University of North Carolina at Charlotte

Transcription

1 University of North Carolina at Charlotte Facilities Management Procedures Manual v1.0 Delivered by PMOLink, LLC December 15-16, All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 1

2 Table of Contents 1. Logging in and Navigating the Control Center 2. Creating a New Project 3. Creating the OC-25 (and CI-1) 4. Creating the Budget Sheet 5. Assigning a Project Manager a. Project Settings 6. Creating Committed Contracts a. Designer Contract (created from Template) b. Companies Directory c. Adding a New Bidder d. Other Contracts (created from scratch) 7. Managing Changes a. Budget Revisions b. Change Orders 8. Invoicing 9. Cost Worksheet a. Viewing the Cost Worksheet b. Modifying the Cost Worksheet 10. Reports 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 2

3 Lesson 1 Logging in and Navigating the Control Center Contract Manager is a Web-based, multi-user, multi-project database that manages all aspects of contract control. Helps organizations standardize processes in order to reduce errors, promote a faster learning curve for new team members, and provide a foundation for process automation. All Project documents are stored in a centralized location to facilitate retrieval and provide a concise audit trail of changes. Anyone with a Web browser can access Contract Manager. Entering the appropriate URL will bring you to the Login Screen. Your Username and Password will be provided to you by your system administrator. 1. Enter Username 2. Enter Password 3. Click Login to enter Contract Manger 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 3

4 Main Window Known as the Contract Manager Control Center, it is the first screen you see when you login and primary point to which you return to access Projects and other information in Contract Manager. Navigation Bar allows you to change to other databases, or groups, print, access context based help, or simply logout. Project View Lists the Projects in the database and allows you to access document modules in CM. Workspace customizable area allowing you to focus on important information or documents requiring attention. Navigation Bar Access context-based Help or Logout. Project View Can be customized so projects are organized in a meaningful way. Workspace Customizable to help focus on important project documents requiring attention. Click on the Wrench icons to customize the Workspace or individual objects All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 4

5 Projects View The Projects View allows administrators to configure folders to organize Projects in a meaningful way. There are second-level folders for Planning and for Project Managers. Under the Project Managers folder there are third-level folders to group Projects by each respective PM. Under each Project there are four folders: Project Information, Contract Information, Communication, and Logs. Within each folder are the various modules in Contract Manager. Transmittal Queue and Search are displayed in the Navigation Bar when a project is selected in the Projects View Click on the plus (+) or minus (-) icons to reveal the Contract Manager folders. By expanding the various folders you can view the various modules in Contract Manager All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 5

6 Lesson 2 Creating a New Project In order to create a new Project in Contract Manager you must be in the Control Center. Click on the New button from the Projects View toolbar. Click on the New button in the Projects View toolbar. You can also right-click one of the folders in the Projects View and select New Project from the Menu All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 6

7 The Add Project Wizard This will bring up the Add Project dialog window which will take you through a step-by-step wizard requiring you to enter relevant information about the Project. Each screen in the wizard is listed within the margin on the left-side of the Add Project dialog window. Required screens and fields that need to be completed before you can add a Project or move to the next screen in the wizard are indicated with an asterisk (*) and required fields within each screen are also indicated with an asterisk as well. 1. The Name field is a short description, limited to 8 characters, for the project which cannot be changed once the project is created. This field must be unique among all projects in the database. 2. The Title field will be used to record the project name. This can be changed over the course of the project, as necessary. 3. The I.D. field will be used to record the Fund Code from Banner. Click the Next button when you are finished entering information to move to the next window in the Add Project wizard. 4. The Job Number field will be used to record the Code and Item issued by State All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 7

8 The Templates Screen On the Template screen, chose the option Use Template and select the appropriate template. There are two available templates, one for Buildings and one for Non-Buildings. It is important to select the appropriate template as this determines the Cost Codes that will be used for the Project. Select Use Template from the available options (you could also Copy information from another project or Start with a blank project ). Select the appropriate Template from the drop-down menu. Click the Key Parties link button when you are finished entering information to move to the final required window in the Add Project wizard All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 8

9 The Key Parties Screen The last required step before completing the Add Project Wizard is specifying the Key Parties that will participate on the Project. It is necessary, in order to create the Project, to specify Your Company, The Engineer of Record, and the Submittal Coordinator. The template will contain the appropriate initial values for each field The selections made in this screen at the time the Project is created are not permanent and can be modified at any time during the Project lifecycle by modifying the Project Settings. Modifying the Project Settings will be covered in greater detail in Lesson 5. Click the Users link when you are finished reviewing information in the Key Parties screen to select individuals that will have access to the Project All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 9

10 The Users Screen While not required, it is recommended that you assign all users that will need to have access to the Project during the Project creation process. By default, any user with Contract Manager Administrator rights will be added to the Project, along with the user who is actually creating the Project. If the Project is created from a template, any non-contract Manager Administrator who has rights to the template will also be added (but these users can be removed). If a user is not added to the Project they will not be able to see the Project in Contract Manager. Users can still be added to the Project once it has been created by right-clicking on the Project and selecting Copy User Access from the Project Menu. When users are added to the Project through Contract Manager their Default Security Profile will be applied. It is necessary to go through the Contract Manager Administrator application to add a user to a Project with a different Security Profile than their Default. Click the Copy Users button to modify the list of Users who have access to the Project All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 10

11 Selecting users that can access the new Project Click the ellipsis button next to Copy from: to pull up a list projects from which to copy user access. Click the select link next to (All Users). Note that the (All Users) option and User Access lists from Template Projects can only be accessed from the New Project Wizard or through the Contract Manager Administration module All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 11

12 1) Select the users that you want to add to the new Project. 2) Click the Add > button to move the user to grant the user access rights to the new Project. Note: Users can also be removed from the list in this window. 3) Click the OK button when finished adding users to the new Project All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 12

13 Review the list of users that have access to the Project. Their Security Profile will be shown parenthetically next to the user name. Click the Finish button to proceed with creating the new Project. After completing the Add Project Wizard there will be a final confirmation screen. Click the Yes button on the pop-up asking Create the Project? 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 13

14 Viewing the Project in the Control Center After adding the Project it will be visible (if the user has appropriate rights) in the Control Center. The Project will need to be moved to the appropriate folder the UNCC Capital Projects View (and any other Project Views that you wish to maintain). The new Project is added under the UNCC Capital Projects View folder All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 14

15 Modifying the Project View Right-click on the UNCC Capital Projects View folder to view the All Projects Menu. Select Administer Views Modify in order to move the Project to its appropriate destination folder in the Projects View. Right-click on the UNCC Capital Projects View folder to view the All Projects Menu. Select Administer Views Modify to open the Modify View window All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 15

16 In the Modify View window, select the new Project and, once selected, use the arrows in the left margin in order to move the Project to its appropriate destination folder. Highlight the Project that you want to move within the selected View. Use the arrows to move the project to its appropriate destination folder. Click the OK button to apply the changes and close the Modify View window (you do not need to hit Apply first All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 16

17 The Project now resides in the appropriate folder within the view. Throughout the Project lifecycle the Project may need to be moved with in this view (when assigning a Project Manager, once the Project has been completed, etc.) All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 17

18 Lesson 3 Creating the OC-25 (and CI1) The OC-25 document will initially be setup in an Excel Spreadsheet to determine the line item numbers and other relevant information. This serves a dual purpose. Excel is certainly a more flexible format to capture and manipulate numbers for planning purposes. Secondly, it provides a basis against which to validate the numbers once they have been plugged into Contract Manager All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 18

19 In the Control Center window, locate the Project in the Projects View. Open the Contract Information folder and click on the Contracts Funding module. Click on the Contracts Funding module to find the OC-25 template All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 19

20 Locate the Document in the Log Screen From the Contracts Funding window open the OC-25 document. Click on the edit document icon to open the OC-25 template in Edit mode All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 20

21 Set the Document Date in the General Tab When you open a document in Contract Manager the first screen you will view is the General tab. Information within specific documents is organized into several tabs and we will review the ones that are relevant to your processes. Much of the information in the OC-25 document has already been entered in the template so all you will need to worry about is modifying project-specific information like dates, and dollar amounts on line items. The Breadcrumb Trail shows your screen history. If you click on one of the links it will return you to that screen. Click on the Date icon to pull-up a calendar, or you can enter a date in the following formats: MMMM d, yyyy MMM d, yyyy M/d/yy 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 21

22 Enter the Project Description in the Details tab 1) Click on the Details tab 2) Enter the Project Description 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 22

23 Enter cost information in the Line Items tab Detailed cost information is entered in the Line Items tab. You must enter all of your cost information within the specific Line Items. 1) Click on the Line Items tab 2) Click on the edit icon to open the first Line Item in which you need to enter cost information 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 23

24 Editing Individual Line Items The Line Item No., Description, and Units of Measure have been pre-configured in the OC-25 template so all you need to enter in this screen is the Quantity and Unit Price. 1) Enter the Quantity from the value in the Excel spreadsheet 2) Enter the Unit Price from the value in the Excel spreadsheet 3) Click the Save and Edit Next button and repeat steps 1 and 2 for each costed line item in the OC-25 document All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 24

25 Line items C.6 and C.7 are both listed as Other so, if applicable, make sure you enter a description. 1) Enter a description for Line Items C.6. and C.7. Click the Save and Close button when you have completed entering all the Line Item information from the OC-25 document.enter a description for Line Items C.6. and C All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 25

26 Reviewing the Estimated Construction Costs After clicking the Save and Close button in the Contract Item window you will return to the Line Items tab where you can review the Estimated Construction Costs in the OC-25 document. If the total amount does not match the Estimated Construction Costs total from Excel spreadsheet review the Line Items information in Contract Manager to ensure that they match. Review Estimated Construction Costs in the Grid Totals line at the bottom of the Line Items tab All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 26

27 Completing the OC-25 Document The last step to enter the OC-25 document in Contract Manager is to click on the Custom Fields tab to and click the Edit Document button. 1) Click on the Custom Fields tab 2) Click on the Edit Document button to toggle into Edit mode All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 27

28 Enter the appropriate information from the OC-25 spreadsheet into the custom fields. 1) Source of Funds 2) Contingencies Percentage 3) Design Fee Percentage 4) Escalation Months 5) Escalation Percentage 7) Press the Save button when you have completed entering information. 6) Project Authorization Amount 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 28

29 Printing the OC-25 Document To print the OC-25 document, Click on the Select an action drop-down menu and select Advanced Print. Click Select an action Chose Advanced Print from the options shown in the drop-down menu. This allows you to specify which form you want to print All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 29

30 1) Chose the OC-25 document from the list of available forms 2) Press the Preview button to view the form Click the Save button to create a PDF version of the OC-25. 1) Chose the CI1 document from the list of available forms 2) Press the Preview button to view the form Click the Save button to create a PDF version of the CI All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 30

31 Lesson 4 Creating the Budget Sheet Initially setup the Budget Sheet document in an Excel Spreadsheet to determine the line item numbers and other relevant information All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 31

32 In the Control Center window, locate the Project in the Projects View. Open the Contract Information folder and click on the Budget Sheet module. Click on the Budget Sheet module to find the Budget Sheet template All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 32

33 Locate the Document in the Log Screen From the Budget Sheet Log window, open the Budget Sheet document. Click on the edit document icon to open the Budget Sheet template in Edit mode All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 33

34 Set the Document Date in the General Tab The Budget Sheet is structured exactly the same as the OC-25. We will review the ones that are relevant to your processes. As with the OC-25, much of the information in the Budget Sheet document has already been entered in the template so all you will need to worry about is modifying project-specific information like dates, and dollar amounts on line items. Click on the Date icon to pull-up a calendar, or you can enter a date in the following formats: MMMM d, yyyy MMM d, yyyy M/d/yy 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 34

35 Enter cost information in the Line Items tab Detailed cost information is entered in the Line Items tab. You must enter all of your cost information within the specific Line Items. 1) Click on the Line Items tab 2) Click on the edit icon to open the first Line Item in which you need to enter cost information 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 35

36 Editing Individual Line Items All you need to do is enter the amounts for each line item. You may also modify the description. DO NOT MODIFY the Line Item No. as the custom PDF forms use this field to create outputs. 1) Modify the Description, if necessary 2) Enter the Lump Amount for the Line Item The Line Item Amount automatically distributes to the appropriate Cost Code. 3) Click the Save and Edit Next button and repeat steps 1 and 2 for each costed line item in the Budget Sheet document All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 36

37 Reviewing the Budget Sheet Totals After clicking the Save and Close button in the Contract Item window you will return to the Line Items tab where you can review the Total Costs in the Budget Sheet document. If the total amount does not match the Total from Excel spreadsheet review the Line Items information in Contract Manager to ensure that they match. Review Total Budget Sheet Costs in the Grid Totals line at the bottom of the Line Items tab All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 37

38 Completing the Budget Sheet Document The last step to enter the Budget Sheet document in Contract Manager is to click on the Custom Fields tab to and click the Edit Document button. 1) Click on the Custom Fields tab 2) Click on the Edit Document button to toggle into Edit mode All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 38

39 Enter the appropriate information from the Budget Sheet spreadsheet into the custom fields. 1) Source of Funds 2) Escalation Months 3) Escalation Percentage 4) Project Authorization Amount 5) Press the Save button when you have completed entering information. To print the Budget Sheet document, Click on the Select an action drop-down menu and select Advanced Print. Select the Budget Sheet form and click the Preview button to view the output. You can save this as a PDF document All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 39

40 Lesson 5 Assigning a Project Manager & Project Settings Project settings can be modified at any time during the project. You can view and modify the project settings by clicking the Project Settings button in the Project View toolbar. Click the Project Settings button on the Toolbar in the Projects View window 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 40

41 You will need to change the Key Parties screen as the Project Manager, Engineer of Record, and General Contractor roles are assigned. Click on the Key Parties tab Click on the ellipsis button next to the Project Manager field Select the Project Manager from the Contacts screen Click the Save button after you have finished editing the Project Settings All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 41

42 Moving the Project to the Project Manager s Folder Another step in transitioning ownership of the Project to the Project Manager is to move the Project to the appropriate location in the UNCC Capital Projects View. Right-click on the Project to view the Project menu. Highlight Administer Views and select Modify All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 42

43 Highlight the project in the Modify View window. Use the arrows the move the Project to the appropriate folder. Click the OK button when complete to return to the Control Center All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 43

44 Modifying User Access You can also add or modify users access at any point during the project. Rightclicking on the project will reveal the Project menu. Right-click on the Project to view the Project menu. Select the Project Access option. You can also copy user access from an existing project All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 44

45 Click the Add Users to This Project Button Click the select link to add users View selected users in the bottom section Click Save when finished adding users 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 45

46 Click the edit icon to view detailed User Security profiles All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 46

47 Default User settings are settings are applied in the Contract Managmenet Administration module but can be customized on a project-by-project basis All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 47

48 Lesson 6 Creating Committed Contracts Committed Contracts are created to represent dollars that have been committed to perform work against the budgeted dollars, as indicated in the Budget Sheet. This lesson will also introduce the Cost Worksheet, which is scorecard showing budgeted dollars against committed dollars as they are distributed across various Cost Codes. Templates have been setup to facilitate the creation of standard Committed Contracts. Awarding the Design Contract Click on the Contract Templates module to view a log of the standard Committed Contracts that are typically created during the project lifecycle All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 48

49 The Contract Templates log Each module in Contract Manager displays a list of those documents as they are associated with the Project. When you are ready to award a contract, you can view the items in the Contract Templates log to determine the appropriate contract exists in the Project template. The Contract Templates can also be used to track bids received from various vendors. If a contract does not exist in the Contract Templates log does not exist, a new contract can be created directly in the Contracts Committed module. Click on the Designer Contract to begin the process of creating the committed contract All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 49

50 Viewing the Contract Template 1) Click on Bid Tabulation tab 2) Click on the Award This Item button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 50

51 Click on the ellipsis button next to the Award To field to view the list of relevant bidders Click on the select link to choose the bidder that the contract will be awarded to 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 51

52 Click on the ellipsis button next to the From field to view the select the Company that is awarding the contract.. Click on the select link to choose the Project Manager that will be responsible for the Designer Contract All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 52

53 1) Select Create line items for Each scope and general item. 2) Select no for the Create/Select Material records per line item. 3) Click Next Select the Date the contract is expected to begin Click Finish 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 53

54 Viewing the Committed Contract When you finish awarding the Contract a Committed Contract will be created. Other relevant contract information, including costs and contract dates, will be entered in the details tabs. 1) Click the Edit button to open the Contract in Edit Mode 2) Click on the Contract Summary tab to enter the expected completion date for the contract All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 54

55 Enter the Contract Amount 1) Click on the Line Items tab 2) Click on the edit icon next to the Line Item to enter the contract amount All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 55

56 All contract dollars need to be entered in the contract s line items. 1) Enter the contract amount in the Lump Amount ($) field. 2) Note that the dollars are distributed to the appropriate Cost Code this will be viewed in the Cost Worksheet later. 3) Click the Save and Close button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 56

57 Adding New Companies If a contract is going to be awarded to a company that does not exist in the Companies directory it will need to be added to Contract Manager. All new companies should be added in the Dummy Project, which serves as the master companies directory for Contract Manager at UNCC. Open the Master Companies folder in the Project View. Open the Project Information folder. Click on the Companies module All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 57

58 The Companies Log The Companies Log contains the list of all Companies and Contacts (individuals) that are referenced on documents in Contract Manager. Click on the Add Company button All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 58

59 The Company record The Company record lists all pertinent information about a company. The Abbreviation field should contain the first 8 letters of the Company name (this makes for easy reference later on). Once the Company is created this value can no longer be edited All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 59

60 Click on the Details tab 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 60

61 All individual contacts associated with a company are listed on the Contacts tab. Specific information, such as the company address, phone numbers, and addresses are stored in the individual contact details. 1) Click on the Contacts tab 2) Click the Add button to create a new Contact record All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 61

62 The Initials field can contain the 3 characters and must be unique within the Company record. Once the Contact is created this value can no longer be edited. Click Save and Close when finished entering Contact information 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 62

63 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 63

64 Copying Companies to a Project Once a Company or a new Contact is added to the Master Companies project it can be copied over to an actual Project. Right-click on the Project to view the Project menu. Select Copy Companies All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 64

65 Click the ellipsis button next to the Copy from: field to select the Master companies list. Click the select link next to the Dummy Project (Master Companies list) All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 65

66 2) Click the Add> button to move the Company to the Project. 1) Highlight the company to be added in the Copy from: column. 3) Click OK when finished modifying the Companies list. Click OK 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 66

67 Awarding the Construction Contract Click on the Contract Templates module All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 67

68 Click the edit document icon to begin the process to award the Contract All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 68

69 Adding a New Company to the Contract Template If the a company is not listed as a Bidder on the Contract Template it will need to be added if they are going to be awarded a contract. Ultimately, new companies that have been added should be added to the appropriate Contract Templates in the Project Templates (for Buildings and Non- Buildings projects) Click the Record Bid button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 69

70 Click the ellipsis button to view Companies. Click the select link to choose the new bidder. Click Save Click Continue 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 70

71 The Scope Items and associated Cost Code distribution are set in the Contract Template. When adding the new bidder ensure that you mark the bid record completed as only completed bidders are shown when awarding a Contract Template. 1) Click mark completed 2) Click Save and Close 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 71

72 After adding the new bidder they can be awarded the contract. Click on the Award This Item button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 72

73 Click on the ellipsis button next to the Award To field to view the list of relevant bidders Click on the select link to choose the bidder that the contract will be awarded to No other bidders appear in this list because they have not been marked complete in the Contract Template this needs to be updated in the Buildings and Non-Buildings Template Projects 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 73

74 1) Click on the ellipsis button next to the From field to view the select the Company that is awarding the contract.. 2) Select Create line items for Each scope and general item. 3) Select no for the Create/Select Material records per line item. 4) Click Next Select the Date the contract is expected to begin Click Finish 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 74

75 Viewing the Committed Contract When you finish awarding the Contract a Committed Contract will be created. Other relevant contract information, including costs and contract dates, will be entered in the details tabs. 1) Click the Edit button to open the Contract in Edit Mode 2) Click on the Contract Summary tab to enter the expected completion date for the contract. 3) Click on the Line Items tab 4) Click on the edit icon next to the Line Item to enter the contract amount All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 75

76 1) Enter the contract amount in the Lump Amount ($) field. 2) Note that the dollars are distributed to the appropriate Cost Code this will be viewed in the Cost Worksheet later. 3) Click the Save and Close button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 76

77 Creating a Contract without using the Contract Templates If a contract needs to be created that does not exist in the Contract Templates log it can be created directly through the Committed Contracts log. Click on the Contracts Committed module 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 77

78 Adding a New Contract Click the Add document button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 78

79 Review information in the General tab 1) Specify the To Contact 2) Specify the From Contact 3) Provide the Contract Title 4) Populate the Dated field 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 79

80 Set the Contract Completion Date and Line Item Amounts 1) Click on the Contract Summary tab to specify the Contract Completion Date 2) Click on the Line Items tab to specify the Contract amount 3) Click Add Lump Sum 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 80

81 Enter Line Item Details 1) Enter the Line Item Description 2) Enter the Lump Amount ($) 3) Click the Add button to specify the Cost Code to which Line Item amounts will be distributed All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 81

82 Click the select link to specify the appropriate Cost Code 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 82

83 Distribute the Line Item Amount to the Selected Cost Codes Click the add balance link to distribute the Line Item amount to the selected Cost Code All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 83

84 Save the Line Item Click Save and Close 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 84

85 Viewing the Cost Worksheet All Contract Line Item amounts (both from the Budget Sheet and Committed Contracts) are distributed to the Cost Worksheet. The Cost Worksheet serves as the scorecard for the project. It cannot be edited directly. It can only be modified by creating or modifying a cost carrying document in Contract Manager. Click the Cost Worksheet module 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 85

86 Contract Amounts Distributed to the Cost Worksheet Note the variance in the General Cost Code this will be fixed with a Budget Revision in the next lesson All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 86

87 Lesson 7 Managing Changes There are two scenarios in which changes are managed. First, money may be moved to or from contingency accounts to balance line items when the Committed Contracts do not equal the amounts specified in the Budget Sheet. In this scenario the Budget Revision module is used. Second, project changes to either cost or schedule require revisions to the Committed Contracts. For this scenario the Change Management module is used. Budget Revisions Click the Budget Revisions module 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 87

88 The Budget Revisions log Click the Add Document button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 88

89 Documenting the Budget Revision 1) Provide a description of the revision 2) Verify the revision date 3) Specify the Category of the Cost Worksheet that will be modified. 4) Specify the column in which to post the change amount All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 89

90 Validate the individual initiating the change Click on the Details tab Modify the Contact initiating the change 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 90

91 Specifying the cost distribution of the Budget Revision Click on the Line Items tab Click the Add Lump Sum button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 91

92 Click the Add Multiple Cost Codes button Select the Cost Codes that will be used to re-distribute amounts. The Contingency/Uncommitted Funds Cost Code should always be used. The second Cost Code will represent the Committed Contract Cost Code that has an amount different than that specified for the Cost Code in the Budget Sheet All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 92

93 The amount used to balance the Budget-side Cost Code with the Committed-side should be offset with the Contingency to create a net zero change All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 93

94 Viewing the Budget Revision adjustments in the Cost Worksheet 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 94

95 Managing Changes to the Committed Contracts Changes to committed contracts are documented through change orders. The effect of changes needs to be reflected on both the Budgeted and Committed sides of the Cost Worksheet. There are several ways to create changes but change order should not be created on their own, without a Change Management record. Change Management allows a change to be tracked against all effected parties. A single change could potentially impact multiple committed contracts but needs to be balanced against the Budget Sheet. In this example the change will be initiated from the Committed Contract Click the Contracts Committed module 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 95

96 Click on the Designer Contract Click on the Contract Summary tab Approved Changes and revisions to contract completion dates are shown in the details tab All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 96

97 Click on the Changes tab Click the Initiate Change Management button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 97

98 The Change Management Record The Change Management module tracks all the documents related to a change scenario. While there can be multiple phases in Change Management, only the Final phase is used for UNCC projects. Click on the Edit Document button Indicate the initial date that the change was recognized & provide a Title for the change All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 98

99 Creating the Commitment-side Change Order Click on the Changes tab Click the Add button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 99

100 The Change Order document references the Contract and the Contacts involved in the change. The Change Order will record the cost and time change against the original contract. ***Click on the Schedule tab to enter the schedule impact of the Change Order 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 100

101 Click on the Line Items tab Click the Copy from Contract button. Check the Line Items from the Original Contract that will be impacted by the change All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 101

102 Open the Change Order Line Item in edit mode All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 102

103 Modify the Description if necessary Enter the Change Order amount Click Save and Close 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 103

104 Click on the Details tab Note the columns in the Cost Worksheet that the Change Order amount is currently posting All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 104

105 Approving the Change Order Approving the Change Order is an important step in the change management process. The Change Order amount will remain in the Pending column of Cost Worksheet until the Change Order is approved. 1) Click on the Review Status tab Status is currently New Item 4) Click the Approve and Save button 2) Indicate the approval date for the To company 3) Indicate the approval date for the From company 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 105

106 Viewing the Approved commitment-side Change Order Status is updated to Approved The Change Order amount is now posting to the Approved column in the Cost Worksheet 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 106

107 The Contract sum is updated to reflect the change amount. Click Return to Change Management 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 107

108 The commitment-side of the change order is now reflected in the Change Management record. The next step is to create a change order to update the Budget Sheet All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 108

109 View the Documents by Phase tab to see all documents in the Change Management process to date. Click the Documents by Phase tab 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 109

110 Creating the budget-side change order 1) Click the Budget tab 2) Click the Edit Document button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 110

111 1) Specify the Budget Sheet in the Contract field 2) Click the Start Final Phase button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 111

112 There will be a zero-dollar net change to the project budget so we do not want to copy commitments to the budget. While we will increase the amount allocated to the Cost Code from the impacted Line Item in the Budget Sheet, the change amount will be drawn out of the Contingency Line Item. Select Do no copy commitments into the new document Check the option to be asked to copy commitments to the budget when starting the budgeted phase this ensure you always select the appropriate options Click the OK button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 112

113 Creating the budget-side Change Order Modify the Title to reference the reason for the change 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 113

114 Documenting the Schedule impact of the Change Order Click on the Schedule tab Enter the number or days added to the schedule this will impact the Revised Completion Date for the Budget Sheet 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 114

115 Document the amount of the change and draw down contingency Click on the Line Items tab Click on the Copy from Contract button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 115

116 Select the appropriate impacted line items 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 116

117 Edit the Line Items to record the cost of the change Click the edit icon next to Line Item All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 117

118 The amount of the Change Order should be subtracted from the Contingency Line Item Click Save and Edit Next 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 118

119 The amount of the Change Order should be added to the Line Item referenced in the committed-side Change Order so the Cost Worksheet is in balance Click Save and Close 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 119

120 Note that the amount of the budget-side change is zero Click on the Details tab Note the columns in the Cost Worksheet that the Change Order amount is currently posting All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 120

121 Approving the budget-side Change Order 1) Click on the Review Status tab Status is currently New Item 4) Click the Approve and Save button 2) Indicate the approval date for the To company 3) Indicate the approval date for the From company 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 121

122 Viewing the Approved budget-side Change Order Status is updated to Approved The Change Order amount is now posting to the Approved column in the Cost Worksheet 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 122

123 The budget-side of the change order is now reflected in the Change Management record. Click the Documents by Phase button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 123

124 Viewing the new postings to the Cost Worksheet Budget Side Cost Worksheet 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 124

125 Commitment Side Cost Worksheet 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 125

126 Viewing Variances in the Cost Worksheet 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 126

127 Lesson 8 Invoicing Use invoicing to record payments against the committed contracts. Click on the Contracts Committed module 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 127

128 Select the Contract to be Invoiced Click on the Designer Contract 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 128

129 Viewing the Contract Summary Details tab The Contract Summary Details tab shows the to-date status of the contract, including the Approved Changes (via Change Orders), Completion dates, and Actuals recorded against the contract. Click on the Contract Summary tab 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 129

130 View and Create Invoices Click on the Invoices tab Click the Add button 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 130

131 1) Specify the Invoice Date 5) Specify the Status 2) Specify Amount Billed 3) Specify Amount Paid 4) Specify Payment Billed 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 131

132 Validate distribution to the Appropriate Cost Code (these will appear as Actuals in the Cost Worksheet Click on the Costing tab 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 132

133 Distribute to Custom fields Click on the Custom Fields tab Click Save & Close 2009 All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 133

134 The new Invoice now appears in the Invoices log in the Contract Summary section of the Committed Contract All rights reserved. No part of this publication may be reproduced without prior written permission from PMOLink, LLC. 134