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Department Of General ServicesContract Manager User Guide

DISTRICTPrimavera Software

Implementation

Peralta Community College DistrictPrimavera Project Controls System: Contract Manager User Guide

PROJECT INFORMATION FOLDER ..................................................................................................... 1

COMMUNICATIONS FOLDER ............................................................................................................... 9

LOGS FOLDER ......................................................................................................................................... 16

CONTRACT INFORMATION................................................................................................................. 26


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PROJECT INFORMATION FOLDER

Create and Edit Company/Contact Information

Project Information, Companies

1. Open Folder- Project Information 2. Select Companies Module.

3. Click “Add Company” or “Select an Action”, “Add Company”, and “Go”.

4. Complete the fields: Abbreviation, Company Name, and Role (drop-down list).


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5. Click “Add” under Contacts to add individual names associated with this company. Add Initials, First Name, Last Name, Location (Field, Corporate, etc.), Phone Information, and e-mail address.

6. Complete adding information. Scroll to bottom and click “Save and Close” or “Save and Add Another” and continue adding contact names.


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7. Click the “Edit” icon and use “Generate” to copy information from one contact to the next one.

8. Use the same process to edit company information. (All information can be modified, except the Company Abbreviation.)


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Copy Companies

Companies can be copied from the “Group” list or other projects.1. Right-click the project name.2. Select Copy Companies from the menu.

3. Select either “Group” companies or select the project to copy from.4. Select the companies to copy from the left and click the “Add” button to add them

to the current project list.5. Click “OK” when finished.


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Track and Manage Issues

Project Information, Issues

The Issues log window organizes various project documents by issue. Issues can encompass a wide range of project concerns, such as problems that must be resolved before a job is completed, or conditions that can lead to changes or claims. Organizing project information by issue enables you to quickly review each problem that may affect the project schedule or costs at completion.

An Issue is a “file folder” that contains links to all documents (phone records, submittals, RFIs, etc.) that pertain to that issue.

Create a New Issue

1. Open Folder- Project Information. 2. Select Issues Module.

3. Click “Add Document”.


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4. Enter Issue Name, Issue Code, Number (accept default auto-numbering), Opened date defaults to today’s date. Under Status, Enter Status, Priority, and assign “Ball in Court” (if needed) by clicking “select” which provides a list of all project contacts.

5. Link files under “Attachments”, if needed.

Note: “Linked Documents’ will appear after documents are linked to this issue. This is performed at each document or by using the Search function.

Link a Document to an Issue

1. In any document, scroll to the “Issues” section. Click “Link”. The list of Issues will appear.


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2. Click “select” at the left of the issue. The Issue will be listed in the Issues section of the document. The RFI document will now appear in the Linked Documents section of the Issue.

Create a New Issue from the Document 1. Open RFI Document (as an example). 2. Under Issues, Click “Link”. In the dialog box, click “Add Issue”. 3. Enter Issue Name and Issue Code. Click “Save”.

Link Documents to Issue using “Search” (Use Search to “Build Issue”)1. Click on the “Search” icon. Enter keywords. Check if the search should include

attachments.

2. Click “Search” button. Contract Manager will search all documents and all modules within that project.


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3. Select documents to link to the issue (unselect documents not to link). Click “Link Selected Results to an Issue”. Select the issue to link the documents (or “Add Issue” to add a new issue).

Close Issue

1. When an Issue is resolved, click “Edit Document”. Enter the “Closed Date” and change the status to “Closed”.


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COMMUNICATIONS FOLDER

Communications, Transmittals

A Transmittal is a Cover Sheet that is generated for submittals, drawings, or any other items that generally require a printed cover sheet for transmission. Transmittals can be created manually or automatically through the “Submittals” module where they are placed in the “Transmittal Queue”.

Transmittals can also be “generated” through documents in the following modules: RFI, Meeting Minutes, Contracts/Purchase Orders, Payment Requisitions, Proposals, Change Orders, Materials, Daily Reports, Insurance, and Punch Lists.

Create Transmittal

1. Open Communications Folder. Select “Transmittal” module. 2. Click “Add Document”.

3. Enter document information. To (select from Contacts), From, Number (auto-generated), Date.


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4. Add Items (Click “Add”).

5. Check the boxes for the “We are sending”. Enter additional information-Submitted for, Sent via (Enter UPS or Fedex tracking information), Actions Taken, Remarks, and Distribution.


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6. Enter Remarks, Distribution, and Details, as needed… Signature line is generated based on the “From” contact selected above.

7. Click “Save”. 8. Go to “Select an Action”, “Send to Corr Sent”, and Go. (if procedure is to send all

documents to the Corr. Sent log).


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Create Request for Information

Communications, Request for Information

1. Open Communications Folder, Select Request for Information. 2. Click the “Add Document” button. 3. Enter RFI Information- Type (Default= RFI), To, From, Number (auto-

generated), Date, and Title. Status- BIC= “To”. Set Priority, Status= New Item. (By default, if an e-mail address is entered for the “To” contact, an e-mail will automatically be sent with the RFI attached.)

4. Enter the Question and Proposed Solution.


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5. Enter additional “Details”, “Issue”, and “Attachments”, as applicable. 6. Click “Save” to save the RFI. 7. Send RFI for Review -Use one of the following notification methods to transmit

the RFI: a. Select an action, E-mail form, Go. Enter e-mail address(es), Subject,

Remarks, include attachments, if needed. b. Send to Inbox (for another Primavera user), Go. c. Print RFI and mail/hand deliver hard copy.

8. Select an Action, “Send to Corr Sent”, Go.

Record Answer and Close RFI

1. When an answer is received, the response is entered in the “Answer” section.

2. Enter the closed date and “Closed by”. 3. Click “close and save” and the status is changed to “Closed”.


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Track and Manage Telephone Records

Communications, Telephone Records

1. Open Folder- Communications. 2. Select Telephone Records. 3. Click “Add Document” to add a new Telephone Record. Enter “Subject”, “To”

and “From” (select from contacts), “Status” (optional), and “Description”. 4. “Details” is auto-populated based on user logon information (date and time can be

modified).5. If the phone call is related to an Issue, link the document to an Issue. 6. Click “Save” to save the Phone Record.


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LOGS FOLDER

Track and Manage Submittals

Logs, Submittals

1. Open Folder- Logs 2. Select Submittals. 3. Click “Add Document”. 4. Enter “Submittal”, “Title”, “Number” (auto-incremented), “Category”, “Type”,

and Dates.

5. Assign names to workflow section. Check box if multiple reviewers will be required.


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6. When documents have been received, start the Review Cycle. Click “Add” under Review Cycle.

7. Enter dates items received, date forwarded, etc. As each date is entered and saved, the BIC (Ball in Court) will change.

8. When the item is returned and ready to forward, enter the Status and note the date forwarded.

9. Click “Save” and the BIC changes to “None” and the overall status is changed to “Approved” or “Approved as Noted”, or the Status selected.


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10. If the submittal is not approved, note the status and enter dates actions taken. A new review cycle will be initiated to review the resubmitted item(s). Follow same procedure as above starting with “Add” under Review Cycles.

NOTE: When dates are recorded under “Sent” or “Forwarded”, a Transmittal is placed in the Transmittal Queue.


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Submittal Packages

Logs, Submittal Packages

Submittal packages allow you to group similar or related submittal items, and organize submittals for tracking, updating, and reporting.

Use the Submittal Package log to view the current status of all submittal packages in a project. In the Submittal Package log window, you can view a summary for each submittal package. (Note that in the Details section of each submittal item, it must contain the number of items in the submittal for the summary count in the Submittal package to reflect current status.)

Create a Submittal Package

1. Open Logs Folder. Click Submittal Packages.

2. Click “Add Document” to add a new submittal package.

3. Enter a Package ID (could be Division or Spec Section Number).4. Enter a Title for the Package.


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5. In the Received From and Forward to field, select the contact from whom you will receive/return the submittal package. In the Sent To and Returned by fields, select the contact you will send the package to for review.

6. Click “Save”.

Add Submittals to a Package

1. In the Submittals section, click “Add Multiple Submittals”.

2. Enter the number of submittals to be created. Verify the starting Submittal Number.

3. Click “Next”.


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4. Specify the Title and assign a category and type to each submittal.

5. Click “Finish”.

Update Schedule Dates from Lead Time

If desired, Primavera will calculate the required start and finish dates for each submittal, based on the when the item is required in the schedule. This must be performed on each submittal individually.

1. Open Logs Folder, Submittals.2. Click the edit icon to open the Submittal.3. In the Schedule section, enter a Start date for the Successor Activity or click “Select”

to select the activity from the Primavera schedule.4. Enter the lead times for each of the activities (Submittal Preparation, Approval

Period, etc.).


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5. Click “Update from Lead Time”, and then click “Yes”.

6. Click OK and then Save.

On the submittal, the Required Start and Required Finish dates are updated with the Submittal Preparation start date and the Approval Period finish date.

Tracking Submittals with the Submittal Package

Submittal Packages allow individual submittal items in a package to be updated as a group. This saves time in updating the dates and statuses for each individual item if the items are processed as a “package”.

1. Open the Submittal Package to be updated.2. Under Submittals section, click “Update Package”.

3. Select the items to be updated. Click “Next”.


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4. Enter the updated information for dates and status, as applicable. Click “Next”.

5. Enter information in next screen according to the update status.

6. Click “Finish”.


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Track and Manage Punch Lists

Logs, Punch Lists

1. Open Folder- Logs 2. Select Punch Lists. 3. Click “Add Document”. Enter “Punch List”, “Title’, and “To/From”. Enter

“Description” under Details.

4. Click “Add” under Punchlist Items.

5. Date opened and Required Date are pre-populated with today’s date and the default date value for required date.


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6. Enter a BIC, “Priority”, and “Status”. Location information is a project-specific dictionary. Enter a description for the item.

7. Enter additional schedule, value, Issues, and Attachments, as applicable. Click “Close and Save” or “Save and Add Another”.

8. Continue updating Punch List items with status until items are closed.


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CONTRACT INFORMATION

COST CODESCost Codes classify different types of work associated with the project. Use the cost codes to break down project values in the Cost Worksheet using a logical system:

Cost Code Definitions

Cost code definitions enable Primavera to interpret cost codes so you can sort and display cost information in custom reports. Peralta Cost Code Definitions were created for Category and Subcategory as shown below. (There are pre-defined cost codes available for each new project.)


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Viewing the Cost Codes

1. Open a project and select Cost Worksheet from the Contract Information folder.

2. Click on a cost code to view documents whose line items have been distributed to it.

NOTE: Values cannot be directly entered or modified on the cost worksheet. All values are distributed to the cost worksheet from a document.


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Managing the Cost Worksheet

The Cost Worksheet provides a central location where you can collect and track budget information and quickly check the financial status of your project.

Each section of the Cost Worksheet is color coded. Use the scroll bar to display the various sections. There are five sections in the Cost Worksheet: Budgeted, Committed, Actuals, Variances, and Budget and Commitment Percent.

Open a project and select Cost Worksheet from the Contract Information folder.

Use the scroll bar to view additional columns. Use the split bar to lock the cost codes while scrolling through the worksheet.

Cost Definitions

Budget -Represents money that is allocated to complete the project. This is the internal budget developed by PCCD for each project.

Commitment- Represents money that will be spent to complete the project (either Contracts, Purchase Orders, or Direct Costs.)

The Budgeted and Commitment sections have the same columns:

Original-What the contract contained when the project started. Approved-Changes to the contract agreed upon by both parties. Revised-Sum of the original contract amount and approved changes. Pending-Potential changes to the contract that have not been approved. Estimated-Planned contract changes in which paperwork may not exist but values must be documented. Adjustment-Optional column that can be used to break down pending changes. Projected-Sum of all columns above, except Revised.

Actuals represent requisitions and invoices that are received and issued during the project.

Contract Manager automatically distributes the amounts in the Requisition Detail dialog box to either the Actuals Issued or Actuals Received column in the Cost Worksheet:

If the contract shown at the top of the Requisition document window was distributed to the Original Budget column, Contract Manager automatically distributes the requisition amounts to the Actuals Issued column.

If the contract amount was distributed to the Original Commitment column, Contract Manager automatically distributes the requisition amounts to the Actuals Received column.

Variances represent the difference between budgeted and committed values.


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CONTRACTS- Budgeted and Committed

Add New Contracts 1. In the Contracts Log (Budgeted or Committed), choose Add Document from the

Select an Action menu or use the Add Document button on the left. 2. Select To and From parties. 3. Include dates and costs (Line Items).

Contract Summary

The Contract Summary provides an overview of the financial status of the contract. It displays Changes, Requisitions or Invoices to date with the remaining balance, Submittals, Insurance policies with their policy limits and expiration dates.


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Add Line Items1. Select Lump Sum or Unit Price to add line items. 2. By default, line items are numbered starting at 00001. 3. Add Multiple Cost Codes to breakdown the line item or a single cost code to

allocate the total amount.

4. When the Budget and/or Committed Contracts are approved, update the Contract Status.


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CHANGE ORDER FOR COMMITTED or BUDGETED CONTRACTSWhen the project costing preference is checked to “Enable document creation outside of Change Management”, Change Order documents and Proposals (PCOs) can be created without initiating a Change Management item.

1. Open the Contract Information Folder, Change Orders (or Proposals for PCO).2. Click “Add Document”.3. Choose Document type “Change Order” or “Proposed Change Order”.4. Select the Contract.5. Enter “To” and “From” contact information.6. The Change Order number is autopopulated based on the Contract selected.7. Enter the “Title” of the Change Order.

8. Scroll to “Line Items” .Click Add Lump Sum or Add Unit Price.9. Enter Change Order Line Item(s). Distribute costs to cost codes.10. In Details, enter a description of the Change Order. Click “Save & Close” or

“Save & Add Another”.


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11. If a time extension is requested, Click “Edit Document” and enter the Time Change in the Schedule section.

12. Click Save.

To approve the change order, Click “Edit Document” and enter approval names and dates. Click “approve and save”. The costs will shift from “Pending” to “Approved” column in the Cost Worksheet.

If multiple Change Orders or Proposed Change Orders are to be issued with a single Change Order document, use the action “Collect from Changes” in the Line Items section. (Only change order documents that have not approved will be available.)

1. Create the Change Order.

2. Under Line Items, Click “Collect from Changes”.


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3. A list of “unapproved” changes/proposals to the Contract is provided. Select the changes to be included in the Change Order. Click “Next” and “Finish”.

4. A Change Order is created with the two PCOs listed.


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PAYMENT REQUISITIONSYou cannot use both an invoice and a payment requisition on the same contract. The Invoices section does not appear if there is a payment requisition against the contract, and the Payment Requisitions section does not appear if there is an invoice against the contract.

Generate Initial Payment Requisition

1. From the Contract Information folder, click Contracts.2. Open the Contract for the Payment Requisition.3. In the Select an action drop-down list, select “Generate Requisition” and then

click “Go”. (This can also be performed under Contract Summary/Payment Requisitions.”

4. Enter the “Period to” for the payment period. Click “Finish”.


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5. Go to “Requisition Summary”. Under “Schedule of Values”, either create the Schedule of Values with “Add Lump Sum” or “Add Unit Price” or under More commands, select “Copy from contract”, Go. The Schedule of Values is populated from the contract line items.

6. Under “Approved Changes”, click “Get Approved Changes” to add any approved change orders to the Schedule of Values.

7. To update the progress for the period, select “Update this Period”. Progress can be entered for each item as % complete, or a dollar amount. Click “Finish”.


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8. “In the “Certification Summary” section, enter retention amount or % and certified amount.

9. Construction Manager completes these fields and assigns the BIC to Payment Coordinator (or send to Inbox).

10. Payment Coordinator processes Requisition. 11. In the Status section, enter approval names and dates.

12. Click “Certify and save”.


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Generate New Payment RequisitionThe next Payment Requisition can be “generated” either from the Contract document or from the previous month’s Payment Requsition.

1. Select “Generate” or “Generate Payment Requisition” in the select an action.

2. Enter the new payment period to.3. If approved Change Orders or Materials delivered are available, the boxes will be

checked.

4. Click “Next” or “Finish”.5. The new Payment Requisition will be generated. Click “Update this Period” and

follow the same steps for the initial Payment Requisition.