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Project Manager is a web based Project Management Tool. All your work is done and information stored on the internet cloud. No program or data is stored on your computer. Consequently, the user can access Project

Manager from anywhere 24 x 7

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Project ManagerProject Manager is a powerful work is a powerful work management system for controlling management system for controlling change, adding new work tasks, change, adding new work tasks, addressing requests for information, addressing requests for information, processing backcharges, and resolving processing backcharges, and resolving

non-conformancesnon-conformances. .

Management of a Project is difficult!Management of a Project is difficult! – projects consist of complex tasks that involve people with differing goals. Change is inevitable and to the degree you can control change will determine your ultimate success.

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You have established budgets and schedules and if everything works according to plan .. you succeed. It’s when internal or external actions cross into the project that you need Project Manager

Project Manager has five forms that address every way new or old work - or just changes can impact a project

Using one, (or more), of the forms, the manager can identify the issue, develop a resolution, show the resolution, and document all actions and impacts via reports

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Project Manager wants you give up your Project Manager wants you give up your spreadsheets and reports and move into a spreadsheets and reports and move into a

modern database world!modern database world!

You’ve used spreadsheets for years You’ve used spreadsheets for years to create information and reports for to create information and reports for management and you’ve gotten management and you’ve gotten pretty good at it! But you’ve also had pretty good at it! But you’ve also had those late nights when you lost the those late nights when you lost the file or couldn’t make a column file or couldn’t make a column balance. balance.

Keeping the spreadsheets accurate Keeping the spreadsheets accurate and current has become too big a and current has become too big a part of the job. PM is designed to part of the job. PM is designed to move you into a modern on-line move you into a modern on-line world where all your data is in one world where all your data is in one place - accessible to everyone 24 / 7.place - accessible to everyone 24 / 7.

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Internal Changes From Project

Project Question or Issue

Extra Work ?

No

Response To Project

Request For Info Form Completed

(RFI)

Yes Change In Scope, Cost, or

Schedule

Project Variance (VN

Form)

Project Status Reports

Work Authorization

Form (WA)

YesAssign New Work ?

STOPNo

Back Charge Form (BCN)

Recover Supplier Errors

Yes

STOPNo

Non-Conf Form (NCR)

Resolve Design Errors

Yes

No

STOP

External Changes From Project

Program Operation

Project Manager

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The User Sees Nothing But Five Forms – all data is entered onto the forms. The type and number of forms depends on the problem. A simple question resolution may require only the RFI form. While a more complex issue might require a VN form to identify extra work plus a WA form to assign the extra work and possibly a BCN form to recover supplier costs. Once entered, all data is shared so creating additional forms to solve a problem is only a matter of a few keystrokes.

Project Manager

Suppliers Owners / Engineers

Contractor

VN

BCN

RFI

FCR

The RFI Form – the interface between the project and external sources – questions or tasks

The VN Form – captures all change information, cost, schedules, decisions and directed actions. The VN form is the main project form and when necessary creates: a BCN form to address supplier issues,

an WA form to document the assignment of extra work, and

an NCR form to address design evolution

NCR

NCR

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This is where you create new RFIs and VNs and are directed to the other three menus – the Edit Menu – the Reports Menu – Common Table Menu

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The Request For Information (RFI): This form asks a question or defines a potential change in work scope related to some part of a contract.

The project member logs onto PM – and the Main Menu appears. The user selects “Add A New RFI” and a new RFI opens. The user completes the form on-line. When completed click on the submit button and an email notification is sent to the project for action.

The form has fields to define categories of problems and directed actions. A managers response finishes the process.

When an RFI’s answer creates new work, the project manager clicks on the “Does This RFI Cause Extra Work” button on the RFI and a project variance is created and a VN form automatically opens.

All data entered on the RFI form is automatically carried over to all other forms.

{Created new from Main Menu or edited from the Edit Menu}

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The VN: The variance form (VN) is created for each change. The VN form is created in one of two ways, (1) from the RFI when it causes new work, or (2) directly from the Main Menu, by selecting “Add A New VN”.

The visibility of the VN form is restricted by login ID so that critical information, i.e. cost or schedule information, is available only to the manager or his designee.

The VN defines who is responsible for the change, it’s estimated and final costs and whether other forms – a field change request, back charge, or non-conformance, are necessary to complete the process.

The VN form has a section to assign this particular change to a specific prime contract change – thus accumulating a group of changes to periodically adjust the overall contract value.

{Created new from Main Menu or edited from the Edit Menu}

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The second page: dedicated to assignment of the change to a contract number

Assignment: A project may have many subcontracts. This section of the VN form allows the user to assign this (VN) change to a specific subcontract and specific contract line number.

Contract status reports show all the changes to specific contracts.

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Allows the user to change a form as often as needed!

Editing a Form:

Selecting the pull down menu for the BCN (as shown) shows all BCNs in the file.

Highlighting the 125 and clicking the “Edit This BCN” button opens the desired BCN form.

Users can edit a form as often as needed.

User IDs: restrict access to sensitive information

Access from Main Menu by selecting “Edit Forms” button

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The Work Authorization: The WA (field work order) form documents a new assignment of work. The WA is a task authorization / control form.

The WA documents a final agreement between the contractor and manager to perform a specific new scope for a specific set of contract conditions – fixed price, T&M, etc.

{Created directly from a VN form – see Edit Menu}

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The Back Charge Notice: The BCN charge form is created directly from the VN form to capture costs incurred as a result of poor supplier fabrication or materials.

The BCN and BCN letter are sent to the supplier by the manager notifying him of a problem that is his responsibility. The BCN letter, created automatically from the BCN form and database describes the problem.

The BCN documents the negotiated supplier / Manager course of action to resolve the problem.

A supplier returned BCN letter documents problem resolution and where costs will be allocated.

{Created directly from a VN form – see Edit Menu}

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The Non-Conformance form: The non-conformance form documents the impact of a design change. Usually, the NCR is associated with an installation error and the NCR requests an assessment of the deviation.

Additionally, the NCR also is used to document design growth.

The NCR form is completed by the manager and issued to a contractor.

The NCR documents acceptance or additional work that needs to be performed to bring the work to acceptable standards.

The NCR form includes a section documenting the cost / schedule impacts of the non-conformance – automatically updates the VN form.

{Created directly from a VN form – see Edit Menu}

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The permission (user ID) determines what reports can be run. Contractor IDs run only RFI reports. Manager IDs run all reports

All reports are run in the same manner: Select one of the three report categories,

Click on the pull down menu to view available reports

Highlight the report you want

Click the “Run Report” button beside the selected report category

The report will appear

The RFI Reports & Logs section contains a listing of the RFI reports; the Variance Reports & Logs section contains all variance, back charge, field change request and non-conformance reports; the final section contain contract status reports {Access the Reports Menu from the Main Menu}

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The RFI Log report contains every RFI within the defined RFI print range. Important items to notice are the list of associated forms, description of the problem, direction to resolve problem, and status.

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The ideal daily report to see what has happened and what is outstanding

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A key report that show all extra work awarded to all contractors

Any time you want you can see the approved (and pending) contract values for any contract.

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A Key Management Report: The report lists each VN, associated other forms, status of each VN, totals of cost and days open for each contractor

A summary version of this report is available for quickly viewing status and targeting action

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A quick summary report to view back charge activity – shows where action is necessary

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Load names, addresses, titles, company names, etc. into the Common Tables. All pull down menus access this data. Use of the tables greatly speeds up completion of the forms and ensures accuracy of information

Select any one of the buttons and the associated data entry form appears

{Access the Common Data Tables menu from the Main Menu}

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Like all other forms, data is entered directly onto the form – when complete just click the “Submit” button and the data is saved, and is now available for all other forms to use.

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Project Manager