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Construction Pre-Construction Stage User Guide

Web-Based Contract Management Services

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Table of Contents

Diary Setup .............................................................................................................................................. 1

Roles Involved .................................................................................................................................. 1

Workflow Stages ............................................................................................................................... 2

Activities ............................................................................................................................................ 3

Getting started with Diary Setup record ......................................................................................... 3

Creating a Diary Setup record ....................................................................................................... 5

Editing a Diary Setup record .......................................................................................................... 8

Activating a Diary Setup record ................................................................................................... 10

Viewing a Diary Setup record ...................................................................................................... 13

Consent to Sublet / Road Report ............................................................................................................ 15

Consent to Sublet ............................................................................................................................... 15

Roles Involved ................................................................................................................................ 15

Workflow Stages ............................................................................................................................. 16

Other Records ................................................................................................................................. 16

Activities .......................................................................................................................................... 17

Getting started with Consent to Sublet ......................................................................................... 17

Creating a Consent to Sublet record ............................................................................................ 19

Editing a Consent to Sublet record .............................................................................................. 27

Submitting a Consent to Sublet record ........................................................................................ 30

Viewing a Consent of Sublet record ............................................................................................. 32

Incident Notification ................................................................................................................................ 35

Incident Notification ............................................................................................................................ 35

Roles Involved ................................................................................................................................ 35

Workflow Stages ............................................................................................................................. 36

Activities .......................................................................................................................................... 37

Getting started with Incident Notification ...................................................................................... 37

Creating an Incident Notification record ....................................................................................... 39

Editing an Incident Notification record .......................................................................................... 45

Submitting an Incident Notification record .................................................................................... 48

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Requesting More Information ....................................................................................................... 50

Remediation of an Incident Notification record ............................................................................. 53

Viewing an Incident Notification record ........................................................................................ 56

Material Delivery Schedule ..................................................................................................................... 58

Material Delivery Schedule ................................................................................................................. 58

Roles Involved ................................................................................................................................ 58

Workflow Stages ............................................................................................................................. 59

Activities .......................................................................................................................................... 60

Getting started with Material Delivery Schedule record ................................................................ 60

Creating a Material Delivery Schedule record .............................................................................. 62

Editing a Material Delivery Schedule record ................................................................................ 66

Submitting a Material Delivery Schedule record........................................................................... 68

Requesting More Information .......................................................... Error! Bookmark not defined.

Reviewing a Material Delivery Schedule record .............................. Error! Bookmark not defined.

Acknowledging a Material Delivery Schedule record.................................................................... 70

Approving the Material Delivery ...................................................... Error! Bookmark not defined.

Accepting a Material Delivery Schedule record ............................................................................ 73

Viewing a Material Delivery Schedule record ............................................................................... 76

1

Diary Setup

This section describes the various activities performed on the records pertaining to Diary Setup. This record will follow a specific workflow process.

We are using the ‘Diary Setup’ record to demonstrate the activities involved with Navigating to the record, Creating the record, and Activating the record.

Roles Involved

User roles are stakeholders who have the privileges to Create and Activate the Diary Setup records based on the workflow stages. The table below lists the user roles involved in the Diary Setup record workflow:

For more details on the workflow actions performed by each user role, refer to Workflow Stages table.

User Roles

External SP (CA)- Record Creator

External SP (CA)- Record Review and Approver

External SP (Contractor) - Record Creator

External SP (Contractor) - Record Review and Approver

2

Workflow Stages

This workflow table explains the various stages of the Diary Setup record. It also describes the User Roles involved at each stage of the workflow to complete the Diary Setup record lifecycle.

For example, in the "Draft" workflow stage, the user role External SP (CA)- Record Creator creates the record and activates the record.

Current Workflow Stage

User Role Role Permissions Workflow Action

Next Workflow Stage

Draft


Create, Read, Update, Delete

Activate Active

External SP (CA)- RRA


External SP (Contractor) - RRA

3

Activities

Getting started with Diary Setup record

To navigate to the Diary Setup record:

1. In the module menu, click Contracts. The Contracts List page is displayed.

2. Double-click on the contract. The Contract Dashboard appears.

3. Enter Diary Setup in the search toolbar below the Menu tab.

Searching the Record

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4. Click Diary Setup in the contract navigation tree. The list of records are displayed.

List of Records

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Creating a Diary Setup record

Prerequisites

To create a Diary Setup record:

The user must have a valid user ID with an associated role.

User roles must be assigned to the active construction contract.

The roles involved in this activity are:




External SP (Contractor) - Record Review and Approver.

1. In the Diary Setup page, click New in the General group. The Diary Setup record is displayed.

Creating the record

In the new Diary Setup record, observe the generic contract header of the record which contains the fields that are auto-populated from the contract details. The Record ID is a unique identifier which is auto-generated and assigned to the record.

Generic Contract Header details

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2. From the Diary Category drop-down box, select the Diary Category.

3. To select the inspector, click . The Inspectors picker list is displayed.

Field Details - Dairy Category and Inspector

4. Select the Inspector from the list and click Select. The selected Inspector is added to the field.

Field Details - Inspectors

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5. To attach or link a document relevant to the Diary Setup record, refer to the Global Functions User Guide, Attachments.

6. To add comments to the record, refer to the Global Functions User Guide, Comments.

7. Click Save.

Save action

The Diary Setup record is created in the “Draft” workflow stage.

Record List

8

Editing a Diary Setup record

Prerequisites

To edit a Diary Setup record:








1. In the Diary Setup page, click the checkbox corresponding to the record to be edited. The record must be in “Draft” status.

2. In the General group, click Edit. The Diary Setup record is displayed in edit mode.

Editing the record

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3. Make the changes in the editable fields as required and click Save.

Save the changes

The record will be displayed in the list of records.

Records list

10

Activating a Diary Setup record

Prerequisites

To activate a Diary Setup record:



The role involved in this activity are:





1. In the Diary Setup page, click the checkbox corresponding to the record to be edited. The record must be in “Draft” status.

2. In the General group, click Edit. The Diary Setup record is displayed in edit mode.

3. Make sure that all the mandatory fields in the record are filled in.

Note: Fields marked with an Asterisk (*) indicate mandatory inputs.

4. In the Workflow group, click Activate.

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Submit action

The Notes window is displayed.

Notes Window

5. Enter the notes if any and click OK for completion of the current stage. The record will be displayed in the list of records with the “Active” status.

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Records list

13

Viewing a Diary Setup record

Prerequisites

To view the Diary Setup records:



1. In the Diary Setup page, click the checkbox corresponding to the record to be viewed.

2. In the General group, click View.

Viewing the record

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The Diary Setup record is displayed in view mode.

View action

Only users that are permissioned to view this record will have access depending on the status of the record.

15

Consent to Sublet / Road Report

This section describes the various activities performed pertaining to the Consent to Sublet record. Each record will follow a specific workflow process.

We are using the Consent to Sublet record to demonstrate the activities involved with Navigating to the record, Creating the record, Editing the record, Submitting the record, Reviewing the record, and Viewing the record.

The other record listed below will follow similar activities, but the description, workflow status and the examples may differ slightly within each of the associated steps:

Road Report

Consent to Sublet

Roles Involved

User roles are stakeholders who have the privileges to Create, Update, and Delete the Consent to Sublet record. The table below lists the user roles involved in the Consent to Sublet.

For more details on the workflow actions performed by each user role, refer to the Workflow Stages table.

User Role



16

Workflow Stages

This workflow table explains the various stages of the Consent to Sublet record. It also describes the User Roles involved at each stage of the workflow to complete the Consent to Sublet lifecycle.

For example, in the “Draft” workflow stage, the user role External SP (Contractor) - Record Review and Approver creates the Consent to Sublet record and submits it to External SP CA - Record Review and Approver for review.


User Role Role Permissions

Workflow Action

Next Workflow Stage

Draft External SP (Contractor) - RRA


Submit Submitted To External SP (CA) - RRA

More Information External SP (Contractor) - RRA

Read, Update Submit Submitted To External SP (CA) - RRA

Submitted To External SP (CA) - RRA


Read, Update

Reviewed Completed

More Information More Information

All other user roles Read NA NA

Other Records

The records below will follow similar activities and actions associated as with the ‘Consent to Sublet’ record. Listed below are the records that will follow the general guide with creating, viewing, reading, submitting, and reviewing the records but may differ in the description, workflow and the examples for each of the associated steps:

Road Report

17

Activities

Getting started with Consent to Sublet

To navigate to the Consent to Sublet record:



3. Enter Consent to Sublet in the search toolbar below the Menu tab.


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4. Click Consent to Sublet in the contract navigation tree. The list of records are displayed.

List of Records

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Creating a Consent to Sublet record

Prerequisites

To create a Consent to Sublet record:



The role involved in this activity is External SP (Contractor) - Record Review and Approver.

1. In the Consent to Sublet record page, click New in the General group. The Consent to Sublet page is displayed.

Creating the record

In the new Consent to Sublet record page, observe the generic contract header of the record which contains the fields that are auto-populated from the contract details. The Record ID is a unique identifier which is auto-generated and assigned to the record.


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2. From the Date drop-down list, select the date of issue of the consent to sublet.

Field Details - Road Details

3. In the Subcontractor’s Name box:

a. Click to display the list of subcontractors.

b. Select the subcontractor who is selected by MTO to sublet and click Select.

Field Details - SubContractors List

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Observe that the Subcontractor’s Address and the Subcontractor’s Company Name are auto-populated from the subcontractor selected from the list.

Field Details - Subcontractor’s Details

4. To add a new Tender Items record:

a. Expand the Tender Items section and click Add.

Field Details - Tender Items

b. From the Tender Item List, select the tender item and click Select. This item will appear in the display pane of the Tender Items.

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Field Details - Tender Items List

c. Select the row and click Edit. The Tender Item List is displayed

Field Details - Tender Items Edit

Observe that the Item Description, Unit of Measure, Current Tender Quantity, and Unit Price fields are auto-populated from the tender item list.

d. In the Quantity Subcontracted field, enter the quantity of the item that is to be subcontracted out. The % of Item Work Subcontracted is auto-populated.

e. Click Save to save the record.

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Field Details - Edit Tender Items

5. Click Calculate, the below information is auto-populated:

(A) Total Cost of above Items - The total value of the work sublet to subcontractor for all the tender items selected in the current record.

(B) Total Previously Approved Sublet (All Subcontractors) - The total value of the work sublet to the subcontractors for all the approved/updated/completed records in the current construction contract.

(C) Total Draft Sublet (All Subcontractors) - The total value of the work sublet to the subcontractors for all the draft/submitted records in the current construction contract (not including the current record).

Total Tender - The total value of all the tender items in the current construction contract.

(A + B) as a percentage of Total Tender - The percentage of the work sublet to the subcontractors compared to the tender value of the current construction contract.

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Field Details - Calculate Tender Items

6. To attach or link a document relevant to the Consent Of Sublet record, refer to the Global Functions User Guide, Attachments.


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8. Click Save.

Save action

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The Consent to Sublet record is created in the “Draft” workflow stage.

Record List

27

Editing a Consent to Sublet record

Prerequisites

To edit a Consent to Sublet record:




1. In the Consent to Sublet page, click the checkbox corresponding to the record to be edited. The record must be in “Draft” status.

2. In the General group, click Edit. The Consent to Sublet page is displayed in edit mode.

Editing the record


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Save the changes

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Records list

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Submitting a Consent to Sublet record

Prerequisites

To submit a Consent to Sublet record:



The roles involved in this activity are External SP (Contractor) - Record Review and Approver.

1. In the Consent to Sublet page, click the checkbox corresponding to the record to be edited. The record must be in “Draft” or “More Information” status.

2. In the General group, click Edit. The Consent to Sublet page is displayed in edit mode.



4. In the Workflow group, click Submit.

Submit action

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Notes Window

5. Enter the notes if any and click OK for completion of the current stage. The record will be displayed in the list of records with the updated status.

Records list

Note: This record has now been assigned to another user for them to respond to.

32

Viewing a Consent of Sublet record

Prerequisites

To view the Consent of Sublet record:


User role must be assigned to the active construction contract.

1. In the Consent of Sublet page, click the checkbox corresponding to the record to be viewed.


Viewing the record

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The Consent to Sublet record page is displayed in view mode.

View action


35

Incident Notification

This section describes the various activities performed pertaining to the Incident Notification record. This record will follow a specific workflow process.

We are using the Incident Notification record to demonstrate the activities involved with Navigating to the record, Creating the record, Editing the record, Submitting the record, Accepting the record, Remediation of the record, Reviewing the record and Viewing the record.

Incident Notification

Roles Involved

User roles are stakeholders who have the privileges to Create, Update, and Delete the Incident Notification record. The table below lists the user roles involved in the Incident Notification.

For more details on the workflow actions performed by each user role, refer to the Workflow Stages table.

User Role




36

Workflow Stages

This workflow table explains the various stages of the Incident Notification record. It also describes the User Roles involved at each stage of the workflow to complete the Incident Notification lifecycle.

For example, in the “Draft” workflow stage, the user role External SP CA - Record Review and Approver creates the Incident Notification record and submits it to External SP (Contractor) - Record Review and Approver for review.



Workflow Action

Next Workflow Stage

Draft



Submit

Submitted To External SP (Contractor) - RRA

External SP (Contractor) -Record Creator



Submitted To External SP (CA)- RRA

More Information


Read, Update Submit Submitted To External SP (CA)- RRA



Read, Update Submit

Submitted to MTO - Environmental Officer

Submitted To External SP (CA)- RRA


Read, Update

Accept Remediation For External SP (Contractor) - RRA

More Information Submitted To External SP (Contractor) - RRA

Remediation For External SP (Contractor) - RRA


Read, Update Submit Finalize To External SP (CA)- RRA

Finalize To External SP (CA)- RRA


Read, Update

Reviewed Completed

More Information Remediation For External SP (Contractor) - RRA

37

Activities

Getting started with Incident Notification

To navigate to the Incident Notification record:



3. Enter Incident Notification in the search toolbar below the Menu tab.


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4. Click Incident Notification in the contract navigation tree. The record list page is displayed.

Record list page

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Creating an Incident Notification record

Prerequisites

To create an Incident Notification record:




o External SP (CA)- Record Review and Approver

o External SP (Contractor) - Record Creator

o External SP (Contractor) - Record Review and Approver.

1. In the Incident Notification page, click New in the General group. The Incident Notification page is displayed.

Creating the record

In the new Incident Notification page, observe the generic contract header of the record which contains the fields that are auto-populated from the contract details. The Record ID is a unique identifier which is auto-generated and assigned to the record.


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2. Fill the follwing information in the fields below:

a. Date of Incident - Select the date of occurrence of the incident from the calendar drop-down.

b. Time of Incident (24HR) - Enter the time when the incident occurred.

c. Description of Incident (What Happened) - Enter the description of the incident.

d. Location - Enter the location of the incident.

e. GPS Co-ordinates - Enter the location co-ordinates to track the location of the incident.

f. Incident Type - From the drop-down list, select whether the incident type is Environmental or Non-Environmental.

g. Immediate Actions Taken - Enter the actions taken immediately for the incident.

Field Details - Incident Details

3. To add the Authority(s):

a. Expand the Authority(s) Notified section and click Add. The Resource List form is displayed.

Field Details - Authority(s) Notified

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b. Click the checkbox of the authority notified for the incident from the list and click Select. The authority(s) selected is added in the Authority(s) Notified section.

Note: The Resource List displays the list of resources in the associated CA Contract.

Field Details - Resource List

c. Select the row and click Edit. The Edit Authority(s) Notified form is displayed.

Field Details - Edit Authority(s) Notified section

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d. Select the Date and enter the Time of when you notified the authority about the incident.

Field Details - Date and Time of Notification

e. Click Save. The details are saved in the grid.

Field Details - Authority(s) Notified section

4. To attach or link a document relevant to the Incident Notification record, refer to the Global Functions User Guide, Attachments.


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6. Click Save.

Save action

44

The Incident Notification record is created in the “Draft” workflow stage.

Record List

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Editing an Incident Notification record

Prerequisites

To edit an Incident Notification record:







1. In the Incident Notification page, click the checkbox corresponding to the record to be edited. The record must be in “Draft” status.

2. In the General group, click Edit. The Incident Notification page is displayed in edit mode.

Editing the record

46


Save the changes

47


Records list

48

Submitting an Incident Notification record

Prerequisites

To submit an Incident Notification record:







1. In the Incident Notification page, click the checkbox corresponding to the record to be edited. The record must be in “Draft” or “More Information” status.





Submit action

49


Notes Window


Note: The updated workflow stage depends on the Incident Type selected while creating the record.

If the Incident Type is Environmental, workflow stage will be “Review by Environmental”. If the Incident Type is Non Environmental, workflow stage will be “Submitted”.

Records list

50

Requesting More Information

Prerequisites

To request for “More Information” on the Incident Notification record:




o External SP (CA) - Record Review and Approver

o MTO - Environmental Officer


1. In the Incident Notification page, click the checkbox corresponding to the record to be edited. The record must be in “Submitted” or “Review” status.


Editing the record

51

3. In the Workflow group, click More Information.

Requesting More Information


Notes Window

52


Records list


53

Remediation of an Incident Notification record

Prerequisites

To remediate an Incident Notification record:




1. In the Incident Notification page, click the checkbox corresponding to the record to be edited. The record must be in “Submitted” status.


Editing the record

3. In the Remediation and Restoration section, fill in the following information:

Actions taken or to be taken to remediate and restore the environment - Enter the details of the action taken for remedying or restoring the environment.

Field Details - Remediation and Restoration

54


Submit action


Notes Window

55


Records list


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Viewing an Incident Notification record

Prerequisites

To view an Incident Notification record:


User role must be assigned to the active construction contract.

1. In the Incident Notification page, click the checkbox corresponding to the record to be viewed.


Viewing the record

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The Incident Notification record page is displayed in view mode.

View action


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Material Delivery Schedule

This section describes the various activities performed on the records pertaining to Material Delivery Schedule. This record will follow a specific workflow process.

We are using the ‘Material Delivery Schedule’ record to demonstrate the activities involved with Navigating to the record, Creating the record, Editing the record, Submitting the record, Reviewing the record, Acknowledging the record, Approving the record, Accepting the record and Viewing the record.

Material Delivery Schedule

Roles Involved

User roles are stakeholders who have the privileges to Create, Update, and Delete the Material Delivery Schedule records based on the workflow stages. The table below lists the user roles involved in the Material Delivery Schedule record workflow:

For more details on the workflow actions performed by each user role, refer to Workflow Stages table.

User Roles

External SP (CA) - Record Review and Approver

External CA Inspector

External SP (Contractor) - Record Review and approver

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Workflow Stages

This workflow table explains the various stages of the Material Delivery Schedule record. It also describes the User Roles involved at each stage of the workflow to complete the Material Delivery Schedule record lifecycle.

For example, in the "Draft" workflow stage, the user role External SP (Contractor) - Record Review and approver creates the record and submits it to External SP (CA) - Record Review and Approver for review.



Workflow Action

Next Workflow Stage

Draft External SP (Contractor) - RRA


Submit Submitted

More Information External SP (Contractor) - RRA

Create, Read Submit Submitted

Submitted

External SP (CA) - RRA


Read, Update

Submit Review

More Information

More Information

Review External SP (Contractor) - RRA

Read, Update

Acknowledge Acknowledged

More Information

Submitted

Acknowledged

External SP (CA) - RRA

Read, Update Materials Delivered

Review


Review External SP (Contractor) - RRA

Read, Update Accepted Completed

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Activities

Getting started with Material Delivery Schedule record

To navigate to the Material Delivery Schedule record:



3. Enter Material Delivery Schedule in the search toolbar below the Menu tab.


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4. Click Material Delivery Schedule in the contract navigation tree. The list of records are displayed.

List of Records

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Creating a Material Delivery Schedule record

Prerequisites

To create a Material Delivery Schedule record:



The role involved in this activity is:


1. In the Material Delivery Schedule page, click New in the General group. The Material Delivery Schedule page is displayed.

Creating the record

In the new Material Delivery Schedule page, observe the generic contract header of the record which contains the fields that are auto-populated from the contract details. The Record ID is a unique identifier which is auto-generated and assigned to the record.


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2. Expand Supplied Materials section and perform the following steps:

a. Click Add. The Tender Items form appears.

Field Details - Edit Material Details

b. Select the required tender item and click Select. The details are saved in the grid


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c. Select the details in the grid and click Edit. The Edit Supplied Materials form appears.


d. Enter the Requested Quantity of the supplied materials.

e. Select the Date Required for the delivery of supplied material from the calendar drop-down.

Field Details - Edit Supplied Materials

The details are saved in the grid

Field Details - Supplied Materials details

3. To attach or link a document relevant to the Material Delivery Schedule record, refer to the Global Functions User Guide, Attachments.

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5. Click Save.

Save action

The Material Delivery Schedule record is created in the “Draft” workflow stage.

Record List

66

Editing a Material Delivery Schedule record

Prerequisites

To edit a Material Delivery Schedule record:





1. In the Material Delivery Schedule page, click the checkbox corresponding to the record to be edited. The record must be in “Draft” or “More Information” status.

2. In the General group, click Edit. The Material Delivery Schedule page is displayed in edit mode.

Editing the record

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Save the changes


Records list

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Submitting a Material Delivery Schedule record

Prerequisites

To submit a Material Delivery Schedule record:





1. In the Material Delivery Schedule page, click the checkbox corresponding to the record to be edited. The record must be in “Draft” or “More Information status.





Submit action

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Notes Window

5. Enter the notes if any and click OK for completion of the current stage. The record will be displayed in the list of records in “Submitted” status

Records list


70

Acknowledging a Material Delivery Schedule record

Prerequisites

To acknowledge the Material Delivery Schedule records:





1. In the Material Delivery Schedule page, click the checkbox corresponding to the record to be edited. The record must be in “Review” status.


Editing the record

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3. In the Workflow group, click Acknowledge.

Acknowledge action


Notes Window

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4. Enter the notes if any and click OK for completion of the current stage. The record will be displayed in the list of records in “Acknowledged” status.

Records list


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Accepting a Material Delivery Schedule record

Prerequisites

To accept the Material Delivery Schedule records:





1. In the Material Delivery Schedule page, click the checkbox corresponding to the record to be edited. The record must be in “Review” status.


Editing the record

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3. In the Workflow group, click Accepted.

Accepted action


Notes Window

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4. Enter the notes if any and click OK for completion of the current stage. The record will be displayed in the list of records in “Completed” status.

Records list

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Viewing a Material Delivery Schedule record

Prerequisites

To view the Material Delivery Schedule records:



1. In the Material Delivery Schedule page, click the checkbox corresponding to the record to be viewed.


Viewing the record

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The Material Delivery Schedule record page is displayed in view mode.

View action


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