting Up the InboxFollow these basic steps to set up your Inbox.

To change how items appear in your Inbox From the Inboxobject in the Workspace, click Edit.

The Inbox object indicates thenumber of documents for eachpriority level sent to you byother users.

Choose whether toview alldocuments fromall projects ordocuments onlyfrom projectswithin the selectedfolder.

Choose how toorganizedocuments inthe Inbox.


Sending Contract Management Documents to Other Users 169

Entering E-Mail Addresses for ContactsYou must enter e-mail addresses to use the request notification feature.This feature automatically sends an e-mail to the RFI’s Ball in Courtwhen you first enter the RFI. It sends a notification to the Ball in Courtwhen the answer is provided. Your contacts can provide you with theircorrect e-mail addresses. This feature can also send one response toother contacts via the Answer Distribution section.

Any e-mail addressentered here can also beused with the PublishProject and Send PDFfeature.

Enter an e-mail address for a contact

1 In the Project Information folder, click Companies.

2 Click a company name, or its document icon, to open the documentwindow.

3 Click the Contacts tab, and click the contact’s name to open theContact dialog box.

4 In the E-mail Information section, enter the contact's e-mailaddress.

5 Click Save & Close.

Enter an e-mail address to send anotification to the BIC for an RFI.


171

Transmittals are memos or cover letters that

accompany submittals, drawings, and

material samples sent during a project.

This chapter describes how you can

automatically generate transmittals from

most Contract Management module

document types, including submittals,

various change documents, drawings,

contracts and purchase orders (POs), and

requisitions.

The module uses names and addresses from

predefined distribution lists you set up in the

Company Directory so you can prepare

transmittals quickly. You can also attach files

to generated transmittals, such as drawings,

that were attached to the original document.

The module also enables you to quickly

indicate the reason you are sending the

transmittal and the status of the attached

items.

In this chapter

Preparing a New Transmittal

Using Distribution Lists inTransmittals

Copying a Transmittal

Generating Transmittals fromOther Documents

Delivering Transmittals

Preparing Transmittals


Preparing a New TransmittalUse the Transmittal document window to record information about theitems that will accompany a transmittal. In the Communication folder,click Transmittals to open the Transmittals log, and then click the AddDocument button. This displays the window you use to add the newtransmittal.

On the General tab The module supplies the current date and thenext available sequential number, along with your company’sabbreviation and default contact. You can edit these values. Click theSelect To icon to display the Select Contact dialog box, and select thecontact who will receive the transmittal. Click the Select From icon toselect the contact the transmittal was received from.

On the Status tab Click the Ball in Court icon to Select Contactdialog box, and select the contact responsible for the transmittal.

On the Items tab Use the Items tab to list information about thedocuments being sent to the transmittal. Use the Add button to add newdocument information. Information on this tab includes:

■ Item number

■ Copies

■ Date

■ Statue

■ Linked Document

■ Paper Size

■ Description


Preparing Transmittals 173

On the We are sending tab Mark the appropriate checkboxes tospecify what the contents of the transmittal are, such as letters, prints,plans, specifications, and so forth. If none of the available choicesdescribes the item, specify your own description in the Other field. Enterthe number of copies for approval, distribution, or print.

On the Submitted for tab Mark the checkboxes corresponding tothe reasons for the transmittal:

■ Approval

■ As Requested

■ Your Use

■ Review and Comment

On the Sent Via tab Mark the Attached and/or Separate Cover Viacheckboxes to specify how the transmittal contents were sent. If youchoose Separate Cover Via, type the method in the corresponding field.Use the following fields to track an item directly from ContractManagement:

■ Shipping Company – If you want to track the delivery ofsomething sent with the transmittal, select the shipping companyfrom the drop-down list.

■ Tracking Number – Enter the tracking number if you are trackingshipping.

■ Track It – Click to open the selected shipping company's Web sitein another Browser. The tracking number is automatically insertedand tracked.

For example, you receive a call from your electrical contractor claiminghe never got the last set of drawings. You can open the drawing set fromContract Management and find the electrical contractor in theDistributed To tab. You can then open the Transmittal document windowand look at the tracking number and how it was shipped. Click Track Itto immediately tell the contractor when the set arrived and who signedfor it.

On the Actions Taken tab Mark the checkboxes indicating whatactions you are taking, or what actions the recipient must take regardingthe attached contents. Click the calendar icon to select a due date fromthe pop-up calendar.



On the Remarks tab On this tab, enter any additional commentsabout the transmittal.

On the Distributions tab If you want other contacts to receivecopies of the transmittal, Contract Management displays the name,company, fax number, e-mail address, and mailing address informationfor each contact on this tab. Click Add to open the Select Contactsdialog box to choose contacts to whom the transmittal should bedistributed.

On the Details tab Use this tab to enter the following informationabout the transmittal:

■ Reference – Enter information about the document associated withthe transmittal.

■ Additional References – Enter information about any additionaldocuments associated with the transmittal.

■ Contract – Click the Select Contract icon to open the SelectContract dialog box to link a contract to the transmittal.

■ Copies To – Enter the names of contacts receiving copies of thistransmittal.

■ Attention – Contract Management automatically enters the Tocompany's key contact in this field. You can change the recipient byentering a new contact name.

■ Signed – Contract Management automatically enters the Fromcompany's key contact in this field. You can enter a differentcontact name.

On the Issues tab Use this tab to associate any pertinent issues tothe transmittal.

On the Attachments tab Use this tab:

■ Click the Attach Files button to attach files to this transmittal.

■ Click the Attach URL button to attach a URL to this transmittal.

■ Click the Attach from Repository button to attach documentsfrom a document repository. This button does not display unless theadministrator sets Contract Management content managementrepository properties in the Administration Application. If set, youcan attach documents from an Oracle UCM or MicrosoftSharePoint repository.



On the Custom Fields tab This tab only displays when one or morecustom fields has been defined for the module. Each custom fieldassigned to the Transmittals module is shown with applicable values.Custom fields enable you to define additional information about aproject. Define the custom fields by right-clicking on the top-levelfolder (for all projects), and choosing Custom Fields. Custom fieldscannot be defined when any users, other than the Contract Managementadministrator, are logged onto the system.

On the Versions tab Use the Versions tab to maintain a history ofyour document changes. On the Versions tab, you can view and accessprevious versions of the selected Transmittal document, identify whocreated the versions and when the versions were created. You can createand preserve a new version of the document at any stage during aproject.

To create a new version of the current document, choose VersionDocument from the Select an action drop-down list. When you add anew document, this tab only displays when you save your document.

See “Using the Version Documents Feature” on page 477.

You can configure Contract Management to automatically create aversion document each time you save the document. This is described inthe Using the Version Document Feature chapter later in this guide.

Viewing or changing Transmittal details Click each tab in theTransmittal document window to view or change transmittal details.

Click to view or edit addressinformation.

Click to select a different contact.



Use this tab to provide details about the contents of the transmittal.

Click to add newtransmittal items.

View or change the ball in court contact or priority of the transmittal.



Use this tab to communicate whythe transmittal is being sent.

Specify how the transmittalcontents will be sent. If youchoose Separate CoverVia, type the method in thecorresponding field.

Refer to Help fordetailedinformation on theShippingCompany andTracking Numberfields.

Use the checkboxes

on the Actions Taken

tab to indicate which

actions the recipient

should take.

On the Remarks tab,type any additionalcomments pertainingto the transmittal.

Use the Distributions tab todistribute the transmittal toother contacts. See “Using

Distribution Lists inTransmittals” on page 179.

Use theDetails tab torecordadditionalinformationassociatedwith thetransmittal.



Delete a transmittal When you delete a transmittal from theTransmittals log, The module removes its attachments and any links toissues. To delete a transmittal:

1 Open the transmittal document you want to delete in View mode,not in Edit mode.

2 Choose Delete Document from the Select an action drop-down list.

3 Click Yes to confirm.



Using Distribution Lists in TransmittalsUse distribution lists to record the distribution of a transmittal to theappropriate people.

1 On the Transmittals document window, click the Distributions tab,and click Add.

2 From the Select Contacts window, click Distribution List in theOrganize by field.

3 Click Select to choose a distribution list.

4 Click Save to add the distribution list to the transmittal.

When you print transmittals, you can select the option to print a copy forall contacts listed on the Distribution list. Choose Advanced Print fromthe Select an action drop-down list.

Click to remove an individualname from the distribution

list used for this transmittal.

Click to remove allselected contacts.



Select to print theoriginal transmittal along

with a copy for allcontacts listed on the

distribution list.



Copying a TransmittalYou can quickly create a new transmittal from an existing one if bothtransmittals will contain similar information. For example, you maywant to send information from an existing transmittal to a differentcontact, but only the recipient’s address is different. Instead of typingthe information again, you can generate a copy of the existingtransmittal and then modify it.

Generate a transmittal copy In the Transmittals log window:

1 Select the transmittal you want to copy.

2 Click Generate Transmittal from the Select an action drop-downlist.

3 Choose whether to copy the same issues and attachments to the newtransmittal, and then click Finish. The next available number andthe current date are assigned to the new transmittal.



Generating Transmittals from Other DocumentsFor instructions on generating a transmittal from a submittal, see “Producing Transmittals from Submittals” on page 428.

You can generate a transmittal from various change documents,contracts and POs, daily reports, meeting minutes, and requisitions. Anyattachments to the original document can also be attached to thegenerated transmittal. Issues associated with the source document aretransferred to the generated transmittal.

Generate a transmittal from another document From theProject View, open the log window and choose the document fromwhich you want to generate a transmittal. Choose Generate Transmittalfrom the Select an action drop-down list.

For documents that do not have a To and From contact, On the GenerateTransmittal Wizard dialog box, supply the To and From company andcontact information.

For documents that have a To and From contact, the moduleautomatically generates the transmittal and places it in the Transmittalslog. The Reference field identifies the document type from which thetransmittal was generated.



Delivering Transmittals

To e-mail a transmittal tosomeone, open thetransmittal you want tosend, and then click Selectan Action, E-mail form.

When you generate transmittals from submittals, drawings, or revisions,they are placed automatically in the Transmittal Queue. From the queue,you can print the transmittal. Once the transmittal is created, you canalso print, fax, or e-mail it to one or more participants directly from itsdocument window. If you send a transmittal via e-mail, you can markthe Include Attachments checkbox to include any attachments if theyare detected by your mail program.

Display the Transmittal Queue and specify a deliverymethod From a project, select any log, and then click TransmittalQueue at the top of the window.

In either case, the transmittals are added to the Transmittals log.

Select the entriesfor which you wantto create atransmittal andclick Create, orclick Create All tocreate transmittalsfor all items in thelist.



Print, fax, or e-mail a transmittal directly from its documentwindow

1 Open the transmittal that you want to print, fax, or e-mail from theTransmittals log.

2 From the transmittal’s document window, choose Advanced Printfrom the Select an action drop-down list.

3 Choose Forms, Reports, or Dunning Letters.

For more information on the Advanced Print option, see “Printing Logs, Forms, and Reports” on page 149.

4 Choose a form, report, or letter from the list, and then preview,print, or e-mail the document. You can also click Save As to savethe document in CSV or Excel format.

5 Click Close when you are finished.



Transmittal Reports and FormsStandard reports and forms are provided for you to use to printinformation about transmittals. For example, to print the TransmittalLog, do the following:


2 Select the type of report you want to print (Transmittal Log in thisexample).

3 Click Print.


187

This chapter describes how to use Contract

Management communication logs to track

items sent and received during a project,

record telephone calls, save notes, and

manage safety-related documents.

You can record incoming and outgoing

documents in the Correspondence logs, and

create letters in the Letters log in various

fonts and formats.

You can gather and send information using

requests for information (RFIs), notices, and

noncompliance notices, as well as keep track

of important details such as insurance

information, work lists, and reminders using

the Notepads log.

Use the Safety feature to document safety

violation notices, record injuries on the job

site, and conform to federal safety

regulations.

In this chapter

Sending Documents to aCorrespondence Log

Adding CorrespondenceDocuments Manually

Recording Letters

Using Requests for Information

Sending Notices

Sending Noncompliance Notices

Generating a New Document froman Existing One

Documenting Telephone Calls

E-mailing Forms

Importing E-mail into theCorrespondence Received Log

Tracking E-mail Sent ThroughContract Management

Managing Safety Notices andReports

Recording and TrackingCommunications


Sending Documents to a Correspondence LogContract Management Correspondence Received and CorrespondenceSent logs enable you to track all items you receive and send during aproject. Use the Correspondence Sent log to record outgoing documentsand prepare form letters. Use the Correspondence Received log torecord incoming documents, especially those that require follow-up.These logs consolidate incoming and outgoing documents and provide ahistorical reference when you need supporting information, such as in acontract dispute.

Use the Send To command to automatically send an open document to aCorrespondence log, or you can manually create Correspondencedocuments and record the information directly on each appropriate tab.

Send a document Open the document you want to record in theCorrespondence log, and choose Select an Action, Send to Corr Sent (orSend to Corr Rcvd).

If you can select an item in a document window, you can logit as a correspondence document (except from the CostWorksheet).

The module numbers the item sequentially and enters the name of theperson currently logged into Contract Management. Click the Status andLog Information tabs to view the ball-in-court, priority, status, and whoentered the document in the Correspondence log.

Click to send information about the selecteddocument to the Correspondence Sent orReceived log.


Recording and Tracking Communications 189

Any dunning letters you print are automatically recorded in theCorrespondence Sent log. A separate record, or row in the log, is createdfor each contact included on the letter. If you do not want toautomatically record dunning letters, turn off this default preference byclearing the Add Dunning Letters to Sent Log checkbox available on theCommunication tab of the Project Settings dialog box.

View correspondence document items While in View mode,click the Source Document tab, then click the link to open the originalsource document (except for dunning letters) to view the details of aSent item. If you are in Edit Mode, the link is not available.

Use the remaining tabs of the Correspondence document to appendadditional details such as remarks, details, issues, or attachments to thecorrespondence record.

The Manually Entered field indicates whether thisitem was entered manually or sent from a document.

Click the link to view thesource document

(available in View mode).



Enter any remarksassociated with the

correspondence.



Adding Correspondence Documents ManuallyYou can manually add documents that are not included in other logs tothe Correspondence logs.

Add a correspondence document manually From theCommunication folder of the Project View, click Corr. Sent (or Corr.Received), and then click the Add Document button. The module entersthe current date and time, Entered By, Manually Entered (set to Yes),and your company name in the From (or To) field.

Click each tab to enterinformation for the record,including information about thesource document.



Correspondence Reports and FormsStandard reports and forms are provided for you to use to printcorrespondence records. For example, to print the CorrespondenceReceived Log, do the following:

1 Click Select an Action, choose Advanced Print.

2 Select the type of report you want to print (CorrespondenceReceived in this example).

3 Click Print.The following shows the Correspondence Received LogReport.



Recording LettersDuring a project, participants often exchange important informationthrough letters that you may want to record. For example, letters thatoutline contractual obligations or clarify a delay can later function assupporting evidence in a claim. If you have Microsoft Word installed onyour computer, you can use the Letters feature to compose letters torecord information on any topic, such as when you expect a responsefrom the recipient.

If the temp directory exists on a network drive, ContractManagement must be run as a user account and not asystem account.

You can use mixed versions of Microsoft Word with themodule, including versions 2000, 2002, and 2003.

Add a letter From the Communication folder of the Project View,click Letters, and then click the Add Document button.

The module enters the current date, time, log number, and due date (twoweeks from the current date). Click Add to select the To contact for theletter. Click the browse button to choose the From contact.

Click to edit a letter in themodule.

Click tocreate a new

letter.

Click to view a letter.

Click the Wicon to edit a

letter inMicrosoft

Word.



Type a subject and enter the body of the letter. Continue to fill in theremaining fields in each tab of the window as necessary, and then clickSave and Create Letter.

The Issues and Attachments tabs do not appear until theletter has been created in Microsoft Word.

Click Details tab to provideadditional details. Click

Issues or Attachments tabto enter any related issues

or attachments.

Click to openthe letter in

Microsoft Word.

Click to edit this document.



For more details on creating letter templates, see Create Templates for Letters in Help.

Create a letter template If you did not set up your own template forletters, the default template displays in the letter portion of the window.You can select a different template by clicking the drop-down list in theTemplate field when you first create a letter.

To create your own letter template, click Define Templates in the Letterslog window.

Generate a new letter from an existing letter If you need tosend a letter similar or identical to an existing one, you can chooseSelect an Action, Generate Letter. Complete the entries in the window,and then click Finish.



Each generated letter is assigned the next available number, inconsecutive order, in the Letters log.

Save a letter as a separate file Click Modify Document in theLetter document window. The letter is opened in Microsoft Word.Choose File, Save As and then select the drive and folder in which tosave the file, and type a name.

A separateletter is

generated foreach recipient

you add.



Letter Reports and FormsStandard reports and forms are provided for you to use to printletters reports, and forms. For example, to print the Letters report,do the following:


2 Select the type of report you want to print (CorrespondenceLetters in this example).

3 Click Print. The following shows the Letters report.



Using Requests for InformationUse requests for information (RFIs) to enter request and answerdocuments. These requests and the answers they solicit provideadditional information or clarify some aspect of the project, such asprocedures, equipment, and materials.

Add a request for information document

1 From the Communication folder of the Project View, click Requestfor Information.

2 On the Request for Information log window, click the AddDocument button.

3 Enter basic information about the new RFI (the type, who it is toand from, its title, number, and date).

For details on question and answer access rights, see Request for Information/Answer document window in Help.

Enter a question and answer Use the Question and Answer tabsto enter questions, proposed solutions, and answers. You can also createdistribution lists for the questions and answers.

Click the Status tab to viewor select the ball in court,

priority, and status.

To close the request, click Select tochoose the contact closing it, the click

Close and Save.

Select the documenttype.



When you initiate Change Management from an RFI thathas a question and answer, (choose Initiate CM from theSelect an action drop-down list), The question and answerto the Remarks tabs are copied in the Change Managementdocument window.

Add details, drawings, and schedule information to the RFIUse the Details tab to select items associated with the request, such as aspecification item, reference document, contract, architect number,subcontractor, and so on.

Type the question, and thenenter other details about thequestion, if necessary.

Click to copy the contactsfrom the question distributionlist to the answer distributionlist.

Click to open theAdd Distributiondialog box to selectcontacts to whomthe question shouldbe sent.

Click the Answer tab

to view the

resolution for the

RFI.

Click to open the Add

Distribution dialog

box to select the

contacts to whom the

answer should be

sent.

Click to copy thecontacts from thequestion distributionlist to the answerdistribution list.



Click the Schedule tab to see how the resolution to this request forinformation might impact the project schedule. The browse button onlydisplays when Contract Management is connected to the ProjectManagement schedule.

If the RFI was generatedfrom Change

Management, the numberappears here.

Click toappenddrawing

documentsto the RFI.

Click the Scheduletab to view activity

information suchas, start and finishdates and the timechange (total float). The browse button only displays when Contract Management

is connected to the Project Management schedule.



Sending NoticesUse notices to inform project participants of the latest projectdevelopments including changes in condition, bulletins, or changesketches.

Add a notice

1 From the Communication folder of the Project View, chooseNotices.

2 Click the Add Document button.

3 In the Type field, use the drop-down list to specify whether thenotice is a change in condition, bulletin, or change sketch.

4 Use the To drop-down list to select the notice recipient.

5 Use the From drop-down list to select the person who is sending thenotice.

6 The Number and Type are automatically entered. You can changeeither only while adding the notice.

7 Enter a title for the notice.



Click each tab to entermore information, such as

a detailed description.

Click toadd a new

notice.

These fields canonly be set whenyou are creating thenotice.



Sending Noncompliance NoticesUse noncompliance notices to inform project participants of deviationsfrom the contract specifications. For example, the owner might send anoncompliance notice to the general contractor (GC) because of acontract safety and health requirement violation. The GC will thengenerate a noncompliance notice to the appropriate subcontractor. Inmost cases, the recipient will need to respond with brief details ofcorrective actions required/taken.

Add a noncompliance notice

1 From the Communication folder of the Project View, clickNoncompliance Notices.

2 Click the Add Document button.

3 The Type field automatically contains Noncompliance Notice. Youcannot change this.

4 Use the To drop-down list to select the notice recipient.

5 Use the From drop-down list to select the person who is sending thenotice.

6 The number is automatically entered. You can change it only whileadding the noncompliance notice.

7 Enter a title for the notice.



Click the CorrectiveAction tab, type thecorrective action, andsign it.

Click the Description tab,type a description of theproblem, and sign it.

This field can onlybe set when you arecreating thenoncompliancenotice.



Generating a New Document from an Existing OneAlthough you can add documents manually, using the Generate featuresaves time. In addition to reducing data entry by copying data from anexisting document to a new one, generating ensures that the informationin related documents is consistent.

You can generate documents from RFIs, notices, noncompliancenotices, and trends. For example, to generate a change in condition froman existing RFI, do the following:

1 Open the RFI document window, and choose Generate Documentfrom the Select an action drop-down list. From the Type drop-downlist, select Change in condition.

2 Click the Select link next to the To field, and select the contact toreceive the document.

3 Click the Select link next to the From field, and select the contactwho is sending the document.

4 To automatically assign the document number, click Yes.

5 Click the Select link next to the Contract field, and select thecontract associated with the document.

6 On the Remarks tab, enter all pertinent information regarding thenew document.

7 Use the calendar icon to select the required date for the document.

8 Click the Yes button to link the new Change in Condition to thesame issues as the original document was linked to.

9 Click the Yes button to link the new Change in Condition to thesame attachments as the original document was linked to.

10 When you are finished, click the Finish button.

The following figures show all the fields on the Generate Change inCondition document.



Primavera - Contract Contract Management


Writing Notes with NotepadsContract Management module notepads make it easy to track importantdetails, such as comments, work lists, and reminders. Create a differentnotepad for each category of information you need.

Writing notes is a two-step process: first add a notepad that refers to aspecific subject, and then add as many items as you want to thatnotepad.

Add a notepad From the Communication folder of the Project View,click Notepads, and then click the Add Document button. Type a namefor the notepad and a brief description of its subject matter.

Add an item to a notepad On the Notepad Items tab, click Add.The current date is entered and the notepad item is assigned the nextavailable number.

1 Use the calendar icon to choose the Open, Required, and Closeddates as appropriate.

2 Click the browse button to select a Ball in Court.

3 Use the drop-down like lists to choose the Priority and Status.

4 User the Notes section to enter additional information about theNotepad.

5 User the Link button to link any pertinent issues to the Notepad.

6 Use the buttons in the Attachments section to link documents to theNotepad.

This field can onlybe edited whenyou are adding theNotepad. Youcannot edit it onceyou save theNotepad.



7 When you are finished, click Save and Close.

Delete notepad information You can delete an item from anotepad, or delete an entire notepad from the log.

To delete a notepad document, open the document, and then chooseDelete Document Select an action drop-down list. Click Yes whenprompted to confirm the deletion. Any links to issues are also deleted.

This button does notdisplay unless theadministrator setsContract Managementcontent managementrepository properties inthe AdministrationApplication. If set, youcan attach documentsfrom an Oracle UCM orMicrosoft SharePointrepository.



Documenting Telephone CallsProject participants often communicate important project informationvia telephone conversations, such as follow-up calls that clarify workincluded in bid estimates. A Telephone Records log is provided toenable you to document the date, content, and names of personsinvolved in each call.

Documenting a telephone call

1 From the Communication folder of the Project View, clickTelephone Records.

2 Click the Add Document button. The module enters the nextavailable consecutive number.

3 Type a brief subject of the call.

4 Click the browse button next to the To field, and select the contactto whom the call was made. Click the browse button next to theFrom field, and select the contact who made the call.

5 On the Status tab, click the browse button to select the Ball inCourt. Select the Status (the default is Normal).

6 On the Description tab, enter the information about the call.

7 On the Details tab, select the Date, enter the time, and select theContract to which the call pertains.

8 On the Issues tab, click the Link button to open the Select Issuedialog box, and select any pertinent issues.

9 On the Attachments tab, use the Attach File, Attach fromRepository, and Attach URL buttons to attach pertinent documentsor URLs.

The Attach from Repository button does not display unlessthe administrator sets Contract Management contentmanagement repository properties in the AdministrationApplication. If set, you can attach documents from anOracle UCM or Microsoft SharePoint repository.

10 Click Save when finished.



This button does not display unless theadministrator sets Contract Management contentmanagement repository properties in theAdministration Application. If set, you can attachdocuments from an Oracle UCM or MicrosoftSharePoint repository.

Click the browsebuttons to selectthe To contact andthe From contact.

Enter a descriptionof the telephone

call.



E-mailing FormsIt is possible to e-mail any document generated within ContractManagement. provided that you properly set up that functionality. Thisrequires that the SMTP Server be properly configured within ContractManagement. This is done during installation, or can be done byrunning Contract Management Utilities, choosing Server Config, andentering the proper server when prompted.

You can e-mail document windows as forms in PDF files, as well as alink back to the actual Contract Management module document usingthe E-mail dialog box. From a document window, choose E-Mail Form(E-Mail Letter from the Letter document window) from the Select anaction drop-down list.

When the recipients receive the e-mail, they can either open the PDF todisplay the form (or DOC file if it is a letter), or click the link to openthe document window.

Click to select arecipient for the e-mail.

Enter a subject andany remarks.

Mark this checkbox tosend any attachments in

the e-mail.

Click to send the e-mail.



Click to open the Contract Management document window in ContractManagement module.



Importing E-mail into the Correspondence ReceivedLog

Overview In Contract Management 12.1 and later, users can import e-mail from an external e-mail mailbox into the Correspondence ReceivedLog. In order to do this, the Contract Management administrator mustalter the project settings on Project Settings dialog box for the project toenable this feature. Once the feature is enabled in the Project Settings,you can then import e-mail into the Correspondence Received Log file.

Enable e-mail import To enable e-mail import you must haveadministrative rights to the project, and then do the following:

1 Log on to Contract Management, right-click on the name of theproject for which you want to import e-mail, and click ProjectSettings.

2 On the Project Settings dialog box, click the Communications tab.

3 Mark the Enable Import of Correspondence Received checkbox.

4 From the Protocol drop-down list, choose one of the following e-mail protocols:

• POP3

• POP3S

• IMAP

• IMAPS

5 In the Server Name field, enter the name of the server on which thee-mail that you want to import is stored.

6 The Port Number field will automatically show the correspondingdefault value for the Protocol you selected in step 4. Default valuesare:

• For POP3, the default port number is 110.

• For POP3S, the default port number is 995.

• For IMAP, the default port number is 143.

• For IMAPS, the default port number is 993.

7 In the Server Name field, enter the name of the server where the e-mail that you want to import into the Correspondence Received Logis stored.



8 In the Password field, enter the password used to log on to theserver where the e-mail that you want to import into theCorrespondence Received Log is stored.

9 After you enter all the information, click the Test Connectionbutton. If the connection is correctly set up, you should see thefollowing message:

"E-mail connection successful."

The following figure shows the E-mail Integration section of theCommunication tab on the Project Settings dialog box (with informationentered in the fields):

Importing the e-mail into the Correspondence ReceivedLog

After you correctly set up the project settings to enable e-mail import,do the following to actually import the e-mail:

1 Under the project, click the Communication tab, and then clickCorr. Received to display the Correspondence Received log.

2 Choose Import E-mail from the Select an action drop-down list.



3 The e-mail will be displayed with the subject formatted as:

"e-mail:<email subject name>."

Each e-mail is only imported once. The next time youimport e-mail, only the e-mail received since the last importwill be retrieved.



Tracking E-mail Sent Through Contract ManagementOverview

See “E-mailing Forms” on page 211.

It is possible to e-mail any document generated within ContractManagement. opening the document, provided that you properly set upthat functionality. However, until Contract Management version 12.0,there was no way for anybody to track what forms or letters were beingemailed or to whom.

With Contract Management version 12.0 and later, by enabling theEnable CC: for Outgoing e-mail feature one person can receive a copyof all e-mail sent through Contract Management. In order to do this, theContract Management administrator must alter the project settings onProject Settings dialog box for the project to enable this feature.

Enable CC: for Outgoing e-mail

To enable CC: for outgoing e-mail you must have administrative rightsto the project, and then do the following:

1 Log on to Contract Management, right-click on the name of theproject for which you want to use the CC: feature to track outgoinge-mail, and click Project Settings.

2 On the Project Settings dialog box, click the Communications tab.

3 Mark the Enable CC: for Outgoing e-mail checkbox.

4 In the CC: e-mail Address field, enter the e-mail address of theperson who should receive a copy of every form or letter sentthrough Contract Management for a particular project.

5 Click the Save button.

To change the person who should receive copies of all e-mails, simply repeat steps 1 through 5 of the precedingprocedure.

The following figure shows the fields properly filled out for both CC:for Outgoing e-mail and for Enable Import of CorrespondenceReceived.



Managing Safety Notices and ReportsUse the Safety Notices and Reports feature to record information aboutsafety violations, injuries, illnesses, and to keep records for federalregulations such as Occupational Safety & Health Administration(OSHA).

The Safety notices and reports address the following areas:

Injury or illness reports Fill out these reports each time there is anaccident, injury or illness at a site. You can also record “near miss”items, and use them for training to help prevent future mishaps. Also,once an injury or illness report is recorded, you can send e-mail to adistribution list to inform contacts what is documented.

Safety violation notices You can create and print out a safety noticeto inform a vendor of a potential hazard, and e-mail it to contacts in adistribution list.

Federal reporting requirements The safety notices and reportssatisfy OSHA's 300, 300a, and 301 federal reporting requirements.Individual states may have additional requirements. It is up to you to beaware of these regulations. You can print the forms required by OSHA.Any company with more than 10 employees is required to trackinformation for OSHA.

Form 301 is one of the first forms a company must fill out when aninjury or illness has occurred. This form, along with forms 300 and 300a(300 Summary), helps the employer and OSHA develop a picture of theextent and severity of work-related incidents. According to public law910596, form 301 must be kept on file for five years following anincident.

Form 300 is the log of work related injuries and illnesses. Companiesmust complete form 300 for every work-related illness or injury. Oneform is required for each person involved.

Form 300a is required to be posted at the workplace from February 1 toApril 30 of the year following the one covered on the form. Allemployees and former employees are entitled to review Form 300entries in their entirety upon request as part of OSHA’s record keepingrules.



Create a safety notice In the Communication folder, click Safety,and then click the Add Document button. In the Safety Violationdocument window, the new safety notice is assigned the next availablenumber and the current date is entered.

Viewing or changing safety notice details

1 Click the Status tab to view or change the ball in court contact,priority, status, and so on of the safety document.

2 Use the Employee tab to enter information about the employee.

Edit the Type,To, From,Number, andTitle fields asnecessary.



3 Use the Details tab to view the project manager to whom the safetyviolation pertains to, and any associated fine levied against thecompany.

4 Use the Distribution List tab to record the names of contacts whoshould receive a copy of the safety violation notice.

5 The Actions Taken tab keeps historical records of changes made tothe safety notice. Any changes made to fields in this noticecorresponding to the columns on this tab will add a new row. Thistab is not editable. You can view the row by clicking Select andAction, View.

6 On the Attachments tab, use the Attach File, Attach fromRepository, and Attach URL buttons to attach pertinent documentsor URLs.

The Attach from Repository button does not display unlessthe administrator sets Contract Management contentmanagement repository properties in the AdministrationApplication. If set, you can attach documents from anOracle UCM or Microsoft SharePoint repository.

Enter a description of the incident.

On the Injury or Illness tab,record details of any injury orillness that occurred.



7 Click Save when finished. If you make any changes to the SafetyNotice, click Save at the bottom of the document window.

If an Injury or Illness Report is being generated, the CaseNumber is incremented automatically.

Generate a safety notice based on an existing one Safetynotices often contain similar information. To reduce data entry time, usethe Generate Document feature to create a copy of a safety notice, andthen edit the copy to reflect any differences.

1 From the safety notice you want to copy, choose GenerateDocument from the Select an action drop-down list.

2 Choose which sections to copy to the new safety notice, and thenclick Finish to create the new safety notice.


223

Every project includes a number of meetings

used to discuss progress and delays and to

clarify specifications or designs. This

chapter shows you how to use Contract

Management to record the details of every

meeting: the attendees, discussion items,

decisions, and persons responsible for action

items.

Once you record meeting minutes, you can

easily locate any detail about a meeting and

create an agenda for the next meeting by

generating unresolved items forward.

In this chapter

Adding a Meeting

Approving Meeting Minutes

Producing an Agenda from theMinutes of the Last Meeting

Using the Advanced PrintFunction

Recording Meeting Minutes


Adding a MeetingUse the Meeting Minutes module to record all pertinent informationabout a meeting, such as attendees and business items.

Add a meeting In the Communication folder, click Meeting Minutesto open the Meeting Minutes log window.

On the General tab Enter the subject of the meeting. ContractManagement automatically places a number in the Number field. Youcan change this number if necessary.

On the Status tab Click the Select in the Ball in Court icon to selectthe contact responsible for acting on this meeting. Select the prioritylevel for this meeting, which will appear in the coordinator’s ActionList.

Click to create a new Meeting Minutes document.

Type the subject.You can change

the MeetingNumber if

necessary.Click Save.


Recording Meeting Minutes 225

See “Approving Meeting Minutes” on page 230.

Other fields on this tab are used for approving meeting minutes. Thisprocess is described in the “Approving Meeting Minutes” section laterin this chapter.

On the This Meeting tab Use the calendar icon next to the Datefield to select the meeting date. This is a required field.

1 Use the Time and the Location fields enter the information aboutthe meeting time and location.

2 Click Select next to the Coordinator field to select the meetingcoordinator.

3 Click Select next to the Contract field to select the contract thatapplies to the meeting.

4 If you initiate Change Management from this meeting minute, Contract Management displays the Change Management document number in the Change Management Number field.

5 When you click the This Meeting tab, the Latest checkbox ismarked to indicate that this meeting minute document describes thelatest meeting.



Add a business item

1 On the Business Items tab of the Meeting Minutes documentwindow, click Add. The item is assigned the next available number.You can change this number at this time.

2 Click the browse button next to the Ball in Court field, and selectthe BIC.

3 Use the drop-down lists next to the Status and Priority fields toselect the appropriate values.

4 Type a description of the item.

5 Use the calendar icons next to the Due, Started, and Completedfields to select the appropriate dates for these fields.

6 Click the browse button next to the Activity ID field to select theProject Management activity. This button only appears whenContract Management is connected to the Project Managementschedule. If it is not, enter an activity ID manually.

7 Use the Issues and Attachments sections to link any issues, or toattach any appropriate documents or URLs to the Business Item.

8 When you are finished adding items, click Save. The new item isadded to the bottom of the list.

When you clickthe MeetingMinutes Log

link, themodule marks

the LatestMeeting

checkbox inthe log,

indicating thatthis is the most

recentmeeting.



This button onlydisplays whenContractManagement isconnected to theProjectManagementschedule. If it isnot, enter theActivity IDmanually.

This button does not display unless the administrator sets ContractManagement content management repository properties in theAdministration Application. If set, you can attach documents from an OracleUCM or Microsoft SharePoint repository.



For details on listing primary contacts, see Setting Up the Company Directory in the Planning and Adding a Contract Management Module Project chapter.

Add an attendee

1 On the Attendees tab of the Meeting Minutes document window,click Add.

2 Click the Select button to open the Select Contacts dialog.

a) Click Select next to the company names you want, and then clickSave. The module automatically fills in the initials and companyname of the key contact in the Company Directory.

b) When finished adding attendees, click Save in the Add Attendeesdialog box.

Link meeting minutes to issues Click the Issues tab on theMeeting Minutes document window to link meeting minutes topreviously identified issues. You can also link business items to issuesby scrolling to the Issues section of the Business Item dialog box.

Attach relevant files to Meeting Minutes Use the Attachmentstab to easily attach associated documents to your meeting minutes, suchas drawings, pictures, or text files. You can also attach documents froman Oracle UCM or Microsoft SharePoint repository if the ContractManagement administrator set up this functionality in the ContentManagement section of Administration Application.

Click to open the SelectIssue dialog box to linkan issue to the Meeting

Minutes document.



This button does not display unless the administrator sets ContractManagement content management repository properties in theAdministration Application. If set, you can attach documents from an OracleUCM or Microsoft SharePoint repository.



Approving Meeting MinutesMeeting Minutes are generally approved after sending the document tothe attendees and getting their comments. To approve minutes:

1 Click the Status tab.

2 Select a contact in the Approved by field, and then click Approveand Save. The Approved field displays Yes indicating that themeeting minutes are approved.

2. Click Approve and Save after entering the Approved Byinformation to approve the meeting minutes document.

1. Select the contact whoapproved the meetingminutes, and the date ofapproval.



Producing an Agenda from the Minutes of the LastMeeting

During a project, meetings are often held at regular intervals; the samepeople attend and the agenda contains the open items from the previousmeeting. You can create a new meeting minutes entry by copying thepertinent information from the minutes of the last meeting.

Copy meeting minutes information From the Meeting Minuteslog window, open the meeting document containing the information youwant to copy. From the Select an Action drop-down, choose GenerateDocument.

You can print this new document and use it as an instant agenda. Afterthe meeting, update the record with any new information.

■ Business items with an Approved or Closed status are not copied.

■ All New, Open, and Old business items are carried forward, andtheir status changes to Old. Business items with an Approved orClosed status are not copied.

■ All attendee information in entered in the Attendees tab. You canedit this list.

■ The newly generated meeting is marked as the latest meeting.

Select a date for thenew meeting.

Choose whether to linkthe new meeting

document to the sameissues and attachments

as the original document.



Using the Advanced Print FunctionSee “Printing Logs, Forms, and Reports”

After you enter the minutes for a meeting, you can print copies anddistribute them to the attendees to remind them of their responsibilities.Standard reports, forms, and dunning letters are provided for you to useto print the meeting minutes.

Select the Meeting Minutes to View or Print

To select Meeting Minutes to view or print, do the following:

1 Open the project, and expand the Communications folder.

2 Click Meeting Minutes.

3 Click the meeting minutes you want to view or print.

4 Click Print at the top right of the screen.

5 On the Print dialog box, click the button next to the type ofdocument you want to print (for example, Reports).

6 Choose the document from the list of documents in the box.


Setting Up and Using the CostWorksheet

Managing Contracts and PurchaseOrders

Using Trends

Preparing Requisitions for Payment

Recording Invoices

Using Change Management

Entering Change Orders and Proposalswithout Using Change Management

Using Procurement

Creating and Tracking Issues

Part 4Working with Contracts,Project Costs, and Changes

In this part

This part contains information about using Contract

Management module to help you manage your contracts,

purchase orders (POs), requisitions, invoices, changes,

and other cost-related documents.

Read the chapters in this part to learn how to set up and

use the Cost Worksheet to track budgeted and committed

costs; create lump sum and unit price contracts and POs;

use trends to track possible cost increases; and record

billing information in requisitions and invoices.

You will also learn how to manage complex changes

using the Change Management process, use procurement

for tracking bids on labor and materials, and use issues to

cross-reference and link documents throughout Contract

Management module so you can retrieve them quickly.

235

Keeping track of a budget, the amount

actually spent, and the amount the original

budget has increased (through changes, for

example)—is important to the success of any

project.

The Cost Worksheet provides a central

location where you can collect and track

commitments, budget, and actual

information and quickly check the financial

status of your project. You can adapt

standard cost codes or create your own to

help track and report different types of costs.

This chapter explains how to set up the Cost

Worksheet, how to distribute costs from

different documents, and how to interpret

information in the Cost Worksheet.

In this chapter

How Costs are Tracked

Items the Cost Worksheet Tracks

Adding Cost Codes

Adding Cost Code Definitions

Copying Cost Codes and Titles

Distributing Costs to the CostWorksheet

Distributing Costs Using ChangeManagement

Getting the Information You Needfrom the Cost Worksheet

Using the Custom CostWorksheet Section

Setting Up and Using the CostWorksheet

236 Part 4: Working with Contracts, Project Costs, and Changes

How Costs are TrackedThe Cost Worksheet tracks costs distributed from contracts, purchaseorders (POs), invoices, requisitions, proposals, trends, and changes. Usethe Cost Worksheet to closely track budgeted costs, committed costs,actual expenditures, and budget revisions caused by changes. You canalso track costs associated with the documents you defined for yourChange Management work process and see how pending cost changesaffect the Cost Worksheet as they occur.

Using the Cost Worksheet is optional: you can use the costdocuments listed above independently. However, if youcollect cost information in the Cost Worksheet, use it with allof your cost-related documents.

The rest of this chapter shows you how to set up the Cost Worksheet,update it, and review the financial information that’s important to you.

Committed Actuals

COST WORKSHEETContract

TOTAL $1,000,000

Invoice

TOTAL $50,000

Change

TOTAL $250,000

$1,000,000 $250,000$50,000

Bottom Line

$1,200,000

Changes


Setting Up and Using the Cost Worksheet 237

Items the Cost Worksheet TracksThe Cost Worksheet tracks four categories of cost information:

■ Estimated includes the procurement estimate, buyout, purchasingbuyout, original estimate, estimate accuracy, and estimated grossprofit.

■ Budgeted includes the original budgeted amount, approvedrevisions to the budget, revised budget amount, pending budgetrevisions, estimated budget revisions, manual adjustments to thebudget, and the projected budget.

■ Committed includes the original commitment amount, approvedrevisions to committed costs, the revised commitment, pendingrevisions to committed costs, estimated revisions to committedcosts, the adjusted commitment, and the projected commitment.

■ Actuals include money you have paid and money you havereceived.

■ Variance is the difference between your budgeted and committedcosts. Variance includes original variance, approved variance,pending variance, projected variance, budget percent, andcommitment percent.

You can use the Order Code field to vary the sort order of your CostWorksheet from the cost code order.

The chart on the following page shows the main categories of the CostWorksheet and their subcategories. The bullets indicate where themodule places money in the Cost Worksheet when you distribute anamount from a contract, PO, invoice, requisition, trend, change order, orproposed change order.



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*If Contract/PO is distributed to Committed†If Contract amount is distributed to Budgeted‡If Contract is distributed to Funding

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Adding Cost CodesUse cost codes to break down costs in the Cost Worksheet. Cost codesare similar to categories in a checkbook. For example, if your mortgagepayment is $1,000 a month, $400 may apply to principal and $600 tointerest. When you record the $1,000 payment in your check register,you may distribute it to principal and interest categories for taxreporting purposes.

Similarly, you may have a lump sum contract for $50,000, of which$25,000 is for rough carpentry and $25,000 is for finish carpentry. Totrack each carpentry cost separately in the Cost Worksheet, create twocodes, Rough and Finish, and distribute $25,000 to each.

You must create cost codes before you can distribute costs to the CostWorksheet. Consider building meaning into the cost codes. For example,some companies base their cost codes on standard CSI codes.

Add a cost code Click Cost Worksheet in the Contract Informationfolder. Click the Add Cost Code button to open the Cost Worksheetdialog box. Type a cost code and a title. Enter an order code if you wantto manually sort the cost codes in the Cost Worksheet log window. Theorder code should correspond to the desired order in the list. Thedescription area can be used to further describe the cost code. Choose tosave and close the window or save and add another cost code.

You can create cost codes up to 30 characters; they canconsist of any combination of letters, numbers, and specialcharacters. You cannot add a cost code named Not Costed.



Once a cost code is saved, you must have administratorprivileges to edit it.

Click Add Cost Code from the CostWorksheet to create cost codes.



To delete a cost code from the Cost Worksheet, select the cost code, andthen choose Delete Cost Code from the Select an action drop-down list.

Select a cost code line item in the Cost Worksheetlog window to display the Cost Worksheet documentwindow, as shown here.



Adding Cost Code DefinitionsCost code definitions enable you to sort and display cost informationflexibly in custom reports. For example, if the cost code 06 100 Drepresents direct costs (D) related to rough carpentry (CSI division 06100), you need to define this meaning.

You can use up to 30characters for each costcode.

Add a cost code definition Right-click on the top-level folder (AllProjects by default), from the Project View and choose Cost CodeDefinitions. In the Cost Code Definitions dialog box, define your costcodes by entering a name representing a portion of the code, adescription of what that portion of the cost code represents, the positionwhere that portion begins in the cost code, and the length of that portionof the code.

In the following example, the first section of the cost code definition,DIVI, (which represents the CSI division) takes up two characters of thecode, followed by a space (which is why the next second section starts at4), and is succeeded by the five-character specification section, followedby a space (which is why the third section starts at 10), and then the one-letter cost category.

The cost codes for thisproject consist of a CSIdivision, a CSIsubdivision, and a costcategory (to track direct,indirect, and vendorcosts, for example).

Click adocument iconto enter values

for eachcomponent ofthe cost code.



To define cost code definitions, you must be the only userlogged into Contract Management. All other users must belogged out.

When you add a cost code, you can refer to the definitions created hereto properly format the complete cost code.

Breaking down cost codes enables you to use the definitions tocustomize cost reports by filtering, sorting, and grouping on any part ofyour definition. For example, the single-character CATG cost code inthe preceding example creates a report containing all cost codes that arenot Overhead, sorted by cost code and grouped within their categories,with the title for the category from the cost code definitions printedabove each section.



Copying Cost Codes and TitlesCopying the cost codes and titles from one project to another in thesame database makes it easy to create closely related or similar projects.Specify the From and To projects and which codes you want to transfer.

You cannot copy cost codes to a project that has existingcost codes.

For information about importing cost codes from other applications, see “Exchanging Contract Management Module Data with Other Applications.”

Copy cost codes and titles

1 In the Project View, right-click on the project to which you want tocopy codes and choose Copy Cost Codes.

2 Select the project from which you want to copy codes.

3 Select a specific cost code then click Add, or click Add All to copyall the cost codes from one project to another.

4 Choose Remove or Remove All if you change your mind aboutwhich codes to copy from one project to another. You cannotremove an existing cost code from the “Copy To” project.

Open the project to which you copied the cost codes, and then open theCost Worksheet to view the copied information. Cost codes and titlesare copied to the project without any of the distributions.

Click to display a list ofprojects from which to

copy codes.



Distributing Costs to the Cost WorksheetTo break down the value of a contract, PO, invoice, requisition, trend,proposal, or change, distribute the associated costs to one or more costcodes in the Cost Worksheet. This section uses a contract as an exampleof how to distribute costs; follow the same procedure to distribute costsfor any other documents.

Distribute costs

1 Open the document window for the contract for which you want todistribute costs, and click the Line Items tab.

2 Click either Add Lump Sum or Add Unit Price.

3 Type the amount to distribute in the Lump Amount or Unit Pricefield.

4 Scroll down to the Costing section and click Add to select the costcode to which to distribute costs. Add as many cost codes asnecessary.

5 Enter the amount to distribute in the Distributed field, and thenclick Add Balance.

6 Click Save & Close to send the data to the Cost Worksheet.

Since most documents from which you can distribute costsrelate to a specific contract, distribute contract costs first.

From a Contract or PO document window, values are distributed toeither the Budgeted or Committed section of the Cost Worksheet.

The illustration on the following page shows the basic process fordistributing costs to the Cost Worksheet.



Open the aContract, PO,Invoice,Requisition,Proposal, ChangeOrder, or Trend.Click the LineItems tab.

Click Add LumpSum or Add UnitPrice.

Type the amount inthe Lump Amount(or Unit Price fieldif you chose AddUnit Price).

In the Costingsection, click Addto open the SelectCost Code dialogbox.

Select the CostCodes to which todistribute thecosts.



In the Project Settings window, if you mark the checkboxesunder the Document Must be Fully Costed column on theCost Options tab, you must post the entire balance toexisting cost codes.

Distributing costs from proposals and change orders Whenyou distribute costs from proposals, costs are categorized as pending inthe Cost Worksheet. When you distribute costs from change orders,costs are categorized as approved or pending, based on the status codeentered on the Status tab of the change order. Approved costs have astatus of Approved. If the status is anything other than Approved,Closed, or Rejected, costs associated with the change are Pending.

To access the StatusDictionary, right-click onthe top-level folder in theProject View, and then clickDictionaries, Status.

To ensure that the Cost Worksheet works properly, you must include atleast one of each of the following status types in the Status Dictionary:New, Approved, Open, Closed, and Rejected. You cannot delete the laststatus code for each of these status types. For example, if only one statuswith a status type of Approved is included in the Status Dictionary, youcannot delete that status.

If you change the status of any change document to Closed or Rejected,the module retains the document’s cost distributions but removes thisinformation from the Cost Worksheet and the Contract Summary tab.

For more information about trends, see the “Using Trends” chapter.

Manually Adjusting the Cost Worksheet Use trends—amanager’s expectation of future costs—in conjunction with the CostWorksheet to track possible cost increases. To add or transfer moneywithin the Cost Worksheet without modifying the original contract orPO or adding a change order, add a Trend document, and then distributeits cost to the Cost Worksheet.



Distributing Costs Using Change Management

To access Project Settings,right-click on a project inthe Project View.

Change management is a work process that automatically creates thedocuments necessary to track a change from the initial request throughapproval. Change management links the documents for reportingpurposes, and updates the Cost Worksheet at each step in the workprocess according to your specifications.

Using the Change Management tab in Project Settings (shown asfollows), you supply the document type you want to create, and thecorresponding column on the Cost Worksheet where you want todistribute change amounts. Each budgeted and committed value createsa document that is then posted to the Cost Worksheet areas you specify.

You can also enable editing previous Change Management phases andcopying cost codes from previous phases.

Specify documenttypes and cost

categories toaccommodate your

work process formanaging changes

as they occur.



For details about Change Management, see the “Using Change Management” chapter.

When you add values for one of the phases—Estimated, Quoted,Negotiated, or Final—in a Change Management document, thedesignated documents are generated based on the information youprovide. Click Change Management in the Contract Information folderto access this document type.

If more than one cost code exists for the originating contract/PO, thedocument value is treated as a lump sum value, and it is placed in a costcode called Not Costed. You can then distribute the value among theappropriate cost codes.

If the contract has only one cost code, the entire documentamount is distributed to that cost code.

The next time you enter a value in a phase to continue the ChangeManagement work process, the cost codes created in the holding tableare based on the prior document in the work process costing scheme.You can, however, add cost codes to subsequent documents as necessaryin the work process.

The cost codes areautomatically assignedfrom the correspondingcontract/PO for the costdistribution.



Getting the Information You Need from the CostWorksheet

After you set up the Cost Worksheet and distribute costs to it, start usingit to monitor your project’s financial condition. You can see as much oras little detail as you need.

For a quick glance at the current status Review the totals at thebottom of the Cost Worksheet.

For a detailed look at the costs associated with a specificcost code Click the Cost Code document icon.

The bottom row of the Cost Worksheetprovides you with a quick summary of

your project costs.



For more information on using these features, see the “Overview” and “Working with Log and Document Windows” chapters.

Using Other Contract Management Features with the CostWorksheet Attach word-processor documents, drawings, or other textor picture files to Cost Worksheet log entries. Click the Attachments tabto attach an electronic version of a CAD drawing or sketch even if youhave a printed version.

You can also link costs to issues to track problems or conditions. Themodule automatically links any documents generated from the cost tothe same issues.

You can also use Find, Filter, Sort, and Group to locate and organizecosts or assign custom fields to the records to help categorize them forreporting. If you use grouping, you can total the values in each primarygroup in the Cost Worksheet.

Click the appropriate tab to see detailed cost information forthe corresponding area of the Cost Worksheet.



Using the Custom Cost Worksheet SectionFunding Cost Worksheet is a third customizable cost category in theCost Worksheet. When you enable the Show Funding Cost Worksheetfeature on the Cost Options tab in the Project Settings dialog box, a newmodule called Contracts <Custom> appears in the Contract Informationfolder of the project in the Project View. For example, in addition to theBudgeted and Committed contract modules, the project manager mightfind it necessary to create a third contract module called “Funding” for aproject.

Several new <Custom> columns also appear in the Cost Worksheet. Youcan then create new <Custom> contracts as a third cost categorycustomized for your business, and then create any change documentsand trends against the custom contract. The <Custom> documents arecosted to the <Custom> columns in the Cost Worksheet.

See “Custom Cost Worksheet Section Overview” in Help for information on the additional columns.

On the Details tab of a custom Contract document window, the CostCategory field indicates that this contract is being costed to the<Custom> columns of the Cost Worksheet. You can change the term<Custom> to whatever term that applies to your situation. Use theFolders dialog box to change the name of the <Custom> Contractsmodule, and the Customize Text dialog box to change "Custom" toanother term.

If a change order is linked to a <custom> contract, thechange order's Cost Category is set to <Custom>.<Custom> change orders added outside of ChangeManagement collect changes costed to that cost category.

For trends, the <Custom> option is added belowCommitment in the Cost Category drop-down.



Cost Worksheet Reports and FormsStandard reports and forms are provided for you to use to print CostWorksheet reports and forms. For example, to print the Budgeted vs.Actual Variance report, do the following:


2 Select the type of report you want to print (Budgeted vs. ActualVariance in this example).

3 Click Print. The following shows the Budgeted vs. Actual Variancereport.


255

Contract Management helps you organize

and manage contracts and purchase orders

with lump sum and/or unit prices. Once you

set up a contract or purchase order, you can

create related submittals, generate materials

delivery records and requisitions, track

changes, and monitor costs.

Since the information contained in contracts

and purchase orders is usually identical or

very similar, you process them the same way

in the Contract Management module. For

simplicity, this chapter primarily refers to

contracts.

In this chapter

Adding a Contract or PurchaseOrder

Creating Submittals from aContract or Purchase Order

Generating Materials DeliveryRecords from a Contract orPurchase Order

Generating Requisitions from aContract or Purchase Order

Distributing Budgeted andCommitted Costs to the CostWorksheet

Reviewing Contract Status

Managing Contracts and PurchaseOrders


Adding a Contract or Purchase OrderA contract is a written agreement in which one party agrees to performspecialized work for another party for a certain price. Contract work caninvolve labor only or labor and materials; examples include excavation,plumbing, and landscaping. A contract usually includes a description ofthe work to be performed, a list of special terms and conditions thatapply to the contract, the start and finish dates, and the negotiated price.

Purchase orders document the purchase of materials or services. Theinformation in a purchase order includes a description of the itemsordered, payment terms, the negotiated price, and the required deliverydate.

Use contracts and purchase orders to define the initial terms andamounts associated with a project and the project participants. Later,you can track other documents, such as change orders, against thesecontracts and purchase orders.

For more information on adding contracts and purchase orders, see “Add a Contract and Add a Purchase Order” in Help.

Add a contract or purchase order Click Contracts–Budgeted,Contracts–Committed, or Purchase Orders in the Contract Informationfolder in the Project View, and then click the Add Document button.

The new contract or purchase order is automatically assigned the nextavailable number. The current date and the default company areautomatically entered as the From contact (set in the Set Default FieldValues dialog box). You can edit any of these values.

Click the browse button tochoose the companiesbound by the contract.


Managing Contracts and Purchase Orders 257

On the Line Items tab, you can create either a lump sum or unit pricecontract/purchase order. If the contract involves payment of a singlelump sum for services, click Add Lump Sum. If the contract containsitemized labor or material costs, click Add Unit Price.

To create default markup categories for changes Use themarkup for changes feature. From the Contract or Purchase Orderdocument window, choose Markup for Changes from the Select anaction drop-down list. No calculations are performed here. If you linkchange orders or proposals to this contract, the values entered in thissection will apply to them.

You can enter both lump sum and unit price contracts/purchase orders in the same document.



If you entered markup values on the Markup tab, ProjectSettings (right click on the project and choose ProjectSettings), when you click Get Markup, the correspondingfields in this section are automatically completed. You canedit this information. The edited values will override thevalues on the Project Settings Markup tab.

Using WBS Summary Activities for Contracts Whenassociating/updating lump sum contract dates with ContractManagement Module schedule dates, use WBS Summary activities forglobal or master-level analysis. Individual activities are better suited forline item contracts. Since WBS Summaries comprise a group ofactivities and corresponding resources that are monitored collectively,they can fit easily into the related contract requirements for lump sumpayment.

Click Add Markup toadd a new markup

value.

Type either a markuppercentage or a fixedmarkup amount (not

both).

Select the cost codeto which you want to

apply the markup.



For more information, see “Distributing Budgeted and Committed Costs to the Cost Worksheet” later in this chapter.

If you delete a contract or purchase order, the relatedinvoice, all Cost Worksheet references to the invoice, allCost Worksheet references to the contract or purchaseorder, and any issue links are also deleted. Materialsdelivery records, change and request documents, andrequisitions related to the contract or purchase order remainintact.

You cannot delete a contract/purchase order that hasapproved change orders against it.

You can use early oractual start and

finish dates of anassociated activity

from a linkedschedule.



Creating Submittals from a Contract or PurchaseOrder

You can create submittals from a contract or purchase order. Submittalshelp you ensure contract compliance by tracking who received what andwhen they received it.

For more information about managing submittals, see “Managing Submittals” on page 405.

Create a submittal from a contract or purchase order Openthe Contract or Purchase Order document in edit mode, add unit priceline items on the Line Items tab. On the Contract Summary tab, clickSubmittals, and then click Add to create a new submittal.

The date recorded for the generated document is the current date, whichyou can change.

Click Add to opena new Submittal

document windowwhere you can add

details about thesubmittal.

Click Select to assign existing submittals tothe contract or purchase order.



Generating Materials Delivery Records from a Contractor Purchase Order

For contracts and purchase orders, you can generate a materials deliveryrecord while creating or editing the contract or purchase order. Thissaves you the extra steps of exiting the current document and thencreating a new Materials Delivery document from the ContractManagement workspace. The materials delivery document you generateenables you to record materials delivered to the site.

Generate a materials delivery record from a contract orpurchase order

1 Open the Contract or Purchase Order document in edit mode,.

2 Click the Line Items tab, and then click Add Unit Price to add theunit price line items.

3 In the Contract Item window, specify a unit price or lump sum, andthen enter a unique material code in the Material Name field (do notchoose an existing one).

If you are not certain whether the code you want to use alreadyexists, click the browse button next to the Material Name field todisplay the Select Materials dialog box, and check the existingcodes.

The following figure shows the top part of the Contract Item dialogbox, with the material code filled in. (Leave the material code for aline item blank if you do not want to generate a materials deliveryrecord for it.)



4 In the Costing section, enter costing information.

5 Link any appropriate issues, and attach any appropriate files orURLs. The following figure shows the bottom of the Contract Itemswindow.

Click Save and Close when finished. On the Contract or purchase orderdocument window, from the Select an action drop-down list chooseGenerate Materials Delivery. This displays the Generate MaterialsDelivery dialog box.

The Material Name must beunique, not one already listed, if

you want to generate a MaterialsDelivery document from the

contract or purchase order. Clickthe browse button to the right, and

check the existing codes to besure the code does not already

exist.

The browse button next to the Activity IDfield only displays when Contract

Management is connected to the ProjectManagement schedule. Otherwise,enter the Activity ID code manually.

Use this section to enterCost Code information.

Link any issues thataffect the contract or

purchase order.

Attach any appropriatefiles or URLs.

This button does not display unless theadministrator sets Contract Managementcontent management repository properties inthe Administration Application. If set, you canattach documents from an Oracle UCM orMicrosoft SharePoint repository.



For more information about tracking materials delivery, see “Tracking Materials Delivery” on page 431.

Click the Finish button. The next time you access the MaterialsDelivery log window, the document that you generated from the contract(or purchase order) will be listed in the log, as shown in the followingfigure.

Choose whether to link thematerials delivery to the

same issues and/orattachments as the originalcontract or purchase order,

and then click Finish tocreate the records.

The Materials Delivery log window lists thenew Materials Delivery document that youadded from the contract (or purchaseorder).



Generating Requisitions from a Contract or PurchaseOrder

The module can use lump sum and/or unit price line items from thecosted contract/purchase order to automatically create a requisition andits schedule of values.

For details on these settings, see “Managing Contracts and Purchase Orders” on page 255.

Set lump sum/unit price preferences and retainage calcula-tions for new requisitions If the contract/purchase order has notyet been created, right-click on the project in the Project View andchoose Project Settings. Set the default preferences for requisitions forall new contracts/purchase orders on the Requisitions tab.

To configure retainage per existing contract/purchase order, open theContract or Purchase Order document window, and choose Cost Optionsfrom the Select an action drop-down list.

Use the Requisition Summary tab in a Requisition document window tospecify retainage calculations per individual requisition.

These numbers areused to create each line

item number in therequisition schedule of

values.



After you generate the firstrequisition from thecontract/purchase order,create periodic paymentapplications from theoriginating requisition bychoosing Select an Action,Generate Requisition fromthe Requisition documentwindow.

Generate the first requisition for a project payment

1 Open a Contract or Purchase Order document window.

2 Choose Generate Requisition from the Select an action drop-downlist.

3 Select the Period To for the requisition, and then choose whether tolink the same issues and attachments to it as the contract.

4 Click Finish.

5 Enter the requisition information in the Requisition documentwindow.

This is both a lump sum and unit pricecontract, so a Lump Sum line was createdin the requisition Schedule of Values inaddition to the unit price line items.



Distributing Budgeted and Committed Costs to theCost Worksheet

Use the Cost Worksheet to keep detailed records of the moneyassociated with your project, including amounts budgeted, committed,and spent or received, as well as amounts you received or expect toreceive as the result of changes.

For more information about cost codes and distributing costs, see “Setting Up and Using the Cost Worksheet” on page 235.

You can distribute contract costs to the Budgeted or Committed tabs ofthe Cost Worksheet, and distribute purchase order costs to theCommitted tab. Use the Budgeted tab for the total amount available tospend on the project; use the Committed tab for amounts you haveagreed to pay someone else.

Distributing contract or purchase order costs is optional. Youdo not have to use the Cost Worksheet to use a contract orpurchase order. If you use the Cost Worksheet, you shouldset up cost codes when you first add a project.

To distribute costs:

1 Click Edit Document in the Contract or Purchase Order documentwindow.

2 On the Line Items tab, click either Add Lump Sum or Add UnitPrice.

3 Insert an amount in the Lump Amount or Unit Price field.

4 In the Costing section, click Add and select a Cost Code to whichdistribute costs. (You can click Add Multiple Cost Codes to addmore than one cost code at a time.)

5 Enter the amount to distribute in the Distributed field, and thenclick Add Balance.

6 Click Save & Close to distribute the costs to the Cost Worksheet.



Type the amount you wantto distribute. If you do notdistribute the entirecontract or purchase orderamount, the remainder isapplied to a cost codecalled NOT COSTED.Select a cost code to whichto apply the amount.

Click to move directly tothe Costing section.

Click Add to openthe Select CostCode dialog toselect the costcode to which youare distributing thecontract orpurchase order.



Reviewing Contract StatusUse the Contract Summary tab in a Contract document window toreview all pending and approved cost changes associated with acontract, and to see the sum of invoices to date and the remainingbalance.

For details on creating change documents, see the “Recording and Tracking Communications” chapter.

Click the Changes subordinate tab to view all change documentsassociated with the contract. Costs associated with each document arelisted in either the Approved Changes or Pending Changes column,depending on the document’s status. Costs associated with documentsthat have an Approval status code appear in the Approved Changescolumn; costs and documents with other status codes are shown in thePending Changes column. Documents with status codes of Closed orRejected are not displayed on the Contract Summary tab.

You can also view all insurance policies, invoices,requisitions, and submittals associated with the contract.


269

With Contract Management, you can record

an anticipated cost that is not documented in

another area. For example, you can record a

preliminary agreement amount before you

create a contract.

This chapter describes how to use the Trends

feature to record anticipated costs, items,

adjustments, revisions, estimates, or actuals

“on the fly” as they occur during the contract

life cycle. You can also distribute these costs

to the Cost Worksheet to track possible cost

increases or decreases.

In this chapter

Why Use Trends?

Adding a Trend

Generating a Trend

Distributing Costs to the CostWorksheet

Using Trends


Why Use Trends?Changes are inevitable in any phase of a project, from the outset asdesign deliberations and associated budget amounts are negotiated,through final payment approval as work is completed. Most participantsin the process, owner and subcontractor alike, will be presented withexpected revisions. Trends are provided as a place to recordexpectations of future costs or other items that will most likely affectbudgeted costs in the near future. You can place these values in trends,and incorporate them in the project as they occur; you can also usetrends to perform “what-if” analysis on a backup of the project so youcan see how they affect costs.

Keep in mind that trends are usually not definite changes (although theycan be), unlike those you record in change documents; they typicallyrepresent probable future costs. For example, if the pipe you will beordering for delivery at a construction site costs $10 per foot at the timeyour bid is submitted, but the same pipe is expected to increase to $12per foot when your bid will be accepted, you can expect the pipe will be$12 per foot when you place the order. Trends can be used to representadjustments, revisions, estimates, or actuals—they can be as flexible asyou require.

Once you record a trend, you can add it to the Cost Worksheet bydistributing its cost to a cost code and assigning the amount to a columnused for revisions or adjustments to the original budget, or for any othercost area. You can then track these possible cost changes and fine-tuneyour budget.


Using Trends 271

Adding a TrendUse trends to add and track anticipated costs that may change the projectscope as they occur.

Add a trend In the Contract Information folder, click Trends to openthe Trends log window, and click the Add Document button. The newtrend is automatically assigned the next available number. The modulealso enters the current date, and your user name in the Entered By field.

You can also create a new trend from an existing trend. See the nextsection for more details.

Viewing or changing Trend details Click the Status tab to view orchange the ball in court contact, priority, or status of the trend. Use theRemarks tab to enter comments about the trend. Use the Details tab toview additional information, such as who initiated the trend, anassociated activity ID, and other schedule and change details. Click theLine Items tab when you want to enter itemized costs for the trend.Attach related issues or attachments to any trend document.

You can costthe trendamount to thiscost categoryon the CostWorksheet.



Generating a TrendIf you want to create a trend that is similar to one that already exists, usethe Generate Trend feature to create a new trend with copied information.

Generate a trend From the Trends log window, select the trend youwant to copy. Choose Generate Trend from the Select an action drop-downlist. Choose whether you want to distribute the new trend to the same costcodes as the original, link the new trend to the same issues andattachments as the original, or close out the original trend. Click Finish togenerate the new trend.

The module suppliesa number for the

trend, which you canuse or change.


Using Trends 273

Distributing Costs to the Cost WorksheetThe Cost Worksheet provides a central location for tracking all projectcosts. You can compare budget and committed costs to actual costs foreach work element. Open the Cost Worksheet log from the ContractInformation folder. Costs are organized by cost codes, which representvarious categories of project work. Using Project Settings, you candistribute most cost documents.

To add or transfer money within the Cost Worksheet without modifyingthe original contract or purchase order, or without using ChangeManagement, add a Trend document, and distribute its cost to the CostWorksheet.

To distribute costs Open the document window for the trend forwhich you want to distribute costs. Click the Line Items tab.

Click eitherAdd Lump

Sum or AddUnit Price.

Insert an amount inthe Line Item Total

(or Unit Price).



You can add as many cost codes as necessary.

Click Save & Close to send the information to the Cost Worksheet.

Values are distributed to any section of the Cost Worksheet. UsingProject Settings, you can set options to ensure that the entire amount ofthe item must be distributed to defined cost codes.

Scroll to the Costing section and click Add.

Select a cost codeto distribute to.

Enter the amount todistribute in theDistributed fieldmanually, or click AddBalance to distributethe remaining total tothe Cost Worksheet.


Using Trends 275

Trends Reports and FormsStandard reports and forms are provided for you to use to print lettersreports, and forms. For example, to print the Trends report, do thefollowing:


2 Select the type of report you want to print (Trends in this example).

3 Click Print. The following shows the Trends report.


277

Contracts usually require partial payments at

regular intervals, based on the amount of

work accomplished and materials installed.

If you use requisitions for payment, you

probably use them in association with your

contracts or purchase orders. Contracts are

used in the examples in this chapter.

The contract price is subdivided into a list of

component prices or work items, so that

progress can be measured more precisely.

This list, called a schedule of values,

accompanies each requisition for payment.

At the end of each period, a requisition is

submitted that shows the value of work

performed and materials installed since the

last payment.

This chapter explains the process of

submitting requests for payment, or

requisitions.

In this chapter

Process Overview

Setting Up Requisitions

Adding a Requisition

Recording Progress

Certifying a Requisition

Distributing Actual Costs to theCost Worksheet

Sending a Requisition

Preparing Requisitions for Payment


Process OverviewRequisitions, or formal requests for payment, are usually issued bygeneral contractors (GCs) to the owner on a monthly basis as portions ofwork on a project are completed. Subcontractors or vendors submitrequisitions to the GC for their portions of the work. Once the initialrequisition with line items is established at intervals determined by thepay cycle established between the contract parties, an application forpayment based on the original requisition is updated, certified, and sent.

This requisition update/issuing cycle continues until the work iscompleted and the GC and subcontractors have been paid in full inaccordance with the contract agreement. The following diagramillustrates a typical cycle.

Materials for delivery and approved change orders applicable to eachperiod are collected and added to the corresponding requisition. Inaddition, the contracting parties usually withhold a percentage of eachpayment, called retainage, until all the work is completed or until theyare satisfied that work is progressing as planned. This retainage isapplied to the current amount due, on a line item or percent completebasis.

Establish access rights

Add initial paymentrequisition

Set preferences

Send to owner/CM

Create payment applicationbased on work accomplishedsince previous requisition

Initial Setup Every Payment Period

Negotiate

Obtain approvals and certifyCreate contract


Preparing Requisitions for Payment 279

Requisitions are based on a contract or purchase order established in theContract Management module for the project and parallel industrystandard certification for payment forms. The module can use lump sumand/or unit price line items from the contract/purchase order toautomatically create the requisition schedule of values. You negotiatethe line item or lump sum costs until a payment agreement is reachedand the requisition is approved and certified.



Setting Up RequisitionsYou can create requisitions for all project contracts. Depending on yourrole, you may issue payment requests or receive payment requests. Forexample, if you are a GC, you receive requisitions from subcontractorsand you issue requisitions to the owner. You can distribute requisitionamounts to the Cost Worksheet’s Actuals Issued or Actuals Receivedcolumn(s), and compare the actual costs to the budgeted or committedcosts for various work items.

For details on steps 1 and 2, see “Planning and Adding a Contract Management Project” on page 33 and “Setting Up Dictionaries and Preferences” on page 111.

Follow these steps to set up the first requisition for each contractorpurchase order:

1 Set access rights to requisitions and for certifying them.

2 Set lump sum/line item preferences and retainage calculations onthe Requisitions tab in the Project Settings dialog box.

3 Create the requisition and schedule of values.

4 Negotiate the payment amount.

5 Approve and certify the requisition.

6 Start the cycle beginning with step 3 for the next payment period,based on work completed since the previous requisition was issued.

If you use both requisitionsand invoices, you typicallygenerate requisitions fromcontracts and invoicesfrom purchase orders.

Assuming requisition access rights have been set and preferencedefaults are being used in generating requisitions (steps 1 and 2), thissection discusses step 3 in the process—creating a requisition.



Create the first requisition for a project payment Click one ofthe Contracts modules or the Purchase Orders module under theContract Information folder in the Project View to open its log window.To generate a requisition, open the contract or purchase order documentfor which you want to generate a requisition, and choose GenerateRequisition from the Select an action drop-down list.

The module sequentially numbers requisitions that refer to the samecontract or purchase order, starting with 00001 (you can change thisnumber). It also copies the total amount from the specified contract/purchase order to the Original Contract Sum field on the requisition.

You can also click Add Document to add a new requisitionwhile in the Payment Requisitions log or Requisitiondocument window (in View mode).



Create a schedule of values or add line items to an uncer-tified requisition On the Payment Requisition document window,click the Schedule of Values tab to view the items transferred from thecontract or purchase order. This consists of columns A through K.

One of the following is used to create each line item number:

■ The Start with this Line Item number and the Increment Line ItemsBy value specified in the Cost Options dialog box (accessed fromthe Select an Action drop-down list for the Contract/Purchase Orderdocument window for the existing contract/purchase order).

■ The Requisitions tab in the Project Settings dialog box for a newcontract/purchase order.

You can change thedefault Period To dateto issue a paymentapplication for adifferent timeframe;click on the calendar toselect a date.

Each requisition for payment covers thetime period between Period To datesfor the last requisition and the currentrequisition.

The partywho

initiatedthe

contractor PO.

The partyto whom

thecontract

or POwas

issued.



If a unit tax amount per line item or a lump tax per lump sum exists forthe originating contract/purchase order, the entire amount is totaled andplaced on a separate line called Total Tax.

Add a line item in lump sum, unit price, headers, subtotal, orblank line item format From the Schedule of Values tab for anuncertified requisition, you can create five types of line items:

■ Unit Price

■ Lump Sum

■ Subtotal

■ Header

■ Blank line.

Click Add Unit Price for material line items. Click Add Lump Sum forthe line items involving labor.

Headers, subtotals, and blank lines (located in the More Commandsdrop-down list) organize the information on the Schedule of Values tab.Headers organize line items by work package or cost category. Subtotalstotal a group of items. Blank lines separate lines for better organization.

Line items are listed numerically. To group the line items by a generalcategory and then calculate subtotals for each group, enter appropriateitem numbers for the header and subtotal. In the following example, theheading PIPE is changed to line item number 2 and the SUBTOTAL ischanged to number 4. The line item, and any additional items placedbetween 2 and 4 are categorized as pipes. To arrange the data in theorder you want, click the document icon next to the line item you wantto edit. Change the Item Number and click Save & Close to view thechanges.

Headers are not required to calculate subtotals. If you enter items andsubtotals only, all line items are summarized between subtotals.

Click to select other typesof items to add to theschedule of values. Youcan add a subtotal,header or blank line item.



You can also use the blank line item type to separate and group items inthe schedule of values. The next sequential item number is used, but allother columns are blank for this item type. Blank lines do not affectsubtotals.

When you finish creating line items and entering the scheduled values,the grand total for the Scheduled Value column (column C) should equalthe Original Contract Sum on the Contract Summary tab. The modulenotifies you if these numbers do not match when you attempt to closethe Requisition document window, and it displays the amount needed tobalance the two numbers. Adjust the schedule of values for existing lineitems, or create new line items and schedule values to balance the totals.

All applicable parties approve the requisition The requisitionis certified by the last approver and returned to the appropriate contactvia any of the following: e-mail, a remote access program, regular mail,or fax.

Costs are distributed Costs are calculated (including retainage),and line items or lump sum costs are distributed to the Cost Worksheetin the Actuals Issued (owner’s committed costs), Actuals Received (thegeneral contractor’s budgeted costs), and Actuals Expended (the fundedcosts) columns.

Create periodic payment requisitions based on the previousrequisition for the contract/purchase order Use a filter toseparate requisitions received from those sent from the PaymentRequisitions log. Open the previous month’s certified requisition for thecontract/purchase order. Choose Generate Requisition from the Selectan action drop-down list. Follow the steps in the Generate Requisitionwizard to create the current requisition. Click Get Approved Changes to“get” approved change orders for delivery for the current requisition.



For details on certifying a requisition, see “Certifying a Requisition” on page 295.

Update the current requisition On the Schedule of Values tab, editeach line item to change the value for This Period or Percent Completebased on work completed this period, and then click the Review Statustab, and certify the requisition. If you associated Contract Managementmodule schedule activities with requisition line items or with thecontract/purchase order, mark the Get Schedule checkbox in theGenerate Requisitions wizard to update the total percentage of workcompleted for the period to date (%G/C column) in the schedule ofvalues using the activities’ percent complete.

Mark to “get” approvedchange orders, materials

for delivery, and scheduleinformation for the current

requisition.



Click thedocument

icon to editthe line item.



Adding a RequisitionRequisitions must be linked to a contract or a purchase order. Youshould create your contract or purchase order, establish its cost options,and then generate the first requisition for payment from the contract orpurchase order.

You can also add a requisition from the Payment Requisitions log. Clickthe Add Document button. In the Add Requisition wizard, select thecontract or purchase order to which to link the requisition, and thenselect a To contact (for example, the GC receiving the request forpayment) and the From contact (for example, the subcontractorsubmitting the requisition for payment). The module uses the currentdate for the Period To, which you can change. Click Finish to create thenew requisition for payment.



Recording ProgressFollow these general steps to complete monthly requisitions:

1 Generate the current requisition from the previous month’srequisition.

2 “Get” materials delivered during the current period and approvedchange orders that increase or decrease the contract sum.

• The module prompts you to get this information when yougenerate requisitions.

• You can also select Get Approved Changes or Get MaterialsDelivery in the More Commands drop-down list, on theSchedule of Values tab. You can then follow the Add ChangeOrders and/or Material Deliveries wizard instructions.

3 Enter values for the following items:

• Work completed this period

• Stored materials

• Retainage amount

• Sales tax

Throughout the project, only one requisition for payment should beactive (uncertified) for each contract. If you try to add a new requisitionbefore certifying the previous application, the module reminds youabout the previous uncertified requisition, but will accept a new one.

When "getting" a change order into a requisition, the cost distribution iscopied to the new line item in the requisition. The value of each costdistribution in the requisition will be set to zero.

Use the Not Certified or Is the Latest=Y standard filter to easily locatethe requisition you want in the log. Select Customize Layouts in theLayouts drop-down list from Payment Requisitions log window. Edit oradd a new layout to assign one of these standard filters to the layout, orcreate your own to include other selection parameters.

Update a requisition With the previous month’s certified requisitionselected, choose Generate Requisition from the Select an action drop-down list. You can enter the scheduled value for the new requisition.You can also cost the scheduled value to the same cost codes withouthaving to distribute costs again.



In the Generate Requisition wizard, mark the Get Approved Changescheckbox to show the associated approved change order costs on theRequisition Summary tab and automatically record them on theApproved Changes and Schedule of Values tabs for the new requisition.

If you want to associate Project Management module schedule activitieswith requisition line items or with the contract/PO, mark the checkboxto Get Schedule Information to update the total percentage of workcompleted for all periods to date in the schedule of values (%G/Ccolumn) using the current schedule activities’ percent complete.

If a delivery is linked to a lump sum item, the total value of the deliveryis copied to the This Period column (column E). If the delivery is linkedto a unit price item, the module calculates the column E value bymultiplying the quantity delivered by the unit price added on theSchedule of Values tab.

Make sure you have Contract Management “get” change orders for therequisition. Do this by using the Generate Requisition wizard (or selectGet Change Orders and/or Get Materials Delivery from the MoreCommands drop-down list on the Schedule of Values tab). Otherwise,the grand total for the Scheduled Value column (column C) may notmatch the Contract Sum to Date column. The requisition cannot becertified until these amounts are equal.

This field is recalculated to equal the sum of all approved change orders and theoriginal contract sum.



Record progress On the Schedule of Values tab, click the documenticon to edit the line item in the Requisition Detail dialog box. Type thevalue of completed work for the current period in the This Period (E)field. If you do not know the actual amount, enter the percentage ofwork completed in the % Complete, G/C field. The percentagerepresents work completed and stored materials for all periods to date,not just the current period.

If you enter a value for This Period (column E), Contract Managementcalculates the progress percentage by dividing the value in theCompleted and Stored to Date D+E+F field (column G) by the value inthe Scheduled Value field (column C).

If you enter a percentage for column G, Contract Managementcalculates the value in column E by multiplying the percentage by thecolumn C value, and subtracting from this value the sum of all PreviousApplications column (column D):

Column E = (column G% x column C) – column D

Columns E and %G/C are linked. When you update onefield in the Requisition Detail dialog box, the value iscalculated for the other.

You can update the work completed percentages with the Project Management scheduleactivity percent complete values associated with each line item.



Columns E and %G/C are linked. If a new percentage is added, theformula above is used and column E is updated.

Update stored materials On the Schedule of Values tab, click thedocument icon to edit the line item in the Requisition Detail dialog box.In the column F field (Materials Presently Stored, Not in D or E), enterthe value of stored materials for the project. When you change the valuein column F, Contract Management recalculates both the cost andpercentage values in column G.

Calculate retainage Retainage is the amount withheld from eachprogress payment. First, select a default method for recording retainageby selecting Cost Options from the Select an Action drop-down list ofthe Contract/Purchase Order document window for an existing contract/PO, or use the Requisitions tab in the Project Settings dialog box fornew contracts/POs. Then, specify calculations per requisition on theRequisition Summary tab in the Requisition document window.

You can enter retainage values one of three ways for requisitions on theRequisitions Summary and Schedule of Values tabs, as illustrated in thefollowing examples.



If you record retainage by entering summary percentages on theRequisition Summary tab, Contract Management calculates theretainage for completed work and stored materials. If you recordretainage in the Total Retainage field on the Requisition Summary tab,be sure that the value you enter includes completed work and storedmaterials for all periods to date. If you record retainage by editing eachline item on the Schedule of Values tab (click the document icon to openthe Requisition Detail dialog box), enter the total retainage for storedmaterials and completed work or enter a percentage for the Retain %column (column I).

The two column I values are linked. If you enter a currency value,Contract Management calculates the percentage. If you enter apercentage, Contract Management calculates the value by multiplyingthe percentage by the column G value (Completed and Stored to Date,D+E+F).

...or enter the total retainageamount...

...or enter retainage for each lineitem, if retainage percentages vary

among line items.

Enter the summary percentage for completed work and for storedmaterials and have the module calculate the total retainage...



Contract Management adds the values in column I and displays the totalin the Total Retainage field on the Requisition Summary tab (if theEnter Retainage on Line Items option is chosen in the Cost Optionsdialog box). Contract Management does not calculate a separateretainage value for stored materials.

Calculate tax amounts If you marked the Use Line Item % toCalculate Tax checkbox in the Cost Options dialog box (choose Selectan Action, Cost Options from the Contract/Purchase Order documentwindow), or use the Requisitions tab in Project Settings for a newcontract/PO, you can enter the tax percentage for each edited line itemin the Tax Rate field (column J) on the Schedule of Values tab. ContractManagement calculates the tax amount by multiplying the percentageby the value in column G (sum of completed work and stored materialsfor all periods to date). Contract Management displays the sum of all taxamounts in the Tax to Date field on the Requisition Summary tab.



Using Other Features with Requisitions

For more information on how to use these features, see the Creating and Tracking Issues chapter and Part 2, Working with a Project.

Contract Management asks if you want to link to the same issues andattachments when generating a new payment requisition from anexisting requisition or contract/PO. If you choose to link to the sameissues, the requisition is then included when you organize and cross-reference project documents by issues. You can also use custom fields toprovide additional information about each line item on the schedule ofvalues. Custom fields represent categories of information, such asproject phase or responsible manager, or provide additional date, cost,or quantity information about an item. You can also use Search, Filter,Sort, and Group to locate and organize your requisitions.



Certifying a RequisitionYou should review the values available on the Requisition Summary andSchedule of Values tabs before certifying a requisition. A requisitioncannot be certified if the grand total for scheduled values does not equalthe value in the Contract Sum to Date field.

Enter approval names and dates Contract Management enters thecontract’s To and From contact names in the Contractor and Certifiedareas on the Status tab; you can change these names.

These values



Certify payment for the current period Certify the requisition toclose it out for the current period. Each approver enters the applicableapproval date by his/her name in the Certification area of the Status tab(or one approver can enter names and dates to save time); the lastapprover also clicks Certify and Save on the Status tab of theRequisition document window, and confirms the certification whenprompted.

In general, you should not edit a certified requisition because it hasalready been approved. Also, the values in a certified requisition formthe basis of payment for the next period. When you add a newrequisition for payment, Contract Management rolls forward summaryand detailed cost information from the previous requisition. If youchange values in a previously certified requisition, you may have tomanually update each subsequent requisition.

Transferring Information to New Requisitions When yougenerate the next requisition, Contract Management copies allinformation from the previous requisition to the new one. ContractManagement makes the following changes on the Schedule of Valuesand Requisition Summary tabs of the new requisition:

■ Assigns the new requisition the next sequential number. You canchange this number.

Enter text for thecontractor’s requisition for

payment.

The contractor submitsthe requisition.

The second contactcertifies the requisition.



■ In the Period To field, enters the date that is one month later than theprevious requisition’s Period To date. It assumes progress paymentsare made monthly. You can enter a different date.

■ Copies all line items and values from the previous requisition to thenew requisition’s Schedule of Values tab. All This Period (column E)values are set to zero.

■ Adds all This Period and Materials Presently Stored values from theprevious requisition to the sum of all Previous Applications column(column D) if you cleared the % of Stored Materials checkbox in theCost Options dialog box (available from the Select an Action drop-down list in the Contract/Purchase Order document window, or theRequisitions tab in Project Settings for a new contract/PO).

To retain costs for materials stored in the Materials Presently Stored,Not in D or E column (column F) in the Schedule of Values whengenerating a new requisition, mark the Leave “Them in the SameColumn in the New Application checkbox in the Cost Options dialogbox.

■ The Previous Amount Certified value on the Requisition Summarytab now includes the amount certified in the previous requisition. TheAmount Certified field equals zero.



Distributing Actual Costs to the Cost WorksheetUse the Requisition Detail dialog box to distribute the amounts recordedfor work completed this period (column E in the Schedule of Values tab)to the Actuals tab of the Cost Worksheet. To open the Requisition Detaildialog box, click a line item in the Requisition document window’sSchedule of Values tab. If you distributed costs from the originatingcontract or PO, Contract Management automatically supplies thecorresponding costs codes, titles, and amounts in the Requisition Detaildialog box for the requisition unit item or lump sum.

Distribute amounts to the same cost codes used to distribute the originalcontract sum. Refer to the Costing section in the Requisition Detaildialog box to see which cost codes were used. If you attempt to close theRequisition Detail dialog box without distributing the entire amount,Contract Management distributes the remaining amount to a cost codecalled Not Costed (if you marked the Default Invoice Amount toContract/PO Balance checkbox on the Contracts/POs tab of the ProjectSettings dialog box, but cleared the checkboxes to force documents tobe fully distributed to valid costs codes on the Cost options tab in theProject Settings dialog box).

Contract Management automatically distributes revenue (to thecontractor, as a result of being paid), or costs (to the owner/ContractManagement, as a result of paying the contractor the requisitionamount) in the Costing section in the Requisition Detail dialog box.

Distribute thevalue of work

completed thisperiod to one or

more cost codes.



For instructions on how to set up cost codes, see the Setting Up and Using the Cost Worksheet chapter.

If the contract shown at the top of the Requisition document window wasdistributed to the Original Budget column, Contract Managementautomatically distributes the requisition amounts to the Actuals Issuedcolumn (to represent the owner’s costs) in the Cost Worksheet. If thecontract amount was distributed to the Original Commitment column,Contract Management automatically distributes the requisition amounts tothe Actuals Received column (to represent the contractor’s paid amount).

The Cost Worksheet tracks the actual costsrecorded in requisitions and invoices.



Sending a RequisitionAfter a requisition is submitted, the contracting parties negotiate andeventually agree on an amount. The requisition is then certified, and you(the contractor) can submit it to the owner for payment. The method youuse to relay the requisition depends on your physical location andinteraction with the database server on which the project resides.

For details on how to prepare Contract Management to exchange documents with local and remote users, see “Setting Up the Inbox” on page 168.

You can use the Send to Inbox feature or E-mail Form feature to sendcorrespondence to the owner/construction manager.

Send a requisition to a local user’s Inbox To send the certifiedrequisition to the construction manager’s Inbox:

1 From the requisition you want to send, click Select an Action, andchoose Send to InBox.

2 Select the Send to recipient, add comments, and click Send.

When the addressee opens his/her Inbox, it contains an entry for therequisition you sent. When the addressee clicks the Inbox document, itopens the document.

Send a requisition to a non-Contract Management user viaemail If you are working in a trailer at the job site, and need to send acertified requisition:

1 From the requisition, click Select an Action, choose E-mail Form.

2 Select a contact, add comments, and click OK.

The addressee will receive the requisition as a PDF attachment, and willinclude a link to the document.



Requisition Reports and FormsStandard reports and forms are provided for you to use to printRequisition reports and forms. For example, to print the RequisitionLatest Cycle Detail report, do the following:


2 Select the type of report you want to print (Requisition Latest CycleDetail in this example).

3 Click Print. The following shows the Requisition Latest CycleDetail report.


303

This chapter describes how to add invoices to

Contracts or Purchase Orders (POs) and

distribute actual costs to the Cost Worksheet.

Contract Management can automate this

process by supplying the same cost codes

and distribution amounts from the

originating contract or purchase order.

However, you can distribute costs to other

cost codes as well.

In this chapter

Adding Invoices to a Contract orPurchase Order

Distributing Actual Costs to theCost Worksheet

Recording Invoices


Adding Invoices to a Contract or Purchase OrderYou can use the Invoices tab of a contract or purchase order document torecord bills that have been issued or received relating to the selectedcontract or purchase order.

You can use either invoices or requisitions with contracts orpurchase orders, not both. If the contractor purchase orderhas a requisition against it, invoices will not be available.

Each time you record a payment in an invoice, the balance on thecontract or PO changes immediately. Although you can distribute theamount of an invoice to multiple cost codes, you cannot includeindividual line items or retainage in an invoice. Use a requisition insteadof an invoice if you need to include a list of the items covered by aparticular payment, or if you want to withhold a portion of the paymentuntil work is completed.

Set project settings for invoices The Default Invoice Amount toContract/PO Balance checkbox in the Contracts/POs tab of the ProjectSettings dialog box determines how the Amount field is used in newinvoices. It also specifies whether to automatically use the cost codesfrom the associated PO to distribute the amount to the Cost Worksheet.From the Project View, right-click the project you are working with, andchoose Project Settings.


Recording Invoices 305

The module also distributes the value in the Amount field using costcodes from the associated PO. If necessary, you can change the value inthe Amount field, and redistribute the new value to the cost codes asnecessary.

Close out a PO using one invoice From the Contract Informationfolder, click Purchase Orders. Open the Purchase Order you want towork with, and click the Edit Document button (if you are not in Editmode). Click the Contract Summary tab, and click the Invoices sub tab.

Mark thischeckbox to

have the modulefill the Amount

field with thebalance of thePO when youcreate a newinvoice. Click

Save at thebottom of the

Project Settingsdialog box.



A unique invoice number is created, the current date is entered as theinvoice date, and the specification section from the PO is used as theinvoice title. Enter the payment date, check number, status, and activity ID(if applicable), and click Save.

In the Invoice window, click the Costing tab to add one or most cost codesto be associated with the invoice.

Click to Add a new invoiceto this purchase order.

If you change the invoiceamount, you mustredistribute costs.



Close out a PO using multiple invoices If you want to distributeinvoices using the cost codes assigned to the PO, mark the DefaultInvoice Amount to Contract/PO Balance checkbox on the Contracts/POs tab of the Project Settings dialog box. In the Contract Informationfolder, click Purchase Orders. Open the PO to which you want to attachan invoice. On Contract Summary tab, click the Invoices sub tab.

Click Add. The next invoice number is created, the current datebecomes the invoice date, and the specification section from the PObecomes the invoice title.

Click to assign cost codes to whichyou are distributing the amount.



The amount entered for the new invoice equals the contract/PO balance.The module uses the value in the Amount Billed field, and creates costdistributions based on the cost codes assigned to all line items in thecontract/PO. These values are automatically posted to the CostWorksheet. If necessary, change the value in the Amount Paid field, andchange the invoice title to accurately describe the content of the invoice.Enter the payment date, check number, status, and activity ID, and savethe invoice document. Click Save & Add Another. Modify the fields asneeded, and click Save & Close when you are finished adding invoices.

Delete an invoice entry To delete an invoice, open the contract orPO that contains the invoice you want to delete. On the ContractSummary tab of the document, click the Invoices sub tab, drag thescrollbar to the far right, and click Delete for the row that contains theinvoice you want to remove.

Click to create a new invoice.

Click to save thecurrent invoice and

create another.



When you delete an invoice, the module also deletes any cost distributions



Distributing Actual Costs to the Cost WorksheetThe Cost Worksheet provides a central location for tracking all projectcosts. You can compare budgeted and committed costs to actual costsfor each work element. Open the Cost Worksheet log window from theContract Information folder.

For more information about distribution preferences and distributing costs to the Cost Worksheet, see “Setting Up and Using the Cost Worksheet” on page 235.

Costs are organized by cost codes, which represent various categories ofproject work. To specify how cost documents are distributed:

1 In the Control Center, right-click on the project name, and selectProject Settings.

2 Click the Cost Options tab.

3 Make your selections, then click Save.



Once you record the payment in the Invoice dialog box, use theinvoice’s Costing tab to distribute it to the Actuals side of the CostWorksheet.



Invoices for a contract you originally distributed to Budget aredistributed to Actuals Issued. Invoices for a contract (or PO) youoriginally distributed to Committed are distributed to Actuals Received.

Costing out your invoices is optional. You do not have to use the CostWorksheet to use invoices or requisitions.

If you know you'll be using the Cost Worksheet, there are three ways toadd cost codes:

■ Create a project template that contains your standard cost codes.

■ Add cost codes to the cost worksheet.

■ Right-click a project that you want to copy costs codes to, andselect Copy Cost Codes.

Using the Project Settings dialog box (right-click on the project nameand choose Project Settings), you can specify that the entire amount ofthe invoice must be distributed to defined cost codes.

If you do not distribute the entire amount of theinvoice, the non-distributed amount is applied to acost code called Not Costed.



Invoice Reports and FormsStandard reports and forms are provided for you to use to print invoicesand related costing information reports, and forms. For example, to printa Purchase Order Invoice report, do the following:

1 Choose the Contract or Purchase Order, and choose the Invoice.

2 Choose Advanced Print.

3 Select the type of report you want to print (Invoice CostDistributions in this example).

4 Click Print.


315

Contracts and purchase orders (POs) often

change as a result of modifications to the

scope of work, site conditions, or project

schedule. Change management automates

the change process according to your work

process requirements, organizing and

reducing the amount of work involved.

This chapter describes the Change

Management process in Contract

Management and explains how you can use

it to track changes to your projects.

In this chapter

The Change Management Process

Specifying Change ManagementProject Settings

Defining Reason Codes

Initiating Change Managementfrom Other Documents

Adding Change Documents

Proposals and Change Orders

Applying Markup

Collecting into Change Orders

Approving Change Orders

Generating Change Documentsfrom Change Management

Costing Generated Documents

Adding Multiple CommitmentDocuments to the EstimatedPhase

Using Change Management


The Change Management ProcessFor more information, see Change Management Overview in the Contract Management online help.

Controlling changes involves notifying and coordinating affectedproject participants as well as containing costs and the schedule for theproject. Change management provides an overview, from estimate tofinal approval for budgeted costs on the Budget tab of each ChangeManagement document window Since the change process in a projectdiffers according to the nature of each change and the methods acompany employs for recording and tracking changes, ContractManagement Change Management process enables you to create acustomized work process to meet your company’s needs for trackingand resolving changes.

Change management provides one location where you enter allnecessary contract, contractor, and costing information about a change.At any stage of the process, you can see the current status of the change,including estimates, costs, documents, and responsibilities of all parties.

Change management enables you to cost all generated documents andpost generated documents to any portion of the Cost Worksheet.Another benefit is that Change Management effectively closes changeswhen the process finishes.

Construction managers (CMs) or general contractors (GCs) areresponsible for coordinating all the construction work and disseminatingchange information to all affected parties. They must notify the ownerof any changes that might affect the schedule or value of the budgetcontract, control quotes from contractors, negotiate with both the ownerand contractors to properly compensate the affected parties, andcirculate approval notices to all affected parties once the change isapproved.


Using Change Management 317

The following diagram illustrates the typical Change Managementprocess for Construction Managers or General Contractors.

Enter budget estimate and sendrequest for proposal (RFP) to owner.

Contract administrator and ownerdefine reason codes.

Contract administrator and owner definechange work process in Project Settings.

Receive notification of a change and initiateChange Management.

Enter committed estimate and send RFPto affected contractors.

Enter committed quotes and createproposed change orders (PCOs).

Enter budget quote and sendproposal to owner.

Enter budget and committed negotiatedand create change order requests (CORs).

Enter committed final and send changeorders to contractors.

Notification of a changemay come from manysources: a bulletin ornotice, a telephone call, ora meeting.

Use reason codes tocategorize and report onchanges.

Set access rights to use Change Managementand to reject Change Management items.

For details on setting project access, see Setting Access Rights (Project Access) in the Planning and Adding a Contract Management Project chapter.

Construction Manageror

General Contractor

Enter budgeted final and send changeorder to owner.



Specifying Change Management Project SettingsChange management preferences enable you to define the ChangeManagement work process. Typically, the contract administrator and theowner determine the Change Management work process required for theproject soon after the contract is awarded.

For details on setting up Change Management data, see “Setting Up Dictionaries and Preferences” on page 111.

Create the Change Management work process From theProject View, right-click a project, and choose Project Settings. Clickthe Change Management tab.

Select thelocation on theCostWorksheetyou where youwant to postthis document.

Select the documenttype you want tocreate for each stageof the changeprocess.

Use to specifyChange

Managementpreferences.




For more information about customizing documents, see ““Choosing Acronyms and Descriptions” on page 103.

Specify the document type you want to create and thecorresponding column on the Cost Worksheet where you want todistribute costs when you use Change Management. When youfinish making changes, click Save.

You can customize the Change Management work process evenfurther by customizing blank change types, or proposal types, andincluding them in your Change Management work process.

Modify the Change Management work process You canmodify your Change Management project settings at any time;however, the changes apply only to new documents generated fromChange Management. Any documents already created from ChangeManagement remain unchanged.

To change the document type of an existing document, select theChange Management document and then click Clear Phase. Click Yesto confirm.

Restrict access to Change Management information If youuse the module in a multiuser environment and exchange informationwith project participants, you must ensure that other users cannot alterthe Change Management work process set in the Project Settingsdialog box or see your budget information in Change Managementdocuments. To prevent project participants from viewing your budgetinformation, you can restrict access to the project by contact.

To set access rights:

1 Right-click the project in which you want to restrict access to ChangeManagement, and choose Project Access.

2 Click the icon for the user whose access rights you want to configure,and set the rights on the Change Management tab of the User ProjectAccess dialog box.

3 Click Save & Close when finished.


Defining Reason CodesYou can assign a reason code to each change estimate in ChangeManagement, which enables you to categorize changes and determinethe factors that are causing changes during the project. The moduleincludes several predefined reason codes. You can add or delete reasoncodes at any time, but it is a good idea to define them in conjunctionwith the owner and contract administrator before you begin usingChange Management.

For details on setting up reason codes, see the “Setting Up Dictionaries and Preferences” on page 111.

Define reason codes

1 Right-click the top-level folder in the Project View, and chooseDictionaries, Reason Codes.

2 Click Add to add a new reason code.

3 To delete a reason code, click Delete in the row that contains thecode you want to remove. All of the projects in a database sharedefined reason codes.

Click to rearrangethe order of rows.

Click to createyour own

reason codes.

Enter the codeand title.



Initiating Change Management from Other DocumentsYou can initiate Change Management from many documents in themodule, including notices, meeting minutes, requests for information(RFIs), punchlists, daily reports, notepads, correspondence received,noncompliance notices, and contract summaries.

Initiate Change Management From the Project View, open theCommunication folder and click the module you want to use. Add a newdocument, such as a notice, from which you want to create a ChangeManagement document.

The module creates a new Change Management document andcompletes the following fields using information from the originaldocument: Title, Date, Ball in Court, Status (set to New Item),Reference Document, Activity ID, Scope (defaults to Out of Scope),Remarks, and Issues. A link is created from the initiating document tothe Change Management document, and a link is created from theChange Management document to the initiating document.

When you initiate Change Management from an RFI thathas a question and answer, the question and answer arecopied to the Remarks tab of the Change Managementdocument window.

Click Select an Action, InitiateCM (Change Management).



Adding Change DocumentsFor more information, see Change Management in the online help.

In the Contract Information folder in the Project View, click ChangeManagement.

The Change Management log window provides a central location toview information on Change Management documents.

Click toadd a newdocumentif you did

not initiatethe

changefrom a

differentdocument

Drag the scrollbar to the right to view all columns associatedwith each Change Management document.

Click each tab in the Change Management Documentwindow to enter details about the change.



After you enter the basic information for the change, you can begingenerating documents using the remaining tabs of the documentwindow. Click Save at the bottom of the window when you are finishedadding information to the document.



The Budget tab generates change documents for thebudgeted contract.

Mark to indicate that the contactfrom the linked contractdisputes financial liability for thechange.

This tab displays a summary of the costsassociated with the contract this changeis linked to. This is not editable.

Click Start Phase in each section to enter theestimated, quoted, negotiated, and final cost ofthe change and the number of days the changewill affect the project schedule.

A link to the sourcedocument is provided.



Use the Commitments tab to generate change documents for committed contracts and POs.

This tab displays documents associated with thechange. Click the links to open the documents.

The Remarks tab enables you to include additional information about the change.



Select the reasoncode for the change.

Indicate whether the change is in scopeor outside of the scope of the original

contract work.




Proposals and Change OrdersProposals The Proposals module includes proposed changeorders (PCOs), change order requests (CORs), estimates(ESTs), and requests for proposals (RFPs). Click Proposals inthe Contract Information folder from the Project View to reviewproposals. These documents solicit a bid to perform a specificactivity or outline the cost and duration of a specific change.You can edit existing proposals from the Proposals log. Tocreate new proposal documents, you must use ChangeManagement.

A change order request, which is one type of proposal,contains To and From information and details about the status.

Click the Summary tab toreview contract summaryinformation. The relevantdata is automaticallyentered when you specifythe contract number at thetop of the document.

From the log window, click a proposal to review its details.


Change orders Click Change Management in the Contract Informationfolder to add or review change orders. Change orders specify a redirectionof plans or introduce new items to the schedule. Change orders also showany approved increases or decreases in costs and contract item allowances.

Change orders are typically generated from ChangeManagement, but if you want to be able to collect otherchange orders into a change order, you must add it from theChange Orders log (not from Change Management).

The Line Items tabcontains information aboutitemized changes.

The Details tab containsremarks about the proposal,as well as ChangeManagement information andimportant dates.

Use the Markup for Changessubordinate tab to create

markup categories for thisproposal.



Use theChange

Orderdocumentwindow toreview or

add detailsabout the

changeorder.

The Statustab

containsapproving

authorities.

Click the Summary tabto review contract

summary information.

Use the Markup forChanges tab to create

markup categories for thechange order.

Click Get Markup to copymarkup values from the

contract.



The Details tab contains adescription of the changeorder, as well as ChangeManagement information

and important dates.

Each custom fieldassigned to thechange orderstable is shownwith applicablevalues. Customfields enable youto defineadditionalinformation abouta project.

The Line Items tab itemizeschanges. Click Add Lump

Sum to add a new line itemrow.



Applying MarkupA project's success requires effectively managing change during aproject. Change management is designed to help you track the changeprocess more accurately; you can also manage overhead and profit byusing markup in change documents.

For more information on markup, see markup in Help.

Markup enables you to add overhead, profit, or any other markupcategories you create to change documents.

You can set default values or percentages for overhead, profit, and othermarkup categories by using the Markup tab of the contract or purchaseorder the change is written against. The default values are then used forall markup calculations for changes to that contract.

You can set different markup values for individual contracts andpurchase orders (POs). When applying overhead, you may need tochange the percentage in certain situations. You can have differentmarkup values based on total labor, material, and equipment costs. Youcan apply markup to your budgeted costs or direct costs, as well as tothe total committed costs.

Markup forms Markup provides you with a comprehensive methodfor managing changes from the initial estimate to the final approval,including reporting to compare the total of initial change costs plus thetotal markup for changes and the combined costs for changes. There is aform for proposals and change documents with markups, which you canprint.

Where markup is used You can apply markup to change orders andproposals in the Change Order/Proposal document windows and inChange Management.

You can generate a budgeted change from the existing changes on theCommitment tab of the Change Management document window. Youcan add the markup to the commitment changes and produce a budgetedchange for that total.

What you can do with markup By using markup, you can:

■ Set default markup values for overhead, profit, and other markupcategories that you create. The default values are used in all markupcalculations for that contract or purchase order.



■ Set separate markup values for different contracts and purchaseorders. When applying overhead, you may need to change thepercentage. You can apply markup to your budgeted costs andcommitted costs.

■ Have different markup values based on total labor, material, andequipment costs.

■ Set default values for overhead and profit, and you can also addadditional markup values for each document.

■ Assign markup categories using a percentage rate or a flat amount.

■ Specify the target cost code to which you want to apply the markupamount.

■ Set the order in which markup categories are applied.

■ Specify a source cost code, which enables you to break down costsinto individual components.

Create default markup values using the Project Settingsdialog box Markup tab The Markup tab of the Project Settingsdialog box contains fields in which you can enter any description,percent, or fixed amount you want. The Target Cost Code columncontains all cost codes. Right-click on a project in the Project View, andchoose Project Settings. Click the Markup tab.

When adding a new contract or PO, the module pulls the markupdefaults that you enter here and uses them in the contract or purchaseorder.

Even if you enter default markup values, you can modify themarkup values on a per contract or purchase order basis.



For more information on setting markup preferences, see “Specifying Project Settings” on page 124”.

Using source cost codes enables you to break down costs into individualcomponents. Instead of basing markup on one lump sum (such asoverall cost), you can divide the cost into labor, materials, and bond, andapply markup categories to each of those. The module calculates theamount of markup that is applied from the distributed value of all costdistributions that match the specific cost code.

You can use wildcards in the Source Cost Code field. Use a questionmark (?) to replace one letter or an asterisk (*) to replace multipleletters. For example, if you have cost codes A1B and A2B, and youenter A?B, both cost codes will be found. Similarly, if you use A*, allcost codes that begin with A will be found.

Apply markup values to change orders and proposals If youdo not want to use the default markup values, you can apply separatevalues to individual change documents. the new values will apply onlyto the change document to which they are applied. Click Change Ordersin the Contract Information folder in the Project View, and choose theAdd Document button. The module enters the current date. Select thedocument’s type, the to and from parties, and any other informationrelevant to the change order. Click the Markup tab.

Displays either a markuppercentage value or a fixed markup

amount (not both).

Displays the cost code to which you want toapply the markup.

Use to select the order in which to applythe markup categories.

Displays the source codes on which the markupcategories will be based. The markup values will

then be applied to the target codes.



Use subtotals Subtotals are cumulative. When you click AddSubtotal, a Subtotal row is added to the bottom of the list. Use OrganizeRows to move the new row to the desired location. If you use Markup%, the markup cost is taken from the Total Cost column, or the previousSubtotal Total Cost column, and calculated in the Markup Amountcolumn.

Contains the markupamount calculated basedon the markuppreferences and theapplied cost.

Click to update the markup amounts based onany changes that have been made to thedocument value and/or cost distributions.

Click to add anew row

below thecurrent row.



Collecting into Change OrdersWhen you create a change order independently of Change Management,you can collect costs from pending change orders. Use this feature tocombine multiple changes for one contract into a single change order;this reduces the number of documents to track and update.

Collect into a change order From the Change Orders log window,add or generate a new change order. Click the Line Items tab, and clickCollect from Changes. The module searches the database for pendingchange orders involving the same PO or contract referenced in thecurrent change order. The module marks the collected change ordersCLO (closed), and adds a line for each change order collected to theCollected Changes section on the change order.

The change orders being collected must not have beencollected into another change order, and cannot have anapproved, closed, or rejected status.



The status of change orders collected into another changeorder will be Closed.

In the Change Orderdocument window, clickthe Line Items tab. Click

Collect from Changes.

You are prompted toselect the change orders

to collect.

Choose Yes to link thenew change to the same

issues and/orattachments as the

collected documents.

The module addscollected documents

to the CollectedChanges section on

the change order.

Choose Yes to append themarkup from the collecteddocuments to the current

document markup.



Approving Change OrdersThe final step in the change process is approving the change order. Thechange order Summary tab summarizes the contract history to date.

Approve a change order From the document window for theselected change order, click the Status tab. Choose the date the changeorder was approved by the contract parties in each Date field; you mustenter the first two dates before you can approve the change order. ClickApprove and Save and confirm that you want to approve the changeorder. The status of the change order is changed to Approved.

If you use the Cost Worksheet, The change order cost distributions aretransferred from the Pending Revisions column to the ApprovedRevisions column.

In the Change Order documentwindow, click the Status tab. ClickApprove and Save to approve the

change order.

The Summary tab summarizesthe contract history to date.

Mark this checkbox to includeboth pending and approvedchanges in the Net Amount ofPrevious Changes field.



Generating Change Documents from ChangeManagement

The process of generating documents is essentially the same for eachdocument type in the work process.

Prepare to generate document from Change ManagementBefore you generate documents, you should specify contractinformation on the Budget tab. On the Budget tab, click Select andchoose the contract; on the Commitments tab, click Add and choose thephase. You will choose the contract when you start the first phase.

If only one budgeted contract/PO exists, it is automaticallyselected on the Budget tab.

On the Budget tab, you can only select contracts that aredistributed to the Budgeted side of the Cost Worksheet.Usethe Commitments tab to select any committed contract/PO.

Generate a document On the Budget or Commitments tab, clickthe appropriate button for the phase from which you want to start: StartEstimated Phase, Start Quoted Phase, Start Negotiated Phase, or StartFinal Phase.

If there is no value for a phase, no document exists for thatphase. A $0.00 value may have documents.



On the Commitments tab, you can add rows for as many contractors asthe change requires. Click Add to create a row for the contractor. Selectthe phase, and select the contract. You can also click Add MultipleEstimates to include multiple rows if you are obtaining bids fromseveral contractors for the same work.

Delete generated documents While you can review a changedocument from the associated log after Change Management generatesit, you cannot delete the document from any log or document windowother than Change Management. For example, if you generate an RFPfrom Change Management, you can open that document in theProposals log, but you cannot delete it from there. You must delete thedocument using Change Management.

1. To generatebudgetedchangedocuments,click theBudget taband thenclick StartEstimatedPhase.

2. Enter theestimateinformation,and clickSave. Clickthe Return toChangeManagementlink.



Click Clear Phase to delete a generated document. You cannot delete adocument from a phase if there are later phases that have generateddocuments. For example, if you want to delete the Budget Estimatedocument, but you generated a Budget Quoted document, you mustdelete the Budget Quoted document before you can delete the BudgetEstimate document.

Delete Change Management documents To delete a ChangeManagement document, open the document you want to delete, andchoose Delete Document from the Select an action drop-down list.

Deleting a Change Management document deletes all the documentsthat were generated from it and removes any information posted to theCost Worksheet.



Costing Generated DocumentsCosting information is assigned to generated documents based on thecontract (for the first generated document) or the last generateddocument. When you start the first phase on the budgeted or committedside, click Copy from Contract on the Line Items tab to copy line itemsand costing from the contract to this document. For subsequent phases,line items and costing are copied from the previous phase.

Change management enables you to post to the portion of the costworksheet that best suits your company’s needs. Amounts from thegenerated documents are automatically posted to the cost worksheetwhen you assign cost distributions, except when you clear the Includecheckbox for commitments.

Use costing for a contractor in the Cost Worksheet To addcommitments to the cost worksheet, mark the Include checkbox in theCommitment dialog box (while in Edit mode). To remove commitmentsfrom the cost worksheet, clear the Include checkbox; costinginformation is removed from the cost worksheet.

Costing information is retained for documents for which youdid not mark the Include checkbox, but the values are notposted in the cost worksheet.

You can mark the Include checkbox for more than one of thesame contractor type. However, if you mark the Includecheckbox for multiple contractors who are bidding on thesame work, all checked contractors will be posted to thecost worksheet.

Using multiple rounds of negotiations Through ChangeManagement, you can perform multiple rounds of negotiations in thenegotiated phase for both budget and commitments.

Copy commitments into a budget Using Change Management,you can copy multiple commitments for a particular phase into onedocument on the budget side for any phase, and you can carry over thecost codes.



Adding Multiple Commitment Documents to theEstimated Phase

Using Change Management, you can add multiple commitmentdocuments from companies that have committed contracts to theestimated phase.

Add multiple commitments documents In the ChangeManagement document window, click the Commitments tab, and clickAdd Multiple Estimates.

Select the From contact. The module enters the change date (the currentdate), enters the required date (the current date plus seven days), andcopies the title and remarks from the Change Management document.

The module displays all companiesthat have committed contracts orPOs in this change.

Click Finish to add the estimates. Acommitment row is created for eachcompany you selected.

Click to add singleestimates.



Change Management Reports and FormsChange Management standard reports and forms are provided for you touse to print change estimates by reason code, scope, issue, or status.

For example, to print the All Change Documents by ChangeManagement Number report, do the following:

1 In the Change Management window, choose Advanced Print fromthe Select an action drop-down list.

2 Select the type of report you want to print All Change Documentsby Change Management Number in this example).

3 Click Print. The following shows the All Change Documents byChange Management Number report.


345

There may be times when it is necessary to

add Change Orders or Proposals without

using the Change Management process. This

chapter describes how to enter Change

Orders and Proposals in the Change Order

Log file and in the Proposals Log file.

When using this functionality, you can add a

lump sum amount, unit price, or copy the

information for the change order from

another contract. When you are finished

adding line items for a Change Order, you

can collect those changes into the current

Change Order, which will close them.

For Proposals, you can add a lump sum

amount, unit price, or copy the information

for the Proposal from another contract.

In this chapter

Prerequisite: Turn on theFunctionality

Adding a Change Order to theChange Order Log File

Adding a Proposal to theProposals Log File

Entering Change Orders andProposals without Using ChangeManagement


Prerequisite: Turn on the Functionality. Before you can enter Change Orders or Proposals directly in the Change

Orders Log file or in the Proposals Log file, you must do the followingto enable the functionality:

1 Right click on a project name, and choose Project Settings.

2 Click the Change Management tab.

3 Click the Committed tab, mark the Enable document creationoutside of Change Management box, and click the Save button.


Entering Change Orders and Proposals without Using Change Management 347

Adding a Change Order to the Change Order Log FileSee “Prerequisite: Turn on the Functionality” on page 346.

To add a Change Order directly to the Change Order Log file, open theproject and do the following after you turn on the functionality.

Access the Change Order Log file Open the project, and expandthe Contract Information section. Click Change Orders to display theChange Order Log file.

Add the Change Order document Either click the AddDocument button, or choose Add Document from the Select an actiondrop-down menu.

On the General tab Use the General tab to enter the basicinformation about the Change Order.

1 Select the change Type from the drop-down list.

2 Click the browse button next to the Contract field to open the SelectContract dialog box, and choose the contract to which the changeapplies. This information will be carried through the rest of theChange Order.

3 When you select a contract, the To field will be pre-filled in withthe contact information for the contract. To change this, click thebrowse button, and choose the appropriate contact to inform aboutthe change.



4 When you select a contract, the From field will be pre-filled in withthe information for the contact initiating the change. To change this,click the browse button, and choose the appropriate contactinitiating the change.

5 The Number field will be populated with a number for the ChangeOrder.

6 The Date field will be filled with the current date. To change thedate, use the calender to the right of the date, and choose the datethe change process began.

7 In the Title field, enter a title for the change document.

For information on using the workflow-based approval process, see “Using the Work-Flow Based Approval Process” on page 57.

On the Review Status tab The following shows an example of theReview Status tab of the Change Order window, using the workflow-based approval process.

Use the Status tab to enter the following information.

1 Mark the Use Approval Process to use the workflow-basedapproval process.

2 When you select a contract, the Ball in court field will be pre-filledin with the information for the contact to be notified of the change.To change this, click the browse button next to the Ball in courtfield, and choose the appropriate contact.



3 Click the browse button next to the Document Owner field, andchoose the owner.

4 From the Status drop-down list, choose the status of the document.

5 From the priority drop-down list, choose the priority.

6 From the Workflow drop-down list, choose how the documentshould be approved.

7 Use the calendar icons to set the Required Start and RequiredFinish dates.

8 Click the Add Reviewers button, and choose the reviewers for thedocument.

9 Do not click the Initiate button to start the document review untilyou have enter the rest of the information for the Change Order.

On the Summary tab The Summary tab displays a summary of thecosts associated with the contract to which this Change Order is linked.The following shows an example of the Summary tab of the ChangeOrder window.

1 Click Update Totals to recalculate the fields from the changedocuments related to the linked contract.

Use the Detailstab to enter thegeneralinformation.

Use the Markup for Changes tab to enter overheadand profit values.



For more information about Markup, see “Applying Markup” on page 331.

2 Use the Markup for Changes tab if you are applying overhead andprofit values to the change order. You can use the buttons to AddMarkup (for example, shipping), Add Subtotal, or Get Markup(from the original contract).

3 The Collected Changes section contains information aboutproposals and change orders collected into this change order.

On the Line Items tab Use this tab to enter itemized changes for theChange Order.

1 Click the Add Lump sum button to open the Lump Sum dialogbox. Use that dialog box to enter lump sum line item rows for theChange Order.

2 Click the Add Unit Price button to open the Unit Price dialog box.Use that dialog box to enter unit price line item rows for single unititems.

3 Click the Copy From Contract button to open the Copy fromContract dialog box. Use this dialog box to copy line items from thelinked contract to the Change Order.

4 Click the Collect from Changes button to open the collect Changesdialog box. Use that dialog box to collect related changes into thecurrent one. Change Orders entered directly in the Change Ordersmodule must have at least one change collected into it.



On the Details tab The following shows an example of the Detailstab in the Change Order window.

Mark the checkboxes you want

to collectchanges, andclick the Next

button.

Click the appropriate buttons,and then click the Finish

button.



Use this tab to enter the following information.

1 In the Description field, enter detailed information relating to theChange Order.

2 From the Spec Section drop-down list, choose the Specificationcode for the Change Order.

3 If the date in the Required Date field is not the correct date, clickthe calendar icon next to the field, and choose the correct date.

4 If the Change Order has been acknowledged, click the calendaricon next to the field, and choose the date on which it wasacknowledged.

5 From the Reason for Change drop-down list, choose the ReasonCode for the Change Order.

6 In the Initiator Log Number field, enter the number associated withthe person initiating the Change Order.

7 In the Respondent Log number field, enter the number associatedwith the person who should respond to the Change Order.

On the Schedule tab Use the Schedule tab of the Change Orderwindow only when you have the Contract Management projectconnected to a Project Management database. You can then choose aProject Management activity, choose a Start date, and choose Finishdate for the change.



On the Issues tab Use the Issues tab of the Change Order window toselect Issues to link to the Change Order. The following shows anexample of the Issues tab in the Change Order window.

On the Attachments tab The following shows an example of theAttachments tab in the Change Order window. You can also attachdocuments from an Oracle UCM or Microsoft SharePoint repository ifthe Contract Management administrator set up this functionality in theContent Management section of Administration Application.

This buttondoes not

display unlessContract

Management isconnected to a

ProjectManagement

schedule.

This button does not display unless the administrator sets ContractManagement content management repository properties in theAdministration Application. If set, you can attach documents froman Oracle UCM or Microsoft SharePoint repository.



Adding a Proposal to the Proposals Log FileSee “Prerequisite: Turn on the Functionality” on page 346.

To add a Proposal directly to the Proposals Log file, open the projectand do the following after you turn on the functionality.

Access the Proposals Log file Open the project, and expand theContract Information section. Click Proposals to display the ProposalsLog file.

Add the Request for Proposal document Either click the AddDocument button, or choose Add Document from the Select an actiondrop-down list.

On the General tab The following shows an example of the Generaltab of the Proposal window.


1 Click the Select Contract icon to open the Select Contract dialogbox, and choose the contract to which the Proposal applies. Thisinformation will be carried through the rest of the Proposal.

2 When you select a contract, the To field will be pre-filled in withthe contact information for the contract. To change this, click theSelect To icon, and choose the appropriate contact to inform aboutthe Proposal.

3 When you select a contract, the From field will be pre-filled in withthe information for the contact initiating the change. To change this,click the Select From icon, and choose the appropriate contactinitiating the Proposal.

4 The Number field will be populated with a number for the Proposal.



5 In the Title field, enter a title for the Proposal document.

6 The Date field will be filled with the current date. To change thedate, use the calender to the right of the date, and choose the datethe Proposal process began.

On the Status tab The following shows an example of the Status tabof the Request for Proposal window.


1 Click the Select Ball in Court icon, and select the Ball in Courtcontact.

2 From the Priority drop-down list, choose the priority.

3 From the Status drop down list, choose the status of the document.The status tab is also used to approve the Proposal.

4 To approve a Proposal, at least two contacts must sign off on it andbe entered in two Acknowledged By sections with the approvaldates.

On the Line Items tab The following shows an example of the LineItems tab of the Request for Proposal window.



Use this tab to enter itemized changes for the Proposal.

1 Click the Add Lump sum button to open the Lump Sum dialog box.Use that dialog box to enter lump sum line item rows for theProposal.

2 Click the Add Unit Price button to open the Unit Price dialog box.Use that dialog box to enter unit price line item rows for single unititems.

3 Click the Copy From Contract button to open the Copy fromContract dialog box. Use this dialog box to copy line items from thelinked contract to the Proposal.

On the Details tab The following shows an example of the Detailstab of the Request for Proposal window.




1 Enter any detailed information relating to the Proposal in theDescription field.

2 From the Spec Section drop-down list, choose the Spec code.

3 From the Required Date pop-up calendar, choose the Required date.

4 If the date in the Required Date field is not the correct date, clickthe calendar icon next to the field, and choose the correct date.

5 If the Proposal has been acknowledged, click the calendar icon nextto the field, and choose the date on which it was acknowledged.

6 From the Reason for Change drop-down list, choose the ReasonCode for the Proposal.

On the Schedule tab Use the Schedule tab of the Request forProposal window only when you have the Contract Management projectconnected to a Project Management database. You can then choose aProject Management activity, choose a Start date, and choose Finishdate for the Proposal.

On the Issues tab Use the Issues tab of the Request for Proposalwindow to select Issues to link to the Proposal. The following shows anexample of the Issues tab of the Request for Proposal window.

On this tab, click the Link button, and then select all the Issues you wantto associate with the Proposal.

On the Attachments tab Use the Attachments tab to attach files orURLs to the proposal. You can also attach documents from an OracleUCM or Microsoft SharePoint repository if the Contract Managementadministrator set up this functionality in the Content Managementsection of Administration Application.



When you finish adding the Request for Proposal After youenter all the information for the Request for Proposal, click the Savebutton.

This button does not display unless the administrator sets ContractManagement content management repository properties in theAdministration Application. If set, you can attach documents froman Oracle UCM or Microsoft SharePoint repository.


359

Use the Procurement module to enter and

track information for procurement items, and

then award a contract to the winning bidder.

This chapter describes the procurement

process, and explains how you can use it for

estimating, bid tracking, and contract award.

In this chapter

The Procurement Process

Initiating Procurement

Award Procurement Items to aBidder

Using Procurement


The Procurement ProcessFor more information, see Procurement in the Contract Management online help.

The procurement module enables you to enter and track information forprocurement items and the related scope items that make up theprocurement item. Use this module if you need to procure materials orlabor.

During the procurement process, you can request bids from contractorson materials that you require, or a job you need done. Once the item isopen for bid, you can track who is bidding, how much they bid for eachprocurement item and its scope items, and then award the procurementitem to a contract or purchase order for the winning bidder.

The Procurement module covers the bidding process andcontract award within the bidding process.

You can enter and track information per procurement item. When thebidding is complete, you can award the procurement item to a contractor purchase order, and you can also generate materials. You can alsoview statistics on bidders, including how much they bid on variousitems, and which items they have been awarded.

Costing is done at the scope item level (one level below the procurementitem level), and the contract/PO award can be done at the procurementitem level or the scope item level.

Any user with access rights can enter data in a procurement document.You can set the security options to prevent users from viewing andentering data that you do not want them to have access to. This enablesyou to prevent users from seeing information in this module.


Using Procurement 361

Initiating ProcurementOnce you know the details of the materials you require or the job youneed done, create a new procurement item document in which you willenter all bids and other relevant information.

You can create a log of procurement item documents in the followingtwo ways: You can import existing items from an estimating package, oryou can enter them manually.

Import procurement item documents To save time, you canimport documents from an estimating package. To import, you mustknow the name of the file, and the file must be properly formatted. Fromthe Procurement Items log window, choose Select an Action, Import toopen the Import dialog box. Click Browse to locate the file, and clickImport. The items appear in the log.

Create a new procurement item document From the ProjectView, open the Contract Information folder and click ProcurementItems. Click the Add Document button to open a new Procurement Itemdocument window.

Enter a titlefor the

procurementitem.

Select thepurchase

type, and theCSI divisionto which thisprocurementitem applies.

Select thespecification

section towhich this

procurementitem applies.

Select thestatus of theprocurementitem.



Add scope items to the procurement item You should first addthe individual components (scope items) that make up the procurementitem up for bid. Click the Bid Tabulation tab and click the Add buttonnext to Scope Items.

In the Add Scope Item dialog box, enter the details for the scope item.

The scope items appear in the left column of the Bid Tabulation tab. Youcan add as many scope items as necessary to the procurement item.

Click toadd scope

items.

Click to addmore scopeitems to the

procurementitem. ClickSave and

Close whenfinished.

Click to addsub-items to

the scopeitem.

Enterquantity and

unit priceinformation.



Add sub items to scope items You can add a second level belowscope items, called sub items, to break down the scope items into morespecific components. In the Add Scope Item dialog box, click Add SubItem to add a sub item row, and enter the required information. The subitem will appear indented below the scope item on the Bid Tabulationtab of the Procurement Item document window.

You can assign a specification section to a sub item. Youcan also press F7 to add a sub item row from the Add/EditScope Item dialog box

Add detail items to sub items You can add a third level, whichwill fall below sub items, called detail items, to make bidding even morespecific. In the Add Scope Item dialog box, click the icon to the left ofthe sub item to which you want to add a detail item, or press F8. Enterthe required information. The row will appear indented below the subitem nn the Bid Tabulation tab of the Procurement Item documentwindow.

You can also add sub and detail items directly on the BidTabulation tab by clicking the respective icons next to thescope and sub item rows, as shown here.

Scope item level.

Sub item level.

Detail item level.



Add alternate items You can add alternate items that do not belongwith scope items. For example, if you want elm trees, but you know theyprobably will not be available, use the Alternates section to add mapletrees as an alternate item. Click the Add button next to Alternates on theBid Tabulation tab.

Alternate items are not included in the total amount of theprocurement item. Scope and general items are included. Ifyou use an alternate item and want to award it, you mustmove the item to either the Scope Items or General Itemssection.

Click to add a subitem.

Click to add adetail item.

Click to edit the item.

Enter the title ofthe alternate item.

Enter the quantityand price

information.

Use this section toadd additional

information aboutthe alternate item.



Add general items You can add general items that do not belongwith scope items. General items are costed similarly to scope items, butcannot be broken down into sub and detail items. For example, youmight consider some costs, such as freight or taxes, as general, ratherthan scope items. Click the Add button next to General Items on the BidTabulation tab. You are required to select a cost code for general items.

Select a costcode for the

general item.

Enter the quantityand price

information.

Alternate item

General item



Edit the original and procurement estimates After you haveadded scope and other items, you can edit the original and procurementestimates. The values you enter when you first add scope, sub, detail,general, or alternate items are the original estimate values. If you editthe estimates after they are entered, the procurement estimate values areedited, not the original.

You can edit original estimates if you have access rights todo so, and only in the Edit Estimate Worksheet dialog box.The access rights are set in the Project Access dialog box.

Add bidders On the Bid Tabulation tab, click Add Bidder to add thenames of contacts who have made or will make bids on the items.

Click to open the Edit Estimate Worksheet dialog box, in whichyou can edit original and procurement estimates.

Bidders appear in the right columns.



In the Add Bidder dialog box, enter details about the bidder.

Enter and edit bids Once you have added bidders, you can entertheir bids on the Bid Tabulation tab.

Click to insertthe name of the

bidder.

Click Select toinsert the names

of the contactswho received the

bids.

Enter thenames of any

witnesses whosaw the bid.



See Edit Bid Worksheet dialog box in the online help forinformation on the Re-Sync feature, the Complete/Plug/Incomplete options, and other detailed information for thepreceding dialog box.

Enter the bids from thisbidder, including quantity

and unit price, or total.

Enter any additional commentsabout this bidder’s bids.

Choose the appropriate option to indicate whether thevalues entered are complete, plug values, or incomplete.

Click to open the Edit Bid Worksheetdialog box, in which you can enterbids for the selected bidder.



Add new bidders and edit bids simultaneously Use the RecordBid feature to add a bidder and enter bids in one step. Choose RecordBid from the Select an action drop-down list.

Add any other relevant information You can add any othernecessary information in the Status, Scope of Work, Schedule, andDetails tab, and link the procurement item to issues and attach files to iton the respective tabs.

Click to open the SelectBidder dialog box to selectthe bidder.

Click to open the Edit BidWorksheet dialog box andenter bid information for thenew bidder. Refer to theprevious page for moreinformation.

Use the Commentssection of the Details

tab to enter additionalinformation.

Use the Scope tab todescribe the scope of

the work.

When ContractManagement is connected

to the ProjectManagement schedule

database, the browsebutton displays for you to

choose an Activity ID.

When Contract Management is connected to theProject Management schedule database, calendaricons display next to the Required Award Date andAnticipated Award Date fields. Use them to choosethe respective dates.



View procurement log statistics You can view awardedpercentages and other general statistics about all documents in theprocurement log. From the Procurement Items log window, chooseView Log Stats from the Select an action drop-down list to open theProcurement Statistics dialog box.

For information on each field, refer to ProcurementStatistics dialog box in Help.

View bidder statistics You can view statistics about any bidder whohas made bids on items in the procurement log. From the ProcurementItems log window, choose View Bidder Stats from the Select an actiondrop-down list to open the Bidder Statistics dialog box.



Reports and Forms Standard reports and forms are provided foryou to use to printinformation about procurement items.

From the Procurement Item document window, choose Advanced Printfrom the Select an action drop-down list. Select the report or form, andclick Print.

Click to open the SelectBidder dialog box and choose

the bidder.



Award Procurement Items to a BidderOnce all bids are in and marked as complete, you can award a contract orpurchase order to a bidder. You can award multiple items to a bidder at onetime, or a single item to a bidder.

Only procurement items that are complete can be awarded.

Generally, a contract is awarded for materials and labor. Apurchase order is awarded for materials only.

Award multiple procurement items to one bidder If you want toaward multiple procurement items to one bidder, and the bids have beenmarked as complete, click Award Items icon from the Procurement Itemslog window to open the Award wizard.

Click to open the Select Bidder dialog boxto choose the contact who won the award.

The list is filtered to include only bidderswho have made a bid on this item.

Choose whether to create oneline item in the contract/PO for

the entire procurement item,or line items for each scope

and general item.

Choose whether to create amaterials delivery document for

each line item.

The Award Amount isautomatically filled in when

you select the company in theAward to field.



In the Spec Section of the following dialog box, mark the checkboxes tochoose the Procurement Items to award.

If you have any scope or general items that are not costed, a screendisplays for you to choose a cost code for each item.

The screen displays only if the Contracts or PurchaseOrders checkbox is marked in the Document must be fullycosted section of the Cost Options tab of the ProjectSettings dialog box. If the checkboxes are cleared, thefollowing screen will not appear.

If you chose to create line items for each scope and general item, and tocreate a materials delivery document for each line item, the scope andgeneral items appear as line items in the next screen.

The following screen will not appear if you chose not tocreate/select materials records per line item in the firstAward screen.



Click the browse button to open the Select Material dialog box tochoose a Material Title. This will automatically enter the Material Code.Click Next after you select the Material.

Click to open the Select Material dialog box to choosea Material Title. This will automatically enter the

Material Code.



Review the information, and then click Finish to award the item.

The new Contract or Purchase Order document window opens, and isadded to the respective log window. Line items for each scope andgeneral item appear on the Line Items tab, or one line item for the entireprocurement item, depending on which option you chose in the firstaward screen.

The cost of the contract or purchase order is assigned to the OriginalCommitment or Original Budget column in the Cost Worksheet,depending on which option you chose in the first award screen.(Purchase Orders are applied to the Original Commitment column.)

Award a single procurement item to a bidder When you areready to award a single procurement item, and have determined whichbidder it is being awarded to, open its document window and mark thebid as complete. Click the Bid Tabulation tab and click Award This Itemto open the Award wizard.



If you have any scope or general items that are not costed, the followingscreen appears, in which you must choose a cost code for each item.

The following screen appears only if the contracts orpurchase orders checkboxes are marked as must be fullycosted on the Costing tab of the Project Settings dialog box.If the checkboxes are cleared, the following screen will notappear.

Click to open the Select Bidder dialog boxto choose the contact who won the award.

The list is filtered to include only bidderswho have made a bid on this item.

Choose whether tocreate one line item

in the contract/POfor the entire

procurement item,or line items foreach scope and

general item.

Choose whether tocreate a materialsdelivery documentfor each line item.

Click Next to continue.

The Award Amountis automatically

entered when youchoose the

company in theAward to field.



If you chose to create line items for each scope and general item, and tocreate a materials delivery document for each line item, the scope andgeneral items appear as line items in the next screen.

The following screen will not appear if you chose not tocreate/select materials records per line item in the firstAward screen.

Click to open the Select Cost Codedialog box to choose a cost code.

Cli k i



Click to open the Select Material dialogbox to choose the material to which to

apply the item.

Click to Continue.You can also enter a materialcode that does not yet exist. Thematerial will be automaticallyadded to the Materials Deliverylog

Select the specificationsection for each item, if

applicable.



The new Contract or Purchase Order document window opens, and isadded to the respective log window. Line items for each scope andgeneral item appear on the Line Items tab, or one line item for the entireprocurement item, depending on which option you chose in the firstaward screen.

The cost of the contract or purchase order is assigned to the OriginalCommitment or Original Budget column in the Cost Worksheet,depending on which option you chose in the first award screen.(Purchase Orders are applied to the Original Commitment column.)

Unaward a procurement item To unaward a procurement item,you can either delete the associated contract or PO that was generatedduring the award process, or delete all line items in that contract or PO.

Delete a procurement item Only unawarded procurement itemdocuments can be deleted. If the procurement item has been awarded,you must first delete the contract or PO as described above to unawardthe item. Next, from the procurement item you want to delete, chooseDelete Document from the Select an action drop-down list.

Review theinformation. Ifeverything iscorrect, click

Finish toaward the

contract/PO tothe winning

bidder.


381

After your project is underway, problems can

arise that you want to track and document

because they may lead to contract changes or

claims. The Issues feature functions like a

“file cabinet” where you can organize all

project documents related to an identified

subject or situation in one easily accessible

place.

This chapter describes how you can create an

issue from any Contract Management

module document, at any time during the

project; link any data item to one or more

existing issues; and have the module build an

issue automatically.

In this chapter

Linking Contract ManagementModule Documents Using Issues

Searching for Documents to BuildIssues

Creating and Tracking Issues


Linking Contract Management Module DocumentsUsing Issues

An issue can be a problem that must be resolved before the project canbe completed, or a condition that can lead to contract changes or claims.Organizing project information by issues enables you to quickly revieweach problem that may affect the project schedule or completion cost.

An issue can link several documents of any type, such as a contract,drawing, meeting minute, or change order. You may want to create anissue to

■ Gather relevant documents quickly when you are involved in aclaim

■ Track every piece of information relating to a company when youexperience ongoing problems with that company

■ Group different documents related to a topic that led to a formalchange order, such as meeting minutes, records of telephone calls,and change documents

You can establish an issue at any point during a project and linkdocuments to it as the project progresses. For example, if a laborshortage is noted in a daily report, create an issue named Labor and linkthe daily report to it. You can also link other items to the issue, such asthe original labor contract, relevant meeting minutes, discussion items,and change and request documents. You can also link several existingdocuments to an issue at the same time. Use the Build Issue feature toautomatically search for, and link, related documents.

You can link an issue to any Contract Management module documentexcept the Cost Worksheet and other issues (you cannot link one issue toanother issue). You can also link some items within documents to issues.For example, meeting-minute business items can be linked to differentissues than the meeting minute document that contains them. Otheritems that can be linked to issues include contract/purchase order (PO)items; requisition schedule of value line items; change and proposal lineitems; daily report visitors, equipment, and labor; submittal revisions;drawing revisions; punch list items; notepad items; and materialsdelivery tickets.


Creating and Tracking Issues 383

Add an issue

1 From the Project Information folder in the Project View, clickIssues, and then click the Add Document button. This opens theNew Issue window.

2 On the General tab. enter a title and code for the issue. The nextavailable number is assigned.

3 Use the calendar icons to change the Opened date if necessary.

4 Click the browse button next to the Contract field to select theapplicable contract for the issue.

On the Status tab:

1 Choose the Ball in Court contact.

2 Choose the Priority (the default is Normal).

3 Choose the Status (the default is New Item).

Initially, the Linked Documents will not contain any documents.

Use the Attachments tab to link documents and URLs to the issue. Youcan also attach documents from an Oracle UCM or MicrosoftSharePoint repository if the Contract Management administrator set upthis functionality in the Content Management section of AdministrationApplication.



When you finish adding the issue, click the Save button.

Display a document that is linked to an issue From the Issueslog, click the document icon for the issue you want to open. A list of allthe documents attached to that issue is displayed on the LinkedDocuments tab. Click the title in the Linked Document column to openthe document.

When you edit a document linked to an issue, the issue isautomatically updated when you save or close thedocument.

This button does not display unless the ContractManagement administrator sets the content managementrepository properties in the Administration Application. Ifset, you can attach documents from an Oracle UCM orMicrosoft SharePoint repository.

Click to openthe linked

document.



Remove a document link from an issue Click Issues in the ProjectInformation folder to open the Issues log window. Open the issue fromwhich you want to remove a linked document. Click the LinkedDocuments tab. Click Unlink for the document you want to remove fromthe issue.



Searching for Documents to Build IssuesDuring a project you may decide to link several documents to an issue atthe same time. For example, you may have completed Phase 1, and wantto link all Phase 1 documents to an issue to keep track of them. TheSearch feature does this for you quickly and automatically.

Select a project in the Project View. Click Search in the upper rightcorner of the Workspace to open the Search window.

Refer to Search in Help for detailed information on this feature.

To search for multiple words in one field, use a space between words,for example, Insurance Liability. The documents are listed that containboth of the words.

All documents are selected to be included in the issue by default. Toprevent documents from being linked to an issue, clear the checkboxesfor the respective documents.

Click Link Selected Results to an Issue to open the Select Issue dialogbox.

Enter the keywordsrelating to the documentsthat you want to search for,and click Search.

Mark to search for thekeywords in

attached documents.

Unmark all irrelevant Results checkboxes,and then click to open the Select Issuedialog. Click Select next to the issue to linkthe selected results to it.



Choose whether to link the documents to an existing issue (click Selectnext to the issue), or to create a new issue. For a new issue, click AddIssue and enter a code and a descriptive title. Click OK when finished.The selected documents are linked to the issue.

Click to open the Add Issuedialog box add a new issue ifone does not appear in the list.



Issue Reports and FormsStandard reports and forms are provided for you to use to Issue reportsand forms.

For example, to print the Issue History report, do the following:

1 From the Issue window, choose Advanced Print from the Select anaction drop-down list.

2 Select the type of report you want to print Issue History in thisexample).

3 Click Print.


Tracking Drawings

Managing Submittals

Tracking Materials Delivery

Using Daily Reports

Tracking Insurance Certificates

Producing Punch Lists

Part 5

Logging and TrackingInformation

In this part

Logging and tracking information accurately is an important

aspect of managing a successful project. This part describes how

Contract Management can help you more easily and effectively

manage these functions.

Tracking Drawings explains how the module helps you identify

and maintain contract drawings received and sent, while

Managing Submittals describes how to log and track submittals

through multiple reviewers and review cycles.

Read Tracking Materials Deliveries and Using Daily Reports to

learn how the module enables you to track daily project events at

the site, so you can identify reasons for problems and delays.

Review Tracking Insurance Certificates to see how all project

participants can use the Insurance log. Logging and tracking lists

of items that each project participant must complete before the

project can be finished are described in Producing Punch Lists.

391

The Drawings log serves as a central location

for tracking the numerous drawings and

revisions participants use during a contract

life cycle, while the Drawing Sets log groups

new revisions for related drawings.

This chapter provides an overview of the two

Drawing logs and explains how you can use

them to track project drawings,

specifications, other contract documents, and

drawing revisions through the distribution

cycle.

In this chapter

Drawings Overview

Setting Up Drawing Data

Adding Drawing Documents

Creating Drawing Sets

Tracking Drawings

392 Part 5: Logging and Tracking Information

Drawings OverviewThe primary function of the Drawings log and Drawing Sets log is toexpedite the distribution of documents.

You can use the Drawings and Drawing Sets logs to

■ Log new drawings

■ Group drawings by set with the Drawing Sets log

■ Distribute drawings by creating distribution lists for massdistribution

■ Review drawing history via drawing revisions

■ Generate transmittals

Drawing development and control are handled by various projectparticipants in the distribution phase of the contract process. Oncedrawings are approved for construction, the construction work canbegin, signaling the start of the distribution phase.

At this point, the contract is awarded, and the construction manager(CM), general contractor (GC), or subcontractor becomes involved inthis phase of the drawing process. The CM or GC is responsible forcoordinating all construction work and disseminating drawings to themechanical, electrical, plumbing, and other subcontractors and vendorsfor construction or procurement and submittal processing.

Through the Drawings log and the Drawing Sets log, ContractManagement helps you perform the following functions for drawingssubmitted for bid, approval, construction, or other contractrequirements/negotiations.

■ Maintain an accurate history of revisions to see who changed whatand why

■ Determine and maintain distribution lists for drawingimplementation and coordination

■ Identify how many copies are being sent and to whom

■ Reduce data entry by automatically creating transmittals for eachrevision

The following diagram provides a workflow of the general stages of thedesign review and distribution cycles. The distribution cycle issupported.


Tracking Drawings 393

Design development and review coordinates and tracks each piece of thedesign in the Issued For Design (IFD) phase (30%, 60%, 90% to 100%complete).

Distribution occurs when construction is underway—Issued For Bid(IFB) and Issued For Construction (IFC) phase—to keep all partiesinformed.

Design review

Distribution

ConceptSchematic

CIVILDWG C1-C10

ELECTDWG E1-E8

MECHDWG M1-M15

DesignDevelopment

CIVILDWG C1-C15

ELECTDWG E1-E10

MECHDWG M1-M20

Progress

CIVILDWG C1-C20

ELECTDWG E1-E12

MECHDWG M1-M20

Progress

CIVILDWG C1-C20

ELECTDWG E1-E12

MECHDWG M1-M20

AFC(Approved for

IFB(Issued for Bid)

IFCIssued for

Construction

ADD(AddendumIssued) Construction

Drawing Rev. A Drawing Rev. B Drawing Rev. C

Drawing Rev. D

15% complete 30% complete(Review meeting)

60% complete(Review meeting)

95% complete(Review meeting)

100% completeFinal

Drawing bidset to GCs

Drawing Rev. 1

Contract awarded;GC distributesdrawings to subs



Distribution

Log contractdrawings /documents

Create distribution listsfor distribution

Generate a set ofdrawings and adddrawings fordistribution

Assign distribution listand individuals

Create transmittalsand print reproductionorder

Update log with dates



Setting Up Drawing DataStart by setting up the standard data used to categorize and identifydrawings.

Distribution lists These contain the names of individuals you want toinclude when distributing drawings. The Company Directory shouldalready contain information for these individuals, since the distributionlists are based on company information. You can use defineddistribution lists in any project in the same database. Distribution listsare established per project using the project contact list or globally forall projects in the same database using the group contact list.

Drawing phases These identify the purpose for the issued drawing,such as Issued for Bid or Issued for Construction. To define drawingphases, right-click on the top level folder in the Project View, andchoose Dictionaries, Drawings, Drawing Phases.

Drawing disciplines These categorize drawings and drawing sets bydiscipline, such as electrical, mechanical, or civil, for easier tracking.Standard categories are supplied or you can define your own (right-clickon the top level folder in the Project View, and choose Dictionaries,Drawings, Disciplines). You can use discipline categories to sort, filter,group, and report drawing information.

Drawing areas These identify the various areas associated with adrawing, such as Foyer or Entry, or even a building designation, such asLot A or Bldg B, for easier reference, filtering, sorting, and grouping. Todefine drawing areas, right-click on a project in the Project View, andchoose Dictionaries, Drawing Areas.

You can include paper sizeand number of copies percontact when you set upthe Company Directory.Then, when you set updistribution lists fordrawings or drawing sets,the paper size and numberof copies are included forthe corresponding contactson your list.

Paper sizes These enable you to identify the standard paper sizesassociated with issued drawing types. For example, architecturaldrawings can be various sizes: A through E, and so on. Once paper sizesare defined, you can specify them for individual drawings or drawingsets when reproducing and sending multiple copies for distribution. Todefine paper sizes, right-click on the top level folder in the Project View,and choose Dictionaries, Drawings, Paper Sizes.



Bid packages These help you track all drawings and correspondingrevisions issued by defining a bid package for each contractor, andlogging the drawings by bid package in the Drawings log. You canmodify this list if additional contractors require drawings for bid. Whenlogging drawings, the bid packages you define are available from theLatest Bid Package field. You can also filter, sort, and group by bidpackage, and you can assign a bid package to a drawing set. To definebid packages, right-click on the top level folder in the Project View, andchoose Dictionaries, Drawings, Bid Packages.

File numbers These define the numbers corresponding to the filingsystem set up specifically for drawings in your organization. You canselect the appropriate file number when you log drawings. To define filenumbers, right-click on the top level folder in the Project View, andchoose Dictionaries, Drawings, File Numbers.



Adding Drawing DocumentsUse the Drawings log to identify and track drawings, specifications, andother supporting documentation to meet contractual requirements andensure completion of work-site obligations. Tracking drawings throughthe Drawings log enables you to maintain a list of drawing revisions forthe distribution cycle; review the drawing’s current status—latestrevision date and sent date; and review sets that contain the drawing.Typically, distribution revisions are added when a set is created, but youcan also add them using the Drawings log.

Adding drawing documents in the Drawings log

1 Click Drawings in the Logs folder in the Project View, and thenclick the Add Document button.

2 Enter a Drawing Number, Title, and Issued Date.

3 Click the browse button next to the Designer field to choose theDesigner.

4 Enter any other pertinent information on the Status and Details tabs.

Create revisions for a drawing In the Drawing document window,click Add in the Revisions section. Enter the revision number and titleand select a revision date.

You must enter anumber for the

new drawing.

On the Details tab,you can link the

drawing to a contract.



After you enter the basic information for the revision, select the contactsto receive it.

1 Click Add in the Revision Distribution To section.

2 Click Select in the Add Distribution dialog box, and select thecontacts who will receive the revision.

3 When you finish selecting the contacts to receive the revision, clickSave.

4 Type the number of copies and choose the paper size for eachcontact, and click Save.

Click the subordinate tabson the Revisions tab toenter details about therevision.

The module enters thisinformation as configured

in the CompanyDirectory, but you canchange it at any time.



Review drawing sets The Sets Containing this Drawing sectionenables you to see all information about the drawing sets to which thisdrawing belongs, including the revision number, set title, its phase,progress, and creation date. If this section does not contain anyinformation, the drawing is not part of a set.

For information about drawing sets, see Creating Drawing Sets later in this chapter.

Generate multiple drawings The easiest way to create a master listof all drawings related to a project is to add one drawing for eachdiscipline, and click Generate Document to create the remainingdrawings. After the master list is complete in the Drawings log, you cancreate a set by discipline or phase in the Drawing Sets log.

Open the drawing you want to copy, and click Generate Document.Type the number of drawings you need to create, and type the drawingnumber to assign to the first of the new drawings. The other generateddrawings will be automatically numbered sequentially using thisnumber. All attributes of the original drawing, such as title, phase, anddiscipline, are copied to the new one; existing revisions are also copied.You can change any of these items within each generated drawing.

The revision numberof the drawing whenit was added to theset. It is not thelatest revisionnumber.



Creating Drawing SetsDrawings are often contained in sets for easy distribution and recordkeeping. Typically, sets correspond to phases such as Schematic, IssuedFor Bid, and Issued For Construction, and can be part of a change order,bulletin, or request for information (RFI). You can create sets from theDrawing Sets log, and then distribute the drawings to obtain a bid forwork or to inform the recipient of the approved construction design.Since the recipients do not return these drawings to the originatingperson, you only need to track the names of persons to whom thedrawings were sent and the dates they were sent.

Create a drawing set

1 Click Drawing Sets in the Logs folder in the Project View, and clickthe Add Document button.

2 Type a name and title for the set, and enter the date on which the setwas received.

Add drawings to a set On the Drawings in This Set tab, clickRecord. Click Select in the Record Drawings dialog box. The SelectDrawing dialog box lists all drawings defined in the Drawings log thathave at least one revision. Click Select next to each drawing you want toinclude in the set, and click Save.

Click the browsebutton to choose theperson responsiblefor the drawing set.



Define distribution lists for a set On the Distributed To tab, clickCopy from Drawings to copy the names from the distribution lists ofdrawings recorded with new revisions. The module does not copydistribution lists from drawings added to the set using existing revisions.You can add additional names to the distribution list for the set byclicking Add.

Generate a set After the revisions are tracked, the set may need to bereissued to the distribution list. In the Drawing Set document window,click Generate Document.

Mark the New Revisioncheckbox if the

document has beenrevised in this issue of

the set, and type a newrevision number, title,

and date.



Create transmittals for drawing sets When you create a drawingset, entries are created in the Transmittal Queue for each contact youspecified for distribution. To set this preference, mark the CreateTransmittals from Distribution List checkbox on the Communication tabin Project Settings (right-click on the project in the Project View).

To view the Transmittal Queue, open any module log, and click theTransmittal Queue icon in the upper right side of the header.

Mark Yes if you want tocopy the drawings’ latest

revisions into the new set.

Mark Yes if you want toissue the copy of the set

exactly as the original.

Mark to combinetransmittals with

matching companyname and contact

initials.

Click to create thetransmittals.

Mark toprint thetransmittalsas they arecreated.



Drawings Reports and FormsStandard reports and forms are provided for you to use to Drawingsreports and forms.

For example, to print the Drawings Log report, do the following:

1 From the Drawing or Drawing Set window, choose Advanced Printfrom the Select an action drop-down list.

2 Select the type of report or form you want to print (the DrawingsLog report in this example).

3 Click Print.


405

During a project, managing submittals can

be one of the most time-consuming tasks.

This chapter describes how Contract

Management streamlines the submittals

process by enabling you to track each stage

of the review cycle and update submittal

dates using activities from a linked Contract

Management module schedule.

No matter how many times a submittal is

revised, you will always know who received

it and when; which submittals were approved

and which are pending; which are overdue

and by how many days; and, most important,

who is currently responsible.

The module also provides distribution

copies, transmittals, and dunning letters.

In this chapter

The Submittal Process

Adding a Submittal Package

Adding a Submittal

Copying a Submittal

Tracking and Updating aSubmittal Using Review Cycles

Tracking Multiple Reviewers

Updating Submittals from aPackage

Using Schedule Activities forReference and to UpdateSubmittals

Compiling a SubmittalDistribution List

Producing Transmittals fromSubmittals

Managing Submittals



The Submittal ProcessThe following steps provide an overview of the typical process forentering a submittal package and tracking its progress. The rest of thischapter explains how to perform each step.

1 Add a submittal package.

2 Add submittals.

3 Record each review cycle.

4 Specify distribution.

5 Establish the schedule.

6 Track status.

7 Update the submittal when necessary.

Managing Submittals 407

Adding a Submittal PackageGroup related submittals into packages for better organization. Forexample, assemble a submittal package for all submittals pertaining to aspecific supplier, floor of a building, or area of work.

Add a submittal package

1 Click Submittal Packages in the Logs folder in the Project View,and click the Add Document button.

2 On the General tab of the Submittal Package document window,type a package number, title, then select a contract.

The Package Number field is required. One way to structurepackage number codes is to use CSI codes. You cancompile a comprehensive list of packages and submittals atthe beginning of a project before you identify reviewers.

3 On the Status tab, specify the status, priority, and ball in court forthe submittal package.

4 Select the company or the corresponding contact for the personsresponsible for acting on the submittal package in the ReceivedFrom, Sent To, Returned By, and Forwarded To fields on theWorkflow Template tab.

You can use Project Settings to specify a default SubmittalCoordinator to receive and review submittals. Right-click onthe project name in the Project View and choose ProjectSettings. On the Key Parties tab, click Select SubmittalCoordinator to specify a contact person.



For details on adding a submittal, see Adding a Submittal in later in this section.

Add a new submittal to a submittal package Click theSubmittals tab and click Add to open a new Submittal documentwindow. The submittal are automatically added to the package, asindicated in the Package field.

To add multiple new submittals at once, click Add Multiple Submittalsto open the Add Multiple Submittals wizard. Enter the number of newsubmittals you want to add, and the starting number. Click Next, andenter the titles, categories, and types for the new submittals. Click Finishto create the new submittals.

Add an existing submittal to a submittal package To add anexisting submittal to a package, open the Submittal document windowand select a package number in the Package field.

Remove a submittal from a submittal package To remove asubmittal from a package, open the Submittal document window in Editmode and click the Clear link located to the right of the Package field.This deletes the package number. The module then lists the item byitself in the Submittals log.

Click the Submittalstab to view thesubmittals in thesubmittal package.

The modulecalculates thevalue for thisfield—thepercentage ofapproveditems.



The moduleassigns to thesubmittal the

next availablesequential

number.

Click theWorkflow tab

to view thecompany or

contact ofeach person

involved inreviewing the

submittal.



Adding a SubmittalThe Submittals log window lists all of your submittals, both individualand those in packages. Use the Submittals log to add a submittal.

Add a submittal Click Submittals in the Logs folder in the ProjectView, and click the Add Document button. Then on the General tab, dothe following:

1 In the Submittal field, type a unique code, up to 15 characters, toidentify the submittal. A sequential number that you can change isautomatically assigned to the submittal.

2 To add the submittal to an existing package, click the browse buttonnext to the package field to open the Select Submittal Packagewindow. Click Select next to the appropriate package.

3 Select a Category for the submittal.

4 Use the drop-down list next to the Type field to assign a type to thesubmittal.

You can define different submittal types in the SubmittalType dialog box (with no projects open, right-click the top-level folder in the Project View, select Dictionaries,Submittal, Types). You can do the same for categories.

5 Click the calendar icons to specify the date range for the submittalusing the Required Start and Required Finish date fields.

If a date is not selected, the module automaticallycalculates the required start and required finish based onthe Submittal Preparation Start date and the ApprovalPeriod Finish date respectively. To do this, on the Scheduletab, you must pick a successor activity, specify the leadtimes for the two activities, and click Update from LeadTime.

Delete a submittal You can delete a submittal from the Submittaldocument window. Open the submittal from the Submittal log window,and choose Delete Submittal from the Select an action drop-down list.

Delete a submittal package

IMPORTANT: When you delete a package, all submittals inthe package are also deleted.



To delete a submittal package:

1 Open the package from the Submittal Package log window.

2 Choose Delete Package from the Select an action drop-down list.



Copying a SubmittalA submittal package often contains several similar items. To reduce dataentry, use the Generate Submittals command to create multiple copies ofa submittal, and edit each copy to reflect any differences.

You can also generatesubmittals from contractsand purchase orders. Forinstructions, seeGenerating Submittalsfrom a Contract orPurchase Order in theManaging Contracts andPurchase Orders chapter.

Copy a submittal To copy a submittal:

1 Click Submittals in the Logs folder in the Project View.

2 Open the submittal you want to copy.

3 Choose Generate Submittal from the Select an action drop-downlist.

4 Specify the number of new submittals you need, and choosewhether to link the new submittals to the same issues as thesubmittal being copied.

5 Click Finish to create the new submittals.

The copies are numbered with the next available sequential numbers.For example, if the number of a submittal being copied is 16600-0003,you make three copies, and 16600-0003 is the last number assigned inthat series, the module numbers the copies 16600-0004 through 16600-0006.



Tracking and Updating a Submittal Using ReviewCycles

The Review Cycles tab in the Submittal document window shows thecomplete history for a submittal, starting with the first revision. If youare linked to a Contract Management module schedule, and are using itsactivities on the Schedule tab, the module automatically updatessubmittal schedule activities when you update dates in the ReviewCycles tab of the Submittal document window.

For more information about using a schedule in the Contract Management module, see “Exchanging Contract Management Data” on page 487.

Record a review cycle

1 Click Submittals in the Logs folder in the Project View, and clickthe submittal title to open the selected submittal.

2 On the Review Cycle tab, click Add. The revisions will beautomatically numbered sequentially, beginning with 001. You canchange the sequential number.

3 Click the review cycle's number to open the review cycle. Eachrevision is categorized into different tabs to record related details.

4 On the General tab, type a description of this review cycle, andenter the dates when the submittal changed hands.

For example, for the first review cycle in the following figure, thesubmittal was received from Michael Austin on July 20, 2009 andsent to Chris Atkinson on July 20, 2009; Chris Atkinson approvedand returned it on July 20, 2009, and it was forwarded to MichaelAustin on July 21, 2009.

The review cyclebegins when a date is

entered in theReceived field.



The following steps outline the process for updating submittal scheduledates from review cycle dates:

To update from the first review cycle

1 When you enter a submittal received date in the Review Cyclesarea, the start date for the Submittal Preparation activity is updatedand the checkbox next to the date is marked to indicate an actualstart for this activity on the Schedule tab of the Submittaldocument.

2 When you enter a Sent date on the Review Cycles tab to indicatewhen the submittal was sent for review:

• The Finish date for the Submittal Preparation activity isupdated.

• The checkbox next to the finish date is marked on the Scheduletab of the submittal document to indicate an actual finish.

• One day is added to the Sent date to update the start date of theApproval Period activity

• The checkbox next to the Start date is also marked to indicatethat this activity has started.

3 When you enter a submittal returned date:

• The finish date for the Approval Period activity is updated.

• The checkbox next to the date is marked to indicate an actualfinish for this activity on the Schedule tab of the submittaldocument. The status of the revision does not need to beapproved for this to happen.

4 If this review cycle is approved, the Resubmit start and finish dateson the Schedule tab of the submittal document remain blank.

5 If the review cycle is rejected or has a status other than Approved,all current schedule dates on the submittal Schedule tab areretained.

• If rejected, you would normally start a new review cycle.

• This process can be continued until you finally approve thesubmittal.

To update from any subsequent review cycle

1 When you enter a submittal received date:



• The module updates the start date for the Resubmit activity onthe Schedule tab of the submittal document with the receiveddate in this revision.

• The Start checkbox is marked to indicate that the next submittalcycle has started, as long as the finish date for an ApprovalPeriod activity is marked.

• The Schedule dates are set using the next lowest revisionnumber on the Review Cycles tab.

2 When you enter a submittal returned date and change the status toApproved:

• If the finish date for an Approval Period activity is entered, thefinish date for the Resubmit activity is updated on the Scheduletab with the returned date in this revision and is marked as anactual finish.

• This process occurs for any review cycle after the first cycle.

3 If a review cycle after the first cycle is rejected, you would normallystart a new review cycle.

• Any changes to review dates or status will update the Scheduletab of the submittal document using the same conditions listedabove.

• If you clear a review date, the Schedule tab dates related to thatdate are also cleared.



For details on exporting Contract Management module data to Project Management module schedules, see the Exchanging Contract Management Data with a Project Management Module Schedule chapter.

You can also export this data to a Contract Management moduleschedule to create or update the activities in the related ProjectManagement module schedule.

The Received, Sent,and Returned dates aretransferred to theSubmittal Preparation(Start), SubmittalPreparation (Finish),and the Approval Period(Finish) date fields inthe Schedule section,respectively.



Tracking Multiple ReviewersSometimes you want more than one person to review a submittal. Whentwo or more participants review a submittal at the same time, theirreview information is treated as a “set.” When calculating status, a set ofreviewers is treated as one revision.

Enter a set of reviewers To enter reviewers:

1 Mark the Multiple Reviewers checkbox on the Workflow tab in theSubmittal document window. (This option is available only before areview cycle is added.)

2 On the Review cycles tab, click Add to add a review cycle.

3 Click the Multiple Reviewers subordinate tab, and click Add.

4 In the Revision Set window, select a reviewer.

a) Enter information about the reviewer, the status, description,dates, and any remarks noted by the reviewer for the revision.

b) Click Save & Add Another to add more reviewers.

For any revision that consists of a multiple reviews, the moduledetermines the most critical record in the set and displays those dates onthe Review Cycles tab. The most critical record is the one with thefewest dates entered, indicating that responses for this revision have notbeen received, sent, returned, or forwarded by the appropriate ball-in-court (BIC) on time, causing a significant delay in the submittal process.If the number of dates for more than one reviewer is the same, the rowwith the earliest date farthest to the right is used.



If the revision involves multiplereviewers (a set), click Add to

add reviewers, or click the icon toview the details for that reviewer.

Mark to indicatemultiple reviewers.

Scroll down for moreinformation.



Updating Submittals from a PackageTo assign a status for several submittals in a package at one time, open aSubmittal Package document window, and click Update Package on theSubmittals tab. This speeds the update process when you receive severalsubmittals in a package from a contractor on the same day.

Mark each submittalfor which you want tochange status and/or

dates. Click Next.

Enter the dates with whichyou want to update the

submittals you selected, andselect a status for the

submittals.



Primav
If you enter a returned date,the module prompts you for

the contact who returned thesubmittal package. Click the

browse button display theSelect Contact dialog, and

select a contact or company.

The module promptsyou to make sure you

want to updatesubmittals already

approved and to addnew revisions to

accommodate datesyou entered.

Click Finish to update thesubmittals you selected.


Using Schedule Activities for Reference and to UpdateSubmittals

If you use the Project Management module to schedule projects, you canuse the Schedule tab in the submittal document to reference and update theactivities associated with your submittals with early/actual start and finishdates from the schedule activities.

For details on linking to a Project Management module schedule, see “Exchanging Contract Management Data with a Project Management Module Schedule” on page 489.

Update scheduling information Click Update from Schedule on theSchedule tab in the Submittal document window. You can also customizethe Workspace to update submittals by clicking Customize this Page toadd an Update Submittals object to the Workspace.

If the top-level folder is highlighted in the Project View, and youclick Update from Schedule/Update from Lead Time in theUpdate Submittals object in the Workspace, all scheduleslinked to Contract Management module projects will beupdated. If one project is highlighted in the Project View, onlythe schedule linked to that project is updated.

For detailed information on customizing your Workspace, see Customize Workspace dialog box in Help.

Record scheduling information Click the Schedule tab in theSubmittal document window and click Select in the Activity ID column toselect activities from the linked Project Management module schedule.

Marked checkboxes indicate anactual start or finish date for the

activity. Cleared checkboxes indicateearly start and finish dates.

Indicatesthat dateswere read

from aschedule.



Whenever the Project Management module schedule has been updated,click Update from Schedule to ensure that you are using the mostcurrent dates.

The module assumes you are using activities withconventional, finish to start relationships, and it calculatesdates based on a seven-day workweek calendar.

In the following example, the early start date of the selected scheduleactivity was used to update dates for the Submittal Preparation activityand the required start date. The early finish date for the Approval Periodactivity was used to update the submittal required finish date, as well asthe dates for this activity.

Shows whether thedates are calculated

on ProjectManagement moduleschedule dates or on

Contract Managementmodule dates.

Lead time for submittalactivities is updated

based on the durations forthe selected schedule

activities.



Specify the activity that succeeds the current one Select theapplicable activity from the Successor Activity field. The dates for allother start and finish times are based, in succession, on the date of theselected successor activity. For example, the finish date of the DeliveryTime activity is one day before the start date of the Successor activity. Ifthe start date of the Successor activity is 12/30/09, the finish date of theDelivery Time activity is 12/29/09. This ensures that materials needed toperform the Successor activity are delivered in time for construction tobegin.

Specify the submittal activity duration To calculate the start datefor the activity, enter the number of days to deduct from the finish dateof the activity specified. For example, if you enter 30 days for the leadtime for an activity with a finish date of 12/29/09, the start date for thatactivity becomes 11/30/09. If you change the number in this field orchange an activity after dates have been calculated, you are prompted tooverwrite the dates with new start and finish dates.

If you use Project Management module activities to update submittalactivity dates, the lead time calculation is based on the number of daysof duration for each schedule activity.

If you do not use schedule activities to update submittal activity dates,you can manually enter the days of lead time necessary for eachsubmittal activity to complete. You must first specify the Successoractivity and its corresponding dates, and enter the lead time for theremaining submittal activities. To update the dates for activities basedon the Successor activity dates and the lead times entered, click Updatefrom Lead Time on the Schedule tab of the Submittal document. Theoriginal dates will be overwritten with dates calculated from the leadtimes.

Record scheduling information Click Select in the Activity IDcolumn to select the Successor activity on the Schedule tab of theSubmittal document window. Update the schedule dates for thesubmittal manually or use the date popup.



Viewing the Status and Details of a Submittal On the Generaland Status tabs of the Submittal document window, you can quicklycheck who is currently responsible for a submittal item, how long theindividual has had it, and how many days it is overdue.

On the Details tab in the Submittal document window, enter the numberof items attached to the submittal, the company and initials of thecontact who produced the submittal items (Source), a drawing number,and the company or name of the contact who filed the drawing, and fileddate, if applicable.

You can optionally select a date for the first Approved By person (theprimary submittal contact for the project) when he or she approves thesubmittal; the module does not supply a value for this field. The modulecompletes the second Approved By Date field when the submittal has astatus of Approved. You can change this date.

A marked checkbox indicates anactual start or finish for an activity.

Primary submittalcoordinator from the

Project Settings dialog box.

Returnedcontact.



Submittals Bar Chart You can view the Submittals log in a barchart. The Submittals Bar Chart window provides a graphicalrepresentation of the Submittals log window in a schedule format,similar to the Schedule Data window. The bar chart shows submittalsthat have a Required Start date or at least one latest date (Received,Sent, Returned, or Forwarded). To access this feature, choose Bar Chartfrom the Submittals log window Layout menu.



Compiling a Submittal Distribution ListThe Distributions subordinate tab within the Review Cycles tab of theSubmittal document window enables you to record the names ofcontacts who should receive a copy of the submittal. You can specifydistribution to an individual contact, company and/or to a distributionlist that lists the individual contacts for each submittal revision row.

Click Companies in the Project Information folder in theProject View, and click Define Distribution Lists to create adistribution list containing multiple contacts.

Compile a distribution list Open the submittal in Edit mode, anddo the following:

1 On the Review Cycles tab, click the Distributions subordinate tab,and click Add to select contacts from the Distribute Submittaldialog box.

2 Click Select to open the Select Contacts dialog box. Choose thecontacts to put on the submittal distribution list, and click Save.

3 Mark the Transmit checkbox if you want a transmittal created foreach contact listed.

• Each transmittal issued per individual on the list also containsthe same remarks and number of copies you specify in theDistribute Submittal dialog box.

• You can change them individually as appropriate.

• Click Save when finished.

4 After you select the contacts, you can enter other informationrequired on the Distributions subordinate tab by clicking thecontact’s icon to open the Submittal Distribution dialog box.



For more information about creating transmittals, see “Preparing Transmittals” on page 171.

Use the Transmittal Queue to generate transmittals based on the revisionupdates and distribution contacts.

In the Communication section in the Project Settings dialogbox, you can specify whether transmittals are generatedautomatically from revised submittals. The default setting isto generate transmittals automatically.

Transmittal entries are automatically entered in the Transmittal Queuewhen you specify a contact on the Distributions subordinate tab of theReview Cycles tab in the Submittal document window and mark theTransmit (create transmittal) checkbox for that distribution. Transmittalsare also created when you enter sent or forwarded dates on the ReviewCycles tab in the Submittal document window, or in the SubmittalPackage document window.

Select a predefineddistribution list, or choose

to list all contacts orcompanies to select

those applicable for thesubmittal.

A transmittal is createdfor each contact for whomthis checkbox is marked.



Producing Transmittals from SubmittalsYou can create a transmittal for each contact listed on the Distributionssubordinate tab of the Review Cycles tab in the Submittal documentwindow and for each updated submittal.

From the Transmittal Queue, you can create any transmittals shown andadd them to the Transmittals log. You can then print them for multiplerecipients on your distribution list.

For more information about defining Project Settings, see “Setting Up Dictionaries and Preferences” on page 111.

Create a transmittal from a submittal

1 Click Transmittal Queue located at the top of the Submittal screento open the Transmittal Queue.

• The queue automatically contains an entry for each item on theDistributions subordinate tab.

• It also contains a list of the submittals for which you entered (oredited) a date in either the Sent or Forwarded field on theReview Cycles tab.

If you do not want transmittals created automatically, clickthe Communication tab of the Project Settings dialog boxand clear the Create Transmittals from Submittal Revisionsand the Create Transmittals from Distribution Listcheckboxes. Distribution lists will not be sent to theTransmittal Queue.

2 Select the entry for which you want to create a transmittal and clickCreate (or click Create All to create transmittals for all items in thelist). The transmittals are added to the Transmittals log, includingany attachments from the originating documents to the transmittalsgenerated.



Click to add atransmittal to the

transmittal log.

Mark thischeckbox toprint theselectedtransmittalsimmediatelyafter clickingCreate.

Mark thischeckbox tocombine all

transmittals thatare going to the

same contact.


431

Use the Materials Delivery log to track

materials delivered to your site. By recording

each materials delivery in Contract

Management, you will always know what

has been delivered, how much of it was

delivered, the dollar value of the delivery,

and what remains to be delivered.

This chapter describes two ways you can use

Contract Management to record materials

deliveries. If daily reports are part of your

routine, you can record materials deliveries

in the daily report and let Contract

Management update your materials delivery

records. Conversely, you can update the

Materials Delivery log and have the module

record materials deliveries in your daily

reports.

If you use requisitions for payment, you can

include materials deliveries effective during

the pay period.

In this chapter

Adding Materials DeliveryRecords

Adding a Materials Delivery Ticketand Posting to Multiple Materials

Including Materials Deliveries onRequisitions

Tracking Materials Delivery


Adding Materials Delivery RecordsAdd materials delivery records when you need to closely track materialsdelivered to your company, the amounts to be delivered, and the amountof money spent on materials to date.

Tracking materials deliveries is a two-step process. First, create amaterials delivery record for each material you plan to track, and thenupdate the record each time you receive a delivery of that material.

For more information about contracts and purchase orders, see “Managing Contracts and Purchase Orders” on page 255.

You can add materials delivery records directly in the MaterialsDelivery log, or you can allow them to be automatically generated froma lump sum or unit price purchase order (PO) or contract. If you set upcontracts or POs, and you plan to track materials deliveries, generatingyour materials delivery records from contracts and POs generally savestime. If you generate a requisition from a PO or contract, you can alsoautomatically add materials delivery records to the requisition scheduleof values.

The module will automatically link the Line Item number on theRequisition tab of the Materials Delivery document window with thecorrect line item from the requisition’s Schedule of Values tab if yougenerate both the material and the requisition from the same contract/PO. The order of generation is not important.

Generate materials delivery documents from a contract orPO Add a contract or PO or edit an existing unapproved one. Click theLine Items tab, and click Add Lump Sum or Add Unit Price. Type aunique material name for each line item in the Material Name field (donot select an existing one). Enter costing information in the Costingsection. Click Save and Close when you are finished. In the Contract orPO document window, choose Generate Materials from the Select anaction drop-down list and respond to the questions in the GenerateMaterials dialog box.


Tracking Materials Delivery 433

In the Contract Item dialog box,enter the lump sum or unit price,then scroll down and type a uniquematerial name.

Add costing information, then clickAdd Balance. Click Save andClose.

Choose Yes to link thematerials to the sameissues and/orattachments as thecontract or PO, andclick Finish to createthe new records.

A materials delivery record is added to the MaterialsDelivery log for each line item on the contract or PO with amaterial name.



Add materials delivery documents directly to the MaterialsDelivery log

1 Click Materials in the Logs folder, and click the Add Documentbutton.

2 Enter the information about the material you plan to track.

3 As you create each document, add the corresponding deliveries onthe Delivery Ticket tab.The quantity received is copied to theDelivered field (on the Cost tab), and the total value of the delivery(Total field) and the remaining balance in the Balance field arecalculated.

Select acontract orpurchaseorder

Typethequantityandcost.

Click Add to adda delivery ticket.Record the date

received,quantity

delivered,delivery location,



Record a delivery

1 Click Materials in the Logs folder in the Project View, and open thematerials delivery document.

2 Choose Add Delivery from the Select an action drop-down list.Enter the information about the material delivered and save it. Anew line is then added to the Delivery Ticket tab of the document,

For details about linking to a Contract Management module schedule, see “Exchanging Contract Management Data with a Project Management Module Schedule” on page 489

Using Project Management Module Schedule Dates Once youlink Contract Management to a Project Management module schedule,you can view early and actual start and finish dates, original andremaining durations, percent complete, and total float for individualactivities you associate with Contract Management module documents.

Click the Schedule icon at the top of the page, or click the Schedule tabwhile in a Contract Management module document (in which you haveentered an activity from the linked Project Management moduleproject).

When the balance equals zero, The module copiesthe date of the last delivery to the Final Delivery field.



You can use schedule activities as a reference or use their early/actualschedule dates to update dates in Contract Management moduledocuments. For materials delivery, you can choose to update the startdate and the completion date on the Schedule tab in the MaterialsDelivery document window with the start date and completion date ofthe activity ID you select.



Adding a Materials Delivery Ticket and Posting toMultiple Materials

When a delivery is made, you usually receive types of materials youhave received before, which already exist in your materials log. You canlog multiple items that have been delivered on a ticket all at oncethrough the Materials Delivery log.

Add a materials delivery ticket You can add a materials deliveryticket from the Materials Delivery log for one material or multiplematerials.

1 Click Record Deliveries, and click Add to list all availablematerials. You can quickly log multiple materials as having beendelivered against that ticket.

2 Select the materials that have been delivered from the list.

3 After you click Save, you can enter additional information, such asthe quantity and location, for each item in the ticket.



You can also add materials from the Materials tab of a dailyreport. For more information about this feature, see “UsingDaily Reports” on page 443.

Enter a number for the ticket.

Click to view all availablematerials in the Materials

Delivery log.

After you select materialsand click Save, you can

enter the quantity, location,and other information.

The delivery is then posted to the Delivery Ticket tab ofthe Materials Delivery document window.



Including Materials Deliveries on RequisitionsContracts usually require partial payments at regular intervals based onthe amount of work accomplished and materials installed. The contractprice is divided into a list of component prices or work items, so thatprogress can be measured more precisely. This list, called a schedule ofvalues, accompanies each payment requisition. At the end of eachperiod, a requisition for payment is submitted that shows the value ofwork performed and materials installed since the last payment.

For details on setting requisition preferences, see the Setting Up Dictionaries and Preferences and Preparing Requisitions for Payment chapters.

Materials delivered and approved change orders applicable to eachperiod can be collected and added to the corresponding requisition.When you generate a new requisition, you are prompted to “get”approved changes, materials delivery, and/or schedule dates.

For example, if you have a contract that requires pipe, and you mustpurchase the pipe, the units of pipe are recorded in the Line Items tab ofthe Contract document window. You can generate a materials deliverydocument from the contract, and once the pipe arrives, enter the arrivaldate in the Delivery Ticket tab of the Materials Delivery documentwindow.

Next, generate a requisition from the contract to get paid for the pipe. Inthe Requisition document window’s Schedule of Values tab, chooseMore Commands, Get Materials Delivery to collect costs on thematerials you purchased for the period. Contract Management promptsyou to “get” approved change orders, materials deliveries, and/orschedule dates. The materials information is then inserted in theSchedule of Values tab in the Requisition document window. You canthen send the requisition to the recipient’s Inbox, or print a form.



Mark the GetMaterials Delivery

option. If there are nomaterials associated

with the contract in thedefined time period,

the Get MaterialsDelivery option is not

available.

You can access theGet dialog box by

choosing GetMaterials Deliveryon the Schedule of

Values tab ofthe requisition.

Select the materialsto “get”. Click Finish.



You can also generate a new requisition from the existing requisition,and get materials. In the Requisition document window, chooseGenerate Requisition from the Select an action drop-down list.

You can set cost options for how costs for materials are handled whengenerating a new requisition. To access the Cost Options dialog box,choose Select an Action, Cost Options from a Contract or PurchaseOrder document window. Preferences set here apply to this contract/POand override the preferences set in the Requisitions tab of the ProjectSettings dialog box.

When you generate a newrequisition from an existing

requisition, you are alsoprompted to “get” approvedchanges, materials delivery,

and schedule dates.



The Delivery Ticket tab in the Materials Delivery document windowcontains a Requisitioned Date column that indicates when a delivery hasbeen included in a requisition for payment.

Choose this option toretain costs for

materials stored incolumn F (Materials

Presently Stored, Notin D or E) on the

Schedule of Valuestab.

The Requisitioned date on theDelivery Ticket is blank until youperform a “get” in the requisition.


443

Daily reports provide a history of project

events, including a description of physical

conditions, a summary of the work

accomplished at the job site, lists of materials

used and delivered, a record of visitors to the

site, and a report of any problems that were

encountered that day.

You can also include schedule activities if

Contract Management is linked to a Project

Management module project, add

attachments to the report to clarify its

contents, and optionally filter those activities

by responsibility.

This chapter describes how to create and use

daily reports.

In this chapter

Preparing a Daily Report

Report Resource Use

Listing Visitors

Recording Materials Deliveries

Including Schedule Activities

Recording Weather Conditions

Adding Attachments

Generating Daily Reports

Using Daily Reports



Preparing a Daily ReportUse daily reports to enter information about important daily events. Youcan use these detailed records when you need to explain delays or justifycosts.

Prepare a daily report

1 Click Daily Reports in the Logs folder in the Project View to open theDaily Reports log window, and click the Add Document button. Themodule enters the current date and day and the report period, whichyou can edit.

2 Use the General tab to select the company and contact associated withthe report in the Contractor field, and to select the report period.

3 Use the Status tab to assign priority and approval information for thereport, and to select a Ball in Court contact.

4 Use the Work Activity tab to record descriptions of progress, delays,new conditions, problems, and anything else that may affect theproject schedule or cost.

5 Use the Additional Comments tab to enter any other informationrelated to the project.

6 Use the Add button on the Equipment tab to add a document to trackinformation about the equipment used on the work site.

Using Daily Reports 445

7 Use the Add button on the Field Force tab to add a document totrack information about the personnel working at the site.

8 Use the Add button on the Visitors tab to add a document to trackthe names of people or companies that visit the site.

9 Use the Materials tab to record information about the itemsdelivered to the site for the day. Items added here that are linked to amaterial are added as delivery tickets in the Materials Deliverymodule, on Delivery Tickets tab.

10 Use the Schedule tab to include underway activities whose earlystart and/or early finish dates include the day of the daily reportfrom a linked Project Management project. Contract Managementthen displays the Activity ID, percent complete, remainingduration, total float, and description of each underway activity fromthe project.

11 Use the Weather tab to track the weather conditions for the day.This tab has four subordinate tabs:

• Use the drop-down list on the Details tab to select the length ofsuitable conditions at the site.

• Use the Period 1, Period 2 and Period 3 tabs to track the condi-tions at the work site.



Report Resource UseClick Daily Reports in the Logs folder in the Project View, and click thedocument icon for the daily report.

Use the Additional Comments tab to enter any additional comments youwant to record for the daily report. User the Equipment and Field Forcetabs in the Daily Report document window to list the equipment andlabor resources used during the day.

To add a Daily Report Equipment Record, click the Equipment tab, andclick Add to open the Daily Equipment Record dialog. Enterinformation describing the equipment, including remarks about anyproblems with the equipment.

Scroll down to enterDaily EquipmentRecord details.



Listing VisitorsUse the Visitors tab in the Daily Report document window to record thenames of site visitors and the companies they represent.

List visitors

1 Click Daily Reports in the Logs folder in the Project View, andclick the document icon for the daily report.

2 Click the Visitors tab, and click Add. Enter information about thevisitor, including the arrival time, in the Daily Visitor Log dialogbox.

Select thename andcompany ofthe visitor.



Recording Materials DeliveriesRecord materials deliveries


2 Click the Materials tab, and click Add.

3 Enter information about the delivery.

• When you select the Material Name that describes what wasdelivered, the contract number to which it refers will appear inthe Contract field in the Delivery Ticket dialog box.

• When different contracts are issued for the same material,record each delivery separately on the Materials tab.

• To change the contract in the Delivery Ticket window, you mustselect a different material.

4 Click Link in the Issues section to link any appropriate issues to thedelivery ticket.

5 Use the Attachments section to attach documents or a URL to thedelivery ticket.

This button is only available if the Contract Managementadministrator set the functionality in the AdministrativeApplication. If set, you can attach documents from anOracle UCM or Microsoft SharePoint repository.



For more information about materials deliveries, see “Tracking Materials Delivery” on page 431.

Linking Daily Reports and Materials When you record deliverieson the Materials tab, each material available for selection is linked to itscontract or purchase order. The matching delivery record is then copiedfrom the Materials tab in the Daily Reports document window to theDelivery Tickets tab in the Materials Delivery document window.



Assign multiple materials to a daily report at once From theMaterials tab, you can create a material ticket, and quickly assignmaterial deliveries to the daily report.

For example, to record materials deliveries on a daily report, do thefollowing:

1 Click Record Delivery Ticket on the Materials tab, and enter aticket number and location in the Record Delivery Ticket dialogbox.

2 Click Add to add materials to the delivery ticket. All availablematerials from the Materials Delivery log are displayed in theSelect Material dialog box.

3 Select the materials to add to the daily report from the list.

Add materialsand deliveryinformation,

including time,location,

quantity, and a

Scroll to enter moreinformation for the material.



Including Schedule ActivitiesYou can include activities from the linked Project Management moduleproject when you create a daily report. The daily report shows allactivities that should be underway (with no actual finish) based on theirdate range (start to early finish) falling within or on the date of the dailyreport in the Contract Management module. By including underwayschedule activities, you can compare actual progress to the schedule andconvey that information to the participants to whom you send the report.

You can also limit the activities included in the daily report by using aspecific activity code from the Project Management Module ActivityCodes Dictionary. By default, this code is Responsibility. To copyactivities from the Project Management module schedule into the DailyReport document window’s Schedule tab for only the contractorappearing in the daily report:

1 Define the Responsibility code in the Activity Code Definitionsdialog box for the project database to which your ContractManagement module project links.

2 Assign activities to this contractor using the Responsibility code inthe Project Management module project.

3 You must also mark the Use Responsibility to Filter ActivityRetrieval in Daily Reports checkbox on the Schedule tab in theProject Settings dialog box to specify that you want to run thisactivity code selection to filter activities for the daily report.

Define theResponsibility code in

your project and assignvalues to activities for it.



You can use the Scheduletab without ProjectManagement moduleactivities; just type theinformation.

4 In the Daily Report document window, click the Schedule tab to seea list of activity IDs;

• Titles

• Start (ES) and Finish (EF) dates

• Percent Complete (PCT)

• Original and remaining durations (RD)

• Total Float (TF)

• Free Float (FF) of each underway activity from the ProjectManagement module project.

• Worked On is checked if work has been performed for anactivity.

On the Schedule tab, click Add to add a new Daily Schedule Record.

Click to add schedule activities and toinclude underway schedule activitiesand/or meetings on the report.

You can add, delete,or change any of theactivity data shownin this dialog box,except total float(TF) and free float(FF).

Click Select toopen theSelect Activitydialog box toassociate aProjectManagementscheduleactivity fromthe linkedproject to thisdaily report.



If the Use Responsibility to Filter Activity Retrieval inDaily Reports checkbox is marked on the Project Settingsdialog box Schedule tab, only the linked ProjectManagement module activities that have an RESP valueassigned to them will display in the Contractor field of theDaily Report document window. If the checkbox is cleared,all linked Project Management module activities in the samedate period will appear

This button is only available if the Contract Management administrator setthe functionality in the Administrative Application. If set, you can attach

documents from an Oracle UCM or Microsoft SharePoint repository.

Click to linkan issue to

the DailySchedule

Record.

Click toattach a

file to theDaily

ScheduleRecord.

Click to attach afile to the DailyScheduleRecord.



Recording Weather ConditionsYou can track weather conditions for the day in the daily report for up tothree periods or shifts.

1 Click Daily Reports in the Logs folder of the Project View, andclick the document icon for the daily report.

2 Click the Weather tab, and enter information about the weather foreach period.

3 Select an amount of time for the Length of Suitable Conditionsfield.

Select theweather

type thatimpacted

production.



Adding AttachmentsYou may want to include a photograph taken at the job site, a drawingsubmitted for bid by a subcontractor, or other files with your daily reportto clarify a point or substantiate a decision. You can do so by attachingthe file to the report. This is especially useful if you took a digital photoat the job site; you can simply attach the file to that day’s daily report.

For more information about attaching files to Contract Management module documents, see the Working with Log and Document Windows chapter.

Attach a file to a daily report


2 On the Attachments tab you can do the following:

• Click Attach File to select the file you want to attach to thedaily report.

• Click Attach a document from an Oracle UCM or MicrosoftSharePoint repository

• Click Attach URL to attach a Web address to the daily report.

You can also attach files to individual components of the daily report.For example, you can attach files to items available on the Field Force orMaterials tabs. In this case, any files you attach apply only to thespecific item to which you attach them, not to the entire daily report.

Attachments added to a row in the Materials tab alsoappear in the corresponding delivery record in the MaterialsDelivery log.

This button does not display unless the administrator sets Contract Management contentmanagement repository properties in the Administration Application. If set, you can attachdocuments from an Oracle UCM or Microsoft SharePoint repository.



Generating Daily ReportsTo save time entering data, you can create a daily report from anexisting one. Simply generate a copy of the existing report, and modifythe copy.

Generate a daily report

1 Click Daily Reports in the Logs folder in the Project View. Openthe daily report you want to copy.

2 Choose Generate Document from the Select an action drop-downlist. Edit the fields to reflect any changed information, and clickNext.

3 Choose which information to copy, and click Finish.

Only the work activity, equipment, and field force information arecopied to the new report. The module does not copy visitors andmaterials.

Use the calendaricon to choose the

date. The Day isautomatically

entered. The ReportNumber is the nextavailable number.

You can change thiswhen you create the

report


459

The Insurance log provides a convenient

place to record information about the

insurance policies for all project participants.

This chapter describes how you can use this

log to keep track of the policies you carry for

your company and the companies that work

for you.

In this chapter

Adding an Insurance Certificate

Tracking Insurance Certificates


Adding an Insurance CertificateEvery contractor carries several types of insurance for his or hercompany and employees, and some contracts require proof of insurancefor all project participants, including subcontractors. With the Insurancelog, you can conveniently store information about relevant insurancepolicies for all project participants, including worker’s compensationand bonding. If you attach an insurance policy to the InsuranceCertificate, and the policy expires, you can replace it with an updatedattachment. You can also modify the attachment from its originatingapplication (for example, Microsoft Word).

Add an Insurance Certificate

1 Click Insurance in the Logs folder in the Project View, and click theAdd Document button to open a new Insurance document window.

2 On the General tab:

a) Click the browse button next to the Insured field to open theSelect Contact dialog, and select the insured contact.

b) Click the browse button next to the Policy Type field to open theSelect Insurance Type dialog, and select the policy type (or enterit directly in the field).

c) Enter the Policy No., and the Insurance Provider.

d) Click the browse button next to the Contact Person to select thecontact for the insurance policy.


Tracking Insurance Certificates 461

e) Click the calendar icons next to the Effective Date and ExpirationDate fields and select the proper dates.

f) Enter a Policy Limit.

3 On the Status tab:

a) Click the browse button, and select the Ball in court.

b) Select Priority (initially set to Normal).

c) Select the Status (initially set to New Item).

4 On the Details tab:

a) Click the browse button, and select the Contract to link to theinsurance policy.

b) Use the Remarks section to enter additional information about theinsurance policy.

5 On the Issues tab click the Link button, and select any issues to link tothe insurance policy.

6 On the Attachments tab:

a) Use the Attach File button to attach a file to this insurance policy.

b) Click the Attach from Repository button to attach documents froman Oracle UCM or Microsoft SharePoint repository.

b) Use the Attach URL button to attach a URL to this insurancepolicy.

This button does not display unless the administrator sets Contract Management contentmanagement repository properties in the Administration Application. If set, you can attachdocuments from an Oracle UCM or Microsoft SharePoint repository.


463

The Punch List log provides a convenient

place to create lists of items that must be

completed before the project can be finished.

For example, before you can close out a

contract, any damages incurred during

construction must be repaired, and missing

equipment must be noted. Punch lists make it

easy to record and track the status and cost of

outstanding items.

This chapter describes how to create punch

lists, add items to punch lists, and print

punch list items.

In this chapter

Creating Punch Lists

Adding Items to a Punch List

Producing Punch Lists


Creating Punch ListsUse punch lists to record items that must be completed before the end ofyour project.

Create a punch list

1 Click Punch Lists in the Logs folder in the Project View, and click theAdd Document button.

2 On the General tab:

a) In the Punch List field, type a name for the Punch List. This can beup to eight alphanumeric characters.

b) In the Title field, enter title that describes the contents of the punchlist.

b) Use the To and From fields to indicate the participants betweenwhom the punch list exists.

3 On the Status tab:

a) Select a Ball in Court for the Punch List.

b) Select a Priority for the Punch List (initially set to Normal).

4 Next, add the appropriate Punch List items.


Producing Punch Lists 465

Adding Items to a Punch ListOnce you establish a punch list for a particular contractor, you can additems to the list as they occur.

Add a punch list item

1 Click Punch Lists in the Logs folder in the Project View, and clickthe document icon for the punch list. Click the Punch List Items tab.

2 On the Punch List Items tab, click Add to open the Punch ListItems dialog. The following fields are set, which you can edit:

• The new item is numbered sequentially.

• The current date is entered in the Opened field.

• The status is set to New.

• The priority is set to Normal.

• The required date is set to seven days from the opened date.

Enter the Location and Description for the Punch List Item

1 Use the Area, Room, and Elevation drop-down lists to choose theappropriate information.

2 In the Location field, enter the location associated with the PunchList Item.

3 Enter a description for the Punch List Item.



Enter the Schedule and Details information

For details on exporting data from Contract Management and importing them to a Project Management module schedule, see “Exchanging Contract Management Data with a Project Management Module Schedule” on page 489.

1 Enter an Activity ID.

a) If Contract Management is connected to the Project Managementschedule, click the browse button to choose the ProjectManagement schedule activity. This button is not availableunless Contract Management is connected to the ProjectManagement schedule.

b) If Contract Management is not connected to the ProjectManagement schedule, you can enter an Activity ID manually.

2 Click the calendar icons to choose Start and Finish dates for theActivity.

3 In the Details section:

a) From the Responsible Item drop-down list, choose theappropriate item.

b) Use the Value field to enter a value for the item.

Click the browse

button to choose

the contact

responsible for

the action.

Punch List Elevationsand Room Dictionaryitems were previously

defined for theproject. Use the drop-down menus to select

the Elevation andRoom for the Punch

List Item


Producing Punch Lists 467

Link Issues

If there are issues you want to link to the Punch List item, click the Linkbutton to open the Select Issue dialog box. Click Select next to anyissues you want to link.

Attachments In the Attachments section, you can do the following:

■ Attach a file

■ Attach a document from the repository

■ Attach a URL

For more information on the attaching a document from the repository, see “Browsing the Oracle UCM or Microsoft SharePoint Content Repository for Documents” on page 96 and the online help.

The Attach File button and the Attach URL button always appear onthis dialog. The Attach from Repository button is only available whenthe Contract Management administrator sets that functionality in theContract Management Administration Application.

When the Punch List Item is complete When the item iscomplete, enter a date in the Closed field. To select a date, click thecalendar icon. If you export punch list data to your Project Managementmodule schedule, the closed date is used to update the actual finish ofthe corresponding activity in the project.

Choose the ProjectManagement scheduleactivity. This button onlydisplays if the ContractManagement project isconnected to the ProjectManagement schedule.You can manually enteran activity ID.

Click to show ProjectManagement scheduledata. This button onlydisplays if the ContractManagement project isconnected to the ProjectManagement schedule.

This button does not display unless the administrator sets Contract Management contentmanagement repository properties in the Administration Application. If set, you canattach documents from an Oracle UCM or Microsoft SharePoint repository.


Set Document Versioning Preferences inthe Administration Application

Using the Version Documents Feature

Part 7

Saving Document Versions

In this part

This part shows you how to use the Contract Management

Version Documents feature.

Read the chapters in this part to understand how to enable the

automatic version document feature: how to manually create one

or more versions of a document using a document window: how

to manually create versions of a worksheet and an invoice. It also

helps you to learn how to view all versions of a document,

invoice and cost worksheet.

Versioning Documents Overview provides a brief overview of

the Version Document feature.

Set Version Document Preferences explains how to set up the

preferences in the Administration Application to automatically

create a new version of a document.

Using the Version Document Feature enables you to learn how to

manually create versions of a document, invoice and worksheet

when you are working with them, and how to view all versions

created so far.

471

Documents in any of the of Contract

Management modules often go through

many changes as the project progresses.

Maintaining accurate project documents is

an integral part of the project. Unlike

previous releases of Contract Management,

which only maintained one version of a

document, Contract Management 13.0

provides a Version Document feature to help

you maintain multiple versions of your

documents in the Contract Management

database.

This chapter provides an overview of the

Version Document features.

In this chapter

Document Versioning Features

Versioning Documents Overview



Document Versioning FeaturesEach document version will be stored as an html file. Using the VersionDocument feature enables you to maintain a history of the changes foreach module, because you can create new versions of a document atdifferent stages of a project, This provides you with a "snapshot" of thevarious stages of the project.

Supported Content Repositories Contract Management 13.0supports the Apache Jackrabbit, Microsoft SharePoint, and Oracle contentrepositories for document storage. This enables you to take advantage ofthe document version functionality of each tool.

Content Repository Features Using this feature, you can:

■ Automatically store a version of a document in the content repository.

■ Manually store one or more versions of a document in the contentrepository.

■ View all versions of a document.

■ Store attachments. This enables you to:

• Choose whether to store attachments in the content repository oron a file server.

• Specify the location where the attachments will be stored if theywill be stored on the file server.

• View all attachments.

For more information, see “Set Version Document Preferences” on page 473, and also the Contract Management online help.

The version document options are set in the Contract ManagementAdministration Application.

The Version Document feature is only available if ContractManagement is configured to connect to one of the supportedcontent management systems.

473

Setting content management preferences for

Contract Management 13.0 is done in the

Administration Application. This includes

choosing whether to set up automatic

document versioning for new projects, or

each time a document is saved, and choosing

whether to store attachments on the content

repository or on the file server.

This chapter describes how to set up the

content management preferences.

In this chapter

Set Document VersioningPreferences in the AdministrationApplication

Set Version Document Preferences


Set Document Versioning Preferences in theAdministration Application

When configuring the Content Management version and attachmentfeature, it is recommended that setting the attachment storage type only bedone when creating new projects, or when a plan is in place to migrate theattachments for an existing project to the new repository. Switching backand forth between the file server and content repository is notrecommended.

In order to set up the document versioning preferences, do the following:

1 Log onto the Contract Management Administration Application.

2 Click the Content Management link.

3 For new projects:

• To automatically create a new version of a document when yousave the document, mark the Version on save for new projectscheck box.

• To automatically store attachments in the repository, mark theStore attachments in the repository for new projects checkbox.

4 For existing projects, click the appropriate project name.

5 To automatically create a new version of the document each time yousave it, mark the Version on Save checkbox.

6 Click the field under the Attachment Storage Type field, and thenclick the arrow to choose which type of storage to use for theattachments (File Server or Repository).

• If you chose File Server as the Storage Type, go to step 7.

• If you chose Repository, go to step 10. The attachments willautomatically be stored on the repository under the project andcontract. You do not choose the location.

7 Click the Add a new location icon to specify a location forattachments for the project. All attachments for this project will go inthe same location.

8 Under the Location Name field, enter the name of the location fileserver where the attachments will be stored.


Set Version Document Preferences 475

9 Under the Path field, click the blank area under the word “Path,”and then click the browse button. This displays the Select Folderdialog box. Navigate to the proper location, click the folder, andthen click the Select Folder button.

10 Click the Save button when finished.

Browse button. Displayswhen you click in the blankfield under the Pathheading. Use to navigate tothe file server on which youwant to store theattachments.

Add a new locationicon. Click to add afile server locationin the LocationName field.

Displays onlywhen theAttachmentStorage Type isFile Server.

After selecting the project, click in the Attachment StorageType column to display a drop-down list. Use it to selecteither File Server or Repository as the storage type.


477

This chapter describes how to use the

Contract Management Version Document

feature. This includes:

■ Setting up the Document Versioningfeature.

■ Accessing a previous version of adocument.

■ Manually creating a new documentversion.

■ Manually creating versions of an invoice

■ Manually creating versions of aworksheet

■ Viewing all versions of a document

In this chapter

Overview

Before You Begin

Accessing a Previous Version of aDocument

Manually Creating a NewDocument Version

Manually Creating Versions of anInvoice

Using the Version DocumentsFeature


OverviewThis chapter describes the following:

See “Before You Begin” on page 479.

■ Before you begin

See “Accessing a Previous Version of a Document” on page 480.

■ Accessing a previous version of a document.

“Manually Creating a New Document Version” on page 481.

■ Manually creating a new document version.

“Manually Creating Versions of an Invoice” on page 482.

■ Manually creating versions of an invoice.

“Manually Creating Versions of a Worksheet Log” on page 484.

■ Manually creating versions of a worksheet.

“Viewing All Versions of a Document” on page 485.

■ Viewing all versions of a document.


Using the Version Documents Feature 479

Before You BeginSee “Set Version Document Preferences” on page 473.

You must use the Contract Management Administration Application toset up the Contract Management Document Versioning feature. You canchoose whether to set up automatic document versioning for newprojects, or each time a document is saved, or manually create versionsfor a document which you are working on.

Contract Management offers different ways to version a document,worksheet and invoice. Read through the following information to learnmore about versioning a new document, invoice, cost worksheet oraccessing versions of a document.



Accessing a Previous Version of a DocumentIf you have a document version checked out from the content repository,you will not be able to view that version from Contract Management.You must first undo the checkout, and then you will be able to view theversion from Contract Management.

If you delete or move document versions directly inthe repository itself, or if you switch repositories inContract Management, you will be unable to createnew versions of previously versioned documents.

To access a previous version of a document:

1 From the module log window, open the document in view mode.

2 Click the Versions tab. This tab will only be visible when thedocument is in view mode, and not in edit mode.

• Contract Management displays a default list of last ten versionscreated in reverse chronological order.

• To view a list of all versions when there are more than ten storedin the repository, mark the Show all Versions check box todisplay the whole list.

3 Click the version you want to review to open it.

Click the Versions tab to viewthe versions available for thedocument.

Click the document icon on theVersions tab to open a Versionyou require.



Manually Creating a New Document VersionTo manually create a new version of a document:

1 From the appropriate module log window, open the document inview mode. Do this by clicking the name of the document, not theedit document icon.

2 Click the Versions tab. The document must be in view mode, not inedit mode, or the Versions tab will not display.

3 From the Select an action drop-down list, select VersionDocument.

4 Click Yes in response to the Do you want to version thisdocument? prompt. The new version information will be listed onthe Versions tab.

Select Version Document option fromthe Select an action drop-down list.



Manually Creating Versions of an InvoiceYou can create versions of an invoice from any of the Contract orPurchase Order document windows. If an invoice was created for adocument, you cannot create or version a payment requisition for it.Conversely, if a payment requisition was created for a document, youcannot create or version an invoice for it.

To version an invoice:

1 From the Contract or Purchase Order log window, click the name ofthe document, not the edit document icon, to open the document inview mode.

2 On the Contract Summary tab, click the Invoice subordinate tab.

3 On the Invoice subordinate tab, click the underlined Title link forthe invoice to open it in the view mode. Do not the edit documenticon.

4 Click the Version Document button on the invoice.

5 Click Yes in response to the “Do you want to version thisdocument?” prompt.

6 In the Invoice window, click the Versions tab. The new versioninformation will be listed on the Versions tab. The Version tab listsdifferent versions of the current invoice in reverse chronologicalorder. Click to open a version.

Click the VersionDocument button tocreate versions ofan invoice.

Click the VersionDocument button tocreate versions ofan invoice.

Click the underlined link.



Click the Versionstab in an invoicedocument to viewall versionsavailable for thisparticular invoice.



Manually Creating Versions of a Worksheet LogYou can create a new version of the Cost Worksheet log from the CostWorksheet log window. Cost Worksheets often undergo many changesover a period of time. The Version Worksheet option helps you tomaintain a set of versions of a worksheet log. You can analyze andcompare different versions to view the changes between them.

To create a new version of a worksheet log:

1 On the Cost Worksheet log window, choose Version Worksheetfrom the Select an action drop-down list.

2 Click Yes in response to the “Do you want to version thisdocument?” prompt.

3 From the Select an action drop-down list, choose View WorksheetVersions to open the Cost Worksheet Versions window. The newversion information will be listed on the Cost Worksheet dialogbox.

Choose VersionWorksheet fromthe Select anaction drop-down list tocreate a newversion of thecost worksheetlog. ChooseViewWorksheetversions to viewcost worksheetversions.



Viewing All Versions of a DocumentTo access a list of all versions of a document:

1 From the module log window, open the document in view mode.

2 Click the Versions tab.

• Contract Management will show a default list of last tenversions created in reverse chronological order.

• To view a list of all versions when there are more than ten storedin the repository, mark the Show all Versions check box todisplay the whole list.

3 To sort the list in a different order, click one of the headers (Version,User Account, or Date).

Click the Versionstab in a documentwindow to view allversions available forthis document.


Exchanging Contract Management Datawith a Project Management ModuleSchedule

Exchanging Contract ManagementModule Data with Other Applications

Part 7

Exchanging ContractManagement Data

In this part

This part shows you how, with a few simple steps, you can

link to and exchange Contract Management module data with a

Project Management module project.

Exchanging Contract Management Module Data with a Project

Management Module Schedule describes how you can base

Contract Management module dates on required schedule dates,

stay current with schedule changes, and update Project

Management module dates with data from Contract

Management.

Exchanging Contract Management Data with a Project

Management Module Schedule shows you how to export

Contract Management data to other applications, such as

spreadsheets or databases, and import data to Contract

Management from other applications for submittals, the

company directory, cost worksheet cost codes and titles, and

specification sections using comma-separated value (.CSV) files.

489

This chapter describes how you can review

dates from a Project Management module

schedule from within Contract Management

to see how schedule delays or other factors

affect a project.

Once you specify the Project Management

module project schedule to link to the

Contract Management project, you can use

early and actual activity dates from the

schedule to update start and finish dates in

the Contract Management module.

In addition, you can create or update

activities in the Project Management module

based on Contract Management activity data.

In this chapter

Setting Up Project ManagementModule Schedules for Use withContract Management

Linking to a Project ManagementModule Schedule

Importing Contract ManagementData into Project ManagementModule Projects to Create orStatus Activities

Assigning Activity IDs to ContractManagement Documents

Importing Field Mappings fromContract Management into theProject Management Module

Retrieving Field Mappings fromthe Project Management Moduleinto Contract Management

Exchanging Contract ManagementData with a Project ManagementModule Schedule


Setting Up Project Management Module Schedules forUse with Contract Management

If you use Contract Management and the Project Management module,you can exchange project data between the products in the way thatworks best for your organization. This section suggests steps for settingup projects to benefit from the interchange.

Management checklist Setting up a smooth export/import processbetween Contract Management and the Project Management modulerequires some initial planning. The owner, construction manager, orother person responsible for managing contracts should work with theProject Management module project controls coordinator to build theschedule and standardize the procedures used to create and updateprojects.

You can import ContractManagement data intoProject Managementmodule 3.5x, 4.0, 4.1, and5.0.

The Project Management module project controls coordinator shouldperform the following steps before importing Contract Managementdata:

1 If you plan to export requisition data to update costs in the ProjectManagement module project, specify two decimal places forcalculations in the Project Management module project forcompatibility with Contract Management schedule of values cost.

2 When assigning cost codes to activities in the Project Managementmodule project, do not assign resources to activities for which youplan to update costs. The costs are exchanged as expenses ratherthan resources. Also, make sure the cost codes are the same as thosebeing used in the Contract Management database from which youare exporting data.

Cost codes exchanged between the Project Management moduleproject and Contract Management should be no longer than 30characters.

Contract Management exports one cost account code andcorresponding distribution amount per document but will notrecognize the cost code for activities with an assigned resourceassociated with their cost code.


Exchanging Contract Management Data with a Project Management Module Schedule 491

3 If you plan to create new activities in the Project Managementmodule project from Contract Management, define theResponsibility activity code in the Project Management moduleActivity Codes dialog box. The company abbreviation in theContract Management Company Directory will be assigned asResponsibility code values for the new activities during the export.

4 Notify the person responsible for Contract Management contractcontrol that these steps have been completed.

5 The Contract Management administrator links the ProjectManagement module project to the Contract Management projectand incorporates the schedule activities in the documents. The datacan then be imported into the Project Management module.

Contract Management documents linked to activities Youcan import data from Contract Management to create and updateactivities in a Project Management module project for the followingtypes of documents:

You can also create cost accounts and RESP codes in a ProjectManagement module schedule by exporting data from ContractManagement.

You can associate and update dates for the following ContractManagement documents with Project Management module activities:

■ Change Orders ■ Drawing Sets ■ Purchase Orders

■ Budgeted Contracts andCommitted Contracts

■ Materials ■ Requisitions (Schedule ofValues)

■ Daily Reports ■ Punch Lists ■ Submittals

■ Change Management ■ Materials ■ Punch List Items

■ Change Order Line Items ■ Noncompliance Notices ■ Purchase Orders andPurchase Order Line Items

■ Budgeted Contract LineItems/Committed ContractLine Items

■ Notices ■ Requests for Information

■ Daily Reports ■ Procurement Items ■ Submittals and SubmittalPackages

■ Drawing Sets ■ Proposals ■ Trend Line Items




Linking to a Project Management Module ScheduleYou can link projects scheduled in the Project Management module toContract Management projects. Once this link is established, you can useactivities in these projects to build and update Contract Managementproject data. You can create a connection from the Contract Managementto any Project Management module project. You can then specify theproject name in Contract Management using the Schedule tab in theProject Settings dialog box.

Before you can access schedule data, you need to set up theProject Management module connection using the ContractManagement Server Configuration utility. See the ContractManagement Installation Guide for more information.

Note the following before linking Contract Management to a ProjectManagement module project:

■ You can link one Project Management module project group orproject per Contract Management project.

■ Contract Management assumes a continuous, seven-day workcalendar for the linked Project Management module projectregardless of its calendar assignment in the Project Managementmodule schedule.

■ You must update the data for the Project Management module projecteach time you change values in the Activity Codes dialog box. In theProject Management module, choose File, Commit Changes, and File,Refresh Data to refresh the data and save changes.

To connect a Contract Management project to a ProjectManagement module project

1 From your PC, open Contract Management.

2 Right-click on the project name in the Project View and chooseProject Settings.

3 On the Schedule tab, select Primavera from the Schedule drop-downlist.

4 Select the database from the drop-down list, and select the project towhich you want to connect.

5 Click Save. Project Management module activities will appear inActivity ID selection lists within Contract Management documentsfor the linked project.


Even if you do not have access to the Project Managementmodule from your PC, you can view schedule data fromwithin a Contract Management project.

You must manually change activity IDs associated with existingContract Management documents if the Contract Management project islater linked to a different Project Management module project.

Display a chart of all activities in the linked ProjectManagement module project Click Schedule in the ProjectInformation folder.

Select the ProjectManagementproject name.

Mark to filterunderway

activities byResponsibility codeassignment for daily

reports.



The activities are listed byearly start date.



Importing Contract Management Data into ProjectManagement Module Projects to Create or StatusActivities

When you create new activities in the Project Management moduleproject from Contract Management, the activity ID and description,early start, early finish, cost code and title, and company abbreviation(for the RESP activity code in the Project Management module project)are added.

Import Contract Management data into the ProjectManagement module project To import Contract Managementdata, open the Project Management module project into which you wantto import. Choose File, Import from Contract Management.

After marking the checkboxes for the options you want to import intothe Project Management module, click Import. Before the importbegins, the Contract Management Import Report dialog box appears,which shows all fields that will be updated. Click Commit Changes toexecute the import.

Mark thecheckboxes for

the data thatyou want toimport from

ContractManagement.



Once complete, you can view the updated information in the ProjectManagement module. You can also open the original documents in theContract Management from the link in the Project Management module.Customize the activity detail to show the Contract Management Docstab. Highlight the Contract Management document and click View.



Assigning Activity IDs to Contract ManagementDocuments

After you create all the necessary activities in the Project Managementmodule schedule and link the Contract Management project to it, youcan assign activity IDs to Contract Management documents and viewearly and actual start and finish dates, original and remaining durations,percent complete, and total float for individual activities.

Assign activity data Open the Contract Management document inEdit mode and click Select on the Schedule tab to select an activity ID toassign to the document. To view activity data, click the Schedule icon.You can use this function in contracts, submittals, requisitions, dailyreports, and other documents in which you assigned activity IDs.

If you are working with submittals, the seven different activitiesassociated with the submittal are displayed. Other documents displayone activity.

You can create activities and update actual dates and costs for ProjectManagement module activities based on the associated ContractManagement document for which you have recorded start or completeddates. Use Project Management module activities to update submittalactivity dates. If you choose to update submittals from the schedule, thedates are updated from the linked application. When you select anactivity in the Submittal Preparation field, the start date will update therequired start date. Updating the Approval Period finish date will updatethe required finish date. If you choose to update submittals from the leadtime, the dates are calculated based on the duration of each scheduleactivity.



Click to see moredetails about aschedule.

you want to



Importing Field Mappings from Contract Managementinto the Project Management Module

The downloaded release contains a list of the field mappings when animport of Contract Management data is performed from within theProject Management module. The ExpMappings9xandlater.pdf filelists the field mappings for the Transfer from Contract Management 9.xand later to the Project Management module (using the Import fromContract Management utility in the Project Management module).

Access these files from the downloaded release media.

Project Management Module Notes:

Project Management module task table information can befound on the Status Tab in the Project Management module.

Project Management module taskactv table information canbe found on the Codes Tab in the Project Managementmodule.

Project Management module projcost table information canbe found on the Expenses Tab in the Project Managementmodule.

Project Management module actvcode and actvtype tableinformation can be found in Activity Code dictionaries.Select Enterprise, Activity Codes.

Project Management module account table information canbe found in the Cost Account dictionary. Select Enterprise,Cost Accounts

Contract Management Module Notes:

The following Contract Management documents are foundin the Logs folder: Drawing Sets, Daily Reports, Materials,Punch Lists, Submittals.

The following Contract Management documents are foundin the Contract Information folder: Budgeted Contracts,Committed Contracts, Purchase Orders, Schedule ofValues, Change Orders



Retrieving Field Mappings from the ProjectManagement Module into Contract Management

The field mappings from Project Management into ContractManagement are listed in the ExpMappings9xandlater.pdf file,available from your downloaded release media.


501

This chapter describes how to export

Contract Management module data to other

applications, such as spreadsheets or

databases.

You can import data for contacts, cost codes

and titles, drawings, notepads, punch lists,

requests for information, specification

sections, contracts, purchase orders,

procurement items, daily reports, notices,

and submittals into Contract Management

from other applications using comma-

separated value files.

In this chapter

Exporting Contract ManagementModule Data to OtherApplications

Importing Data from OtherApplications

Import Specifications

Exchanging Contract ManagementModule Data with OtherApplications


Exporting Contract Management Module Data to OtherApplications

You can export Contract Management module data into .CSV, .CSVwith Headers, or Excel with Headers file formats. Select any exportreport from the export report environment, and create the export fileusing the Save As function from the Export window.

See the Planning and Adding a Contract Management Project chapter, or type access or security in Help for more information.

You must have access rights to export data.

Export data from a Contract Management module projectRight-click on a project in the Project View and click Export. In theExport window select the document type from which you want toexport, and click Show.

Select the report that corresponds to the type of data you want to export.Reports are available for contacts, contracts, purchase orders, costcodes, daily reports, drawings, notepads, notices, punch lists, requestsfor information, specification sections, and submittals. For example, toexport cost codes and titles, select r_export_cost_codes from the list.Click Preview after you select a report.

The Export window automatically defaults to the library thatcorresponds to the log you are in.

Click topreview

the report.


Exchanging Contract Management Module Data with Other Applications 503

Click Save As, and select an export format in the Files of Type field inthe Save window. To retain the column headings in the exported file,choose the with headers export format, such as Excel With Headers.

In the Save In field, select the folder in which you want to store theexport report; in the File Name field, type a name to identify the reportwithout an extension, which Contract Management suppliesautomatically when you specify a file type. Click Save.



The following example shows cost codes and titles report data exportedto a Microsoft Excel file called COSTACCT.

Using the Save As Option with Reports that Contain Multi-Byte Characters

When you click the Save As button, and the report or form you selectedcontains multi-byte characters, do the following:

1 In the Save dialog box, click the arrow on the right side of the Savein field, and navigate to the location where you want to save thedocument.

2 In the File name field enter a name for the document.

3 Click the arrow on the right side of the Files of type field, chooseone of the following, and click the Save button:

• CSV with Headers - Use this option to save the document soyou can view it in Notepad.

• Excel with Headers - Use this option to save the document soyou can view it in Microsoft Excel.



Multi-byte documents saved in CSV with Headers formatwill not display properly in Microsoft Excel. Use Notepad todisplay these documents.



Primav
Importing Data from Other ApplicationsYou can import data from comma-separated value (.CSV with Headers orExcel with Headers) files to insert and update data for the modules listedbelow. The import file must contain specific table and column names onthe first line of the CSV file being imported. The best way to set up animport file is to first export data from Contract Management to the CSVwith Headers or Excel with Headers format, since Contract Managementsupplies the correct field name placement when you run the export.

Follow these guidelines for preparing import files:

■ Use an export CSV with Headers or Excel with Headers file as atemplate for the import file.Use the Excel with Headers format to import data containing carriagereturns, quotes, and other punctuation.

■ You cannot import fields that cannot be edited onscreen.

■ The first row must be a “header.”

■ Each row in the import file can contain both master and detail columninformation; master and detail columns can be interspersed.

■ Import files must include all key fields for the type of data imported;for example, import files for the Company Directory must include thecontact initials. Key fields are identified in the following table; thetable name (shown in all uppercase letters) precedes each field name

Imported Data Key Field Names

Company Data* VNMT.vendor_abbrevVNDT.initials (to import addresses)

Cost Worksheet CSMT_TABLE.cost_code

Submittals† SBPK.package_numberSBMT_TABLE.submittal_no

Specification Sections SPEC.section_value

Punch Lists PNMT.punch_list_namePNDT.item_number

Notepads NPMT.note_padNPDT.item_number

Requests forInformation

CRQT.to_vendorCRQT.from_vendorCRQT.change_numberCRQT.item_type


* If you are importing contact initials, the VNMT.vendor_abbrev must be includedin each VNDT.initials record.

† You can only import submittals that are in packages. If importing only SBMTrows, you still must include the SBPK.package_number in the import file.

If you get a message that your CSV with Headers filecannot be imported because it may not be formattedcorrectly, save the file in Excel with Headers format, and re-import the file.

Import data to a Contract Management module projectRight-click on the project you want to import data and click Import toopen the Import window.

Click Import to import the data; this process adds new records to thespecified document or updates records if they exist. If duplicate recordsare encountered during the import, they are ignored. When the importprocess is complete, click Close.

DrawingsContracts/POs

Daily Reports

Notices

Procurement

DWMT_TABLE.drawing_numberCNMT_TABLE.item_typeCNMT.document_numberCNMT_TABLE.to_vendorCNMT_TABLE.from_vendorDRMT.vendor_abbrevDRMT.report_dateDRMT.report_periodDRMT.vendor_abbrev_iniCNTE.item_typeCNTE.to_vendorCNTE.from_vendorPROCURE_ITEM.spec_sectionPROCURE_ITEM.purchase_typePROCURE_ITEM.csi_divisionPROCURE_ITEM.title

Type the name of the fileyou are importing datafrom (or click Browse).

Select the document typeyou are populating with

new data.



Import automatically displays a status window containing row numbersof duplicate rows, columns that were ignored, and any other errors.Click Print to get a printed record of all the errors.



Import SpecificationsThis section lists the fields that can be imported into ContractManagement for each module and table.

Module

ContractManagementModule TableName

Column Name

Company VNMT company_name

Company VNMT contract_number

Company VNMT dbe

Company VNMT default_initials

Company VNMT default_location

Company VNMT mbe

Company VNMT remarks

Company VNMT spec_section

Company VNMT tax_id_number

Company VNMT vendor_abbrev

Company VNMT vendor_role

Company VNMT wbe

Contact VNDT address_line_1



Contact VNDT beeper_phone

Contact VNDT city

Contact VNDT copies

Contact VNDT country

Contact VNDT country_code

Contact VNDT extension

Contact VNDT fax

Contact VNDT initials

Contact VNDT location



Contact VNDT mail_address

Contact VNDT mail_method

Contact VNDT mobile_phone

Contact VNDT name

Contact VNDT office_phone

Contact VNDT paper_size

Contact VNDT postal_code

Contact VNDT state

Contact VNDT tax_id_number

Contact VNDT title

Contracts CNMT_TABLE Accepted_By

Contracts CNMT_TABLE Accepted_by_1

Contracts CNMT_TABLE Accepted_by_2

Contracts CNMT_TABLE Accepted_Date_1

Contracts CNMT_TABLE Accepted_Date_2

Contracts CNMT_TABLE Bill_Add_Line_1



Contracts CNMT_TABLE Bill_City

Contracts CNMT_TABLE Bill_Company

Contracts CNMT_TABLE Bill_Country

Contracts CNMT_TABLE Bill_Postal_Code

Contracts CNMT_TABLE Bill_Country_Code

Contracts CNMT_TABLE Bill_State

Contracts CNMT_TABLE Bill_Vendor_Abbrev

Contracts CNMT_TABLE Bill_Vendor_Abbrev_ini

Module


Column Name



Contracts CNMT_TABLE Completion_Date

Contracts CNMT_TABLE DBE

Contracts CNMT_TABLE Description

Contracts CNMT_TABLE Document_Date

Contracts CNMT_TABLE Document_Number

Contracts CNMT_TABLE Fob_Via

Contracts CNMT_TABLE Freight

Contracts CNMT_TABLE From_Add_Line_1



Contracts CNMT_TABLE From_City

Contracts CNMT_TABLE From_company

Contracts CNMT_TABLE From_Country

Contracts CNMT_TABLE From_Country_Code

Contracts CNMT_TABLE From_Postal_Code

Contracts CNMT_TABLE From_State

Contracts CNMT_TABLE From_Vendor

Contracts CNMT_TABLE From_Vendor_ini

Contracts CNMT_TABLE Item_type

Contracts CNMT_TABLE Lump_Cost

Contracts CNMT_TABLE Lump_Tax

Contracts CNMT_TABLE Lump_Tax_Rate

Contracts CNMT_TABLE Managers_Name

Contracts CNMT_TABLE MBE

Contracts CNMT_TABLE Reference_Number

Contracts CNMT_TABLE Ref_Activity_ID

Module


Column Name



Contracts CNMT_TABLE Ref_Cost_Account

Contracts CNMT_TABLE Ref_Cost_Category

Contracts CNMT_TABLE Remarks

Contracts CNMT_TABLE Ship_Add_Line_1



Contracts CNMT_TABLE Ship_City

Contracts CNMT_TABLE Ship_Company

Contracts CNMT_TABLE Ship_Country

Contracts CNMT_TABLE Ship_Country_Code

Contracts CNMT_TABLE Ship_Postal_Code

Contracts CNMT_TABLE Ship_State

Contracts CNMT_TABLE Ship_Vendor_Abbrev_ini

Contracts CNMT_TABLE Ship_Vendor_Abbrev

Contracts CNMT_TABLE Spec_Section

Contracts CNMT_TABLE Start_Date

Contracts CNMT_TABLE Status

Contracts CNMT_TABLE Terms

Contracts CNMT_TABLE To_Add_Line_1



Contracts CNMT_TABLE To_City

Contracts CNMT_TABLE To_Company

Contracts CNMT_TABLE To_Country

Contracts CNMT_TABLE To_Country_Code

Contracts CNMT_TABLE To_Postal_Code

Module


Column Name



Contracts CNMT_TABLE To_State

Contracts CNMT_TABLE To_Vendor_ini

Contracts CNMT_TABLE Unit_Cost

Contracts CNMT_TABLE Unit_Tax

Contracts CNMT_TABLE WBE

Contracts CNMT_TABLE Has_Started

Contracts CNMT_TABLE Has_Completed

Contracts CNDT_TABLE Ball_in_court

Contracts CNDT_TABLE Ball_in_court_ini

Contracts CNDT_TABLE Completion_Date

Contracts CNDT_TABLE Item_Number

Contracts CNDT_TABLE Material_Code

Contracts CNDT_TABLE Package_Number

Contracts CNDT_TABLE Quantity

Contracts CNDT_TABLE Ref_Activity_Id

Contracts CNDT_TABLE Ref_Resource

Contracts CNDT_TABLE Sales_Tax

Contracts CNDT_TABLE Sales_Tax

Contracts CNDT_TABLE Status

Contracts CNDT_TABLE Stock_Descriptn

Contracts CNDT_TABLE Submittal

Contracts CNDT_TABLE Units

Contracts CNDT_TABLE Unit_Price

Cost Codes CSMT_TABLE cost_code

Cost Codes CSMT_TABLE title

Cost Codes CSMT_TABLE projected_to_commit

Module


Column Name



Daily Reports DRMT Additional_Comments

Daily Reports DRMT Daily_Report

Daily Reports DRMT Day_of_week

Daily Reports DRMT Precipitation

Daily Reports DRMT Report_Date

Daily Reports DRMT Report_Number

Daily Reports DRMT Report_Period

Daily Reports DRMT Sky

Daily Reports DRMT Temperature

Daily Reports DRMT Vendor_Abbrev

Daily Reports DRMT Vendor_Abbrev_ini

Daily Reports DRMT Wind

Daily Reports DREQ Description

Daily Reports DREQ Equipment_Source

Daily Reports DREQ Equipment_Type

Daily Reports DREQ Remark

Daily Reports DRLB Apprentices

Daily Reports DRLB Category

Daily Reports DRLB Change_Number

Daily Reports DRLB Field_Source

Daily Reports DRLB Foremen

Daily Reports DRLB Journeymen

Daily Reports DRLB Remark

Daily Reports DRLB Supervisors

Daily Reports DRLB Work_Area

Daily Reports DRVS Company_Repsnted

Module


Column Name



Daily Reports DRVS Remark

Daily Reports DRVS Time_of_Visit

Daily Reports DRVS Vendor_Abbrev

Daily Reports DRVS Vendor_Abbrev_ini

Daily Reports DRVS Visitor_Name

Drawings DWMT_TABLE area

Drawings DWMT_TABLE bid_package

Drawings DWMT_TABLE designer

Drawings DWMT_TABLE designer_ini

Drawings DWMT_TABLE discipline

Drawings DWMT_TABLE drawing_number

Drawings DWMT_TABLE drawing_phase

Drawings DWMT_TABLE file_number

Drawings DWMT_TABLE spec_section

Drawings DWMT_TABLE title

Notepads NPMT contract_number

Notepads NPMT description

Notepads NPMT note_pad

Notepad Items NPDT ball_in_court

Notepad Items NPDT ball_in_court_ini

Notepad Items NPDT date_closed

Notepad Items NPDT date_opened

Notepad Items NPDT date_required

Notepad Items NPDT item_number

Notepad Items NPDT notes

Notepad Items NPDT status

Module


Column Name



Notices CNTE Approved_Date

Notices CNTE Ball_in_court

Notices CNTE Ball_in_court_ini

Notices CNTE Change_Date

Notices CNTE Change_Issue

Notices CNTE Change_Number

Notices CNTE Cntr_From_Vendor

Notices CNTE Cntr_From_Vendor_ini

Notices CNTE Cntr_Sys_Type

Notices CNTE Cntr_To_Vendor

Notices CNTE Cntr_To_Vendor_ini

Notices CNTE Completion_Date

Notices CNTE Contract_Number

Notices CNTE Cost

Notices CNTE From_Vendor

Notices CNTE From_Vendor_ini

Notices CNTE From_Manager

Notices CNTE Has_Completed

Notices CNTE Has_Started

Notices CNTE tem_Type

Notices CNTE Ref_Activity_Id

Notices CNTE Ref_Cost_Account

Notices CNTE Ref_Cost_Category

Notices CNTE Ref_From_Abbrev

Notices CNTE Ref_From_Abbrev_ini

Notices CNTE Ref_To_Abbrev

Module


Column Name



Notices CNTE Ref_To_Abbrev_ini

Notices CNTE Ref_Type

Notices CNTE Remarks

Notices CNTE Required_Date

Notices CNTE Responded_Date

Notices CNTE Spec_Section

Notices CNTE Start_Date

Notices CNTE Status

Notices CNTE Time_Change

Notices CNTE To_Manager

Notices CNTE To_Vendor

Notices CNTE To_Vendor_ini

Proposals CPMT_TABLE Approved_Date

Proposals CPMT_TABLE Approved_Date_2

Proposals CPMT_TABLE Ball_in_court

Proposals CPMT_TABLE Ball_in_court_ini

Proposals CPMT_TABLE Change_Date

Proposals CPMT_TABLE Change_Issue

Proposals CPMT_TABLE Change_Number

Proposals CPMT_TABLE Cntr_From_Vendor

Proposals CPMT_TABLE Cntr_From_Vendor_ini

Proposals CPMT_TABLE Cntr_Sys_Type

Proposals CPMT_TABLE Cntr_To_Vendor

Proposals CPMT_TABLE Cntr_To_Vendor_ini

Proposals CPMT_TABLE Completion_Date

Proposals CPMT_TABLE Contract_Number

Module


Column Name



Proposals CPMT_TABLE Contract_Type

Proposals CPMT_TABLE From_manager

Proposals CPMT_TABLE From_Vendor_ini

Proposals CPMT_TABLE Has_Started

Proposals CPMT_TABLE Has_Completed

Proposals CPMT_TABLE tem_type

Proposals CPMT_TABLE Lump_Cost

Proposals CPMT_TABLE Lump_Tax

Proposals CPMT_TABLE Lump_Tax

Proposals CPMT_TABLE Ref_Activity_Id

Proposals CPMT_TABLE Ref_Cost_Account

Proposals CPMT_TABLE Ref_Cost_Category

Proposals CPMT_TABLE Ref_From_Abbrev

Proposals CPMT_TABLE Ref_From_Abbrev_ini

Proposals CPMT_TABLE Ref_Number

Proposals CPMT_TABLE Ref_To_Abbrev

Proposals CPMT_TABLE Ref_To_Abbrev_ini

Proposals CPMT_TABLE Ref_Type

Proposals CPMT_TABLE Remarks

Proposals CPMT_TABLE Required_Date

Proposals CPMT_TABLE Responded_Date

Proposals CPMT_TABLE Signed_by_1

Proposals CPMT_TABLE Signed_by_2

Proposals CPMT_TABLE Spec_Section

Proposals CPMT_TABLE Start_Date

Proposals CPMT_TABLE Status

Module


Column Name



Proposals CPMT_TABLE Time_Change

Proposals CPMT_TABLE Title

Proposals CPMT_TABLE To_Manager

Proposals CPMT_TABLE To_Vendor

Proposals CPMT_TABLE To_Vendor_ini

Proposals CPMT_TABLE Unit_Cost

Proposals CPMT_TABLE Unit_Tax

Proposals CPMT_TABLE Vendor_Role

Proposals CPDT_TABLE Ball_in_court

Proposals CPDT_TABLE Ball_in_court_ini

Proposals CPDT_TABLE Completion_Date

Proposals CPDT_TABLE Description

Proposals CPDT_TABLE tem_Number

Proposals CPDT_TABLE Material_Code

Proposals CPDT_TABLE Quantity

Proposals CPDT_TABLE Ref_Activity_Id

Proposals CPDT_TABLE Ref_Item_Num

Proposals CPDT_TABLE Ref_Resource

Proposals CPDT_TABLE Sales_Tax

Proposals CPDT_TABLE Sales_Tax

Proposals CPDT_TABLE Start_Date

Proposals CPDT_TABLE Status

Proposals CPDT_TABLE Stock_Number

Proposals CPDT_TABLE Units

Proposals CPDT_TABLE Unit_Price

Punch Lists PNMT contract_number

Module


Column Name



Punch Lists PNMT from_vendor

Punch Lists PNMT from_vendor_ini

Punch Lists PNMT long_descrpt

Punch Lists PNMT punch_list_name

Punch Lists PNMT short_descrpt

Punch Lists PNMT to_vendor

Punch Lists PNMT to_vendor_ini

Punch List Items PNDT ball_in_court

Punch List Items PNDT ball_in_court_ini

Punch List Items PNDT date_closed

Punch List Items PNDT date_opened

Punch List Items PNDT date_required

Punch List Items PNDT description

Punch List Items PNDT duplicated_by

Punch List Items PNDT elevation

Punch List Items PNDT item_number

Punch List Items PNDT location

Punch List Items PNDT ref_activity_id

Punch List Items PNDT responsible_item

Punch List Items PNDT room

Punch List Items PNDT status

Punch List Items PNDT value

Request for Information CRQT answer

Request for Information CRQT approved_date

Request for Information CRQT approved_date2

Request for Information CRQT ball_in_court

Module


Column Name



Request for Information CRQT ball_in_court_ini

Request for Information CRQT change_date

Request for Information CRQT change_issue

Request for Information CRQT change_number

Request for Information CRQT cntr_from_vndr

Request for Information CRQT cntr_from_vndr_ini

Request for Information CRQT cntr_to_vndr

Request for Information CRQT cntr_to_vndr_ini

Request for Information CRQT completion_date

Request for Information CRQT contract_number

Request for Information CRQT contract_type

Request for Information CRQT cost

Request for Information CRQT from_manager

Request for Information CRQT from_vendor

Request for Information CRQT from_vendor_ini

Request for Information CRQT has_completed

Request for Information CRQT has_started

Request for Information CRQT item_type

Request for Information CRQT ref_activity_id

Request for Information CRQT ref_from_abbrev

Request for Information CRQT ref_from_abbrev_ini

Request for Information CRQT ref_number

Request for Information CRQT ref_to_abbrev

Request for Information CRQT ref_to_abbrev_ini

Request for Information CRQT ref_type

Request for Information CRQT remarks

Module


Column Name



Request for Information CRQT required_date

Request for Information CRQT responded_date

Request for Information CRQT signed_by1

Request for Information CRQT signed_by2

Request for Information CRQT spec_section

Request for Information CRQT start_date

Request for Information CRQT status

Request for Information CRQT time_change

Request for Information CRQT title

Request for Information CRQT to_manager

Request for Information CRQT to_vendor

Request for Information CRQT to_vendor_ini

Specification Section SPEC description

Specification Section SPEC section_value

Submittal Packages SBPK contract_number

Submittal Packages SBPK forwarded_to

Submittal Packages SBPK forwarded_to_ini

Submittal Packages SBPK package_number

Submittal Packages SBPK received_from

Submittal Packages SBPK received_from_ini

Submittal Packages SBPK required_finish

Submittal Packages SBPK required_start

Submittal Packages SBPK returned_by

Submittal Packages SBPK returned_by_ini

Submittal Packages SBPK sent_to

Submittal Packages SBPK sent_to_ini

Module


Column Name



Submittal Packages SBPK status

Submittal Packages SBPK submittal_no

Submittal Packages SBPK title

Submittals SBMT_TABLE appr_activity

Submittals SBMT_TABLE approval_finish

Submittals SBMT_TABLE approval_lead_time

Submittals SBMT_TABLE approval_start

Submittals SBMT_TABLE approve_has_finished

Submittals SBMT_TABLE approve_has_started

Submittals SBMT_TABLE code

Submittals SBMT_TABLE construction_activity

Submittals SBMT_TABLE construction_finish

Submittals SBMT_TABLE construction_has_finished

Submittals SBMT_TABLE construction_has_started

Submittals SBMT_TABLE construction_start

Submittals SBMT_TABLE contract_number

Submittals SBMT_TABLE delivery_actv

Submittals SBMT_TABLE delivery_finish

Submittals SBMT_TABLE delivery_has_finished

Submittals SBMT_TABLE delivery_has_started

Submittals SBMT_TABLE delivery_lead_time

Submittals SBMT_TABLE delivery_start

Submittals SBMT_TABLE drawing

Submittals SBMT_TABLE fab_rel_activity

Submittals SBMT_TABLE fab_release_fin

Submittals SBMT_TABLE fab_release_lead_time

Module


Column Name



Submittals SBMT_TABLE fab_release_st

Submittals SBMT_TABLE fab_time

Submittals SBMT_TABLE fabricate_actv

Submittals SBMT_TABLE fabricate_finish

Submittals SBMT_TABLE fabricate_lead_time

Submittals SBMT_TABLE fabricate_start

Submittals SBMT_TABLE fabstart_has_finished

Submittals SBMT_TABLE fabstart_has_started

Submittals SBMT_TABLE filed_app_date

Submittals SBMT_TABLE filed_vendor

Submittals SBMT_TABLE filed_vendor_ini

Submittals SBMT_TABLE forwarded_to

Submittals SBMT_TABLE forwarded_to_ini

Submittals SBMT_TABLE item_number

Submittals SBMT_TABLE items_in_submttl

Submittals SBMT_TABLE package_number

Submittals SBMT_TABLE received_from

Submittals SBMT_TABLE received_from_ini

Submittals SBMT_TABLE release_has_finished

Submittals SBMT_TABLE release_has_started

Submittals SBMT_TABLE required_finish

Submittals SBMT_TABLE required_start

Submittals SBMT_TABLE resubmit_activity

Submittals SBMT_TABLE resubmit_finish

Submittals SBMT_TABLE resubmit_has_finished

Submittals SBMT_TABLE resubmit_has_started

Module


Column Name



Submittals SBMT_TABLE resubmit_lead_time

Submittals SBMT_TABLE resubmit_start

Submittals SBMT_TABLE returned_by

Submittals SBMT_TABLE returned_by_ini

Submittals SBMT_TABLE second_app_code

Submittals SBMT_TABLE second_app_code_ini

Submittals SBMT_TABLE second_app_date

Submittals SBMT_TABLE sent_to

Submittals SBMT_TABLE sent_to_ini

Submittals SBMT_TABLE source_vendor

Submittals SBMT_TABLE source_vendor_ini

Submittals SBMT_TABLE submit_act_date

Submittals SBMT_TABLE submit_activity

Submittals SBMT_TABLE submit_finish

Submittals SBMT_TABLE submit_has_finished

Submittals SBMT_TABLE submit_has_started

Submittals SBMT_TABLE submit_lead_time

Submittals SBMT_TABLE submit_start

Submittals SBMT_TABLE submittal_no

Submittals SBMT_TABLE title

Submittals SBMT_TABLE user_appr_date

Submittals SBMT_TABLE user_code

Submittals SBMT_TABLE user_code_ini

Module


Column Name


527

Index

AAccess

project 39Access rights

setting for a group of users across projects 42setting for a user 40

Acronyms, choosing for logs, documents, andfields 103

Actions 21Actual costs 237

distributing to the cost worksheet 298, 310Actual start and finish dates 421, 424Address

adding for contact 44Administrator

project 39Agenda

producing from previous meeting minutes 231Alerts 21Anchor links

User settings 143Application for payment. See Requisitions.Approval Process

Overview of 57Prerequisites for 57Reviewer list, creating 60Reviewer list, deleting 63Setting up the approval process 64

Architect 30Areas, setting up for drawings 395Attachments

adding to daily reports 456command 456deleting 95

Attendeesadding to meetings 228

BBid packages

command 114defining 114setting up for drawings 396

Biddersadding 366, 369

Bidsediting 367, 369

Budgetcollecting commitments into 341

Budgeted costs 237distributing to the cost worksheet 266

Business itemadding to a meeting 226

CChange document reason codes

defining 113Change documents

adding 322applying markup 331change orders 328costing generated 341defining reason codes 320generating from change management 338

Change Managementadding documents 322adding multiple commitment documents to the

estimated phase 342applying markup 331collecting commitments into a budget 341costing generated documents 341creating work process 318defining reason codes 113deleting documents 340deleting generated change documents 339

528 Index

generating change documents from 338initiating from notices, non-compliance notices,

or requests for information 321modifying the work process 319multiple rounds of negotiations 341process 316, 346project settings 137reports and forms 343restricting access 319setting preferences 318using 315

Change managementdistributing costs 248

Change orders 328applying markup 331applying markup to 333approving 337

Commitmentsadding multiple documents to the estimated

phase 342collecting into a budget 341

Committed costs 237distributing to the cost worksheet 266

Communicationssetting 129tracking 187

Companyadding 43adding from Contract Management

documents 49copying 45project settings 125

Company rolesdefining 113

Construction manager 28Contacts

adding 43adding addresses 44adding from Contract Management

documents 49adding multiples for one company 44adding number of copies for distribution 44adding paper size 44adding remarks 44assigning default 56copying 45customizing assignments 56default 56deleting 47entering E-mail addresses 169inactivating 47including paper size for drawings 395specifying paper sizes 44using with distribution lists 53

Contract Managementadding a group database 146database, adding 146documentation 10exchanging data with other applications 501exporting data to other applications 502import specifications 509importing data from other applications 506key concepts 23main window 19starting 18workspace 19

Contract Management schedulessee Project Management module

Contractsadding 256adding invoices to 304creating first requisition 281creating from requisitions 287creating submittals from 260entering initial information 70generating materials delivery documents

from 432generating materials delivery records from 261generating requisitions from 264generating the first requisition 265lump sum 264, 265project settings 133status 268unit price 264, 265using hammock activities with 258

Control Center 20customizing 50items 51

Copiesspecifying number for drawing distribution 44

Correspondenceadding documents manually 191forms 192reports 192sending to logs 188viewing document items 189

Cost codesactuals 238adding 239budget 238commitment 238copying from one project to another 244defining 242specific costs 250variance 238

Cost Worksheetforms 253reports 253

Index 529

Cost worksheetactual costs 237adjusting manually using trends 247, 273budgeted costs 237committed costs 237custom section 252defining cost codes 242distributing actual costs to 298, 310distributing budgeted and committed costs

to 266distributing costs to 245funding 237getting information from 250items tracked 237modifying headings 71setting up 239setting up and using 235using 236variance 237

Costingproject setting 135project settings 135

Costsdistributing 245distributing budgeted and committed to the cost

worksheet 266distributing using change management 248items tracked in cost worksheet 237summary on cost worksheet 250tracking in Primavera 236

CSV files 501, 506Currency

setting preferences 131Current Users command 101Custom fields

adding 105adding to logs 107creating 105creating dictionary terms 107using

in documents 109in reports 109

Customize headings and field labelsin logs 101

Customize Layouts command 85

DDaily Reports

defining 114Daily reports

adding 444adding attachments to 456assign multiple materials to 451

creating filters for 454, 493generating 457including underway schedule activities 452, 453linking to materials delivery 450listing visitors 448posting material deliveries 437recording material deliveries 449recording resource use 447using 443

Databaseadding 146

Datesactual 421early 421

Defaultcontacts 56password 18user id 18

Define Distribution Listscommand 426

DEMO sample project 26Design review phase 393Designer 30Dictionaries

definingbid packages 114change document reason codes 113company roles 113custom fields 107daily reports 114disciplines 115drawing areas 122drawing phases 116elevations 122file numbers 116paper sizes 117reason codes 113safety 118specification sections 119status 120

definitions 112Disciplines

command 115, 395defining 115

for drawings 395Distribution lists

adding 52compiling for submittals 426copying to another list 54defining for drawing sets 401editing 54setting up 52

530 Index

setting up for drawings 395using in transmittals 129

Distribution phase 392, 393Document types

defining 104Documents

adding 80adding correspondence manually 191changing order in folder 100choosing acronyms and titles for 103deleting 80editing 80linking with issues 382sending

to correspondence logs 188to local users 167

Drawing areascommand 122defining 122

Drawing phasescommand 116defining 116

Drawing setsadding drawings to 400creating 400creating transmittals for 402defining distribution lists for 401generating 401reviewing 399

Drawingsadding documents 397adding to sets 400areas 122, 395bid packages 396creating revisions for 397creating sets 400design review phase 393disciplines 395distribution lists 395distribution phase 392, 393file numbers 396generating multiple 399overview 392paper sizes 395phases 395reviewing sets 399setting up data 395tracking 391workflow diagram 392

Dunning lettersprinting 158

EEarly start and finish dates 421Elevations

defining 122E-mail

document windows 211forms 211

Engineer 30ENGR sample project 27Estimated Costs 237EXPWIN.DB 146

FField mappings

importing from Contract Management intoProject Management module 499

Fieldschanging names 103

File numberscommand 116defining 116defining for drawings 396

Filesattaching to documents 94

Filterapplying to a layout 86

Filters 86applying to a log 86complex 88creating for daily reports 454, 493operators 86schedule data 89standard 87tips 89

FormsChange Management 343correspondence 192Cost Worksheet 253Invoice 313letters 197printing 153Requisition 301Trends 275, 301

GGeneral contractor 29generating 221Group

add 92in logs 92tips 93

Index 531

HHammock activities

using for contracts 258Help, online 10HOSP sample project 26HTTPS 11

IImport

fields into Project Management module 499Import specifications 509InBox

setting up 168Inbox

overview 166InfoMaker

online documentation 10Installation guide 10Insurance certificates

adding 460tracking 459

Invoicereports and forms 313

Invoicesadding to contracts and POs 304closing out a PO using multiple invoices 307closing out a PO using one invoice 305setting project preferences 304

Issuesadding 383linking documents to existing 384linking to submittals 412removing linked documents from 385using to link documents 382

KKey fields, importing 506Key parties

project settings 126

LLayout Options

settings 144Layouts 78

assigning to log windows 83creating 83filtering in 83grouping in 83selecting 85set favorite 85sorting in 83

Layouts, editing 83Lead time 422Letters

adding 193generating from existing 195reports and forms 197saving as a separate file 196

Line itemsadding from contract/PO to existing

requisition 283adding in lump sum, unit price, headers, subtotal,

or blank line item format 283adding to uncertified requisitions 282numbering 133

Logschoosing acronyms and titles for 103grouping 92printing 151using 78

Lump sum contractgenerating materials delivery records from 432

Lump sum/unit price preferencessetting for new requisitions 264

MMail

entering contact addresses 169settings 143

Markup 331applying to change orders and proposals 333creating default values 332forms 331project settings 140using 331using subtotals 334

Material codesusing with material delivery records 433

Materials deliveryadding 432adding documents to the log 434adding to requisitions 439generating documents from a contract or

purchase order 432generating records from contracts 261generating records from purchase orders 261linking with daily reports 449posting to daily reports 437recording 435updating stored 291using Project Planner Professional schedule

dates 435Meeting minutes

adding 224

532 Index

adding attendees 228adding business items 226copying 231producing an agenda from last meeting 231

Meetings. See Meeting minutes.Multiple rounds of negotiations 341Multi-project reports

printing 156

NNegotiations

using multiple rounds 341Non-compliance notices

adding 203initiating change management from 321sending 203

Notepadsadding 207adding notes to 207deleting 208using 207

Noticesadding 201initiating change management from 321non-compliance 203sending 201

Numbering line items 136

OOFFC sample project 27OSHA 218Owner 29

PP3e/c

see Project Management modulePaper sizes

command 117defining 117defining for drawings 395specifying for contact 44

Passworddefault 18

Paymentcreating the first requisition for 281generating the first requisition for 265

Payment applications. See Requisitions.Payment requisitions. See Requisitions.Phases

defining for drawings 395design review 393distribution 392, 393

Phone calls. See telephone callsPrint Preview 160Printing

dunning letters 158forms 153log windows 151multi-project reports 156reports 155

Procurementadding alternate items 364adding bidders 366, 369adding detail items 363adding general items 365adding scope items 361adding sub items 363awarding items 372awarding multiple items 372awarding single item 375codes, defining 118delete an item 379editing bids 367editing original estimate 366editing procurement estimate 366importing 361initiating 361unaward an item 379using 359viewing bidder statistics 370viewing log statistics 370

Progressrecording 288, 290

Project administrator 39Project Management module schedules

assigning activity IDs to Contract Managementdocuments 497

displaying all activities 493documents that can be imported from Contract

Management 491importing Contract Management data into 495importing Contract Management data to create or

status activities 495importing field mappings from Contract

Management 499including linked activities on daily reports 452,

453linking to 493linking to Contract Management 73, 492setting up for use with Contract

Management 490Project preferences

markup 332setting

currency 131Project settings 124

Index 533

Communications 129companies 125key parties 126markup 140schedules 131setting

change management 137contracts 133costing 135purchase orders 133requisitions 135

Project View 19Projects

Access 39adding 35adding via an administrator 36deleting 36planning 34templates

adding 37view 19

customizing 100Proposals

applying markup to 333Punch List Elevations command 122Punch lists

adding items to 465creating 464defining elevations 122elevations 122producing 463

Purchase ordersadding 256adding invoices to 304closing out using multiple invoices 307closing out using one invoice 305creating first requisition 281creating from requisitions 287creating submittals from 260generating materials delivery documents

from 432generating materials delivery records from 261generating requisitions from 264generating the first requisition 265lump sum 264project settings 133unit price 264

RReason Codes

defining 113Reason codes

defining 320Remarks

adding to contact 44Reporting Currency

command 131Reports

Change Management 343correspondence 192Cost Worksheet 253Invoice 313letters 197multi-project 150printing 155

multi-project 156Requisition 301Trends 275, 301See also Daily reports.

Requests for informationadding 198adding details to 199closing 198entering questions and answers 198initiating change management from 321using 198

Requisitionreports and forms 301

Requisitionsadding line items from a contract or PO 283approved change orders, adding to 439calculating retainage 291certifying 295

for current period 296creating contracts from 287creating first one for payment 281creating periodic payments based on the previous

requisition 284creating purchase orders from 287distributing actual costs to the cost

worksheet 298generating for project payment 265generating from contracts/POs 264getting change orders, materials for delivery, and

schedule dates 439materials delivery, adding to 439process overview 278project setting 135project settings 135recording progress 290reviewing activity data in 497schedule of values 439sending to local users 300sending to remote users 300setting lump sum/unit price preferences 264

534 Index

setting retainage calculations 264setting up 280transferring information from an existing one to a

new one 296uncertified, adding line items to 282, 283updating 288updating current 285updating stored materials 291using other features with 294using preferences for in contracts 264

Resourcesrecording on daily reports 447

RESP activity code 493Restricted user 40Retainage

calculating 291setting calculations for new requisitions 264using calculation options for in contracts 264

Retainage calculationssettings 135

Review cyclesupdating submittals 413

Reviewerstracking in submittals 417

Revisionscreating for drawings 397

RFI. See Requests for information.Roles 28

architect 30construction manager 28designer 30engineer 30general contractor 29owner 29

SSafety 218

defining 118Safety notice 219, 221Safety violations 218Schedule activities

filtering 89project settings 131using to update submittals 419

Schedule of valuescreating 282using with materials deliveries 439

Security 39Set Column Properties 84Set Favorite Layouts command 85setting

transmittal queue 129Sort 86, 90

adding specifications 90applying to a log 90tips 91

Source Cost Code 141Specification sections, defining 119Specifications Sections Dictionary 119Spelling checker, using 81Status

defining 120Status command 120Submittal packages

adding 407adding submittal 408creating 72deleting 411review cycle 408structuring using CSI codes 407

Submittal Types command 121Submittals

bar chart 425compiling distribution lists 426creating 72creating from a contract 260creating from a PO 260managing 405multiple reviewers 417process 406producing transmittals from 427, 428recording scheduling information 421revision sets 417specifying activity duration 423specifying succeeding activities 423updating activity dates 419updating scheduling information 421updating using review cycles 413viewing status 424

Subtotalsusing in markup 334

TTax

calculating amounts 293per line item 283per lump sum 283

Telephone callsdocumenting 209

Templatesadding 37creating for letters 195using as basis for new project 37

Titleschoosing for logs and documents 103copying from one project to another 244

Index 535

tracking 432Transmittal creation queue

opening 183specifying delivery method 183

Transmittal Queuecommand 428

Transmittalsadding to database 183, 429copying 181creating for drawing sets 402creating from submittals 427, 428deleting 178delivering 183E-mailing 184faxing 184generating

copies 181from other documents 182

printing 184, 429updating and sending 428using distribution lists in 179

Trends 270adding 271generating 272reports and forms 275, 301using to manually adjust the cost worksheet 273

UUnit price contract

generating materials delivery records from 432Unit price line items

numbering 136Update From Lead Time command 423Update From Schedule command 422Update Package command 419URLs

attaching to documents 94User id

default 18User settings 143

anchor links 143mail 143

User-defined types, creating 104Users

project administrator 39restricted 40

VVariance 237Visitors, listing in reports 448

WWeb site address, attaching to documents 95Workspace 19

ORACLE UserGuide Primavera Expedition

Documents

Transcript of ORACLE UserGuide Primavera Expedition