Version: 1.1. Using DocBuilder

Transcription

1 Version: 1.1 Using DocBuilder

2 Table of Contents OVERVIEW 2 REQUEST FOR QUOTATIONS (RFQ S) 2 AUTOMATICALLY GENERATED FIELDS 3 Attachments 4 UPDATING THE RFQ 4 ROUTING OPTIONS 6 AUTHORIZATION TO PROCEED 7 AUTOMATICALLY GENERATED FIELDS 8 UPDATING THE ATP 8 ROUTING OPTIONS 10 OWNER CHANGE ORDER 11 AUTOMATICALLY GENERATED FIELDS 12 UPDATING THE OCO 13 ROUTING OPTIONS 14 SUBCONTRACTOR CHANGE ORDER 15 AUTOMATICALLY GENERATED FIELDS 16 UPDATING THE SCO 17 ROUTING OPTIONS 18 ACCESSING EXISTING DOCUMENTS IN DOCBUILDER 19 Version 1.1 Internal Document 1

3 Overview DocBuilder creates contract and change management documents based on data in CMiC. DocBuilder takes the details from records in CMiC and populates Gilbane s standard documents. It also contains electronic signature, workflow, and multiple routing options to meet the specific needs of Gilbanes projects. In this manual we will review how to use DocBuilder to create documents for the following record types: Requests for Quotations (RFQ s) Authorization to Proceed (ATP s) Owner Change Orders (OCO s) Subcontractor Change Orders (SCO s) Request for Quotations (RFQ s) DocBuilder utilizes the information contained on a PCI to generate an RFQ for all subcontractors included on the Detail tab. To create an RFQ via DocBuilder select the Print RFQ button from the Detail tab of the PCI. If an RFQ has already been created for the PCI it will bring you to the last updated/saved version of the RFQ. Version 1.1 Internal Document 2

4 Automatically Generated Fields When the RFQ is generated it will use the following fields from the PCI to automatically populate the RFQ: Version 1.1 Internal Document 3

5 Attachments When you select the Print RFQ button all documents included on the Attachment s tab of the PCI that have a checkmark in the Printable column will be included in the RFQ. If you do not want an attachment to show on the RFQ for a specific subcontractor you must remove the checkmark from the printable field, save your changes, and then select the Print RFQ button. If documents are needed for one subcontractor but not another you will have to complete on RFQ then return to the Attachments tab to update the Printable option prior to generating the RFQ(selecting Print RFQ) for the other contractor. Updating the RFQ Once the RFQ is created you will update it by completing the Instruction Checkboxes and completing the Sign function. The Instruction Checkboxes are located below the included attachments and detail the actions the subcontractor should take in response to the RFQ. Place a check mark in each checkbox that applies. Version 1.1 Internal Document 4

6 Once the RFQ is ready to be sent to the subcontractor the Sign button will be selected. Selecting the Sign button (located at the bottom of the RFQ) places an electronic signature on the document and removes the DRAFT watermark from the document. In the above example the RFQ has not yet been signed. The Date Issued field of the RFQ will populate with the date and time that the Sign button is selected. Version 1.1 Internal Document 5

7 Routing Options Once the RFQ is signed you will be able to route it to the subcontractor using one of the following methods: Routing Option Send to Subcontractor via ibuild Finalize Description Creates a task in ibuild that contains a link to the PDF version of the RFQ. The subcontractor will be able to access the RFQ directly from DocBuilder through the link in ibuild. From there they will be able to enter their details and sign the document. They do NOT need any special software on their computer to do this as DocBuilder provides the functionality needed. When the subcontractor completes their task it will be routed back to the Project Engineer in ibuild for notification purposes. All updates made will be viewable in DocBuilder but the PCI must be updated with the details. Finalizes the document and creates links to the included attachments. The user who selects the Finalize button will receive an that contains a link to the finalized PDF. This PDF can then be saved to the user s computer and ed to the subcontractor. The subcontractor will be able to open the PDF and all included attachments (via a paperclip link). If the subcontractor has PDF writer software they can update the fields directly in the document, electronically sign, and the document back to Gilbane. Reissue Print Cancel If the subcontractor does not have PDF writer software they will print the RFQ, write in their updates and then return to Gilbane via mail or through scanning the document and ing it. Sends the RFQ back to DRAFT stage. This removes all updates including the signature and cancels any ibuild workflow tasks. This is typically done if an error is contained on the RFQ or other updates are needed. Allows the user to print a PDF version of the RFQ, which can then be mailed to the subcontractor. Note that in this case the individual attachments must also be printed. Redirects the user to the main DocBuilder screen where they can search for other documents that have been generated in DocBuilder. When using Finalize you CANNOT forward the link in the to the subcontractor as it only works for users on the Gilbane network. You must save the PDF and then attach it to an . Version 1.1 Internal Document 6

8 Authorization to Proceed DocBuilder utilizes the information contained on the ATP and its associated PCI s to generate the document. To create an ATP via DocBuilder select the Print ATP button from the ATP screen. If an ATP has already been created you will be brought to the last updated/saved version of the document. Version 1.1 Internal Document 7

9 Automatically Generated Fields When the ATP is generated it will use the following fields from the ATP and associated PCI s to automatically populate the document: The specific language in the ATP varies depending on if the ATP contains In Scope PCI s or Out of Scope PCI s. Internal ATP s use BEA language while External ATP s use CCA language. Updating the ATP Once the ATP is created you will update it by completing the Instruction Checkboxes and completing the Sign function. The Instruction Checkboxes are located below the included attachments and detail how Gilbane arrived at the ATP total, the change in contract sum and the change in completion date. Version 1.1 Internal Document 8

10 DocBuilder allows the user to either sign the ATP or Send for Review. If Send for Review is selected an is sent to the Primary Project Manager (identified in the Assign Project Contacts application). They can then access the ATP and sign it. Selecting the Sign button (located at the bottom of the ATP) places an electronic signature on the document and removes the DRAFT watermark from the document. In the above example the ATP has not yet been signed The Date of Issuance field of the ATP will populate with the date and time that the Sign button is selected. DocBuilder allows any employee with access to the document to sign it. Make sure the signer matches Gilbane policy and your projects procedures. Version 1.1 Internal Document 9

11 Routing Options Once the ATP is signed, you will be able to route it to the owner using one of the following methods: Routing Option Send to ibuild Description Creates a task in ibuild that contains a link to the PDF version of the ATP. The owner will be able to access the ATP directly from DocBuilder through the link in ibuild. From there they will be able to enter their details and sign the document. They do NOT need any special software on their computer to do this as DocBuilder provides the functionality needed. Finalize When the owner completes their task it will be routed back to the Project Engineer in ibuild for notification purposes. All updates made will be viewable in DocBuilder but the ATP and associated PCI s must be updated with the details. Finalizes the document and creates links to the included attachments. The user who selects the Finalize button will receive an that contains a link to the finalized PDF. This PDF can then be saved to the user s computer and ed to the owner. The owner will be able to open the PDF and all included attachments. If the owner has PDF writer software they can update the fields directly in the document, electronically sign, and the document back to Gilbane. Reissue Print Cancel If the owner does not have PDF writer software they will print the ATP, write in their updates and then return to Gilbane vial mail or through scanning the document and ing it. Send the ATP back to DRAFT stage. This removes all updates including the signature and cancels any ibuild workflow tasks. This is typically done if an error is contained on the ATP or other updates are needed. Allows the user to print a PDF version of the ATP, which can then be mailed to the owner. Note that in this case the individual attachments must also be printed and sent to the owner. Redirects the user to the main DocBuilder screen where they can search for other documents that have been generated in DocBuilder. Version 1.1 Internal Document 10

12 Owner Change Order DocBuilder utilizes the information contained in the OCO and its associated PCI s to generate the document. To create an OCO via DocBuilder select the OCO type you wish to print from the OCO screen. If an OCO has already been created you will be brought to the last updated/saved version of the document. Version 1.1 Internal Document 11

13 Automatically Generated Fields When the OCO is generated it will use the following fields from the OCO and associated PCI s to automatically populate the document: Version 1.1 Internal Document 12

14 Updating the OCO Once the OCO is created you will update it by completing the Instruction Checkboxes and completing the Sign function. The Instruction Checkboxes are located below the included attachments and detail how Gilbane arrived at the OCO total, the change in contract sum and the change in completion date. DocBuilder allows the user to either sign the OCO or Send for Review. If Send for Review is selected an is sent to the Primary Project Manager (identified in the Assign Project Contacts application). They can then access the OCO and sign it. Selecting the Sign button (located at the bottom of the OCO) places an electronic signature on the document and removes the DRAFT watermark from the document. In the above example the OCO has not yet been signed The Date Issued field of the OCO will populate with the date and time that the Sign button is selected. DocBuilder allows any employee with access to the document to sign it. Make sure the signer matches Gilbane policy and your projects procedures. Version 1.1 Internal Document 13

15 Routing Options Once the OCO is signed you will be able to route it to the owner using one of the following methods: Routing Option Send to ibuild Description Creates a task in ibuild that contains a link to the PDF version of the OCO. The owner will be able to access the OCO directly from DocBuilder through the link in ibuild. From there they will be able to enter their details and sign the document. They do NOT need any special software on their computer to do this as DocBuilder provides the functionality needed. Finalize When the owner completes their task it will be routed back to the Project Engineer in ibuild for notification purposes. All updates made will be viewable in DocBuilder but the OCO and associated PCI s must be updated with the details. Finalizes the document and creates links to the included attachments. The user who selects the Finalize button will receive an that contains a link to the finalized PDF. This PDF can then be saved to the user s computer and ed to the owner. The owner will be able to open the PDF and all included attachments. If the owner has PDF writer software they can update the fields directly in the document, electronically sign, and the document back to Gilbane. Reissue Print Cancel If the owner does not have PDF writer software they will print the OCO, write in their updates and then return to Gilbane vial mail or through scanning the document and ing it. Send the OCO back to DRAFT stage. This removes all updates including the signature and cancels any ibuild workflow tasks. This is typically done if an error is contained on the OCO or other updates are needed. Allows the user to print a PDF version of the OCO, which can then be mailed to the owner. Note that in this case the individual attachments must also be printed and sent to the owner. Redirects the user to the main DocBuilder screen where they can search for other documents that have been generated in DocBuilder. Version 1.1 Internal Document 14

16 Subcontractor Change Order DocBuilder utilizes the information contained in the SCO and its associated PCI s to generate the document. To create an SCO via DocBuilder select Print SCO from the General tab of the SCO. If an SCO has already been created you will be brought to the last updated/saved version of the document. Version 1.1 Internal Document 15

17 Automatically Generated Fields When the SCO is generated it will use the following fields from the SCO and associated PCI s to automatically populate the document: Version 1.1 Internal Document 16

18 Updating the SCO DocBuilder allows the user to either sign the SCO or Send for Review. If Send for Review is selected an is sent to the Primary Project Manager (identified in the Assign Project Contacts application). They can then access the SCO and sign it. Selecting the Sign button (located at the bottom of the SCO) places an electronic signature on the document and removes the DRAFT watermark from the document. In the above example the SCO has not yet been signed DocBuilder allows any employee with access to the document to sign it. Make sure the signer matches Gilbane policy and your projects procedures. Version 1.1 Internal Document 17

19 Routing Options Once the SCO is signed you will be able to route it to the subcontractor using one of the following methods: Routing Description Option Send Sends the contract amendment to ibidpro so that the Subcontractor subcontractor can accept it. via ibidpro Finalize Finalizes the document and creates links to the included attachments. The user who selects the Finalize button will receive an that contains a link to the finalized PDF. This PDF can then be saved to the user s computer and ed to the subcontractor. The subcontractor will be able to open the PDF and all included attachments. If the subcontractor has PDF writer software they can update the fields directly in the document, electronically sign, and the document back to Gilbane. Reissue Print Cancel If the subcontractor does not have PDF writer software they will print the SCO, write in their updates and then return to Gilbane vial mail or through scanning the document and ing it. Send the SCO back to DRAFT stage. This removes all updates including the signature. This is typically done if an error is contained on the SCO or other updates are needed. Allows the user to print a PDF version of the SCO, which can then be mailed to the subcontractor. Note that in this case the individual attachments must also be printed and sent to the subcontractor. Redirects the user to the main DocBuilder screen where they can search for other documents that have been generated in DocBuilder. Version 1.1 Internal Document 18

20 Accessing Existing Documents in DocBuilder Users can access existing documents in one of two ways, either by accessing the specific record and clicking the Print (RFQ, ATP, OCO, SCO) button, which brings up that specific document or by using DocBuilder search function. To access DocBuilder's search function enter in your address bar. From there you can bring up any document by scrolling to that document type, entering the Project number and document number and selecting Go. Version 1.1 Internal Document 19