smartplant materials subcontractor management system...

SmartPlant Materials Subcontractor Management System (SMS)

Version 2011 R1 SP1 (7.1.1)

April 2014

DMAR1-PE-200123C

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2 SmartPlant Materials Subcontractor Management System (SMS)

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SmartPlant Materials Subcontractor Management System (SMS) 3

Contents Preface .......................................................................................................................................................... 9

Documentation Comments ..................................................................................................................... 9

What's new? ............................................................................................................................................... 11

Subcontracting overview .......................................................................................................................... 13

Setup ........................................................................................................................................................... 15

Base information ................................................................................................................................... 15 Add a company type ....................................................................................................................... 15 Add a communication type ............................................................................................................. 16 Add an e-mail template................................................................................................................... 17

Approval templates and representatives .............................................................................................. 17 Create or edit an approval template ............................................................................................... 18 Specify representatives .................................................................................................................. 18 Activate representatives ................................................................................................................. 19 User titles ........................................................................................................................................ 19

Glossaries ............................................................................................................................................. 19 E-Supplier entry and access ................................................................................................................. 20

Specify access for potential suppliers ............................................................................................ 22 Specify behavior for company qualifications .................................................................................. 23 Specify Help for E-Supplier screen ................................................................................................ 23 Specify a logo for E-Supplier screen .............................................................................................. 23

Alerts ..................................................................................................................................................... 24

Scope of Work (SOW) templates ............................................................................................................. 25

Create an SOW template in a product group ........................................................................................ 25 Copy an SOW template to a project ..................................................................................................... 26 Attach an SOW to a requisition ............................................................................................................. 26 Attach an SOW to an inquiry ................................................................................................................. 27 Attach an SOW to an order ................................................................................................................... 27

Requisitions ............................................................................................................................................... 29

Create a new requisition ....................................................................................................................... 29 Create an engineering requisition from plan data ................................................................................. 30 Specify requisition type, order type, and pricing type ........................................................................... 30 Enter alternates and options for a requisition ....................................................................................... 31 Assign potential bidders to a requisition ............................................................................................... 31 Link a requisition to a master agreement .............................................................................................. 31 Approve or reject a requisition .............................................................................................................. 32

Procurement .............................................................................................................................................. 35

Procurement setup details .................................................................................................................... 35 Set up procurement details ............................................................................................................ 36 Enter a question list ........................................................................................................................ 36


Contents

Enter diversity codes ...................................................................................................................... 37 Enter rate types .............................................................................................................................. 37

Insurance certificates ............................................................................................................................ 39 Enter an insurance certificate ......................................................................................................... 39 Upload a file for an insurance certificate ........................................................................................ 40

E-Supplier workflow .............................................................................................................................. 41 Login requests ................................................................................................................................ 41 Questionnaire ................................................................................................................................. 43 Company profile ............................................................................................................................. 47 Reference documents .................................................................................................................... 49 Passwords ...................................................................................................................................... 49 Supplier history ............................................................................................................................... 51 Migrating to E-Supplier ................................................................................................................... 52

Diversity ................................................................................................................................................ 57 Inquiries ................................................................................................................................................. 59

Addenda ......................................................................................................................................... 59 Alternates/options ........................................................................................................................... 61 Attachments .................................................................................................................................... 63 Bidding ............................................................................................................................................ 64 Budgeting ....................................................................................................................................... 69 Commercial evaluation and bidder quotation ................................................................................. 69

Agreements ........................................................................................................................................... 73 Create a notice to proceed ............................................................................................................. 73 Enter a pricing type for an agreement ............................................................................................ 75 Enter a payment type for an agreement ......................................................................................... 75 Enter details for an agreement ....................................................................................................... 76 Add a change order request to an agreement ............................................................................... 76 View changes to an agreement ...................................................................................................... 77 Issue an agreement ........................................................................................................................ 77

Requisition planning .............................................................................................................................. 79 Create a requisition planning item .................................................................................................. 79 Create an inquiry before a requisition ............................................................................................ 80 View milestones for a planned requisition item .............................................................................. 80 Review the planning history of a requisition item ........................................................................... 80

Site .............................................................................................................................................................. 81

Subcontract management setup information ........................................................................................ 81 Subcontract progress ............................................................................................................................ 82

Item Progress ................................................................................................................................. 83 Milestone Progress ......................................................................................................................... 84 Schedule of Values Progress ......................................................................................................... 85

Subcontractor workload ........................................................................................................................ 87 Lower tier subcontract information ................................................................................................. 88 Daily work journal ........................................................................................................................... 88 Bonds and surety ............................................................................................................................ 90 Punch lists ...................................................................................................................................... 90 Invoices .......................................................................................................................................... 92 Closeout checklists ......................................................................................................................... 93

Site administration ................................................................................................................................ 95 Safety notices ................................................................................................................................. 95 Daily site conditions ........................................................................................................................ 96 Conversation logs ........................................................................................................................... 97


Contents

Requests for information ................................................................................................................ 98 Inspections and tests ...................................................................................................................... 99 Turnover packages ....................................................................................................................... 100 Non conformance reports ............................................................................................................. 101 Issues ........................................................................................................................................... 101 Notices to comply ......................................................................................................................... 102

Change management ......................................................................................................................... 102 Potential change orders................................................................................................................ 102 Change order requests ................................................................................................................. 106 Field work directives ..................................................................................................................... 107 Change orders .............................................................................................................................. 108 Backcharges ................................................................................................................................. 109

Overall functionality ................................................................................................................................ 111

Approving objects................................................................................................................................ 111 Approving objects by web approval .............................................................................................. 111

Attaching documents .......................................................................................................................... 111 Deliverables ........................................................................................................................................ 112 eSignature ........................................................................................................................................... 115

Specify a secret question and answer.......................................................................................... 115 Define a certification statement .................................................................................................... 116 Sign and submit a quotation ......................................................................................................... 116 Sign an agreement or change order ............................................................................................. 117 Sign a change order request ........................................................................................................ 117

Price breakdown ................................................................................................................................. 119 Enter price breakdown information ............................................................................................... 119 Specify labor hours for a price breakdown item ........................................................................... 120

SOW milestones ................................................................................................................................. 120 SOW plans, requisitions, and inquiries ............................................................................................... 121

Create an inquiry from a plan ....................................................................................................... 121 Create a requisition from a plan ................................................................................................... 122 Create an inquiry from a requisition ............................................................................................. 122

Variation rates ..................................................................................................................................... 123

Appendix: Acronyms .............................................................................................................................. 125

Appendix: Approval sequences ............................................................................................................. 131

Appendix: Database settings ................................................................................................................. 133

COMP_LOGIN_HELP ......................................................................................................................... 133 COMP_REG_QLF............................................................................................................................... 133 DOC_UPLOAD_DEST ........................................................................................................................ 134 LOGIN_REQUEST_APT .................................................................................................................... 134 WEB_APPROVAL_URL ..................................................................................................................... 134

Appendix: Privileges ............................................................................................................................... 135

Appendix: Project defaults ..................................................................................................................... 137

ZI_WEB_DOC ..................................................................................................................................... 137 ZP_ALL_QST ...................................................................................................................................... 137 ZP_APRADD ....................................................................................................................................... 137


Contents

ZP_APRCLOI ...................................................................................................................................... 138 ZP_APRCOR ...................................................................................................................................... 138 ZP_APRINV ........................................................................................................................................ 138 ZP_APRMSP ...................................................................................................................................... 139 ZP_APRSOV ....................................................................................................................................... 139 ZP_APRSVP ....................................................................................................................................... 139 ZP_APRWKP ...................................................................................................................................... 140 ZP_BCRANG ...................................................................................................................................... 140 ZP_BCRULE ....................................................................................................................................... 140 ZP_BIDEVAL ...................................................................................................................................... 140 ZP_BOMASTP .................................................................................................................................... 141 ZP_CONSCLS .................................................................................................................................... 141 ZP_CONSPCI ..................................................................................................................................... 142 ZP_CORRULE .................................................................................................................................... 142 ZP_EMT_ANS ..................................................................................................................................... 142 ZP_EMT_IA ......................................................................................................................................... 143 ZP_EMT_IR ........................................................................................................................................ 143 ZP_EMT_ISS ...................................................................................................................................... 143 ZP_EMT_PA ....................................................................................................................................... 143 ZP_EMT_PLF ..................................................................................................................................... 144 ZP_EMT_PLI ....................................................................................................................................... 144 ZP_EMT_PR ....................................................................................................................................... 144 ZP_EMT_PWC.................................................................................................................................... 144 ZP_FWDRANG ................................................................................................................................... 145 ZP_FWDRULE .................................................................................................................................... 145 ZP_HC_DFLT ..................................................................................................................................... 145 ZP_MS_PLAN ..................................................................................................................................... 146 ZP_OC_ADD ....................................................................................................................................... 146 ZP_PCORANG ................................................................................................................................... 146 ZP_PCORULE .................................................................................................................................... 147 ZP_PL_HIST ....................................................................................................................................... 147 ZP_POP_MG ...................................................................................................................................... 147 ZP_QL_MODE .................................................................................................................................... 148 ZP_QS_SIGN ...................................................................................................................................... 148 ZP_SC_ATT ........................................................................................................................................ 148 ZP_SFI_UPP ....................................................................................................................................... 149 ZP_TP_PCO ....................................................................................................................................... 149 ZP_USECON ...................................................................................................................................... 149 ZR_EMT_RA ....................................................................................................................................... 150 ZR_EMT_RR ....................................................................................................................................... 150 ZR_SC_ITY ......................................................................................................................................... 150 ZR_SC_PART ..................................................................................................................................... 150 ZX_AMOUNT ...................................................................................................................................... 151 ZX_DOC_SET ..................................................................................................................................... 151 ZX_GLOSSAR .................................................................................................................................... 151 ZX_QTY .............................................................................................................................................. 152

Glossary ................................................................................................................................................... 153

Index ......................................................................................................................................................... 155


This document is a user's guide for the subcontractor functionality in SmartPlant Materials. You can find conceptual information and procedural instructions in this document.

This document describes the changes made in SmartPlant Materials that allow you to use the software for subcontracting. This document does not describe the entire workflow for using SmartPlant Materials in subcontracting situations.

Intergraph gives you permission to print as many copies of this document as you need for non-commercial use at your company. You cannot print this document for resale or redistribution outside your company.

Documentation Comments Send documentation comments or suggestions to [email protected] (mailto:[email protected]?subject=documentation comments).

Preface


mailto:[email protected]?subject=documentation%20comments

Preface


Version 2011 (7.0.0) You can now create negative value Change Order Requests (CORs) and handle them as

Subcontract Change Orders. This feature enables you to decrement subcontract cost and schedule. For more information, see Change order requests (on page 106). (CR-MA-10102)

On SM.20.11 Subcontract Administration: Window 14 (Milestone Summary tab), the fields have been rearranged to ensure that the Forecast Start and Forecast End dates are entered before any actual date. For more information, see Milestone Progress (on page 84). (CR-MA-9946)

A new report, SM.40.R.02 Change Order Requests, has been implemented to show data from Change Order Requests (CORs). For more information, see Change order requests (on page 106). (V-ID8905)

Version 2008.7 (6.3.8) On SM 20.11 Subcontract Administration (SOV Progress tab), the Period Actual Hours

value is no longer affected by a change in the Period Compl % value. For more information, see Schedule of Values Progress (on page 85). (CR-MA-9907)

On SM.30.07 Non Conformance Reports called from SM.30.09, you can enter non conformance details and dispositions, same as can be done when calling SM.30.07 from the menu tree. For more information, see Notices to comply (on page 102). (CR-MA-9757)

Version 2008.5 (6.3.6) On SM.40.01 Potential Change Orders: Window 2, the CO Executed check box becomes

available after both the supplier and E-Supplier sign. For more information, see Potential change orders (on page 102). (CR-MA-9194)

What's new?


What's new?


S E C T I O N 1

Subcontracting is a common way of doing business.

Why subcontract? Companies subcontract for a variety of reasons:

To obtain specialized expertise

To obtain better service

To reduce costs

To reduce overall risk

Why manage subcontracting? In complex projects, the number of subcontractors can be quite high.

In addition, there can be several levels of subcontracting. For example, an owner/operator company may hire an EPC (engineering, procurement, and construction) company. This company might then hire a subcontractor for construction. The subcontractor might then hire a supplier company as a sub-subcontractor. Data from all the different companies must be managed in an efficient way.

Other reasons for managing subcontracting:

Construction subcontracts today account for a significant portion of project cost.

Project liabilities and risks cannot be completely passed down to a subcontractor.

Change management and schedule management are critical to project success.

Technical and quality compliance are important, as is health, safety, security, and environmental risk management.

Subcontracting overview


Subcontracting overview


S E C T I O N 2

Before you use the subcontracting functionality in the software, you must enter setup data, such as:

A glossary to customize labels

Company types and communication types

Approval templates for use in various approval processes

Database settings

Goods and services, pricing types, sourcing strategies, and other procurement details

Questions for use in the company qualification process

Diversity codes

Base information You must specify base information details, such as company types and communication types.

What do you want to do? Add a company type (on page 15)

Add a communication type (on page 16)

Add an e-mail template (on page 17)

Add a company type 1. In the menu tree, navigate to SmartPlant > Administration > A.10 Base Information.

Setup


Setup

The menu tree is on the left side of the SmartPlant Materials window.

2. Double-click A.10.22 Company Types.

3. In the Company Type field, enter text to designate the type of company. For example, you can type SUBCONTRACTOR, SUPPLIER, or other text.

4. In the Short Desc and Description fields, enter text to describe the company type.

5. Select the P.20.01 check box for the company type if you want it to appear on the P.20.01 Suppliers/Subcontractors screen.

Add a communication type 1. In the menu tree, navigate to SmartPlant > Administration > A.10 Base Information.

2. Double-click A.10.26 Communication Types.

3. In the Communication Type field, enter text to designate the type of communication. For example, you can type E-MAIL, FAX, PHONE, or other text.

4. In the Short Desc and Description fields, enter text to describe the communication type.

5. Select the Email check box if the communication type is e-mail.


Setup

Add an e-mail template 1. In the menu tree, navigate to SmartPlant > Administration > A.10 Base Information.

2. Double-click A.10.51 Email Templates.

3. In the Template box, type text for the name of the template.

4. In the Template Type box, specify the type of template.

5. In the Email Body Text box, type text for the e-mail body.

You can use placeholders (denoted by #) in the template body text. These placeholders are specific to the template type and are replaced with actual values in the e-mail. For more information about placeholders, see the online Help.

Example Here is an example e-mail template for when a user password has been changed (PSW USR CHANGED template type):

Dear #FIRST_NAME# #LAST_NAME#,

Your password has been changed. Your user name is <#USER_CODE#>, and your new password is <#PASSWORD#>.

This e-mail has been generated automatically. Please do not reply.

Approval templates and representatives Project/product group information for subcontracting includes approval templates and representatives.

Approval templates Approval templates are useful for certain objects (engineering requisitions, inquiries, quote summaries, orders) that require several approval steps. A template lists the primary users who all must approve an object before it is regarded as approved. Each person is associated with a certain amount of money that he or she can approve and a distribution category.

Approval templates are managed on the A.20.45 Approval Templates screen.

Representatives Representatives are people who can approve objects such as engineering requisitions, inquiries, quote summaries, orders, and so forth when a primary user is unavailable. For each primary user, you can define representative users for each type of approval object.

You can specify representative user information on the A.20.46 Representatives screen. The Users part of this screen shows some brief information about the primary user, and the Representatives part of the screen shows representative users who can process approval requests instead of the primary user. Representative users can handle all new requests for the specified type of object when the primary user is not available (for example, due to holiday or illness).


Setup Activation of representatives After you create representative users, you must activate them on the A.20.46 Representatives screen to allow the representatives to be able to approve objects.

What do you want to do? Create or edit an approval template (on page 18)

Specify representatives (on page 18)

Activate representatives (on page 19)

Create or edit an approval template 1. In the menu tree, navigate to Administration > A.20 Project/Product Group, and

double-click A.20.45 Approval Templates.

2. In the Approval Templates area, enter information about the approval template, such as template name, type, short description, and description.

3. In the Approval Template Details area, enter the specific users for that template.

For approval templates of type Company Profile, Login Request, or Qualification, only users

with the Allow Supplier Approval privilege can be added. The Allow Supplier Approval privilege is assigned on the A.20.06.04 User Privileges screen.

Depending on your role, you can add user titles by typing text in the Title field. Or, you can open A.20.04 User Titles and manage the titles there. For more information, see User titles (on page 19).

Specify representatives 1. In the menu tree, navigate to Administration > A.20 Project/Product Group, and

double-click A.20.46 Representatives.

2. In the Users area, enter a query.

You can specify users on the A.20.06.04 User Privileges screen.

3. In the Representatives area, choose approval objects in the Type column, and specify representative users in the Representative User column. This mapping associates objects with representative users.


Setup

Activate representatives 1. In the menu tree, navigate to Administration > A.20 Project/Product Group, and

double-click A.20.47 Activation of Representatives.

2. Enter a query.

3. To activate a record, select the Sel check box, and click Activate.

You can mark multiple records with the Sel check box and activate all the selected

representative users at once.

If the Representative User box is empty for a record, you can define the representative user on the A.20.46 Representatives screen.

User titles User titles are job titles that are listed in approval templates. You can define user titles on A.20.04 User Titles.

Add user titles 1. In the menu tree, navigate to Administration > A.20 Project/Product Group, and

double-click A.20.04 User Titles.

2. Enter titles, such as Approver, Engineer, and so forth.

Glossaries Glossaries are used in the software to customize prompts and labels for the fields (boxes on the screens).

Specify a glossary 1. In the menu tree, navigate to Administration > A.30 Menus/Roles.

2. Double-click A.30.12 Glossaries.

3. Define or import a glossary to customize the prompts and labels in SmartPlant Materials.

4. Click Save , and then close the A.30.12 Glossaries window.

5. In the menu tree, navigate to SmartPlant > Administration > A.20 Project/Product Group.

6. Open A.20.12 Project Defaults to assign the glossary on the project level, or open A.20.13 Project Discipline Defaults to assign the glossary on the discipline level. The parameter is ZX_GLOSSAR.


Setup

E-Supplier entry and access At the beginning of your project, you must specify settings to control the behavior of the company qualifications workflow. You must also specify access for potential suppliers.

In order for e-mail notification to approvers to work properly, you must define approval templates for login requests, company profiles, and qualifications in the same project/product group as the RMTE_COMP user.


Setup Company qualifications workflow The graphic below shows the overall workflow for company qualifications. Notice that there are three main branches (1-Step, 2-Step, and 3-Step).


Setup Here is more detail about the 1-Step, 2-Step, and 3-Step options.

1-Step – The software sends e-mail with logon name and password to the given e-mail address and then allows the supplier to log in to prepare the company profile (Registration) and then the questionnaire and material groups (Qualification).

On the questionnaire, the 1-Step value does not restrict the number of top-level nodes displayed in the questionnaire tree; that is, a company that has opened the P.20.03 Questionnaire screen via Supplier Entry login is able to answer questions below all four top-level nodes from the very beginning of the process.

2-Step - The software sends e-mail with logon name and password to the given e-mail address and then allows the supplier to log in to prepare the company profile (Registration). Approval is required before the supplier is permitted to complete the questionnaire and material groups (Qualification).

3-Step – The supplier must accept the login request. Then the software sends e-mail with logon name and password to the given e-mail address, and the supplier logs in to prepare the company profile (Registration). Approval is required before the supplier is permitted to complete the questionnaire and material groups (Qualification).

The 2-Step and 3-Step values cause the questionnaire to only show the Login Details and Company Profile nodes at first. After a supplier has submitted answers to all mandatory questions below those top-level nodes, and after the answers have been approved, a new call of P.20.03 Questionnaire by the company (via Supplier Entry login) yields the complete questionnaire tree and allows the company to complete the questions under the Material/Work Groups and Qualifications nodes as well.

In the company qualifications workflow, you might hear the terms "Staging Area" and "Active Data". As a supplier goes through the process, its data passes from the "Staging Area" to "Active Data". For example, supplier data is in the "Staging Area" until the company profile is approved, and after approval, it is in "Active Data".

What do you want to do? Specify access for potential suppliers (on page 22)

Specify behavior for company qualifications (on page 23)

Specify Help for E-Supplier screen (on page 23)

Specify access for potential suppliers 1. In the menu tree, navigate to Administration > A.60 Utilities > A.60.01 User

Management, and double-click A.60.01.01 Create User.

2. On the A.60.01.01 Create User screen, enter data for a user named RMTE_COMP.

3. In the menu tree, navigate to A.20 Project/Product Group > A.20.06 User Security, and double-click either A.20.06.01 ... for Product Groups or A.20.06.02 ... for Projects.

4. Create an entry for the RMTE_COMP user, and be sure the Active check box is selected.

The role chosen for this entry must include P.20.02 Login Requests and P.20.03 Questionnaire.


Setup

In order for e-mail notification to approvers to work properly, you must define approval templates for login requests, company profiles, and qualifications in the same project/product group as the RMTE_COMP user.

Specify behavior for company qualifications 1. In the menu tree, navigate to Administration > A.60 Utilities, and double-click A.60.04

DBA Settings.

2. On the General Database Settings tab, query for the COMP_REG_QLF setting.

3. In the DBA Setting Values area, specify 1-Step, 2-Step, or 3-Step as the Active setting.

Specify Help for E-Supplier screen 1. In the menu tree, navigate to Administration > A.60 Utilities, and double-click A.60.04

DBA Settings.

2. On the General Database Settings tab, query for the COMP_LOGIN_HELP setting.

3. In the DBA Setting Values area, enter a URL for the company login help.

This help appears when you click Help on the E-Supplier login screen. If the DBA setting does not have a value, the SmartPlant Materials Help appears when you click this Help button.

Specify a logo for E-Supplier screen On the application server in the fmx folder, save the logo with the file name

ESUPPLOGIN.JPG. This graphic appears on the starting E-Supplier screen.


Setup

Alerts Administrators can set up alerts to notify buyers of pending, due, or overdue actions.

The end-user can view the alerts by clicking a button on the main toolbar.

Define queries for alerts 1. In the menu tree, navigate to Administration > A.60 Utilities.

2. Double-click A.60.10 Early Warning Queries.

3. Enter data as needed.

Select eMail if you want an e-mail message to be sent for the alert.

Select Generate Link to activate the generation of direct links (macro logins) for the following modules: P.20.01, P.30.11, P.50.01, R.30.01, and S.50.06.

Select a form in the Direct Link Form list if you want to define an alert that links to a form, using SQL query text.

Assign alerts to a role 1. In the menu tree, navigate to Administration > A.30 Menus/Roles.

2. Double-click A.30.03 Roles/Menus.

3. On the Alerts tab, assign alerts to the selected role.

View all alerts for a user/role 1. In the menu tree, navigate to Administration > A.60 Utilities.

2. Double-click A.60.10 Early Warning Setup.

3. View the alerts on the Users with alerts tab.

You can change the privilege SHOW ALL ALERTS to see alerts from the logged on user only or from all users.

View alerts 1. On the main toolbar, click Alerts .

2. On A.60.12 Early Warning Alerts, view the alert messages.

You can click Call on an alert to directly link to that form.


S E C T I O N 3

When creating scopes of work (SOWs), you can use predefined templates so that the SOWs are standardized.

Creating SOW templates At the beginning of your subcontracting project, you can create company standard SOW templates in the software. For example, you can create a master template in a product group, and then copy that template to different projects. You can then modify the templates at the project level, if needed.

Attaching SOW templates You can attach a scope of work to a requisition, inquiry, or purchase order.

When you create an inquiry from a requisition, if the requisition had a scope of work attached, the scope of work is copied to the inquiry. Likewise, when you create a purchase order from an inquiry, if the inquiry has a scope of work attached, the scope of work is copied to the purchase order.

What do you want to do? Create an SOW template in a product group (on page 25)

Copy an SOW template to a project (on page 26)

Attach an SOW to a requisition (on page 26)

Attach an SOW to an inquiry (on page 27)

Attach an SOW to an order (on page 27)

Create an SOW template in a product group 1. On the main SmartPlant Materials screen, log in to a product group.

2. In the menu tree, navigate to SmartPlant Materials > Others > Documentation > D.60 Templates, and double-click the D.60.01 SOW Templates screen.

3. In the SOW Codes area, enter a SOW code, short description, and description.

The SOW code must be unique in the project.

If you generate a new subcontract template using the F4 key to copy from the last shown subcontract template, the dependent details (SOW sections) are copied as well.

4. In the SOW Sections area, enter the SOW section name, short description, and description for each section in the template.

Scope of Work (SOW) templates



Copy an SOW template to a project 1. On the main SmartPlant Materials screen, log in to a project.

2. In the menu tree, navigate to SmartPlant Materials > Others > Documentation > D.60 Templates, and double-click the D.60.02 Copy SOW Templates screen.

3. In the SOW Codes area, select a row.

4. Click Copy SOW Template.

The software displays a message to show that the template was successfully copied.

After the copy operation, the template is no longer shown on the D.60.02 Copy SOW Templates screen. This screen only shows the templates that are not yet assigned to the project.

Attach an SOW to a requisition 1. In the menu tree, navigate to SmartPlant Materials > E&PI(Req) > R.30 Requisitions, and

double-click R.30.01 Maintain Requisitions.

2. On R.30.01 Maintain Requisitions, enter a query, and then double-click a requisition in the Engineering Requisition column.

3. Click the Scope of Work tab.

4. In the SOW Section box, click List of values .

5. Browse to select a SOW section, and click OK. Repeat until you have added all the necessary sections.

To copy all SOW sections from an existing SOW template, put your cursor in the SOW

Template box, and click List of values . Browse to select a template, and click OK. Then, click the Copy button. Only the sections that are not yet in the list are copied.

You can define SOW templates on the D.60.01 SOW Templates screen.

You can enter SOW sections manually, but the SOW section names must be unique within the requisition or inquiry.



Attach an SOW to an inquiry 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry, and

double-click P.30.11 Inquiries.

2. On P.30.11 Inquiries, enter a query.

3. Select an inquiry, and click Prepare RFQ. The P.30.21 Prepare RFQ screen appears.

Alternatively, on P.30.11 Inquiries, select an inquiry, and click Commercial Evaluation. Then, on the Quote Summaries tab, double-click a bidder. The P.30.22 Commercial Evaluation: Window 2 appears.




Attach an SOW to an order 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.50 Agreements

(Order/Subcontracts), and double-click P.50.01 Agreements.

2. On P.50.01 Agreements, enter a query, and then double-click an order in the Order Number column. The software displays P.50.07 Maintain Agreements: Window 2.





S E C T I O N 4

You can create a requisition from plan data and specify details such as potential bidders.

After a requisition is created, you can link the requisition to a master agreement. When you authorize a requisition for a work order, you can create this link so that you do not need to enter all the contract details again.

The following overall workflow for linking requisitions to master agreements is:

1. Create a master agreement (an order type).

2. Create a requisition.

3. Link the requisition to the master agreement, if required.

4. Create a work order against the master agreement.

The software checks the monetary value of the work order against the master agreement. If the value is less than the master agreement value, the software continues with the detail of the work order for approval. If the value is greater than the master agreement value, you can create a change order against the master agreement.

What do you want to do? Create an engineering requisition from plan data (on page 30)

Specify requisition type, order type, and pricing type (on page 30)

Assign potential bidders to a requisition (on page 31)

Link a requisition to a master agreement (on page 31)

Create a new requisition 1. In the menu tree, navigate to SmartPlant Materials > E&PI(Req) > R.30 Requisitions, and


2. In the Engineering Requisition field, enter a code for the new requisition.

3. In the Requisition Type field, select a requisition type.

4. In the Agreement Type field, select an agreement type.

5. In the Req Node Path field, use the List of Values to select a node.

6. Click Save .

If the requisition is a subcontract, the software displays a message asking if you want a line item created. Click Yes or No.

Requisitions


Requisitions 7. Click Release.

You must link the requisition to a master agreement in the Master Agreement field before releasing the requisition to procurement. For more information, see Link a requisition to a master agreement (on page 31).

Create an engineering requisition from plan data 1. In the menu tree, navigate to SmartPlant Materials > E&PI(Req) > R.30 Requisitions, and


2. Make sure the project default ZP_MS_PLAN is set.

Click Valid settings on the toolbar, and scroll down to see ZP_MS_PLAN.

3. Cancel the query.

4. On the pop-up window for P.60.03 Requisitions Planning, select a requisition.

The software copies values from P.60.03 Requisitions Planning.

If ZP_MS_PLAN is not set, you can still get the plan data from P.60.03 if you place your cursor in the Engineering Requisition field and click List of values .

Specify requisition type, order type, and pricing type 1. In the menu tree, navigate to SmartPlant Materials > E&PI(Req) > R.30 Requisitions, and


2. Query for requisition(s).

3. In the Requisition Type column, select either Order or Subcontract.

4. In the Order Type column, use the List of values to choose an order type.

You can use a project default, ZP_CONSPCI, to specify whether the Purchase indicator is taken into account for valid agreement types. For more information, see Appendix: Project defaults (on page 137).

5. In the Pricing Type column, use the List of values to assign a pricing type.

The values come from the P.10.66 Pricing Types screen.


Requisitions

Enter alternates and options for a requisition 1. In the menu tree, navigate to SmartPlant Materials > E&PI(Req) > R.30 Requisitions.

2. Double-click R.30.01 Maintain Requisitions.

3. Query for a requisition, and then double-click it to open Window 2.

4. Click the Alternate/Options tab.

5. Enter alternates and options for the requisition.

Assign potential bidders to a requisition 1. In the menu tree, navigate to SmartPlant Materials > E&PI(Req) > R.30 Requisitions, and


2. Query for requisitions.

3. Double-click a requisition.

4. On R.30.01 Maintain Requisitions: Window 2, click the Suggested Bidders tab.

5. Add companies as needed.

You can double-click the Company Name and Bidder fields to display P.20.01 Suppliers.

When you enter a material/work group on the requisition header, a message appears if incompatible material/work groups are assigned on the Suggested Bidders tab. The incompatible bidders are not deleted, however.

Link a requisition to a master agreement 1. In the menu tree, navigate to SmartPlant Materials > E&PI(Req) > R.30 Requisitions, and


2. Enter a new requisition, or query for an existing requisition that you want to link.

3. Scroll to the right to the Master Agreement field.

4. In the Master Agreement field, assign a master agreement.

When assigning a master agreement to a requisition, you are asked if you want to transfer

data from the master agreement to the requisition. If you choose Yes, the software copies the agreement line items (if the requisition has no line items). The price breakdown or schedule of values data, the scope of work, and the SOW milestones are always copied to the requisition.

When you create a work order from a requisition, the order is linked with the master agreement for the requisition. The software displays a message if the value of the master agreement is exceeded.


Requisitions

Approve or reject a requisition 1. In the menu tree, navigate to SmartPlant Materials > E&PI(Req) > R.30 Requisitions, and


2. Query for a requisition.

3. Select the requisition, and click Appr. Seq. at the bottom of the window.

4. On the A.20.49 Approval Sequence screen, in the Approval Template box, select a template.

5. In the Approval Document box, assign a document, such as a report with the details of the requisition.

6. Click Upload.

7. Go back to R.30.01 Maintain Requisitions, and click RfA to signify ready for approval.

You are prompted to send e-mail. Click Yes. The e-mail is sent to the appropriate person in the approval sequence.

The following picture shows an example e-mail message generated by the software.


Requisitions After clicking the link, the approver can enter comments and a name, and then click Approve or Reject.


Requisitions


S E C T I O N 5

The MSCM (Material Supply Chain Management) screens in SmartPlant Materials allow you to enter and modify procurement and purchasing information. This information enables you to select an appropriate subcontractor for a contract or project.

Procurement setup details Procurement setup details include:

Pricing types

Evaluation and selection processes

Milestone sets

Goods and services types

Function lists and sets

Sourcing strategies

Question lists

Diversity codes

Rate types

These setup details are used later on in the software to objectively classify subcontractors and help with choosing subcontractors for contracts.

What do you want to do? Set up procurement details (on page 36)

Enter a question list (on page 36)

Enter diversity codes (on page 37)

Enter rate types (on page 37)

Procurement


Procurement

Set up procurement details 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.10 Setup.

2. Enter or modify data on the P.10.62 Milestone Sets, P.10.65 Goods and Services Types, P.10.66 Pricing Types, P.10.67 Function Lists/Sets, P.10.68 Sourcing Strategies, and P.10.69 Eval. and Sel. Processes screens.

Enter a question list 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.10 Setup.

2. Double-click P.10.25 Question List.

3. In the Company Type field, use the LOV to specify a company type.

Company types are defined on the A.10.22 Company Types screen. For more information, see Base information (on page 15).

4. In the Level 1 field, specify the hierarchy of the questionnaire (how it will appear on the P.20.03 Questionnaire screen). Level 1 is a required field; Levels 2-4 are optional.

5. In the Seq field, enter a number to determine the sort order of the questions.

6. In the Question field, enter text for the question.

7. In the Answer Type field, select the data type for the answer.

8. In the Qualification Stage field, select the phase in which the question must be answered.

In the LOV Condition box, you can enter an SQL statement that returns two columns:

allowed values for the answer, and a description of the value. This statement restricts the possible answers in P.20.03 Questionnaire for the question.

Example query (selects country codes):

select cy_code , cyn.description from m_countries cy, m_country_nls cyn where cy.cy_id = cyn.cy_id(+) and cyn.nls_id(+) = :ctrl.nls_id order by 1

Or, you can go to the next block (Window 2) to enter answer values. This may be easier if you are not familiar with SQL.

In the Approval Template field, you can assign an approval template to each individual question. This field is not required (because some questions may not require approval). The same approval template can be assigned to more than one question. When multiple approval templates are assigned, each of the questions must have its own approval sequence. Approval templates are defined on A.20.45 Approval Templates. For more information, see Approval templates and representatives (on page 17).

If you are using an approval template for a question, the approval template should be defined in the product group so that it is visible independent of the login context.

The Mapped To box shows the field on A.10.23 Companies or P.20.01 Suppliers/Subcontractors that the question is mapped to. For example, you can map to Parent Company on A.10.23 Companies, and you can map to many fields on P.20.01


Procurement

Suppliers/Subcontractors (Business Size, Mailing Country, Port of Exit, State or Prov, and so forth).

Enter diversity codes 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.10 Setup.

2. Double-click P.10.24 Diversity Codes.

3. Enter information for the codes. For example, you might enter NAO for Native American-Owned.

Enter rate types 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.10 Setup.

2. Double-click P.10.39 Rate Types.

3. In the Rate Type field, type a code for the rate type.

4. In the Rate Group field, select a group (Equipment Owned, Equipment Rented, Labor, or Materials).


Procurement


Insurance certificates Insurance certificates are important in subcontracting because only insured and certified subcontractors should be used.

You can create and edit insurance certificates on the P.20.01 Suppliers/Subcontractors: Window 2 screen. You can view (but not edit) insurance certificates on SM.20.11 Subcontractor Details.

Attachments for insurance certificates are handled like the files uploaded for the E-Supplier questionnaire.

What do you want to do? Enter an insurance certificate (on page 39)

Upload a file for an insurance certificate (on page 40)

Enter an insurance certificate 1. In the menu tree, navigate to MSCM > P.20 Suppliers/Subcontractors.

2. Double-click P.20.01 Suppliers/Subcontractors.

3. Query for a supplier.

4. Double-click a supplier for its details.

5. On the Insurance Certificates tab, create or edit insurance certificates. The upper area of this tab (Projects) shows all supplier projects, and the lower area (Certificates) shows the certificates related to the project.

In order to create a new insurance certificate for the selected project, you must specify an

agreement number in the Agreement Number field.

If the project is a BLANKET project, you can create or modify the blanket certificate, but you cannot assign an agreement number to the blanket certificate.

You can view (but not create or edit) insurance certificates on SM.20.11 Subcontractor Details.


Procurement

Upload a file for an insurance certificate Before starting this procedure, be sure the DBA setting DOC_UPLOAD_DEST and the project default ZI_WEB_DOC are set.

1. In the menu tree, navigate to MSCM > P.20 Suppliers/Subcontractors.

2. Double-click P.20.01 Suppliers/Subcontractors.


4. Double-click a supplier for its details.

5. On the Insurance Certificates tab, click Attachments.

6. On D.90.21 Attachments, select a new row in the Attached Documents section.

7. Click Upload.

If you want to attach multiple documents that have already been loaded, use the LOV for the Document Code field.

8. Browse to the file, and click Open.

9. On the next window, select a destination folder, and click OK.

The document is uploaded to the application server.


E-Supplier workflow In SmartPlant Materials, you can self-register as a potential supplier (subcontractor). The E-Supplier process includes requesting a login, completing company profile information, answering questions on a questionnaire, and bidding electronically on quotations.

An engineering, procurement, and construction (EPC) or owner/operator (O/O) company uses the company profile and questionnaire information when selecting suppliers for a subcontract.

From the E-Supplier screen, you can log in to enter login requests, company profiles, questionnaires, inquiries, reference documents, and subcontractor workload.

For more information about the initial setup for the E-Supplier process, see E-Supplier entry and access (on page 20).

Login requests The first step in the E-Supplier workflow process is the supplier login request. Using the P.20.02 Login Requests screen, suppliers can enter information about their companies and then begin the login approval process.

When users use E-Supplier to log on and work with login requests, they use their own user ID and password.

What do you want to do? Enter a new login request via E-Supplier (on page 41)

Edit a login request (on page 42)

Assign users to approve a login request (on page 42)

Approve a login request (on page 43)

Enter a new login request via E-Supplier 1. Open the E-Supplier screen. For the link to this screen, contact the SmartPlant Materials

Service Center.

2. Click New Company.

The P.20.02 Login Requests screen opens and allows you to enter new data about a company and contact details about its users.

Lists of Values automatically pop up on this screen when you tab to the Company Type, Country Code, and State or Province fields.

3. In the Company Information area, enter the company name and type information.

For US companies, enter the federal identification number or tax identification number in the Federal ID/Business Registration box. For non-US companies, enter the business registration number in the Federal ID/Business Registration box.


Procurement 4. In the Primary Address area, enter the address details for the company.

5. In the Contact Details area, enter users from the company and their associated contact information.

The user ID is needed on the E-Supplier login screen.

Only one user can be the primary contact.

You can assign a password for each user.

6. Click Submit.

The software starts the approval sequence defined by the LOGIN_REQUEST_APT setting (defined on A.20.45 Approval Templates) and sends an e-mail to the first person in the approval sequence.

Edit a login request 1. Open the E-Supplier screen. For the link to this screen, contact the SmartPlant Materials

Service Center.

2. In the User Name box, enter your user identification code.

3. In the Password box, enter your password.

The user name and password were assigned on the P.20.02 Login Requests screen.

4. Click Logon.

5. In the Working With box, select Login Request.

6. Click OK.

The P.20.02 Login Requests screen displays the existing login request associated with your user name. You can edit the information as needed.

It is possible to edit an approved login request. The changes are propagated to A.10.23 Companies.

Assign users to approve a login request 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.20

Suppliers/Subcontractors, and double-click P.20.02 Login Requests.

2. Query for an existing company.

On P.20.02 Login Requests, the Approved check box in the Company Information area at the top of the screen shows whether the login request is approved or not. You can use this check box to restrict the query to approved or unapproved records.

3. Click Approval Sequence.

When P.20.02 Login Requests is called from the supplier login screen, this button is labeled Submit. When P.20.02 Login Requests is called from the SmartPlant Materials menu tree, this button is labeled Approval Sequence.

4. On the P.20.02 Login Requests: Window 2 screen, assign users who can approve the request.


Procurement

You can use an approval template for faster entry. Click in the Approval Template box at the bottom, and then click List of values . For more information about approval templates, see Approval templates and representatives (on page 17).

Approve a login request 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.20

Suppliers/Subcontractors, and double-click P.20.02 Login Requests.

2. Query for an existing company.

On P.20.02 Login Requests, the Approved check box in the Company Information area at the top of the screen shows whether the login request is approved or not. You can use this check box to restrict the query to approved or unapproved records.


When P.20.02 Login Requests is called from the supplier login screen, this button is labeled Submit. When P.20.02 Login Requests is called from the SmartPlant Materials menu tree, this button is labeled Approval Sequence.

4. On the P.20.02 Login Requests: Window 2 screen, select Approved in your user row.

You must be logged in as that user in order to mark the Approved box.

For approval on P.20.02 Login Requests to work properly, you must have set the e-mail

indicator on A.10.26 Communication Types for one of the communication types. For more information, see Add a communication type (on page 16).

The Sequence column on P.20.02 is only used for the display of data. It does not represent the sequence in which users must perform the approval. Prerequisites control the sequence in which users must perform the approval.

If prerequisites have been defined for a user, this user can only approve after all prerequisite users have approved. A user can remove his approval, but only before a subsequent user (for whom the current user is a prerequisite) has approved.

Questionnaire Suppliers answer questions on a questionnaire to provide information about their company. For example, a supplier can enter contact details, company profile information, material/work groups, and qualifications. SmartPlant Materials provides the P.20.03 Questionnaire screen for this purpose.

After a supplier fills out the questionnaire, the data appears on the P.20.01 Suppliers/Subcontractors: Window 2 screen (Company Profile, Qualifications, and Material/Work Groups tabs).

To reach the P.20.03 Questionnaire screen, the supplier logs in on the E-Supplier screen. It is also possible to access the P.20.03 Questionnaire screen via the menu tree in SmartPlant Materials.

A questionnaire consists of two windows. On the left is a tree consisting of nodes. On the right, you see the details of the selected node.


Procurement The structure of the questionnaire as well as the questions on the questionnaire are specified on the P.10.25 Question List screen. The possible nodes are Login Details, Company Profile, and Qualifications.

The workflow involving the questionnaire (for example, which nodes are shown and when) is governed by a database setting. For more information, see E-Supplier entry and access (on page 20).

When users use E-Supplier to log on and work with qualifications, they use their own user ID and password.

Icon colors The icon colors in the questionnaire tree show the progress of the questionnaire.

A red icon means that there are mandatory questions that have not yet been answered on the node's level or on one or more of its sub-levels.

A yellow icon means that all mandatory questions have been answered, but answers to one or more optional questions on the selected level or a sub-level are still missing.

A green icon shows that both mandatory and optional questions on the selected level as well as on all of its sub-levels have been answered.

Submitting answers When you have answered all mandatory questions in the Company Profile and Qualifications branches, and entered at least one material/work group, you can submit the answers by clicking Submit. After submission, you cannot modify the answers unless you create a revision by clicking Revise. You can browse revisions previously submitted.

Approval Upon approval of the company profile, the answers in the Company Profile category are written to the company or supplier. Likewise, upon approval of qualifications, the answers in the Qualifications category are written to the company or supplier.

What do you want to do? Access the questionnaire via E-Supplier (on page 45)

Access the questionnaire via menu tree (on page 45)

Answer a questionnaire (on page 45)

Specify materials/work group (on page 46)

Upload a file to answer a question (on page 46)


Procurement

Access the questionnaire via E-Supplier 1. Open the E-Supplier screen. For the link to this screen, contact the SmartPlant Materials

Service Center.



The user name and password were entered on the P.20.02 Login Requests screen.

4. Click Logon.

5. In the Working With box, select Profile & Qualification.

The P.20.03 Questionnaire screen displays the existing questionnaire associated with your user name.

Access the questionnaire via menu tree 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.20

Suppliers/Subcontractors, and double-click P.20.03 Questionnaire.

2. Select a company by clicking List of values .

The list of companies comes from P.20.02 Login Requests. You can only select companies that have already been approved.

3. Click Continue.

The P.20.03 Questionnaire screen displays the questionnaire for the specified company.

Answer a questionnaire 1. In the left window of the questionnaire (P.20.03), browse through the nodes of the

questionnaire.

2. Fill in the answers to the questions.

3. Click Submit when finished.

If a certification statement is defined, the software displays the statement, and you can

click I agree or I do not agree. If no certification statement is defined, the submit operation occurs immediately after you click Submit.

When you submit a set of answers, the set is no longer editable unless a new revision is created by clicking the Revision button.


Procurement

Specify materials/work group 1. In the questionnaire, select the Company Profile or Qualifications node.

2. In the window on the right, click Material/Work Groups.

3. On P.20.03 Questionnaire: Window 7, place your cursor in the Matl Group Type field, and click List of values . (If no records currently exist on Window 7, Window 8 automatically opens, and you do not have to click the LOV).

4. On P.20.03 Questionnaire: Window 8, select material groups by clicking Sel to the right of each material group.

5. Click Return to go back to Window 7.

On Window 7, the % of Work fields for a material group must add up to 100% (Own Forces

+ Subcontract).

On Window 7, the sum of the % of Annual Sales values for all material/work groups must be less than or equal to 100%. In addition, each individual % of Annual Sales value must be less than or equal to 100%.

Upload a file to answer a question 1. In the questionnaire, select a node in the left pane.

2. In the right pane, select a question.

3. Click Upload Files at the bottom of the window.

4. On P.20.03 Questionnaire: Window 6, click Upload.

5. Browse to select a file, and click Open.

The file name appears in the File Name column.

6. Optionally, type a description in the File Description field.

On the client machine, the C:\tmp directory must exist, and you must have write permissions to this directory. The documents for questions are stored in the database and must be downloaded to the client before they can be opened.

View an uploaded document 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.20

Suppliers/Subcontractors, and double-click P.20.01 Suppliers/Subcontractors.

2. Enter a query.

3. Double-click a supplier in the Supplier column.

4. On P.20.01 Suppliers/Subcontractors: Window 2, select the Qualifications tab.

5. Scroll to the right, and beside the Answer column, click . The green background means that documents are available for that answer.

You can also view uploaded documents from the P.20.04 Company Profile screen.


Procurement

Company profile After a supplier has been approved for a login request, and the supplier has submitted all answers to the questionnaire, the company profile can be approved.

The P.20.04 Company Profile screen shows a company and the associated questions and answers from the questionnaire.

By clicking Approval Sequence on the P.20.04 Company Profile screen, you can enter an approval sequence of users who will approve or reject suppliers. Then, users can select check boxes to indicate their approval or rejection of the company profile.

When users use E-Supplier to log on and work with company profiles, they use their own user ID and password.

What do you want to do? Assign users to approve a company profile (on page 47)

Approve a company profile (on page 48)

Assign users to approve a company profile 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.20

Suppliers/Subcontractors, and double-click P.20.04 Company Profile.

2. Query for a company.

On P.20.04 Company Profile, the Approved check box in the Company area at the top of the screen shows whether the profile is approved or not. You can use this check box to restrict the query to approved or unapproved records.


4. On the P.20.04 Company Profile: Window 2 screen, assign users to approve the company profile.

You can use an approval template for faster entry. Click in the Approval Template box

at the bottom, and then click List of values . For more information about approval templates, see Approval templates and representatives (on page 17).

You can set up a pre-defined approval sequence for each company profile submitted by entering an appropriate template with exactly one question, Level 1 = Company Profile, on P.10.25 Question List. When a company submits the Company Profile/Contact Details branches of the questionnaire, the approval sequence is generated from that template automatically, and if the e-mail address of the first user in that sequence is known, the software sends a notification to this user to invite him or her to start the approval procedure for the newly submitted company profile.


Procurement

Approve a company profile 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.20

Suppliers/Subcontractors, and double-click P.20.04 Company Profile.


On P.20.04 Company Profile, the Approved check box in the Company area at the top of the screen shows whether the profile is approved or not. You can use this check box to restrict the query to approved or unapproved records.


4. On the P.20.04 Company Profile: Window 2 screen, select Approved in your user row.

You must be logged in as that user in order to mark the Approved box.

The Sequence column is only used for the display of data. It does not represent the

sequence in which users must perform the approval. Prerequisites control the sequence in which users must perform the approval.

If prerequisites have been defined for a user, this user can only approve after all prerequisite users have approved. A user can remove his approval, but only before a subsequent user (for whom the current user is a prerequisite) has approved.


Reference documents Subcontractors can access reference documents via the E-Supplier screen. For example, these documents could be work rules, project procedures, or safety requirements.

When users use E-Supplier to log on and work with reference documents, they use their own user ID and password.

View reference documents 1. Open the E-Supplier screen. For the link to this screen, contact the SmartPlant Materials

Service Center.

2. Enter your user name and password.

3. Click Logon.

4. In the Working With box, select Reference Documents.

5. Click OK.

6. Select a project, and click OK again.

The D.10.12 Document Sets screen appears. You can open the documents in the set for viewing purposes.

The ZX_DOC_SET project default must be specified for this functionality to work properly.

Passwords The password functionality works in a similar way to passwords that you enter online. You can change your password, or if you have forgotten your password, you can request it.

Passwords are specified on an individual user basis. To allow a user to use the E-Supplier login, you must assign a user ID and password on A.10.23 Companies: Window 2, Contacts tab. You can also use this tab to modify passwords.

User names and passwords that have been created by a login request on P.20.02 Login Requests are transferred to the Contacts tab on the A.10.23 Companies screen when they are approved on P.20.04 Company Profile.

What do you want to do? Set password (on page 50)

Change password (on page 50)

Request password (on page 51)

Disable contact (on page 51)


Procurement

Set password 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.20 Suppliers, and

double-click P.20.01 Suppliers/Subcontractors.


3. Double-click in the Supplier field.

4. On P.20.01 Suppliers/Subcontractors: Window 2, click Maintain Passwords in the lower right corner of the Supplier tab.

5. On A.10.23 Companies: Window 2 (Contacts tab), enter a password, and confirm it.

6. Click Set Password.

Change password 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.20



3. Double-click in the Supplier field.

4. On P.20.01 Suppliers/Subcontractors: Window 2, click Maintain Passwords in the lower right corner of the Supplier tab.

5. On A.10.23 Companies: Window 2 (Contacts tab), enter the old password and new password (and confirm the new password).

6. Click Change Password.

The software displays a message box notifying you that the new password has been sent to the contact. Both the client user and the user who changed the password receive this e-mail.

If you are logged in with the super user role as defined by the DBA setting

SUPER_USER_ROLE, you can change the password without entering the old password.

You can change the password for company users on P.20.02 Login Requests.

You can specify an e-mail template that is sent when a password is set or changed. For more information, see Add an e-mail template (on page 17). You must specify the ZP_EMT_PWC project default in order to notify users about password changes with the e-mail template. For more information, see Appendix: Project defaults (on page 137).


Procurement

Request password 1. Open the E-Supplier screen. For the link to this screen, contact the SmartPlant Materials

Service Center.

2. Click Forgot Password.

3. In the User Name box, enter your login name.

4. In the Email box, enter your e-mail address.

5. Click Request Password.

If the software can uniquely identify you with the information you entered, an e-mail message with the login information is sent to your e-mail address.

The e-mail messages can be customized in m_pck_company_custom. For a company, the function is new_user_email_text, and for a supplier/subcontractor, the function is supplier_password_text.

Disable contact 1. In the menu tree, navigate to Administration > A.10.20 Company Setup, and

double-click A.10.23 Companies.


3. Double-click in the Company field.

4. On A.10.23 Companies: Window 2, select the Contacts tab.

5. Click Disabled for an employee.

Supplier history When an E-Supplier submits a revision to a company profile or qualification, the revision is shown on the Supplier History tab of P.20.01 Suppliers/Subcontractors: Window 2, and the dependent question is shown in the Question field.


Procurement If an E-Supplier deletes or updates a material group, this change is also reflected in the supplier history, and the changed material/work group is shown in the Question field.

View changes to supplier information 1. On P.20.01 Suppliers/Subcontractors, double-click a supplier to open Window 2.

2. Select the Supplier History tab.

3. View the history.

Migrating to E-Supplier You can migrate and synchronize data in legacy records to the E-Supplier functionality.

Example Company 1928 is a legacy company without a record in m_login_requests (P.20.02) and without a client_user_id and password available to log in via E-Supplier. We want to migrate this company to E-Supplier.

Prerequisites Federal ID/Business Registration must be entered, including the country code.

The address must be of the Supplier Default address type.


Procurement There must be a valid email address in the Communication Links area, marked as Default.

Set a new password for user MMOFF.

The software assigns the Client User ID and marks the user as the Primary Contact (Default checked).


Procurement Company 1928 is now available on P.20.02 Login Request with the password set and client user ID set for MMOFF, but not for the other employees.

When user MMOFF logs in via E-Supplier login, the software automatically directs him to P.20.02 Login Request to verify and correct the data as needed.

After closing P.20.02, the other login options are now also available for MMOFF: Login Request, Profile & Qualification, and Inquiries.

MMOFF as the primary contact can create a password for user ASMITH.

This action automatically sets the Client User ID.

The user ASMITH receives an email with the User ID and password.


Procurement ASMITH can now log in on E-Supplier and is directed to P.20.02 at first login. After he closes P.20.02, he can use the other available login options, for instance, Inquiries.

MMOFF can deactivate user ASMITH.

When ASMITH attempts to log in again, a message appears: Invalid user name or password.


Procurement


Diversity Diversity information is important to consider when selecting suppliers. You can enter diversity information on the P.20.01 Suppliers/Subcontractors screen.

Enter diversity information about a supplier 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.20


2. Run a query to get a list of suppliers.

3. For a given supplier, scroll to the right, and select options in the Business Size, SDB, HUBZone, WOSB, VOSB, SDVO SB, Other Business, and SDB Business Type boxes. For more information about these boxes, see the online Help.

You can double-click the SDB Business Type box to call the P.10.24 Diversity Codes

screen. For more information about setting up diversity codes, see Enter diversity codes (on page 37).

The Diversity options are also provided on the Supplier tab in P.20.01 Suppliers/Subcontractors: Window 2, which you can open by double-clicking a supplier.


Procurement


Inquiries In subcontracting, buyers can do several tasks with inquiries. The tasks fall into the following categories:

Addenda

Alternates/options

Attachments

Bidding

Budgeting

Commercial evaluation

When users use E-Supplier to log on and work with inquiries, they use their own user ID and password. For more information, see Access inquiries via E-Supplier (on page 70).

Addenda Supplements and addenda provide more information about inquiries (as well as requisitions and orders).

Supplements allow you to track changes to previously created inquiries, so that you have a record of all changes for later reference.

Addenda are like attachments to supplements. A supplement can have multiple addenda.

You can only create an addendum for inquiries with a supplement greater than 0.

You can generate a new supplement on an inquiry by clicking the New Supplement button on P.30.11 Inquiries. You must enter a reason for the supplement before starting the approval process for the supplement.

You can specify details about addenda on the P.30.21 Prepare RFQ screen (Addenda tab). This tab also allows you to set an approval sequence and approve an addendum. After the necessary users have approved the addendum, you can issue the addendum. The issuing process sends an e-mail with the addendum as an attachment to all bidders.

What do you want to do? Create a new supplement (on page 60)

Enter a reason for a supplement (on page 60)

Enter addenda on an inquiry (on page 60)

Set approval sequence for addendum (on page 60)

Approve addendum (on page 61)

Issue addendum (on page 61)


Procurement

Create a new supplement 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.

2. Double-click P.30.11 Inquiries.

3. Query for an inquiry.

4. Click New Supplement to generate a new supplement.

If the new supplement is based on a requisition supplement, quotes are generated.

Enter a reason for a supplement 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.



4. In the Reason for Supplement field, type text to explain why the supplement is needed.

The Reason for Supplement field is also available on P.30.21 Prepare RFQ, on the Inquiry tab, for supplements greater than zero.

Enter addenda on an inquiry You can only create an addendum for inquiries with a supplement greater than 0.

1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.



4. Select the inquiry, and click Prepare RFQ.

5. On P.30.21 Prepare RFQ, select the Addenda tab.

6. Enter a sequence number, title, and detail for an addendum.

Set approval sequence for addendum 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.





6. On the Addenda tab, click Approve.

7. On P.30.21 Prepare RFQ: Window 11, enter the approval sequence.

You can also copy an approval template. For more information about approval templates, see Approval templates and representatives (on page 17).


Procurement

Approve addendum 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.





6. On the Addenda tab, click Approve.

7. On P.30.21 Prepare RFQ: Window 11, select the Approved check box for your user name.

Issue addendum 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.





6. On the Addenda tab, click Issue.

The Issue button becomes available after all users have approved the addendum, or if there

is not an approval list.

After the addendum is issued, it can no longer be changed.

The issuing process sends an e-mail with the addendum as an attachment to all bidders.

Alternates/options Alternates and options provide a way for vendors to offer items that are the same technically or are available sooner or at a lower price. You can enter these alternative items at the inquiry stage based on requisition comments.

These alternates/options are not the same as alternates for line items per SmartPlant Materials standards.

What do you want to do? Enter alternates and options for an inquiry (RFQ) (on page 62)

Enter alternates and options for an inquiry (commercial evaluation) (on page 62)

View sum of alternates and options for a bidder (on page 63)


Procurement

Enter alternates and options for an inquiry (RFQ) 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.


3. Select an inquiry, and click Prepare RFQ. This button is on the bottom of the screen.

4. On P.30.21 Prepare RFQ, click the Alternate/Options tab.

5. Enter alternates and options for the inquiry.

When you approve the inquiry, the alternates and options are copied to the quotes. The copied records cannot be deleted.

Enter alternates and options for an inquiry (commercial evaluation) 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.


3. Select an inquiry with unapproved quote summaries.

4. Click Commercial Evaluation.

5. On the Quote Summaries tab, double-click any bidder.

6. On P.30.22 Commercial Evaluation: Window 2, select the Alternates/Options tab.

7. Enter data for each alternate and option.

Buyers (but not bidders) can change the Include and Sel check box options.

The Include check box indicates that the alternate/option price is taken into account when calculating quote totals.

The Sel check box indicates whether the alternate/option will be part of the agreement.


Procurement

View sum of alternates and options for a bidder 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.


3. Select an inquiry, and click Commercial Evaluation.

4. Select a bidder, and click Awarding.

5. On the P.30.25 Awarding screen, view the Alternates/Options field in the matrix footer. This field shows the sum of the alternates and options that have the Include box checked on P.30.22 Commercial Evaluation.

You can add the Alternates/Options field to the matrix footer if it is not already visible.

Right-click in the matrix footer, select Add field on the shortcut menu, and then choose Alternates/Options from A.30.13 Configurations.

You can double-click the Alternates/Options field to go to P.30.22 Commercial Evaluation: Window 2, Alternates/Options tab.

Attachments You can view attachments for inquiry line items from the P.30.21 Prepare RFQ screen.

View attachments for an inquiry line item 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.


3. Select an inquiry that is not yet approved (not a magenta color).

4. Click Prepare RFQ.

5. On P.30.21 Prepare RFQ, select the Requisitions tab.

6. Add or modify the requisitions listed in the Engineering Requisitions area at the top of the tab.

7. To view attachments for inquiry items, click Attachments on the bottom of the tab.

The D.90.21 Attachments screen appears. You can use this screen to view or add attachments.

You can also view attachments to inquiries when you log in as an E-Supplier and select the Inquiries option on the login screen. On P.30.27 Bidder Quotation, click the Inquiry Attachments button on the bottom of the screen.


Procurement

Bidding Bidding is a business process in which different companies (bidders) bid on a project.

Buyers need to keep track of dates for bidding, enter pre-bid meeting information, create an approved bidder list, filter the bidder list, and include colleagues in the approval process for bids.

What do you want to do? Enter a date for notice of intent to bid (on page 64)

Specify whether a bidder will bid on an inquiry (on page 64)

Enter pre-bid meeting information (on page 65)

Create an approved bidder list (on page 65)

Filter the bidder list (on page 65)

Request bidder approval for an inquiry (on page 68)

Enter a date for notice of intent to bid 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.


3. On an inquiry, enter a value in the NIB Due Date box.

The NIB Due Date value is the date by which the bidder communicates whether he wants to

make a bid. NIB stands for Notice of Intent to Bid.

The NIB Due Date box is also shown on the P.30.21 Prepare RFQ screen, on the Inquiry tab.

Specify whether a bidder will bid on an inquiry 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.


3. Select an approved inquiry (the Inquiry Number field is magenta for approved inquiries, by default).


5. On the P.30.22 Commercial Evaluation screen (Quote Summaries tab), select the Will Bid box for a bidder.


Procurement

Enter pre-bid meeting information 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.



4. On P.30.21 Prepare RFQ, click the Pre-Bid Meeting tab.

If the Required box is selected, all fields on the tab become mandatory and must be filled in before the record can be saved.

5. In the Date box, click List of values . Select a date on the calendar.

6. In the Time, Location, and Instructions boxes, enter information about the meeting.

In the Time box, you can enter any time and time zone in a free text format, such as 14:30 CEST, 02:30 pm CST, and so forth.

Create an approved bidder list 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.



4. On P.30.21 Prepare RFQ, click the Bidders tab.

For a given bidder, you can select the Evaluated or Accepted boxes.

Selecting the Evaluated option means that the bidder has been evaluated in the procurement process.

Selecting the Accepted option means that the bidder has been accepted for use in the procurement process.

Filter the bidder list Buyers need to filter the bidder list to narrow the list of potential bidders. For example, it is common to filter by material/work groups to make sure the companies do the sort of work that you need. In addition, you might want to filter by location, by sales limit, or by questions and answers on the questionnaire.

1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.


3. Query for inquiries.


5. On P.30.21 Prepare RFQ, click the Bidders tab. Do one of the following:

Create a new record, click in the Matl/Work Group field, and then click List of values .


Procurement

P.30.21 Prepare RFQ: Window 2 appears. This window shows all bidders assigned to a material/work group but not yet assigned to the bidder list.

Create a new record, click in the Company Name field, and then click List of values

.


Procurement

P.30.21 Prepare RFQ: Window 3 appears. This window shows all bidders not yet assigned to the bidder list.

On Window 3, you can use the Additional Filter button at the bottom of the screen to further refine the query based on material/work groups and questions and answers on the questionnaire.

You can also use the Additional Filter functionality on P.60.03 Requisitions Planning. Double-click in the Engineering Requisition field, go to the Potential Bidders tab, create a new record, click in the Company Name field, and then click List of values

.

The following examples show how to filter the bidders on Window 2 and Window 3 using the fields in the scroll areas on the right.

Filter bidders according to annual purchase This example shows you how to show all bidders with an annual purchase greater than 10,000 between January 15th up until the current date.

1. On P.30.21 Prepare RFQ Window 2 or 3, put your cursor in the Bidders area.

2. Click Enter query or press F7 to switch to enter query mode.

3. In the Annual Purchase Calc Base field, select Date Value.

4. In the Date Annual Purchase field, select Jan 15th on the calendar.

5. In the Annual Purchase field, enter >10000.

6. Click Run query or press F8.


Procurement Filter bidders according to questions and answers 1. On P.30.21 Prepare RFQ Window 2 or 3, put your cursor in the Bidders area.


3. In the Question field, use the List of values to select a question.

4. In the Answer field, use the List of values to select an answer.

If you have already entered a question, the Answer List of values shows only the answers for that question; otherwise, the List of values shows all available answers.


Filter bidders according to attributes 1. On P.30.21 Prepare RFQ Window 2 or 3, put your cursor in the Bidders area.


3. In the Attribute Name field, use the List of values to select an attribute.

4. In the Attribute Value field, use the List of values to select an attribute value.


Request bidder approval for an inquiry 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.



4. On P.30.21 Prepare RFQ (Inquiry tab), select the Request Bidder Approval check box.

You can set up an approval sequence for the list of bidders using the Approval Sequence

button on the Bidders tab.

After you select the Request Bidder Approval check box, the software sends e-mail to the first user in the approval sequence asking for approval of the list of bidders. Upon approval by this user, the software sends an e-mail to the next person in the sequence, and so on. As soon as all members of the approval sequence have approved the list of bidders, the Bidders Approved check box on the Inquiry tab is selected automatically.

You do not have to define an approval sequence in order to approve the list of bidders assigned to the inquiry. If no sequence has been defined, you can still select the Bidders Approved check box on the Inquiry tab manually.

You can reverse approval of the inquiry by clicking Reverse Approval. This does not reverse bidder approval.


Procurement

Budgeting Budgeting in inquiries is important when comparing projected costs.

Enter a budget for an inquiry 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.


3. On an inquiry, enter a value in the Agreement Budget field.

The budget value can be used, for example, for estimated values or for values that are

larger than the total of the line item budget values. The budget value is intended as a buffer.

If an inquiry is created based on a requisition, the budget value is copied from the requisition.

You can enter or update the budget value as long as the inquiry is not approved.

The Agreement Budget field can also be found on the Inquiry tab on the P.30.21 Prepare RFQ screen.

Commercial evaluation and bidder quotation When you perform a commercial evaluation on an inquiry, you can enter labor rates, allowances, and equipment rates.

The Labor Rates, Allowances, and Equipment Rates tabs are available for inquiries of type Subcontract only. These tabs are available on both the P.30.22 Commercial Evaluation: Window 2 screen and on the P.30.27 Bidder Quotation screen. You reach the P.30.27 Bidder Quotation screen by logging in via E-Supplier and clicking Inquiries.

What do you want to do? Access inquiries via E-Supplier (on page 70)

Enter labor rates for a subcontract (on page 70)

Enter allowances (on page 71)

Enter equipment rates (on page 71)


Procurement

Access inquiries via E-Supplier This process is also called "eBidding."

1. Open the E-Supplier screen. For the link to this screen, contact the SmartPlant Materials Service Center.



The user name and password were entered on the P.20.02 Login Requests screen.

4. Click Logon.

5. In the Working With box, select Inquiries.

6. Select an inquiry, and click OK.

The P.30.27 Bidder Quotation screen appears.

Enter labor rates for a subcontract 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.


3. Select an inquiry of type Subcontract with unapproved quote summaries.



6. On P.30.22 Commercial Evaluation: Window 2, select the Labor Rates tab.

7. In the Rate Type column, use the List of values to select a value from P.10.39 Rate Types (Labor rate group).

For more information about rate types, see Procurement setup details (on page 35).

8. Continue to fill out the record by entering a base rate, rate unit, and the following values:

General and Administrative (%)

Overhead and Profit (%)

Fringe Benefits (%)

Small Tools and Consumables (%)

Payroll Taxes (%)

Workers Compensation and Liability Insurance (%)

Total Straight Time Bill Rate

The value of this field is calculated as:

Base Rate +Base Rate * (General and Administrative/100) +Base Rate * (Overhead and Profit/100) +Base Rate * (Fringe Benefits/100) +Base Rate * (Small Tools and Consumables/100)


Procurement

+Base Rate * (Payroll Taxes/100) +Base Rate * (Workers Compensation and Liability Insurance/100)

Overtime (%)

Double Time (%)

Shift Differential (%)

Enter allowances 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.





6. On P.30.22 Commercial Evaluation: Window 2, select the Allowances tab.

The Allowances tab is also available when you are working with agreements. Allowances can only be maintained for agreements of type Lump Sum Contract.

7. In the Rate Type column, use the List of values to select a value from P.10.39 Rate Types (Material rate group).


8. Continue to fill out the record by entering an allowance quantity, rate value, and rate unit.

For quantities over the allowance quantity, the rate value will apply.

Enter equipment rates 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.





6. On P.30.22 Commercial Evaluation: Window 2, select the Equipment Rates tab.

7. In the Rate Type column, use the List of values to select a value from P.10.39 Rate Types (Equipment Owned and Equipment Rented rate groups).


8. Continue to fill out the record by entering equipment mobilize/demobilize costs and per hour, day, week, and month costs.

For equipment rented for less than a month, the usual approach is to use an hourly rate developed by dividing the Blue Book monthly equipment rental rate by 176.


Procurement

Approve a quote summary 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.30 Inquiry.




5. On the Approval Sequence tab, specify the users who will approve the quote summary.

6. On the Quote Summaries tab, select the RfA check box, and save the record. E-mail is sent to the first user in the approval sequence.

Records can be updated (approved or rejected) on the Approval Sequence tab only after the Quote RfA box is selected.


Agreements The P.50 Agreements (Orders/Subcontracts) screens allow you to create and modify agreements.

What do you want to do? Enter a pricing type for an agreement (on page 75)

Enter a payment type for an agreement (on page 75)

Enter details for an agreement (on page 76)

View changes to an agreement (on page 77)

Issue an agreement (on page 77)

Create a notice to proceed 1. On P.50.01 Agreements: Window 4, choose Notice to Proceed in the Agreement Type

box.

2. Fill out the other fields as needed.

3. Click Create Agreement.


Procurement

You can view the NTP date, scope, commitment limit, and expiration date on the Agreement tab of P.50.07 Maintain Agreements: Window 2.

To issue the actual agreement from the notice to proceed, click Switch NTP at the

bottom of the Agreement tab. Then specify the agreement type.


Procurement

Enter a pricing type for an agreement 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.50 Agreements

(Orders/Subcontracts).

2. Double-click P.50.01 Agreements.

3. Query for an agreement.

4. On an agreement, double-click in the Agreement Number field to call P.50.07 Maintain Agreements.

5. In the Pricing Type box, use the List of values to specify a pricing type.

To see the Pricing Type box, you must be in the default configuration (empty value at the

end of the dropdown list on the right hand side in the toolbar), or you must add the fields to the current configuration.

The Pricing Type field is available for all orders regardless of the order type.

Pricing types are defined on P.10.66 Pricing Types. Before you delete a pricing type on P.10.66 Pricing Types, the software performs a check to see if the pricing type is used in an order.

Enter a payment type for an agreement It is important to set a payment type because subcontracts can only be approved if the payment type has been set.

If the payment type of a subcontract is Milestone Progress, at least one progress payment event must be entered on the Prog Pay Events tab in order for the agreement to be approved. You do not need to have a progress payment set assigned, however.

If the payment type of a subcontract is Measured Qty, there must be line items with quantities greater than zero in order for the agreement to be approved.

If the payment type of a subcontract is Schedule of Values, at least one record must be available in the corresponding folder in order for the agreement to be approved.

1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.50 Agreements (Orders/Subcontracts).




5. In the Payment Type box, select a type.

If the payment type is set to Schedule of Values or Measured Qty, the Payment Term box displays SOV or MQ, respectively.

If the payment type is set to Milestone Progress or not set at all, the Payment Term box displays the stored payment term.


Procurement

To see the Payment Type box, you must be in the default configuration (empty value at the end of the dropdown list on the right hand side in the toolbar), or you must add the fields to the current configuration.

Enter details for an agreement 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.50 Agreements




4. Select an agreement, and double-click in the Agreement Number field to call P.50.07 Maintain Agreements.

5. Select the Agreement Details tab.

6. Enter details for the agreement.

Alternates/options, rates, and allowances are described in the Inquiries section of this

document. For more information about alternates and options, see Alternates/options (on page 61). For more information about rates and allowances, see Commercial evaluation and bidder quotation (on page 69).

For more information about schedules of values, see Price breakdown (on page 119).

Add a change order request to an agreement 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.50 Agreements





5. Click Add, and select Change Order Request.

The software displays a window listing all CORs related to the current agreement and not yet assigned to a CO.

6. Click the Sel box for each change order request you want to add, and then click Add.


Procurement

View changes to an agreement 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.50 Agreements




4. Select an agreement, and double-click in the Agreement Number field to call P.50.07 Maintain Agreements.

5. View the changes (shown in red) compared to the previous supplement.

You must set the project default ZP_HC_DFLT in order to view the changes in red.

The changes appear as follows:

For new or changed items, the values are in red font.

For deleted items, the field appears with red background color.

You can see which attachments have changed on D.90.21 Attachments.

Issue an agreement You can click Issue on the P.50.07 Maintain Agreements screen to issue an agreement. The software runs a CIP and sets the issue date of the agreement.

You can also set the issue date of an agreement manually at any time for all supplements or overwrite the value that is automatically set by the Issue button.

1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.50 Agreements (Orders/Subcontracts).



4. Select an agreement (already approved and the highest supplement), and double-click in the Agreement Number field to call P.50.07 Maintain Agreements.

5. On the Agreement tab, click Issue.

The software inserts the system date in the Issue Date field.


Procurement

The Issue functionality runs two CIPs. The first, m_pck_po_custom.check_set_issue_date, sets the issue date of the agreement to the system date. The second, m_pck_po_custom.post_set_issue_date, can be used to apply other changes, such as transferring the data to other systems outside SmartPlant Materials.


Requisition planning The P.60.03 Requisitions Planning screen allows you to create and edit requisition planning items for which you want to track milestones. You can do this planning work even if the requisitions have not yet been created.

One of the tasks you can do on this screen is create an inquiry, so that you can work on it before having a real requisition.

This screen also allows you to have quick access to milestones and to review the planning history. You can see the milestones on the Milestone Planning tab. The history of changes is recorded on the Planning History tab, if the ZP_PL_HIST project default is set to Y.

What do you want to do? Create a requisition planning item (on page 79)

Create an inquiry before a requisition (on page 80)

View milestones for a planned requisition item (on page 80)

Review the planning history of a requisition item (on page 80)

Create a requisition planning item 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.60 Planning and

Progress, and double-click the P.60.03 Requisitions Planning screen.

2. In the Requisition Links area, enter data for a requisition.

You can use a project default, ZP_CONSPCI, to specify whether the Purchase indicator is taken into account for valid agreement types. For more information, see Appendix: Project defaults (on page 137).

3. Go to the P.60.03 Requisitions Planning: Window 2 screen to enter more data as necessary.

On the General tab, the Scheduled Award Date, Scheduled Mobilize Date, and Scheduled Completion Date fields are only available for requisitions of type Subcontract. These dates are linked to a project calendar on A.20.14 Project Calendar Setup. The software displays a warning if a non-working day is chosen.


Procurement

Create an inquiry before a requisition 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.60 Planning and


2. In the Requisition Links area, enter a query, and then select a requisition.

3. Click Create Inquiry.

The software provides a message saying the inquiry has been created. You have the option of opening the P.30.11 Inquiries screen.

View milestones for a planned requisition item 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.60 Planning and


2. In the Requisition Links area, enter a query.


4. On the Milestone Planning tab, review the milestones. Each milestone is identified by a label and typically has three dates associated with it: a planned date, a forecasted date, and an actual date.

Review the planning history of a requisition item 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.60 Planning and


2. In the Requisition Links area, enter a query, and then select a requisition.


4. On the Planning History tab, review the history of the requisition planning item.

In order for this tab to be visible and the planning history recorded, the ZP_PL_HIST project default must be set to Y.


S E C T I O N 6

The Subcontract Management screens in the Site portion of the menu tree allow you to handle the administration and management of subcontracts after they have been awarded. You can set up subcontract status types, categories, and reason codes, as well as track the progress of subcontracts and create potential change orders.

What do you want to do? Subcontract management information (see "Subcontract management setup information" on

page 81)

Subcontract progress (on page 82)

Potential change orders (on page 102)

Subcontract management setup information You can specify different kinds of subcontract information, including subcontract statuses, categories, reason codes, and bond/surety types on the SM.10 Setup screens.

Like other areas of SmartPlant Materials, the setup screen numbers correspond to where the setup information is used. For example, the data on SM.10.41, 42, and 43 is used on the SM.40.01 Potential Change Orders screen.

Enter subcontract status, categories, and reason codes 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management.

2. Double-click SM.10 Setup.

3. On the SM.10.41 SC Status, SM.10.42 SC Categories, and SM.10.43 Reason Codes screens, specify information for subcontracts as needed.

Enter bond/surety types 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management.


3. On the SM.10.12 Bond/Surety Types screen, specify the information for bond and surety types.

Enter notice types 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management.


Site


Site 3. On the SM.10.32 Notice Types screen, specify the information for notice types.

Subcontract progress Tracking subcontract progress helps you to know when the project is ahead of or behind schedule, which can affect the cost. It is important as a buyer to progress the status of subcontracts so that you are informed of any delays.

Subcontract progress is displayed on the SM.20.11 Subcontract Administration screen. Depending on the payment type of the agreement, you see different progress information on this screen.

Payment type Tabs

Measured Quantity Item Progress

Milestone Progress Milestone Progress

Milestone Summary

Schedule of Values SOV Progress

Schedule of Values

View subcontract progress 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >

SM.20 Subcontracts.

2. Double-click SM.20.01 Subcontractor Workload.

3. Enter a query.

4. Double-click an agreement number to view information on SM.20.11 Subcontract Administration.

If the payment type for the agreement is Measured Quantity, you can go to the Item Progress tab for information about the period progress numbers.

If the payment type for the agreement is Milestone Progress, you can go to the Milestone Summary tab for information about overall milestone progress. You can click Details on the Milestone Summary tab to manage progress of a particular milestone.

If the payment type for the agreement is Schedule of Values, you can go to the SOV Progress and Schedule of Values tabs for information about the period progress numbers and overall schedule of values.

Approval process The approval process for progress items has some unique characteristics. You can reverse approval, enforce approval, or request a re-submittal of a progress item.


Site Click Reverse Approval on A.20.49 Approval Sequence to reverse the approval. All

approvals in the approval sequence are removed, and the approval sequence must be re-started.

Click Enforce Approval on A.20.49 Approval Sequence to enforce the approval, even

though not all (or none) of the approvers of that sequence have approved. This feature can be used when:

The approval sequence has not yet started, and no one has approved or rejected.

The approval sequence is not yet complete, and not all approvers have approved or rejected.

The approval sequence is complete, but the result is a mix of approved and rejected.

The approval sequence is complete, and all approvers have rejected.

The privilege PROGRESS APPROVAL authorizes users to approval progresses on SM.20.11. Users with the additional privilege, ENFORCE APPROVAL, are authorized to use the Enforce Approval button.

Click Request Resubmit on a progress tab to allow a contractor to request the

re-submission of a progress item before the approval sequence has been started. As soon as any of the approvers has approved or rejected, the Request Resubmit button becomes unavailable.

Item Progress You can track measured quantity item progress using the Item Progress tab, which appears if the payment type of the agreement is Measured Quantity.

The ZP_APRWKP project default must be set in order to notify others (by e-mail) about

submitted progress items. You can assign this project default to an approval template of type Work Progress.

The current user must have the PROGRESS APPROVAL privilege in order to approve progress or reverse approval.

Create a new progress item 1. On the Item Progress tab, click New Progress.

This button is available when the last submitted progress is approved, and there are no progress items on this tab.

2. Fill in the necessary details for the progress item.


Site View the details of a progress item On the Item Progress tab, select a row, and click Details.

Delete a period progress number On the Item Progress tab, select a row, and click Delete record on the main toolbar.

A period progress line can be deleted as long as it has not been submitted or approved.

Submit item progress 1. On the Item Progress tab, make sure the Period From and Period To fields are

completed.

2. Click Submit.

After clicking Submit, you cannot modify the progress of the line items.

Approve item progress 1. On the Item Progress tab, click Approval Sequence.

2. Select the Approved check box.

After approval, you can click Reverse Approval, which clears all approval and submit indicators.

Milestone Progress You can track progress payment events using the Milestone Progress tab, and you can create, modify, and approve period progress numbers for milestones using the Milestone Summary tab. These tabs appear if the payment type of the agreement is Milestone Progress.

The ZP_APRMSP project default must be set in order to notify others (by e-mail) about

submitted milestone summaries. You can assign this project default to an approval template of type Milestone Progress.

The current user must have the UPDATE PROGRESS privilege in order to change the progress. Also, the user must have the PROGRESS APPROVAL privilege in order to approve progress or reverse approval.

Create a new progress item 1. On the Milestone Summary tab, click New Progress.



View the details of a milestone summary On the Milestone Summary tab, select a row, and click Details.


Site Delete a period progress number On the Milestone Summary tab, select a row, and click Delete record on the main

toolbar.


Submit item progress 1. On the Milestone Summary tab, make sure the Period From and Period To fields are

completed.

2. Click Submit.


Approve item progress 1. On the Milestone Summary tab, click Approval Sequence.



Schedule of Values Progress You can track schedule of values progress using the SOV Progress and Schedule of Values tabs, which appear if the payment type of the agreement is Schedule of Values.

The Schedule of Values tab allows you to bring the Schedule of Values information from P.50.07 Maintain Agreements, and then you can modify, submit, and approve schedules of values on this tab. The changes done on the Schedule of Values tab are saved in the agreement (see P.50.07 Maintain Agreements) when the approval is done.

The SOV Progress tab allows you to create, modify, submit, and approve period progress numbers.

You must work on the Schedule of Values tab first. The Schedule of Values must be approved before you can track progress on the SOV Progress tab.

The ZP_APRSOV and ZP_APRSVP project defaults must be set in order to notify others (by

e-mail) about submitted schedules of values. You can assign these project defaults to an approval template of type Schedule of Values and Schedule of Values Progress, respectively.

The current user must have the UPDATE PROGRESS privilege in order to modify the progress. Also, the user must have the SOV APPROVAL privilege in order to approve progress or reverse approval.

Populate schedule of values from agreement On the Schedule of Values tab, click Update.

The records from P.50.07 Maintain Agreements are copied to the Schedule of Values tab.

You can now modify records on the Schedule of Values tab.


Site Submit schedule of values On the Schedule of Values tab, click Submit.

If the Sum Overall Total value does not match the Agreement value, the software

displays a message and does not allow you to submit the items.

After clicking Submit, you cannot modify the items on the Schedule of Values.

Approve schedule of values 1. On the Schedule of Values tab, click Approval Sequence.



Create a new SOV progress item 1. On the SOV Progress tab, click New Progress.



View the details of an SOV progress item On the SOV Progress tab, select a row, and click Details.

You can change the Period Compl % value and it will not affect the Period Actual Hours value.

Delete a period progress number On the SOV Progress tab, select a row, and click Delete record on the main toolbar.


Submit SOV item progress 1. On the SOV Progress tab, make sure the Period From and Period To fields are

completed.

2. Click Submit.


Approve SOV item progress 1. On the SOV Progress tab, click Approval Sequence.




Site

Subcontractor workload You can view a list of all subcontracting agreements and their status on the SM.20.01 Subcontractor Workload screen. You can also access lower-tier subcontract information, daily work journal, bonds, and invoices from this screen.

Status of subcontracts These check boxes are checked when the following conditions are met.

Agreement Executed – When both parties (contractor and subcontractor) have signed the agreement on P.50.07 Maintain Agreements (Agreement Details tab).

Insurance Certificate Accepted – When all certificates are marked as Accepted on P.20.02 Suppliers/Subcontractors (Insurance Certificates tab).

Bonds Accepted – When all bonds are marked as Accepted on SM.20.11 Subcontract Administration (Bonds/Surety tab).

Final Progress Approved – When the Approved by/Date field field is filled for the progress with Cumulative Progress % = 100%.

All Invoices Approved – When all invoices are marked as Approved on SM.20.11 Subcontract Administration (Invoices tab).

Final Lien Waiver Received – When the Lien Waiver Received check box is checked for the Final invoice on SM.20.11 Subcontract Administration (Invoices tab).

RFIs Closed – When all RFIs assigned to the agreement are marked as Closed on SM.30.05 RFI Workload.

Notices to Comply Closed – When all notices to comply on the agreement are marked as Closed SM.30.09 all Notices to Comply.

All FWD Accepted – When all field work directives are accepted by the subcontractor on SM.20.11 Subcontract Administration (Field Work Directives tab).

All COR Accepted – When all change order requests are accepted by the subcontractor on SM.20.11 Subcontract Administration (Change Order Requests tab).

Punch List Complete – When all punch list details are marked as Complete on SM.20.11 Subcontract Administration (Punch Lists tab).

All VDRs Received – When all VDRs are marked as Complete on P.50.07/SM.20.11 - D.90.21 Attachments.

Turnover Packages Complete – When all turnover events are marked as Accepted on SM.30.06 Turnover Packages.

Final Payment Made – When the final invoice has a cumulative paid value equal to the total agreement value on SM.20.11 Subcontract Administration (Invoices tab).

Backcharges Closed – When all backcharges assigned to the agreement are marked as Closed on SM.40.05 Backcharges.


Site

Lower tier subcontract information Contractors often need to enter lower-tier subcontractor information so that this information can be retrieved later if an issue arises.

You can find this information on the SM.20.11 Subcontract Administration screen, on the Lower Tier Subcontracts tab. This tab is available for both contractors and subcontractors.

Enter lower tier subcontract information 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >

SM.20 Subcontracts.


3. Enter a query.

4. Double-click an agreement number to display SM.20.11 Subcontract Administration.

5. On the Lower Tier Subcontracts tab, enter the required information.

The Insurance Certificate Accepted box and the Comments field are only available to contractors.

Daily work journal A daily work journal helps you summarize daily work done, labor hours worked, equipment on-site, and issues. You can also upload files and photos in the daily work journal.

Create a new record in the daily work journal 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >

SM.20 Subcontracts.


3. Enter a query.

4. Double-click an agreement number to open SM.20.11 Subcontract Administration.

5. On the Daily Work Journal tab, create a new record.

The Date Reported field is filled with the system date.

The Site Location field is filled with the value assigned to project default ZX_PROJLOC.

The Reported By field is filled with the first name and last name of the supplier who is logged in.

Enter a daily work description 1. On the Daily Work Journal tab, go to the Daily Work Description sub-tab.

2. In the Work Description Summary field, enter a description.


Site 3. In the Work Item field, use the LOV to specify an item.

The values in the Work Item LOV depend on the payment type of the agreement:

If the payment type is Schedule of Values, the LOV displays SOV items.

If the payment type is Measured Qty, the LOV displays the agreement line items.

If the payment type is Milestone Progress, the LOV displays progress pay events.

You can attach a picture to support each work item by clicking Upload File.

Enter labor hours 1. On the Daily Work Journal tab, go to the Labor sub-tab.

2. In the Trade field, enter a labor trade.

3. In the Quantity field, enter the number of hours.

Record equipment on-site 1. On the Daily Work Journal tab, go to the Equipment sub-tab.

2. In the Construction Equipment field, enter the name of a piece of equipment.

3. In the Quantity field, enter the number of pieces of equipment.

Enter issues 1. On the Daily Work Journal tab, go to the Issues sub-tab.

2. In the Issue Number field, enter an issue.

All issues with the creation date before or on the date reported are displayed at each date.

New issue numbers entered by the subcontractor on SM.20.11 are assigned to the date reported.

The issue numbers created by the subcontractor can be updated until the daily work journal record is submitted. When the daily work journal is submitted, the related issues are populated to SM.30.08.

After completing the issue, the contractor closes the issue by selecting the Closed check box on SM.30.08.

Attach photos 1. On the Daily Work Journal tab, go to the Photos sub-tab.

2. In the Photo Code field, type text to describe the file.

3. In the File Name field, type the file name.

4. Click Upload File.


Site

Bonds and surety You can track and control performance and payment bonds, letters of credit, and other bank and parent guarantees so that you can mitigate risk if an incident with a subcontract occurs.

The screens that display bonds and surety information are SM.10.12 Bond/Surety Types and SM.20.11 Subcontract Administration (Bonds/Surety tab).

Enter bond/surety information for a subcontract 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >

SM.20 Subcontracts.


3. Enter a query.

4. Double-click an agreement number to open SM.20.11 Subcontract Administration.

5. On the Bonds/Surety tab, create or modify the information.

The LOV for the Bond/Surety Type field displays the types defined on SM.10.12 Bond/Surety Types.

You can view bond information for change orders on the P.50.07 Maintain Agreements: Window 2 screen (Change Order Details tab).

Punch lists To track punch lists and the associated details, you can use the SM.20.11 Subcontract Administration screen (Punch Lists tab).

Enter a punch list 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >

SM.20 Subcontracts.


3. Enter a query.


5. On the Punch Lists tab, add a new record in the Punch Lists area.

6. In the Punch List Number field, enter text.

7. In the Punch List Details area, enter items for the punch list.

Only a contractor can create new punch lists with details.

A subcontractor can only enter comments in the Subcontractor Comments field and select Ready for Inspection.

The software includes e-mail templates for when a punch list task is ready for inspection or fails inspection. You can see these templates on A.10.51 Email Templates. For more information, see Add an e-mail template (on page 17).


Site The project defaults for the e-mail templates are ZP_EMT_PLF and ZP_EMT_PLI. For more

information, see Appendix: Project defaults (on page 137).

Workflow 1. The contractor creates a punch list with details.

2. The subcontractor can enter comments in the Subcontractor Comments field, if needed. The subcontractor selects Ready for Inspection and saves the punch list. An e-mail is sent to the user who created the punch list item (buyer is on cc).

3. The contractor selects Inspected.

The software fills in the Inspected By field with the first and last name of the logged in user, and the Inspected Date field with the system date.

The contractor must check either Pass or Fail. If Fail, the contractor must enter comments in the Inspection Comments field.


Site

At a later time (after the item has been re-done and the subcontractor has selected Ready for Inspection again), the contractor selects Re-Inspected and Pass/Fail. This cycle continues until the item passes.

4. The contractor selects Accepted.

The software fills in the Accepted By field with the first and last name of the logged in user, and the Accepted Date field with the system date.

5. The contractor selects Complete.

The software fills in the Complete Date field with the system date. The contractor can enter comments in the Status Comments field, if needed.

Invoices You can manage invoices and payments, as well as approve payments, on the SM.20.11 Subcontract Administration screen.

Create an invoice 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >

SM.20 Subcontracts.


3. Enter a query.


5. On the Invoices tab, enter the required information.

Enter free text in the Invoice Number field.


Site

Use the LOV for the Period Progress Number field. This LOV shows the approved progress items only.

Click Approval Sequence to specify the approval for the invoice.

The Invoices tab is available for contractors only.

The Invoice Value cannot exceed the Period Authorized Total value or the Agreement Value.

Once an invoice is approved, you cannot modify it.

Closeout checklists Contractors can manage and track all closeout items on SM.20.11 Subcontractor Administration, on the Closeout Checklist tab. For example, you can create and maintain a checklist of deliverables with dates and sign-off for each deliverable. You can also document post-closure actions such as the return of confidential documents.

The Closeout Checklist tab is read-only for subcontractors.

Enter closeout items 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >

SM.20 Subcontracts.


3. Enter a query.


5. On the Closeout Checklist tab, use the LOV in the Closeout Category field at the bottom to select a category.

6. Click Populate All.


Site

The software copies all checklist items assigned to the closeout category (on SM.10.23) onto the Closeout Checklist tab.

You can also enter checklist items manually or using the LOV on the Seq field.

Approve a checklist item Before approval, do the following:

Set up the approval template type called Closeout Checklist Item on A.20.45 Approval Templates.

Assign the approval template to the ZP_APRCLOI project default on A.20.12 Project Defaults.

Grant the CLOI APPROVAL privilege on A.10.18 Privileges.

1. On the Closeout Checklist tab, select the Ready for Approval check box for an item.

The approval template assigned to the ZP_APRCLOI project default populates the approval sequence, and e-mail is sent to the first approver in the sequence.

2. Approve the item via the link in the e-mail message or by using A.20.49.

When an item has been approved by all approvers, it is ready to be closed.

Close a checklist item On the Closeout Checklist tab, select the Ready for Close check box for an item.

When all closeout items are marked as Ready for Close, the Close button at the bottom of the screen becomes available.

Close a checklist On the Closeout Checklist tab, click Close.


Site

The ZP_CONSCLS project default controls whether the agreement is locked for further modification.

Site administration The screens under Site Administration allow you to track various items related to subcontracts on site, such as safety notices, conversation logs, inspection, turnover packages, issues, and notices to comply.

Safety notices Safety incidents and notices are important to track in subcontracting. Buyers need to notify subcontractors about safety issues so that any violations are corrected.

Setup Before entering safety incidents and notices, you must enter data for types, safety regulations, and jurisdictions. Go to the following screens:

SM.10.31 Incident Types

SM.10.32 Notice Types

SM.10.33 Safety Code Regulations

SM.10.34 Safety Jurisdictions

Enter a safety incident 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >

SM.30 Site Administration.

2. Double-click SM.30.01 Safety Incidents and Notices.

3. On the Incidents tab, enter the necessary data for the incident.

Click Details, Action Taken, and Conditions to open another window where you can enter additional information about the incident.

Enter a safety notice 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.30.01 Safety Incidents and Notices.

3. On the Notices tab, enter the necessary data for the notice.

You can also view safety notices on SM.20.11 Subcontract Administration, Safety

Notices tab, after the safety notice has been issued on SM.30.01.

The subcontractor completes the Date Complete and Action Taken fields on SM.20.11 and then submits the safety notice to the contractor, who then closes the notice.


Site

Daily site conditions You can record daily site conditions, for example, weather, that may impact work at the project level. Each site report can include a work summary, weather, visitors, meetings, incidents, and photos.

Enter a site report 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.30.02 Site Reporting and Conditions.

3. In the Site Reports area, fill in information about the new site report.

Click in the Date Reported field. The software inserts the current date.

Click in the Site Location field. The software inserts the location assigned to the ZX_PROJ_LOC project default.

Click in the Reported By field. The software inserts the first name and last name of the logged in user.

Click Submit to lock the site report; it cannot be changed after you click this button.

Click Copy to copy the selected report and its details. The Copy button is only available when no report exists for the current date.

Enter the daily site work summary 1. On SM.30.02 Site Reporting and Conditions, click the Daily Site Work Summary tab.

2. In the Work Description Summary field, enter a work description.

3. In the Contractor Personnel area, enter the workers on the site.

4. In the Subcontractors on Site area, enter the subcontractor company names.

All fields on this tab are free text except the Quantity field in the Contractor Personnel

area.

There is an LOV available for the Subcontractor field.

Enter daily site conditions 1. On SM.30.02 Site Reporting and Conditions, click the Daily Site Conditions tab.

2. Select either Degrees C or Degrees F.

This is specified at first by the ZX_DFLTTMP project default, but you can change it.

3. Enter the temperature, precipitation, humidity, and wind information.

The Temperature Time fields have an LOV available.

The Unit fields also have an LOV, which displays A.10.12 Units of Measure.


Site The information on the Daily Site Conditions tab is also displayed (read-only) on SM.20.11

Subcontract Administration (Daily Site Conditions tab).

Enter visitors 1. On SM.30.02 Site Reporting and Conditions, click the Visitors tab.

2. For each visitor, enter the name, company, and other information as needed.

Enter meetings 1. On SM.30.02 Site Reporting and Conditions, click the Meetings tab.

2. Click in the Seq field. The software populates the field with the next available number.

3. Enter a description and purpose for the meeting, if needed.

4. In the Seq field in the Conversation Logs area, use the LOV, which displays SM.30.03 Conversation Logs.

You can double-click the Seq field in the Conversation Logs area to open SM.30.03.

Enter incidents 1. On SM.30.02 Site Reporting and Conditions, click the Incidents tab.

2. In the Incident Number field, use the LOV to choose an incident. The software displays SM.30.01 Safety Incidents and Notices.

Enter photos 1. On SM.30.02 Site Reporting and Conditions, click the Photos tab.

2. In the Photo Code field, enter text to describe the photo.

3. Specify the directory and file name.

The file must be a .jpg.

4. Click Upload to upload the file to the application server.

Conversation logs You can keep track of conversations on the SM.30.03 Conversation Logs screen. Participants are listed, as well as details and actions.

Enter a conversation 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.30.03 Conversation Logs.

3. In the Conversation Logs area, create a new record.

The Seq field is automatically filled with the next available number.

The Date field is automatically filled with the current date.

4. In the Subject field, enter text to describe the general topic of the conversation.


Site 5. In the Participants area, enter participant companies.

6. In the Details and Actions area, enter the details of the conversation and follow-up notes.

When the Closed box is checked, the entire record is locked, including the details.

Requests for information Requests for information (RFIs) are important to track because they can impact cost, schedule, and drawings. You can create and update RFIs on SM.30.05 RFI Workload. The SM.20.11 Subcontract Administration screen (Request for Information tab) also has much of the same functionality.

Setup Before entering RFIs, you can enter data for RFI priorities on SM.10.21 Priorities.

You can also set up e-mail templates to use when RFIs and their answers are submitted and issued. For more information, see Add an e-mail template (on page 17).

Enter a request for information 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.30.05 RFI Workload.

3. In the Agreement Numbers area, query for an agreement. The new RFIs will be associated with this agreement.

4. Add a record in the RFIs area.

5. Enter the necessary data.

If the Created By Contractor box is selected, the RFI was created on SM.30.05 RFI

Workload. If it is not selected, the RFI was created on SM.20.11 Subcontract Administration.

Only contractors can change the status of an RFI from Open to Closed. When the status is Closed, the impacts are locked.

Enter questions and answers for an RFI 1. On SM.30.05 RFI Workload, query for an agreement and RFI.

2. Click the Questions and Answers tab.

3. In the Questions area, enter a question and its details.

4. In the Answers area, enter the answer to the question.

Questions and RFIs issued by a contractor can only be answered on SM.20.11 by the

subcontractor or contractor.


Site Questions and RFIs submitted by the subcontractor or contractor on SM.20.11 can only be

answered on SM.30.05 by the contractor.

Issuing an answer locks the answer; it cannot be changed afterward.

Enter impacts for an RFI The Impacts tab on SM.30.05 RFI Workload shows the data in read-only mode. You

can add, modify, and delete impact records on SM.20.11.

1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management > SM.20 Subcontracts.



4. Double-click an agreement to call SM.20.11 Subcontract Administration.

5. Click the Request for Information tab.

6. Select an RFI.

7. On the Impact tab, enter impacts to the cost, schedule, and drawings.

When you select Cost Impact, you must enter a value in the Amount field.

When you select Schedule Impact, you must enter a value in the Calendar Days field.

Subcontractors can create and edit impacts for RFIs that are not yet Closed.

Issue an RFI At least one question must be assigned to an RFI before you can issue the RFI.

1. On SM.30.05 RFI Workload, query for an agreement and RFI.

2. Click the Issue RFI box.

The software sends an e-mail message to the subcontractor, populates SM.20.11 with the RFI information, and locks the RFI. Only the status of the RFI can be changed after the RFI is issued.

On SM.20.11, you can also issue or submit an RFI by clicking the Submit box. In this case, the software sends an e-mail message to the contractor, populates SM.30.05 with the RFI information, and locks the RFI.

Inspections and tests You can identify any inspections or tests required, such as equipment inspections, work-in-progress inspections, performance tests, and so forth.

Setup Before entering inspections and tests, you must enter data for inspection and test items, test sets, and status. Go to the following screens:

SM.10.35 Inspection and Test Items

SM.10.36 Inspection and Test Sets


Site SM.10.37 Inspection Status

Enter an inspection or test 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.30.04 Inspection and Test Workload.

3. Create a new record.

The Seq field is automatically filled with the next available number.

4. Select either Inspection or Test in the Type field.

5. In the Inspection/Test Set field, use the LOV to select a set (from SM.10.36).

6. In the Agreement field, use the LOV to pick an approved agreement.

7. In the Inspection Status field, use the LOV to pick a status (from SM.10.37).

8. Save the record.

After saving the record, you can double-click the Seq field to see a second window

with Details and Checklists tabs. At the top of this window, you can click NCRs to open SM.30.07 Non Conformance Reports to see all existing NCRs assigned to the current agreement. If needed, you can create a new NCR.

To close the inspection or test, click Closed on the Details tab. After you click Save, the entire record is locked.

The Checklists tab displays all the inspection/test items from the specified inspection/test set. Only one of the check boxes (Pass, Fail, N/A, Hold) can be checked for each item.

Turnover packages You can define and view details for turnover packages, including VDRs, punch lists, safety notices, notices to comply, inspections/tests, and turnover events.

Define a turnover package 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.30.06 Turnover Packages.

3. In the Workload area, enter turnover package numbers and their corresponding information.

4. In the Agreement area, use the LOV in the Agreement Number field to specify a subcontract.

The Company Name field is automatically completed when you select an agreement.

On the bottom of this screen, you can see the VDRs, punch lists, safety notices, notices to

comply, and inspections/tests that are attached to the agreement. You can change the Accepted check box selection on these tabs if necessary..


Site You can also define events on the Turnover Events tab, such as kick-off meeting or

hand-over meetings.

Non conformance reports You can create and issue non conformance reports (NCRs) and notices to comply to notify subcontractors about deficient work and if needed, withhold payments.

An agreement can have more than one NCR, and an agreement can have more than one notice to comply. An NCR can have more than one notice to comply.

Enter a non conformance report 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.30.07 Non Conformance Reports.


If you double-click an NCR number, the software displays a window with the NCR Detail and NCR Disposition tabs.

On the NCR Detail tab, you can update the fields as long as the approval has not yet started.

On the NCR Disposition tab, you can enter comments in the Remarks field at any time. The Accepted fields can only be updated after the NCR is approved.

Issues Buyers need to track issues with subcontractors because issues can impact productivity and performance. Information about issues is used later in the detailed performance evaluation about each subcontractor.

Setup Before entering issues, you must enter data for the issue statuses. Go to the following screen: SM.10.38 SC Issue Status.

Enter an issue 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.30.08 Issues Workload.

3. In the Issue Number field, enter a code for the issue.

4. In the Agreement Number field, use the LOV, which is restricted to subcontracts.

Double-click the Issue Number field to open Window 2, where you can enter details about

the issue, such as impact, responsible entity, resolution, and status.

You can click Conversation Log on Window 2 to create or edit conversations associated with this issue.


Site

Notices to comply To track notices to comply, you can use the SM.30.09 Notices to Comply screen. The mandatory fields for each notice are Seq, Date, Subject, and Agreement Number. For values in the Notice Type field, go to SM.10.32 Notice Types.

A notice to comply can be created without having an NCR number assigned.

Enter a notice to comply 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.30.09 Notices to Comply.


You can also view notices to comply on SM.20.11 Subcontract Administration, Notices to

Comply tab.

If the notice to comply has an assigned NCR, you can click NCR Details on the Notices to Comply tab to open SM.30.07 Non Conformance Reports. There you can modify NCR details and dispositions, same as if you had called SM.30.07 from the menu tree.

Change management You can manage changes in subcontracting through the use of potential change orders, change order requests, and change orders.

Potential change orders Managing potential change orders is important because design and scope changes affect cost. You can create a potential change order in the software by manual input, import operation, or when you create a change order request. It is also possible to export potential change orders.

A potential change order (PCO) can affect more than one subcontract and be reflected in more than one change order request (COR).

Create a potential change order 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >

SM.40 Change Management.

2. Double-click SM.40.01 Potential Change Orders.

3. Click Create PCO at the bottom of the screen.

4. Enter data as needed.

The naming rule for a PCO number is specified in the following project defaults:

ZP_PCORANG and ZP_PCORULE. For more information, see Appendix: Project defaults (on page 137).


Site If a PCO has assigned CORs, the COR Details box is checked. To view the details of the

CORs, double-click the PCO Number field, or click COR Details at the bottom of the screen. The window that appears, SM.40.01 Potential Change Orders: Window 2, shows the status of the change, going from COR to CO. (The CO Executed check box becomes available only after both the supplier and E-Supplier sign.)

Export potential change orders Before exporting potential change orders, set the project default ZP_TP_PCO to the entire folder path where your Excel template is stored. (Example: C:\MARIAN\m6i\download\PCO-TPL-636.xls)

In addition, store the template on the application server in the folder assigned to ZP_TP_PCO. The template can be customized; for example, you can reduce the number of fields.

The following Excel template is delivered with the software.

1. On SM.40.01 Potential Change Orders, enter a query.

2. Click Export.

A window appears, showing the template defined in the project default.

3. Click Export again.

The records on SM.40.01 are exported.

When the software finishes the process, Excel opens. You can open or save the file.


Site

You can export:

All PCOs

A filtered list of PCOs

One PCO

Import potential change orders Before you import, query all records on SM.40.01 Potential Change Orders.

The file to be imported must have the same format as the export template. The mandatory (green) fields must be filled. The optional (gray) fields do not have to be filled with any data.

If the import file contains data that is not yet defined in SmartPlant Materials (such as PCO status, SC category, or reason code), the software displays a message, allowing you to choose whether you want to continue or not.

1. On SM.40.01 Potential Change Orders, click Import.


Site 2. On the Upload window, browse to select an Excel file, and then send the request.

3. Click OK on the Import Options window.

The software imports the data. When the operation is complete, you can check the log file for messages.

PCOs are imported with or without assigned CORs.

PCOs that already exist in SmartPlant Materials are updated with new data.


Site PCOs imported without CORs are updated in SmartPlant Materials if they already exist,

without deleting or updating the assigned CORs.

Change order requests A change order request (COR) is a record that defines and authorizes or rejects a change. A COR is sometimes referred to (or is the equivalent of) a field change order.

You can view change order requests (CORs) on SM.40.02 Change Order Requests. Some important points to remember about change order requests:

COR numbers cannot be changed manually.

A COR number is unique within an agreement. You can have several CORs with the same COR number but different agreements.

If a COR is rejected in the approval process, the status of the COR is not automatically rejected. In order to reject it, you must select the Rejected check box on SM.40.02 Change Order Requests and specify a further action: proceed with work or do not proceed with work.

You cannot add a new price breakdown item on SM.40.02 if it already exists in the supplements of the agreement, or on the Schedule of Values tab on SM.20.11.

You can specify an agreement number as part of the COR number used during COR number generation.

You can decrement subcontract cost and schedule on P.50.07 Maintain Agreements by entering negative values in the Material Total, Labor Total, Construction Equipment Total, Consumables Total, and Others Total fields. After assigning the COR to the agreement, you must adjust and remove the negative values on P.50.07 Maintain Agreements (Line Items and Schedule of Values tabs). Otherwise, you will not be able to approve the agreement or leave the screen.

We strongly recommend NOT to delete the line items with negative values. If you do, the COR will be available again on SM.40.04 COR Workload to create another CO. Just leave the line items with 0 values instead of negative values.

You can run the SM.40.R.02 report to view details about change order requests such as price breakdown, labor hours, and submitted, approved, and rejected data.

Only users with the ADMIN SUBCONTRACT privilege can be used as contractors.

A subcontractor cannot see the PCO fields on SM.40.02 Change Order Requests.

In some situations, you might want to control agreement changes over the COR, but the subcontractor does not use the E-Supplier functionality. In this case, you as the contractor can create and handle the CORs on behalf of the subcontractor.


Site

Field work directives Buyers issue field work directives to subcontractors so that they can perform required work.

Before working with field work directives, you must configure the ZP_FWDRANG and ZP_FWDRULE project defaults. For more information, see Appendix: Project defaults (on page 137).

Create a field work directive 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.40.03 Field Work Directives.

3. Query on field work directives.

4. Click Create FWD at the bottom of the screen.

The software populates the FWD Number field with the number rule and range set in the project defaults.

The Date Created field is populated with the system date.

5. In the Agreement Number field, use the LOV to select an agreement from SM.20.01 Subcontractor Workload.

After you insert an agreement number, the LOV for the COR Number field automatically opens, displaying the CORs assigned to the selected agreement.

6. Select a COR number, and the software populates the PCO Number, Short Desc, and Description fields.

You can also create a field work directive on SM.40.02 Change Order Requests

(Authorization tab).

The COR in the COR Number field must meet these conditions: 1) The COR is approved or rejected, and it is selected for issuing a field work directive on SM.40.02 Change Order Requests; and 2) The COR selected is not already linked to another field work directive.

Complete details for a field work directive 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.40.03 Field Work Directives.

3. Query on field work directives.

4. Double-click a field work directive in the FWD Number field.

5. Fill in the data as needed.

Click Issue, and the field work directive is locked and available on SM.20.11 Subcontract

Administration (Field Work Directives tab) for the subcontractor. The Revision button is still available.


Site Click Closed, and the field work directive is locked, including the Revision button.

Review field work directives (by subcontractor) 1. Open SM.20.11 Subcontract Administration, and go to the Field Work Directives tab to

see all available (issued) field work directives for an agreement.

2. Click FWD Details or double-click an FWD number to open SM.40.03 Field Work Directives.

3. Check the Accepted by Subcontractor check box.

Change orders You can use the SM.40.04 COR Workload screen to create change orders (COs) based on change order requests (CORs) that have been approved and released.

Project defaults In order to be able to create line items with idents for each of the selected CORs, the following project defaults must be set:

ZP_CORPART

ZP_COR_ITY

ZX_QTY

ZX_WEIGHT

SOW numbers When creating the line items, the tag numbers (SOW numbers) are generated as follows:

First, the COR number is used for the SOW number. If the SOW number is not unique within the project, the internal ID of the new supplement of the agreement is added. If the SOW number is still not unique, a serial number is added until the SOW number becomes unique.

Example:

COR number (RS-COR-005) + internal agreement ID (26902) + serial number (1) = RS-COR-005-26902-1

Create a change order 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.40.04 COR Workload.

3. Select CORs, and click Create CO.

You must select at least one COR.

If you select more than one COR, they all must have the same agreement and the same buyer.


Site

In addition, the Assign Comp and CO Comp check boxes must not be set.

During the CO creation process, the software creates line items, with one line item for each

COR.

After the change order (CO) is created, the Assign Comp check box is set. It is not possible to change the Buyer value at this point.

If the CO is based on more than one COR, the short description of the change order is set to Incorporate CORs and the long description to Incorporate Change Order Requests. If the CO is based on just one COR, the CO descriptions are copied from the COR descriptions. If there are no COR descriptions, the software sets the CO descriptions to Generated from COR and Generated from Change Order Request + COR number.

Enter change order details 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.50 Agreements




4. Select an agreement of type CO (Change Order), and double-click in the Agreement Number field to call P.50.07 Maintain Agreements.

5. Select the Change Order Details tab.

6. Enter the details for the change order.

If you select the Bond Increase Required check box, you must enter a value in the Amount Required box; otherwise, you cannot save the changes.

Backcharges Backcharges can occur when rework is needed or equipment from a vendor is broken, for example. You can enter backcharges on the SM.40.05 Backcharges screen.

Enter a backcharge 1. In the menu tree, navigate to SmartPlant Materials > Site > Subcontract Management >


2. Double-click SM.40.05 Backcharges.


To create a new backcharge number, click BC Number. The software generates a number based on the ZP_BCRULE and ZP_BCRANG project defaults.

Double-click in the BC Number field to open Window 2. Here you can specify the responsible company, corrective action, and files for the backcharge.


Site


S E C T I O N 7

Some of the functionality in the software is available for several different types of objects.

Approving objects Approving objects by web approval

For information about approving objects by web approval, please see the SmartPlant Materials Administrator's Guide, available from the Printable Guides page in the software.

Attaching documents You may need to attach documents, such as insurance certificates, to subcontracts. You can link to documents or upload documents.

For both linking and uploading, you must set up the network drives and shares on A.10.38 File Destinations.

Linking to documents First, an administrator must define the file destinations, and then users can create links to the documents.

Define a file destination for a link 1. In the menu tree, navigate to SmartPlant > Administration > A.10 Base Information.

2. Double-click A.10.38 File Destinations.

3. In the Destination Code field, type some text to describe the destination. For example, you can type a project name or area.

4. In the Type list, select Link.

5. In the Destination Path field, type or paste a link.

Do not use http: or https: in the link. For example: //share.intergraph.com/ppm/spknowledge/tab2/scrum1/SCRUMAgile Library/

Create a document link 1. In the menu tree, navigate to SmartPlant > Others > Documentation > D.10 Documents.

2. Double-click D.10.11 Documents.

3. In the Document Code field, enter some text.

4. In the Rev field, enter a revision number (or just use the default value).

5. In the Path Type field, select Link.

Overall functionality


Overall functionality 6. Then, click Link at the bottom of the screen.

7. Select a link from A.10.38 File Destinations, and click OK.

8. On the File Selection dialog box, select a file, and click Open.

9. Save the record.

After saving, you can open a file by selecting a row and then clicking Open at the bottom of the screen.

Uploading documents You can also upload documents to the application server or to the database.

To upload a document, you must have access (read/write) rights for the applicable network directories and shares. You can be a domain user or a local user on the application server. Each user must be created on A.60.01.01 with the password that authenticates them on the application server.

On A.10.38 File Destinations, an administrator specifies whether subdirectories are available for the upload functionality.

In order to upload a file to its final destination, the DOC_UPLOAD_DEST setting must be specified. This setting represents the directory into which an uploaded document is saved intermediately on the application server. Example: c:\spmat\your_dir. Do not end with a backslash \.

Deliverables During subcontract work, you must capture deliverables (documentation requirements) so that you can identify late deliverables and analyze performance.

Setup First, you must enter the statuses for deliverables. Go to P.10.79 Deliverable Status, and enter statuses such as Complete, Open, and In Progress.

Enter a deliverable 1. In the menu tree, navigate to SmartPlant Materials > E&PI(Req) > R.30 Requisitions.

2. Double-click R.30.01 Maintain Requisitions.

3. Query for requisitions.

4. Click Attachments at the lower right.

The software opens D.90.21 Attachments.

On the VDRs tab, you can set the status in the Deliverable Status field (scroll to the right).

You can access the deliverables from both the requisition header and line item level.

You can also access deliverables from P.30.21, P.30.22, P.50.07, P.70.71, and P.70.72.


Overall functionality On P.70.71 and P.70.72, the VDR check box indicates that VDRs are attached. Double-click

the check box to display D.90.21.


eSignature The eSignature functionality allows you to verify the approval of records and documents.

In order to electronically sign a record, you must first specify a secret question and answer. You must also define certification statements.

The eSignature functionality is used in the following workflows:

Submitting a questionnaire on P.20.03 Questionnaire - For more information, see Answer a questionnaire (on page 45).

Signing and submitting a quote on P.30.27 Bidder Quotation - For more information, see Sign and submit a quotation (on page 116).

Signing an agreement or change order on P.50.07 Agreements (Orders/Subcontracts) - For more information, see Sign an agreement or change order (on page 117).

Signing a COR on SM.40.02 Change Order Requests - For more information, see Sign a change order request (on page 117).

Specify a secret question and answer The secret question and answer can be defined on A.60.01.03 Change Password or on P.20.02 Login Requests.

Change question and answer on A.60.01.03 1. In the menu tree, navigate to SmartPlant Materials > Administration > A.60 Utilities >

A.60.01 User Management.

2. Double-click A.60.01.03 Change Password.

3. In the Secret Question box, type a question.

4. In the Secret Answer box, type the answer to the question.

5. Click Change Question/Answer.

The secret question and answer can only be entered or changed by the logged in user.

The Super User is not allowed to change the question and answer for other users.

Change question and answer on P.20.02 Login Requests 1. In the menu tree, navigate to SmartPlant Materials > MSCM > P.20

Suppliers/Subcontractors.

2. Double-click P.20.02 Login Requests.

3. In the Secret Question box, type a question.

4. In the Secret Answer box, type the answer to the question.


Overall functionality 5. Click Change Question/Answer.

The secret question and answer can only be entered or changed via E-Supplier login by the

contract.

The Primary Contact is not allowed to change the question and answer for other users.

Define a certification statement 1. In the menu tree, navigate to SmartPlant Materials > Administration > A.10 Base

Information.

2. Double-click A.10.54 Certification Statements.

You can modify the default statements or set up new statements on this screen.

3. In the Certification Type box, choose the type of eSignature statement.

The following list describes the default statements delivered with the software.

Global eSignature Statement: Global statement that is used for all signatures except the questionnaire, if no specific statements are defined.

Inquiry eSignature: The statement for inquiries.

Agreement eSignature - Contractor: The statement for when a contractor signs an agreement.

Agreement eSignature - Subcontractor: The statement for when a subcontractor signs an agreement.

COR eSignature - Contractor: The statement for when a contractor signs a change order request.

COR eSignature - Subcontractor: The statement for when a subcontractor signs a change order request.

Questionnaire: The statement for when a questionnaire is signed.

4. In the Certification Statement box, enter the statement text.

Sign and submit a quotation You must set the ZP_QS_SIGN project default to Y to enable the electronic

signature functionality.

1. On P.30.27 Bidder Quotation (Quote Details tab), click Sign and Submit in the lower right corner.

2. Enter your name and title.

3. Click E-Signature.

4. Enter the answer to the question.

You have three attempts to enter the correct answer. If you enter an incorrect answer three times, the window is closed, and your signature is not stored.

5. Click I agree on the certification statement.



Sign an agreement or change order 1. On P.50.07 Maintain Agreements, go to either the Agreement Details tab or Change

Order Details tab.

For the original agreement (supplement 0), go to the Agreement Details tab on P.50.07 Maintain Agreements.

For change orders (supplement > 0), go to the Change Order Details tab on P.50.07 Maintain Agreements.

2. Click E-Signature in the Signatures area.

3. Enter your name, title, and date.





You can also manually sign the change order request. In this case, you save the record the usual way (the E-Signature button does not get enabled). The contractor can enter a manual signature on behalf of the subcontractor.

Sign a change order request 1. On SM.40.02 Change Order Requests (Authorization tab), click e-Signature in the

Signatures area.

2. Enter your name, title, and date.





You can also manually sign the change order request. In this case, you save the record the usual way (the E-Signature button does not get enabled). The contractor can enter a manual signature on behalf of the subcontractor.


Price breakdown To compare different quotes, you can look at the price breakdown of each quote. A price breakdown lists the goods, services, and packages grouped into categories such as materials, labor, shipping and handling, taxes, and so forth. Some costs (such as customer service, distribution, and overhead) are often not known but can be estimated.

The software includes a Price Breakdown tab that allows you to enter items and their corresponding activity and account codes.

The Price Breakdown tab is available on the following screens.

R.30.01 Maintain Requisitions

P.30.21 Prepare RFQ

P.30.22 Commercial Evaluation

P.50.07 Maintain Agreements (Here, instead of Price Breakdown, the tab is called Schedule of Values)

SM.20.11 Subcontract Administration (Schedule of Values tab)

SM.40.02 Change Order Requests

You can modify any item in the price breakdown as long as you are working on the latest supplement. However, the price breakdown information is read-only on P.30.22 Commercial Evaluation (after quote summaries are approved), and the price breakdown information is also read-only on SM.20.11 Subcontract Administration.

What do you want to do? Enter price breakdown information (on page 119)

Specify labor hours for a price breakdown item (on page 120)

Enter price breakdown information 1. Open the Price Breakdown or Schedule of Values tab.

2. In the Item Code field, enter a code for the item. For example, DOC could be the item code for documentation, MAT for materials, and REV for review.

Each item code must be unique. If you enter a code that already exists, the software displays a message. Click OK, and then you can select an item from all price breakdown items on the current agreement. The data is populated to the new record, and the item code is appended with the system date to make it unique.

3. In the Description field, enter some text to explain the item in more detail.

4. Enter values in the Material Total, Constr. Equipt. Total, Consumables Total, and Others Total fields.

The Labor Total field is the sum of all hours * unit rate for the price breakdown item. After you save a price breakdown record, you can double-click the Labor Total field to display another window, where you can enter labor hours.



The Overall Total field shows the sum of the Material Total, Labor Total, Constr. Equipt. Total, Consumables Total, and Others Total fields. If the overall total and total material costs do not match, the software displays a message.

An Import Data button is available on R.30.01 Maintain Requisitions: Window 2, P.30.21 Prepare RFQ, and P.50.07 Maintain Agreements: Window 2. When you click this button, a Customer Implemented Procedure (CIP) is called. You can implement the CIP to import price breakdown list items from a spreadsheet or a text file, for example.

Specify labor hours for a price breakdown item 1. Open the Price Breakdown tab or Schedule of Values tab.

2. Scroll to the right for an existing item.

3. Double-click the Labor Total field.

A new window opens, and you can define labor hours.

4. In the Seq field, enter a sequence number.

5. In the Labor Classification field, use the List of values to select a value from P.10.39 Rate Types (Labor rate group).

6. Enter values in the Hours and Unit Rate fields.

The Total value is calculated from Hours * Unit Rate.

The Currency value is the currency value of the price breakdown item and cannot be changed here.

SOW milestones In order to track dates and activities, you can enter information about SOW milestones.

The SOW Milestones tab is available on the following screens.

R.30.01 Maintain Requisitions: Window 2

P.30.21 Prepare RFQ

P.30.22 Commercial Evaluation: Window 2

P.30.27 Bidder Quotation

P.50.07 Maintain Agreements: Window 2

SM.20.11 Subcontract Administration

Enter SOW milestones 1. Click the SOW Milestones tab.

2. In the upper part of the tab, enter a start date, substantial completion date, and final completion date, along with associated activities.

3. In the lower part of the tab, enter interim milestone information.



An LOV is available in most of the fields on this tab (a calendar for the date fields or a list of

activities for the activity fields).

You can enter actual dates on this tab. Actual dates are optional but are very helpful when tracking against an agreement.

You can assign only one overall SOW milestone to a requisition, inquiry, or other object.

SOW plans, requisitions, and inquiries The graphic below shows the workflow for creating SOW plans, requisitions, and inquiries.

What do you want to do? Create an inquiry from a plan (on page 121)

Create a requisition from a plan (on page 122)

Create an inquiry from a requisition (on page 122)

Create an inquiry from a plan 1. On P.60.03 Requisitions Planning, create an engineering requisition.

2. Click Save .

3. Re-query the screen, and double-click to get Window 2.

4. On P.60.03 Requisitions Planning: Window 2, enter data on the General, Responsibilities, Strategies, and Potential Bidders tabs.

You can use function sets on the Responsibilities tab to easily copy a group of function

sets.



On the Potential Bidders tab, double-click in the Matl/Work Group field to display Window 3, which allows you to select bidders.

5. Click Save .

6. Return to Window 1, and click Create RFP.

The software displays a message asking if you want to call P.30.11 Inquiries. Click Yes.

7. On P.30.11 Inquiries, select the inquiry, and click Prepare RFQ.

The P.30.21 Prepare RFQ screen opens.

Create a requisition from a plan 1. On R.30.01 Maintain Requisitions, create an engineering requisition.

In the Engineering Requisition field, use the List of values to display a list of requisitions from P.60.03 Requisitions Planning.

2. Double-click the engineering requisition to open Window 2.

3. Enter data on the Line Items, Price Breakdown, Scope of Work, SOW Milestones, Suggested Bidders, Documents, VDRs, and Approval Sequence tabs.

On the Scope of Work tab, you can copy a SOW template to easily fill in the data.

On the Approval Sequence tab, you can copy an approval template to easily fill in the data.

4. Lastly, approve and release to procurement.

Create an inquiry from a requisition 1. On P.30.11 Inquiries, query for an inquiry, and then click Prepare RFQ.

2. On the P.30.21 Prepare RFQ screen, select the Requisition tab.

3. Use the List of values to select a requisition.

You must have at least one requisition attached to the inquiry, or else you will not be able to

approve the inquiry later.

When you attach a requisition to an inquiry, it is possible that some information can conflict between the inquiry and requisition. You receive a message asking if you want to keep the inquiry items, replace the inquiry items, or append the requisition items.



Variation rates Variation rates provide a way for you to enter unit prices for changes. You can enter variation rates at the requisition level, which can be carried through to the inquiry, quote, and agreement.

Enter variation rates for a requisition 1. In the menu tree, navigate to SmartPlant Materials > E&PI(Req) > R.30 Requisitions, and


2. Query for a requisition.

3. Double-click the requisition in the Engineering Requisition field.

4. On R.30.01 Maintain Requisitions: Window 2, select the Variation Rates tab.

5. In the Rate Type field, use the LOV to select a type from P.10.39 Rate Types. This LOV is restricted to the Materials and Others rate groups.

6. In the Short Desc and Description fields, enter text to describe the rate type.

Variation rates can also be seen on the P.30.21 Prepare RFQ, P.30.22 Commercial Evaluation, and P.50.07 Maintain Agreements screens. You can see the quantity unit, rate value, and currency for quotes and agreements.


A P P E N D I X A

The following table shows a list of acronyms and associated meanings in this documentation.

Acronym Meaning Module

API Application Programming Interface

ATA Actual Time of Arrival

ATD Actual Time of Departure

AWB Air Way Bill Traffic

BO Blanket Order

BOL Bill of Lading Traffic

BOM Bill of Materials

BOR Blanket Order Release

CC Commodity Code

CE Commercial Evaluation

CEC Commercial Evaluation Checklist

CIP Customer Installed Procedure

CMS Component Management System

CO Change Order

COR Change Order Request

CWH Corporate Warehouse

CWS Core Workflow Screen General

EML Equipment and Material List

EPC Engineering, Procurement, and Construction

E&PI Engineering and Procurement Integration

Appendix: Acronyms


Appendix: Acronyms Acronym Meaning Module

ER Engineering Requisition

ERP Enterprise Resource Planning

ETA Estimated Time of Arrival

ETD Estimated Time of Departure

FIM Free Issue Warehouse

FLC Flat Loading Configuration BOM

FR Forecast Run Site

FWD Field Work Directive

HVAC Heating, Ventilation and Air Conditioning

IFC Issue for Construction BOM

IRC Inspection Release Certificate P.70.72

ISH Item Shipment

ITT Invitation To Tender

LOV List of Values

MA Master Agreement

MCS Material Certificate Summary P.70.72

MIR Material Issue Report Site

MLCL Material Life Cycle Library

MLD Missed, Lost or Damaged Site

MMT Material Movement Ticket P.70.72

MOC Means of Conveyance Traffic

MOT Method of Transportation

MP Manual Purchase Order

MR Material Receipt



MRI Material Reallocate Issue

MRR Material Receiving Report Site

MSCM Material Supply Chain Management

MTO Material Take-Off Requisitions

MTR Material Transfer Report Site

NCR Non Conformity Report, Non Conformance Report

P.70.72

NIB Notice of Intent to Bid

NLS National Language Support General

NOC Notice of Commitment

NPS Nominal Pipe Size

NTC Notice To Comply

NTP Notice to Proceed

OC Other Costs

OII Open Ident Interface SmartPlant Reference Data

OMI Open Material Interface

O/O Owner/Operator

OPI Open Procurement Interface

ORI Open Requisition Interface

OSCI Open Supplier and Company Interface

OSD Over, Short, and Damaged MSCM, Site

OWL Outstanding Work List P.70.72

PCD Piping Commodity Data

PCO Potential Change Order Subcontractor Management



PDL Physical Data Library

PICS Physical Inventory Count Sheet Site

PLL Process Line List

PMC Piping Material Class

PO Purchase Order

PPL Preliminary Packing List P.70.74

QA/QC Quality Assurance/Quality Control

QTY Quantity

RFA Ready for Approval

RFI Request for Information

RFQ Request for Quotation P.30

RN Release Note

ROS Required on Site Requisitions

RR Reservation Run Site

RTP Release to Procurement Requisitions

SC Subcontract Subcontractor Management

SCO Subcontract Change Order Subcontractor Management

SFI Shop/Field Indicator BOM

SMS Subcontract Management System Subcontractor Management

SOT Standard with Tag (Item Type)

SOW Scope of Work (can also be Statement of Work)

MSCM/Subcontractor Management

SPRD SmartPlant Reference Data

SWT Standard with Tag (Item Type)



TAB Tag Attribute Based

TE Technical Evaluation

TEC Technical Evaluation Checklist

TOM Tag without Milestone (Item Type)

TSQ Transfer Site Quantity BOM

TWM Tag with Milestone (Item Type)

UOM Unit of Measure

VDR Vendor Data Requirement

WBS Work Breakdown Structure

WT Wall Thickness


Appendix: Acronyms


A P P E N D I X B

The following table shows approval sequences and their associated settings.

Screen Approval template Privilege Filled from... Started by...

P.20.01 Suppliers/Subcontractors, Qualifications tab

Qualification ALLOW SUPPLIER APPROVAL

P.10.25 Question List: assigned approval sequence

Submit

P.20.02 Login Requests Login Request ALLOW SUPPLIER APPROVAL

DBA setting: LOGIN_REQUEST_APT

Submit

P.20.04 Company Profile Company Profile ALLOW SUPPLIER APPROVAL

P.10.25 Question List: assigned approval sequence

Submit

R.30.01 Maintain Requisitions Engineering Requisition ER APPROVAL No RfA check box

P.30.21 Prepare RFQ, Bidders tab

Bidder ALLOW SUPPLIER APPROVAL

No Request Bidder Approval check box

P.30.21 Prepare RFQ, Addenda tab

Addendum ALLOW INQUIRY APPROVAL

No Manually

P.30.21 Prepare RFQ, Inquiry tab

Inquiry ALLOW INQUIRY APPROVAL

No Inquiry RfA check box

P.30.22 Commercial Evaluation, Quote Summaries tab

Quote Summary QUOTE APPROVAL

No Quote RfA check box

P.50.07 Maintain Agreements Purchase Order PO APPROVAL

No Ready for Approval check box

SM.20.11 Subcontract Administration, Item Progress tab

Work Progress PROGRESS APPROVAL

Project default: ZP_APRWKP

Submit

SM.20.11 Subcontract Administration, Schedule of Values tab

Schedule of Values SOV APPROVAL

Project default: ZP_APRSOV

Submit

SM.20.11 Subcontract Administration, SOV Progress tab

Schedule of Value Progress

PROGRESS APPROVAL

Project default: ZP_APRSVP

Submit

Appendix: Approval sequences


Appendix: Approval sequences Screen Approval template Privilege Filled from... Started by...

SM.20.11 Subcontract Administration, Milestone Summary tab

Milestone Progress PROGRESS APPROVAL

Project default: ZP_APRMSP

Submit

SM.20.11 Subcontract Administration, Invoices tab

Invoice INV APPROVAL

No Manually

SM.30.07 Non Conformance Reports

Non Conformance Reports

NCR APPROVAL

No Ready for Approval check box

SM.40.02 Change Order Requests

Change Order Request COR APPROVAL

Project default: ZP_APRCOR

Ready for Approval check box

SM.40.05 Back Charges Back Charges BC APPROVAL No Manually


A P P E N D I X C

This section lists the database settings used in subcontracting.

COMP_LOGIN_HELP Help for supplier login.

URL for customer specific help about the supplier login.

SmartPlant Materials module(s) affected by this setting: ./.

Valid values:

COMP_REG_QLF Display setting for P.20.03 if called via E-Supplier Login.

In P.20.03 Questionnaire, this setting affects the visibility of top-level nodes in the questionnaire tree if the screen has been called from the E-Supplier Login (it is meaningless if the screen is called from the menu).

The 1-Step value will not restrict the number of top-level nodes displayed in the tree at all; that is, the company that has opened the screen via E-Supplier Login is able to answer questions below all three top-level nodes from the very beginning.

The 2-Step and 3-Step values will cause P.20.03 to show the Login Details and Company Profile top-level nodes only. After a company has submitted its answers to all the (mandatory) questions below those top-level nodes, and after these answers (also known as company profile) have been approved, a new call of P.20.03 by the company (via E-Supplier Login) will yield the complete questionnaire tree.

The difference between the 2-Step and 3-Step values will become evident on P.20.02 Login Requests only; that is, when set to 3-Step, the submitted login request must be approved via approval sequence before answers for the company profile and/or qualifications can be entered on P.20.03 Questionnaire via Supplier Entry.

SmartPlant Materials module(s) affected by this setting: A2049, P2002, P2003

Valid values: 1-Step, 2-Step, 3-Step

Appendix: Database settings


Appendix: Database settings

DOC_UPLOAD_DEST Destination for Upload of Document files in web environment.

Name of the directory into which an uploaded document or uploaded document import file is to be written on the application server.

This name must represent a local disk drive on your application server and must end without a concluding \. The value can look like this: c:\spmat\your_dir. Do not enter the name of the application server.

This setting is needed for the D.10.01 Load Documents and the D.10.11 Documents screens, and the D.90.21 Attachments (Documents) folder.

SmartPlant Materials module(s) affected by this setting: A607021, D1001, D1011, D9021

Valid values:

LOGIN_REQUEST_APT Approval template for login requests.

With this setting, you define the default approval template that is added to a login request after submittal.

SmartPlant Materials module(s) affected by this setting: P2002

Valid values: Any approval template of type Login Request defined on A.20.45

WEB_APPROVAL_URL URL for web approval, containing the application server and configuration for the web approval.

SmartPlant Materials module(s) affected by this setting: A2049

Valid values:


A P P E N D I X D

Here is a list of privileges associated with subcontracting. For more information about privileges, see the SmartPlant Materials Administrator's Guide, available from the Printable Guides page in the software.

You can assign a privilege directly to a user (on A.20.06.02) or include the privilege in a role (A.30.03), which is then assigned to a user (A.20.06.02).

ADMIN SUBCONTRACT

BC APPROVAL

CLOI APPROVAL

COR APPROVAL

ENFORCE APPROVAL

INV APPROVAL

NCR APPROVAL

REVERSE APPROVAL

SHOW ALL ALERTS

SOV APPROVAL

Appendix: Privileges


Appendix: Privileges


A P P E N D I X E

This section lists the project defaults that are recommended for subcontracting. The project defaults are listed in alphabetical order by parameter.

You can view project defaults on A.20.12 Project Defaults.

ZI_WEB_DOC Virtual directory for documents in the web environment.

Screens D.10.11, D.10.12 and D.10.21 require this project default.

Module(s) affected by this setting: D1011, D1012, D1021, D9021

Default value: ./.

List of Values: ./.

ZP_ALL_QST This project default specifies whether to show all questions or only the ones that have been answered. It is used by the Qualification Questions tab on the P.20.01 screen.

If the project default is set to N (default), only those questions that have been answered are displayed. If the project default is set to Y, optional questions that have not been answered are shown, too.

Module(s) affected by this setting: P2001

Default value: N

List of Values: N/Y

ZP_APRADD This project default sets the default approval template for addenda.

The approval template that you enter here is assigned to an addendum on P.30.21 Prepare RFQ, Addenda tab after you check the Ready for Approval check box and save your changes. The first person from the approval template is informed by email that the addendum is ready for approval.


Default value: ./.

List of Values: A2045 Approval Templates of type Addendum

Appendix: Project defaults



ZP_APRCLOI This project default sets the default approval template for closeout checklist items.

The approval template that you enter here is assigned to the closeout item on SM.20.11 Subcontract Administration after you check the Ready for Approval check box and save your changes. The first person from the approval template is informed by email that the closeout item is ready for approval.

Module(s) affected by this setting: SM2011

Default value: ./.

List of Values: A2045 Approval Templates of type Closeout Checklist Item

ZP_APRCOR This project default sets the default approval template for change order requests (CORs).

If you use the e-business functionality and allow your subcontractor to log in to the software, the approval template that you enter here is assigned to the submitted COR on SM.40.02 Change Order Requests. The first person from the approval template is informed by email that the COR is ready for approval.


Default value: ./.

List of Values: A2045 Approval Templates of type Change Order Request

ZP_APRINV This project default sets the default approval template for invoices.

The approval template that you enter here is assigned to an invoice on SM.20.11 Subcontract Administration after you check the Ready for Approval check box and save your changes. The first person from the approval template is informed by email that the invoice is ready for approval.


Default value: ./.

List of Values: A2045 Approval Templates of type Invoice



ZP_APRMSP This project default sets the default approval template for milestone progress items.

If you use the e-business functionality and allow your subcontractor to log in to the software, the approval template that you enter here is assigned to the submitted item when the subcontractor clicks Submit on SM.20.11 Subcontract Administration. The first person from the approval template is informed by email that the item is ready for approval.


Default value: ./.

List of Values: A2045 Approval Templates of type Milestone Progress

ZP_APRSOV This project default sets the default approval template for Schedule of Values items.



Default value: ./.

List of Values: A2045 Approval Templates of type Schedule of Values

ZP_APRSVP This project default sets the default approval template for Schedule of Values progress items.

If you use the e-business functionality and allow your subcontractor to log in to the software, the approval template that you enter here is assigned to the submitted progress when the subcontractor clicks Submit on SM.20.11 Subcontract Administration. The first person from the approval template is informed by email that the progress item is ready for approval.


Default value: ./.

List of Values: A2045 Approval Templates of type Schedule of Values Progress



ZP_APRWKP This project default sets the default approval template for work progress items.



Default value: ./.

List of Values: A2045 Approval Templates of type Work Progress

ZP_BCRANG This project default specifies the number range for backcharges. It is used in the same way as ZP_INQRANG. The differences are that it refers to backcharges instead of inquiries and the login discipline is used.


Default value: ./.

List of Values: P1035 Number Range

ZP_BCRULE Rule for automatic generation of BC number.

Setting ZP_BCRULE is used like project default ZP_INQRULE. But it is applied to backcharges instead of inquiries. The rule element ZP_INQRANG has to be replaced by ZP_BCRANG.

The automatic generation of backcharge numbers is available on SM.40.05.


Default value: ./.

List of Values: P1035 Number Rule

ZP_BIDEVAL Allow multi-step approval procedure for list of bidders.

With this project default, you control whether you are allowed to set up an approval sequence for the list of bidders on P.30.21 Prepare RFQ.

If the project default is set to N (default), you cannot work with an approval sequence for bidders.

If the project default is set to Y, you can set up an approval sequence.



Appendix: Project defaults Default value: N

List of Values: N/Y

ZP_BOMASTP Shall the agreement generation be stopped if allowed value according to BO/MA is exceeded?

With this project default, you control whether the estimated value of a blanket order (BO) and master agreement (MA) respectively is only checked or if the generation of an agreement is to be stopped.

If the project default has been set to N (default), the estimated value is checked and only a warning is raised if this value is exceeded. But the agreement is created nevertheless.

If the project default has been set to Y, no agreement is created if the estimated value is exceeded. In this case, you either must create and approve a change order for the BO / MA to increase its estimated value, or you must return the requisition to engineering to reduce quantities so that the value is not exceeded any longer.


Default value: N

List of Values: N/Y

ZP_CONSCLS Shall the application take into account if the agreement is already closed?

If you want to prevent additional supplements from being created for an agreement after it has been closed already, you must set this project default to Y.

The default value is N, which means you can create supplements and do whatever you want with the agreement in the subcontracting module (if applicable) regardless of whether the agreement has been closed or not.

If the project default is set to Y, all these possibilities are blocked. Please note that this blocking does NOT cover traffic and site. Also, purchase agreements are only available for expediting as long as they have not been closed in any case. This is NOT controlled by this project default.

Module(s) affected by this setting: A2049, P3001, P5007, SM20, SM30, SM40, OPI1001

Default value: N

List of Values: N/Y



ZP_CONSPCI Should the purchase indicator be taken into account when assigning and validating agreement types?

With this project default, you control whether the purchase indicator of a requisition or an inquiry is to be considered when assigning an agreement type.

If the project default has been set to Y (default), only agreement type Blanket Order is available for requisitions and inquiries of type Order, and only agreement type Master Agreement in the case of type Subcontract.

If the project default is set to N, all agreement types valid for the selected requisition/inquiry type can be entered. In this case, there is no limitation of the agreement type.

The setting of project default ZP_CONSPCI has no effect on P.50.01.

If an inquiry cannot be used for purchasing, you can only create a blanket order and a master agreement, respectively, for it regardless of the setting of ZP_CONSPCI.

Module(s) affected by this setting: P3011, P3021, P6003, R3001

Default value: Y

List of Values: N/Y

ZP_CORRULE Rule for automatic generation of COR number.

Setting ZP_CORRULE is used like project default ZP_PCORULE. But it is applied to change order requests instead of agreements. The logon discipline is used during number generation.

The automatic generation of COR numbers is available on screen SM.40.02 Change Order Requests (Create COR button), and in SmartPlant Materials Portal.

Module(s) affected by this setting: SM4002, SmartPlant Materials Portal

Default value: ./.


ZP_EMT_ANS Issue answers to the subcontractors or contractors for RFIs.

Email template used for notify subcontractors when the answer is issued by the contractor in the screen SM.30.05 RFI Workload.

Module(s) affected by this setting: SM2011, SM3005

Default value: ./.

List of Values: A1051 Email Templates type Request for Information



ZP_EMT_IA Email template for Inquiry approval.

Email template used for sending a mail to the buyer on approval of the inquiry using screen A.20.49 Approval Sequence.

Module(s) affected by this setting: A2049, P3011

Default value: ./.

List of Values: A1051 Email Templates type Inquiry Approval/Rejection

ZP_EMT_IR Email template for inquiry rejection.

Email template used for sending a mail to the buyer on rejection of the inquiry using screen A.20.49 Approval Sequence.


Default value: ./.

List of Values: A1051 Email Templates type Inquiry Approval/Rejection

ZP_EMT_ISS Submit or Issue RFIs.

Email template used for notify subcontractors when the RFI is issued by the contractor in the screen SM.30.05 RFI Workload.


Default value: ./.

List of Values: A1051 Email Templates type Request For Information

ZP_EMT_PA Email template for agreement approval.

Email template used for sending a mail to the buyer on approval of the agreement using screen A.20.49 Approval Sequence.

Module(s) affected by this setting: A2049

Default value: ./.

List of Values: A1051 Email Templates type Agreement Approval/Rejection



ZP_EMT_PLF Inspection of the punch list item failed.

Email template used to notify user when the inspection of punch list item failed in the screen SM.20.11 Subcontract Administration.


Default value: ./.

List of Values: A1051 Email Templates type Punch List Inspection fail

ZP_EMT_PLI A punch list item is ready for inspection.

Email template used to notify user when the punch list item is ready for inspection in the screen SM.20.11 Subcontract Administration.


Default value: ./.

List of Values: A1051 Email Templates type Punch List Inspection ready

ZP_EMT_PR Email template for agreement rejection.


Default value: ./.

List of Values: A1051 Email Templates type Agreement Approval/Rejection

ZP_EMT_PWC Email template for Password changed sent to the user.

Email template used to notify user when his password is changed in the screen A.10.23 Companies. Please note that if you defined this project default only for the product group it will be used for all projects in this product group.


Default value: ./.

List of Values: A1051 Email Templates type PSW USR changed



ZP_FWDRANG This project default specifies the number range for field work directives.

Number ranges are defined on P.10.35 Number Ranges and Rules. You must set ZP_FWDRULE if you want the number range to be a part of the FWD number that is generated by the software.

For which discipline the value of this default is taken depends on the login discipline.


Default value: ./.


ZP_FWDRULE This project default specifies the rule for automatic generation of field work directive numbers.

ZP_FWDRULE is used like project default ZP_INQRULE. But ZP_FWDRULE applies to FWDs instead of inquiries. The rule element ZP_INQRANG must be replaced by ZP_FWDRANG.

The automatic generation of field work directives (FWD) is available on SM.40.03 Field Work Directives (Create FWD button).


Default value: ./.


ZP_HC_DFLT This project default determines the default setting for the Highlight Changes check box on P.70.72 Expediting Details.

If this default is set to N (default value), this check box is not selected by default. You must select it manually if you want to visualize changes.

If this default is set to Y, this check box is selected by default and the changes of all item shipments that have not been acknowledged so far are visualized by a red color.

Please note that depending on the number of item shipments to be displayed, the response time can increase if the Highlight Changes check box is set.

Module(s) affected by this setting: P5007, P7072

Default value: N

List of Values: N/Y



ZP_MS_PLAN This project default specifies whether the popup LOV P.60.03 Requisition Planning appears when a new record is created.

Module(s) affected by this setting: R3001

Default value: N

List of Values: N/Y

ZP_OC_ADD Other cost for addenda costs.

When creating an agreement based on a quote or when adding a quote to an agreement, the addenda costs (if applicable) are captured by creating one other cost for them.

With this project default, you define the name of the other cost that is to be used for this purpose.

If addenda costs exist and this project default is not set, you cannot create or enlarge the agreement.

Module(s) affected by this setting: P3001, P5001, P5007

Default value: ./.

List of Values: P1033 Other Costs

ZP_PCORANG Number range for potential change orders.

This project default is used in the same way as the default ZP_INQRANG. The differences are that it refers to potential change orders instead of inquiries and the login discipline is used.

Module(s) affected by this setting: SM4001, SM4002, SmartPlant Materials Portal

Default value: ./.




ZP_PCORULE Rule for automatic generation of PCO numbers.

Setting ZP_PCORULE is used like project default ZP_INQRULE. But it is applied to potential change orders instead of inquiries. The rule element ZP_INQRANG has to be replaced by ZP_PCORANG.

The automatic generation of potential change order numbers is available in screen SM.40.01 Potential Change Orders (Create PCO button), and in SmartPlant Materials Portal.

Module(s) affected by this setting: SM4001, SM4002, SmartPlant Materials Portal

Default value: ./.


ZP_PL_HIST Maintain planning history (P.60.03).

Controls protocoling behavior with respect to changes applied to requisitions planning. If set to N (which is the default), protocoling is disabled, and tab Planning History in screen P.60.03 Requisitions Planning is invisible.

By setting this project default to Y, the Planning History tab will become available, and protocoling of changes to requisitions planning will be enabled.


Default value: N

List of Values: N/Y

ZP_POP_MG Populate P.20.08 when assigning project material/work group?

If this project default has been set to Y, a record is automatically created on screen P.20.08 (if not existing already) when a project material/work group is assigned to a supplier on screen P.20.01.

If this project default has been set to N (default), the assignment of a project material/work group to a supplier has NO effect on screen P.20.08.


Default value: N

List of Values: N/Y



ZP_QL_MODE Display of supplier qualification tab pages.

This project default determines which tabs related to supplier qualification are displayed by screen P.20.01. This setting also affects the visibility of the company profile tab of that screen. You can choose one of the following values:

- BOTH: Both supplier qualification tabs (labeled Qualifications and Qualification Questions) as well as the Company Profile tab will be available in P.20.01.

- ESUP: P.20.01 will display the Qualification Questions and Company Profile tabs, but omit the Qualifications tab. This is the pure E-Supplier qualifications setting.

- MSUP: This is the default value. Only the traditional Qualifications tab will be available.

- NONE: None of the tabs named above will be displayed.


Default value: MSUP

List of Values: BOTH, ESUP, MSUP, NONE

ZP_QS_SIGN Digitally sign quotes for subcontractors

Quote Summary Signature project default allows subcontractors to sign quotes after they have been approved when set to Y. When the quote has been signed, the finalized date will be filled in automatically. If set to N, the signature of the subcontractor is not required to finalize the quote.


Default value: N

List of Values: N/Y

ZP_SC_ATT Copy all attachments.

This project default is used to control how the existing attachments should be handled when you create a new revision of a change order request.

If ZP_SC_ATT has been set to Y (default), all attachments of a change order requested are taken over to the new revision.

If this project default is set to N, the attachments of the related change order request are not copied into the new revision.


Default value: Y

List of Values: N/Y



ZP_SFI_UPP Safety Incident document upload path on application server.

Safety Incidents upload physical path on the document server. This is the directory for uploaded files assigned to safety incidents in screen SM.30.01 Safety Incidents and Notices.


Default value: ./.

List of Values: ./.

ZP_TP_PCO Template for Potential Change Orders (PCO) Export/Import.

The location of the template file for the Excel export/import of potential change orders (PCO) from SM.40.01.


Default value: ./.

List of Values: Values defined in A3005

ZP_USECON Use contact email-addresses instead of company e-mail addresses for RfQ.

Use this project default to define where the e-mail addresses for the RfQ (Request for Quotation) on P.30.21 Inquiries should come from after approving the inquiry.

If it is set to N, the e-mail addresses are taken from the company addresses on A.10.23 Companies, Addresses tab, as usual.

If it is set to Y, the e-mail addresses are taken from the contacts on A.10.23 Companies, Contacts tab, and only bidders with entries in the Company Employee field on P.30.21 Prepare RFQ, Bidders tab receive an e-mail message for the RfQ.


Default value: N

List of Values: N/Y



ZR_EMT_RA This project default specifies the e-mail template used for sending a mail to the originator on approval of the engineering requisition using the A.20.49 Approval Sequence screen.

Module(s) affected by this setting: A2049, R3001

Default value: ./.

List of Values: A1051 Email Templates type Requisition Approval/Rejection

ZR_EMT_RR This project default specifies the e-mail template used for sending a mail to the originator on rejection of the engineering requisition using the A.20.49 Approval Sequence screen.

Module(s) affected by this setting: A2049, R3001

Default value: ./.

List of Values: A1051 Email Templates type Requisition Approval/Rejection

ZR_SC_ITY This project default specifies the default item type for a requisition line item (screen R.30.01) when subcontract requisitions are created manually and the user confirms creation of the requisition line item. This parameter is relevant only for requisitions created manually and does not affect requisitions created by MTO jobs.


Default value: ./.

List of Values: A1015 Item Types

ZR_SC_PART This project default specifies the default commodity part for a requisition line item (screen R.30.01) when subcontract requisitions are created manually and the user confirms creation of the requisition line item. This parameter is relevant only for requisitions created manually and does not affect requisitions created by MTO jobs.


Default value: ./.

List of Values: S1003 Commodity Parts



ZX_AMOUNT This project default determines the amount checked on A.20.49 Approval Sequence.

If set to Y (which is the default), the software checks (for each approver) whether the amount of the object being approved exceeds the approver's personal limit.

If set to N, then only the amount of the object is checked against the highest limit of all approvers in the approval sequence.

Module(s) affected by this setting: A.20.49

Default value: Y

List of Values: N/Y

ZX_DOC_SET This project default specifies the default document set used by the supplier login, where it will be queried automatically when D.10.12 is called.

Module(s) affected by this setting: E-Supplier Login

Default value: ./.

List of Values: D1012 Document Sets

ZX_GLOSSAR This project default specifies the name of the glossary to be used for field prompts.

If you want to see field prompts that are more common and familiar to your users than the ones provided by a standard installation, you can set up your own glossaries on A.30.12 Glossaries. By selecting one of these glossaries for project default ZX_GLOSSAR, you can override the standard prompts by your own ones.

This feature even allows you to define prompts, labels, and hint texts in different languages.

If this project default is not set, the standard prompts and labels are used automatically.

Module(s) affected by this setting: SPRD, SPMat

Default value: ./.

List of Values: A3012 Glossaries



ZX_QTY This project default sets the default unit type for a requisition line item (R.30.01) when a subcontract requisition is created manually and the user confirms creation of the requisition line item.

This project default is relevant only for requisitions created manually and does not affect requisitions created by MTO jobs.

Module(s) affected by this setting: R3001, SM4004

Default value: ./.

List of Values: A1012 Units of Measure of Unit Group WEIGHT, VOLUME, QUANTITY


alternates

Items that a vendor suggests to a company during the quote phase. When a company defines in the Request for Quote a certain type of equipment or material, the vendor is required to quote a price for that item, as specified. Sometimes the vendor does not have, cannot supply, or has something that is equal technically and is available sooner or at a lower price.

The vendor might price the original requested item and then also send in price and specifications for an alternate for the company to consider.

Alternates are also known as options.

price breakdown

The breakdown of costs for a project. The engineer or cost controller defines the price breakdown in the requisition or inquiry stage. The price breakdown is the precursor to the schedule of values.

schedule of values

Detailed information that results from the price breakdown. The schedule of values is used to track progress (quantities) in the purchase order stage.

scope of work

Header information that explains the requirements for a specific contract.

For example: "This contract requires the manufacturing, supply, installation, and commissioning of all civil work as defined in the contract."

Glossary


Glossary


A Access inquiries via E-Supplier • 70 Access the questionnaire via E-Supplier •

45 Access the questionnaire via menu tree • 45 Activate representatives • 19 Add a change order request to an

agreement • 76 Add a communication type • 16 Add a company type • 15 Add an e-mail template • 17 Addenda • 59 Agreements • 73 Alerts • 24 alternates • 153 Alternates/options • 61 Answer a questionnaire • 45 Appendix

Acronyms • 125 Approval sequences • 131 Database settings • 133 Privileges • 135 Project defaults • 137

Approval templates and representatives • 17

Approve a company profile • 48 Approve a login request • 43 Approve a quote summary • 72 Approve addendum • 61 Approve or reject a requisition • 32 Approving objects • 111 Approving objects by web approval • 111 Assign potential bidders to a requisition • 31 Assign users to approve a company profile •

47 Assign users to approve a login request •

42 Attach an SOW to a requisition • 26 Attach an SOW to an inquiry • 27 Attach an SOW to an order • 27 Attaching documents • 111 Attachments • 63

B Backcharges • 109 Base information • 15

Bidding • 64 Bonds and surety • 90 Budgeting • 69

C Change management • 102 Change order requests • 106 Change orders • 108 Change password • 50 Closeout checklists • 93 Commercial evaluation and bidder

quotation • 69 COMP_LOGIN_HELP • 133 COMP_REG_QLF • 133 Company profile • 47 Conversation logs • 97 Copy an SOW template to a project • 26 Create a new requisition • 29 Create a new supplement • 60 Create a notice to proceed • 73 Create a requisition from a plan • 122 Create a requisition planning item • 79 Create an approved bidder list • 65 Create an engineering requisition from plan

data • 30 Create an inquiry before a requisition • 80 Create an inquiry from a plan • 121 Create an inquiry from a requisition • 122 Create an SOW template in a product group

• 25 Create or edit an approval template • 18

D Daily site conditions • 96 Daily work journal • 88 Define a certification statement • 116 Deliverables • 112 Disable contact • 51 Diversity • 57 DOC_UPLOAD_DEST • 134

E Edit a login request • 42 Enter a date for notice of intent to bid • 64 Enter a new login request via E-Supplier •

41 Enter a payment type for an agreement • 75

Index


Index Enter a pricing type for an agreement • 75 Enter a question list • 36 Enter a reason for a supplement • 60 Enter addenda on an inquiry • 60 Enter allowances • 71 Enter alternates and options for a

requisition • 31 Enter alternates and options for an inquiry

(commercial evaluation) • 62 Enter alternates and options for an inquiry

(RFQ) • 62 Enter an insurance certificate • 39 Enter details for an agreement • 76 Enter diversity codes • 37 Enter equipment rates • 71 Enter labor rates for a subcontract • 70 Enter pre-bid meeting information • 65 Enter price breakdown information • 119 Enter rate types • 37 eSignature • 115 E-Supplier entry and access • 20 E-Supplier workflow • 41

F Field work directives • 107 Filter the bidder list • 65

G Glossaries • 19

I Inquiries • 59 Inspections and tests • 99 Insurance certificates • 39 Invoices • 92 Issue addendum • 61 Issue an agreement • 77 Issues • 101 Item Progress • 83

L Link a requisition to a master agreement •

31 Login requests • 41 LOGIN_REQUEST_APT • 134 Lower tier subcontract information • 88

M Migrating to E-Supplier • 52 Milestone Progress • 84

N Non conformance reports • 101 Notices to comply • 102

O Overall functionality • 111

P Passwords • 49 Potential change orders • 102 Preface • 9 price breakdown • 153 Price breakdown • 119 Procurement • 35 Procurement setup details • 35 Punch lists • 90

Q Questionnaire • 43

R Reference documents • 49 Request bidder approval for an inquiry • 68 Request password • 51 Requests for information • 98 Requisition planning • 79 Requisitions • 29 Review the planning history of a requisition

item • 80

S Safety notices • 95 schedule of values • 153 Schedule of Values Progress • 85 scope of work • 153 Scope of Work (SOW) templates • 25 Set approval sequence for addendum • 60 Set password • 50 Set up procurement details • 36 Setup • 15 Sign a change order request • 117 Sign an agreement or change order • 117 Sign and submit a quotation • 116 Site • 81 Site administration • 95 SOW milestones • 120 SOW plans, requisitions, and inquiries • 121 Specify a logo for E-Supplier screen • 23 Specify a secret question and answer • 115


Index Specify access for potential suppliers • 22 Specify behavior for company qualifications

• 23 Specify Help for E-Supplier screen • 23 Specify labor hours for a price breakdown

item • 120 Specify materials/work group • 46 Specify representatives • 18 Specify requisition type, order type, and

pricing type • 30 Specify whether a bidder will bid on an

inquiry • 64 Subcontract management setup information

• 81 Subcontract progress • 82 Subcontracting overview • 13 Subcontractor workload • 87 Supplier history • 51

T Turnover packages • 100

U Upload a file for an insurance certificate •

40 Upload a file to answer a question • 46 User titles • 19

V Variation rates • 123 View an uploaded document • 46 View changes to an agreement • 77 View milestones for a planned requisition

item • 80 View sum of alternates and options for a

bidder • 63

W WEB_APPROVAL_URL • 134 What's new? • 11

Z ZI_WEB_DOC • 137 ZP_ALL_QST • 137 ZP_APRADD • 137 ZP_APRCLOI • 138 ZP_APRCOR • 138 ZP_APRINV • 138 ZP_APRMSP • 139 ZP_APRSOV • 139

ZP_APRSVP • 139 ZP_APRWKP • 140 ZP_BCRANG • 140 ZP_BCRULE • 140 ZP_BIDEVAL • 140 ZP_BOMASTP • 141 ZP_CONSCLS • 141 ZP_CONSPCI • 142 ZP_CORRULE • 142 ZP_EMT_ANS • 142 ZP_EMT_IA • 143 ZP_EMT_IR • 143 ZP_EMT_ISS • 143 ZP_EMT_PA • 143 ZP_EMT_PLF • 144 ZP_EMT_PLI • 144 ZP_EMT_PR • 144 ZP_EMT_PWC • 144 ZP_FWDRANG • 145 ZP_FWDRULE • 145 ZP_HC_DFLT • 145 ZP_MS_PLAN • 146 ZP_OC_ADD • 146 ZP_PCORANG • 146 ZP_PCORULE • 147 ZP_PL_HIST • 147 ZP_POP_MG • 147 ZP_QL_MODE • 148 ZP_QS_SIGN • 148 ZP_SC_ATT • 148 ZP_SFI_UPP • 149 ZP_TP_PCO • 149 ZP_USECON • 149 ZR_EMT_RA • 150 ZR_EMT_RR • 150 ZR_SC_ITY • 150 ZR_SC_PART • 150 ZX_AMOUNT • 151 ZX_DOC_SET • 151 ZX_GLOSSAR • 151 ZX_QTY • 152
