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3
Table of Contents
Preface...................................................................................................9
Contract Management Module Documentation.................................................. 10
About this Manual .............................................................................................. 12
Customer Support ............................................................................................... 13
Getting Started
Overview .............................................................................................17
Starting Contract Management ........................................................................... 18
The Contract Management Workspace............................................................... 19
Key Concepts..................................................................................................... 23
Sample Projects .................................................................................................. 26
Roles ................................................................................................................... 28
Buttons and Icons Used in Contract Management ............................................. 31
Planning and Adding a Contract Management Project .................33
First Steps ........................................................................................................... 34
Adding a Project and Entering General Information.......................................... 35
Creating a Project Template................................................................................ 37
Setting Access Rights (Project Access).............................................................. 39
Setting Up the Company Directory .................................................................... 43
Saving Companies and Contacts in the Project/Group List................................ 48
Adding Companies and Contacts from Other Documents ................................. 49
Customizing the Control Center ......................................................................... 50
Setting Up Distribution Lists .............................................................................. 52
Assigning Default Contacts ................................................................................ 56
Using the Work-Flow Based Approval Process.................................................. 57
Entering Initial Contract Information ................................................................. 70
Setting Up Cost Codes and Modifying Cost Worksheet Headings .................... 71
4 Table of Contents
Preface
Contract Management is contract-control
In this chapter software designed to help you manage your
projects more easily. From submittals to
Contract Management Module
Documentation change orders, all the facts about your
About this Manual project are at your fingertips.
Customer Support
This manual shows you ways to plan and
create a project in Contract Management,
and how to manage that project by logging
and tracking project information, using
meeting minutes, transmittals, contracts,
purchase orders, requisitions, change orders,
and so on. You will learn how to exchange
data between the module and other
programs, and identify the best methodology
for tailoring the control process to your
workflow.
10 Preface
See the online help for the latest Contract Management information. Use it
as your primary source of information.
Part Contents
Working with a Contract Management Explains how to work with, and customize, the module log and document
Project windows, set up dictionaries and preferences, and print logs, forms, and
reports.
Communicating Project Information Describes how to send Contract Management module documents to
other users, prepare transmittals, track different types of
communications, record meeting minutes, and manage safety-related
documents.
Working with Contracts, Project Costs, Describes how to set up the Cost Worksheet, manage contracts and
and Changes purchase orders, use trends, prepare requisitions for payment, record
invoices, use the Change Management module to customize the workflow
for your company’s needs, use procurement to track bidding, and create
and track issues.
Logging and Tracking Information Illustrates how the module logs and tracks important project information
such as drawings, submittals, materials, daily reports, insurance
certificates, and punch lists.
Exchanging Contract Management Describes how to link schedule data to the module, exchange module
Data data with a Project Management module schedule, and export/import
data to and from other applications.
Customer Support
For instructions on how to submit a service request for technical support
for your products, go to:
http://www.oracle.com/primavera/support.html
This page provides the latest information for contacting support and the
support renewals process.
Getting Started
In this part Overview
Planning and Adding a Contract
Management Project
T his part describes key concepts for using Contract
Management contract-control software.
Overview
This chapter introduces the key concepts for
In this chapter using Contract Management as your
contract-control software. It provides an
Starting Contract Management
overview of the module workspace, and
The Contract Management
Workspace includes an explanation of the sample
Key Concepts projects. This chapter also suggests how you
Sample Projects can start using the module, depending on
Roles your role in the project process.
Buttons and Icons Used in
Contract Management
18 Part 1: Getting Started
For information about The default Contract Management user ID and password
changing user ID, and user shipped with Contract Management is EXP (for both fields).
password parameters on a
network, see Contract
Management
Administration Application The minimum supported monitor resolution is 1152 x 864.
in the online help.
Click to
Click to Click to set Click to Click to Click to
customize
add a project find a expand all refresh
Click to collapse the
new settings. project. projects. the page.
all projects. workspace.
project.
modules
Projects
Folders
The Workspace is divided into two main areas: the Project View on the
left and the Control Center (Workspace) on the right.
Project View The Project View shows your project hierarchy, which
includes the top-level folder called All Projects, followed by the folder
for each project, the folders in each project, and the modules (logs and
documents) inside these folders. It also contains a Templates folder
which consists of any project templates you may have created, including
the default templates, DESIGN and SCHOOL. The Project View
functions the same way as Microsoft Windows Explorer. When a folder
is collapsed, click its icon to display the names of the items in that
folder. To collapse the folder, click the folder icon again.
For information about Most Contract Management modules consist of a log and a document
modifying Project View
folders and log and
window. The document windows contain many tabs with logically
document names, see related information. You can enter, edit, or view data on the tabs in the
Customizing Log and document windows.To open a log or document in an expanded project
Document Windows or
refer to the online help. folder, click the log’s name. You can also select a log by clicking on an
expanded folder and then typing the first character of the item you want.
For example, when the Communication folder is selected, type c to
select Corr. Sent, type c again to select Corr. Received, and type t to
select Transmittals.
You can right-click on the top-level folder or any project in the Project
View to display a list of commands. If you right-click on the top-level
project folder (All Projects), the available commands apply to all
projects within that folder; if you right-click on a project, the available
commands apply to that specific project.
For information on Control Center The Control Center contains information about either
customizing the Control
a selected project, a group of projects, or all projects. When no projects
Center, see Customizing
the Control Center in the are open, the Control Center shows information relevant to all projects
Planning and Adding a within the selected folder. When you select a project, the Control Center
Contract Management
Project chapter, or shows information specific to that project (some items enable you to
Customize Workspace choose whether to display information on all projects or just the selected
dialog box in the online
help.
project by clicking the customize icon from items offering this option).
You can also right-click on the project and choose Project Settings to
edit general information, key parties, and schedule information for the
project.
For detailed information You can customize the Control Center to display the information you
about the Control Center,
want. For example, you can include items for reports, your Inbox,
see Workspace in the
online help. requests for information (RFIs), charts showing outstanding issues and
requests, and any action and alerts. The Actions item contains the items
in your court that need to be addressed. The Alerts item contains items
that need to be addressed immediately. You can place up to 12 items in
the Control Center, and you can save this arrangement as My
Workspace. The next time you start Contract Management, you can use
this workspace or select one of the standard types delivered with the
product. These include Administrative Assistant, General Contractor,
Owner, Architect, and so on.
For more information on Viewing the information in the Control Center at the start of each
using actions and alerts,
see Actions and Alerts in
workday reminds you of what you need to accomplish, who you need to
Help. contact, and when deadline items are due through actions and alerts.
This information is generated by and/or directed to you, depending on
your access permissions. An example of using items for viewing
important information is shown on the next page.
To display
available forms
and reports,
click Print on the
tool bar Select
the type of
document, and
then click the
Print or the
Preview button
The example on
the left shows
the Preview
function. To print
the document,
click the Print
button.
Key Concepts
Contract Management is a multiuser, multiproject application that
provides a centralized way to store, organize, and track project
information so you can keep your contracts on time and within budget.
Use the Cost Worksheet to track contract costs and categorize contract or
purchase order amounts using cost codes for a detailed breakdown of
the component costs for your project. You can distribute the value of any
contract, purchase order, or change to any number of cost codes.
Sample Projects
Contract Management includes several sample projects, each set up
from the perspective of a different team member in a construction
project: general contractor, owner, subcontractor, and designer. These
projects are included as templates on which you can base your own
projects.
ENGR (Office Building) contains drawings and drawing sets for the
Design Review phase of the drawing process. This project is used in the
examples in the Tracking Drawings chapter to show how designers (or
architects or engineers) track drawings.
Roles
The roles of the construction manager, general contractor, owner, and
the engineer/architect/designer are described in this section to help you
understand how Contract Management is implemented by various team
members in a business workflow.
The following list includes tasks that are usually the responsibility of the
construction manager in the contract process. Included with each task is
the corresponding chapter/part in this manual where you can find more
information about those tasks.
■ Managing submittals – Managing Submittals chapter
■ Maintaining updated estimates of cost overruns or underruns –
Setting Up and Using the Cost Worksheet chapter
■ Tracking changes for each project issue and their effect on the cost
at completion – Part 4: Working with Contracts, Project Costs, and
Changes
■ Quickly finding all the documents you need to resolve open issues –
Creating and Tracking Issues chapter
■ Monitoring progress through written and verbal communications –
Part 3: Communicating Project Information
■ Customizing Contract Management to match your company’s
standards – Customizing Log and Document Windows and Setting
Up Dictionaries and Preferences chapters
■ Generating supporting reports – Printing Logs, Forms, and Reports
chapter
The following list includes tasks that are usually the responsibility of the
general contractor in the contract process. Included with each task is the
corresponding chapter/part in this manual where you can find more
information about those tasks.
■ Using the Drawing and Submittals logs to track shop drawings and
submittal items – Tracking Drawings and Managing Submittals
chapters
■ Coordinating submittal activities with the project schedule –
Managing Submittals and Exchanging Contract Management Data
with a Project Management Module Schedule chapters
■ Identifying issues that require resolution and creating change
documents – Creating and Tracking Issues chapter and Part 4:
Working with Contracts, Project Costs, and Changes
■ Identifying areas with significant cost variance and analyzing the
effects of pending changes on profit – Setting Up and Using the
Cost Worksheet chapter, and Part 4: Working with Contracts,
Project Costs, and Changes
■ Tracking items that must be completed before final payment is
made – Part 4: Working with Contracts, Project Costs, and
Changes
■ Reporting daily progress – Using Daily Reports chapter
■ Generating supporting reports – Printing Logs, Forms, and Reports
chapter
Owner As the project owner, you will use the module to organize
project data so you can stay on top of progress, coordinate activities
with your operations people, and make sure that all of the project details
are handled by the appropriate people. You will find the comprehensive
records of documents, correspondence, and changes invaluable for
claims avoidance.
The following list includes tasks that are usually the responsibility of the
owner in the contract process. Included with each task is the
corresponding chapter/part in this manual where you can find more
information about those tasks.
The following list includes tasks that are usually the responsibility of the
designer in the contract process. Included with each task is the
corresponding chapter/part in this manual where you can find more
information about those tasks.
■ Managing design and contract drawings – Tracking Drawings
chapter
■ Recording the design budget and expenses – Setting Up and Using
the Cost Worksheet chapter
■ Tracking changes in scope and their effect on the cost at completion
– Part 4: Working with Contracts, Project Costs, and Changes
■ Quickly finding all the documents you need to resolve open issues –
Creating and Tracking Issues chapter
■ Monitoring progress through written and verbal communications –
Part 3: Communicating Project Information
■ Generating supporting reports – Printing Logs, Forms, and Reports
chapter
First Steps
Contract Management offers a wide range of features and functions.
Depending on how you currently manage contracts (or how you want to
manage them) you can use all the features or select only the ones you
need to support your work process.
1.Set up and start 2.Add the project and 3.Set up the 4.Enter initial contract 5.Create initial
Contract enter general initial Company information (and submittal
Management. information. Directory. define cost codes). packages.
For details on tailoring These are the basic steps to get started in Contract Management; adapt
Contract Management
functions to your
them to your own work processes.
company’s requirements,
see “Customizing Log and
Document Windows” on
page 99.
The following shows the dialog box that displays when you choose New
Project to add a project using the Add Project Wizard.
The preceding figure shows the dialog box that displays when you
choose Publish Project to add a project.
For more information When you add a new project, you become the project
about setting access rights, administrator. Project administrators have access to all
see “Setting Access Rights
(Project Access)” on documents in their projects. (Contract Management
page 39. administrators have access to all documents in all projects.)
By default, all other users have no access rights to new
projects. Use the Project Access window to grant access
rights to a user. (right-click on a project and choose Project
Access).
For more information Defining the Key Contact The contact you specify in the Your
about defining default
Company field (in the Key Parties section of the Add Project Wizard) is
contacts per document
type, see “Setting Up Cost the key contact for the project. When you create documents, Contract
Codes and Modifying Cost Management automatically enters the key contact in the To or From
Worksheet Headings” on
page 71. field, based on the type of document being created. For example, if the
document being created is a contract or PO, Contract Management
automatically selects that company in the From field. To view or modify
this assignment, right-click on the project and choose Project Settings.
On the Key Parties tab, select Your Company from the drop-down list.
Use the template as a basis for a new project When you want to
create a new project that uses the information in the template, do the
following:
Click Template to
choose a
template.
■ Mark Export to enable the user to export data from the module.
■ Mark Delete to enable the user to delete data from a module.
To prevent a user from opening a module, clear the checkboxes for all
access types. If a user has no access rights to a particular module, that
module will not appear in the Project View.
1 Click the browse button next to the Access by Company field (at
the bottom of the dialog box).
2 Click Select next to the company you want to assign.
For more information on Add a company and contact Click Companies in the Project
adding companies and
Information folder, and then click Add Company.
contacts, see Add
Companies and Contacts in
the online help.
Click Add to
create a
contact for the
company. The
first contact you
add becomes
the key contact.
Contract Management Use the General tab to enter an abbreviation for the company, the company
requires that you enter the name and the key contact. The key contact is the person to whom most
key contact’s initials. documents will be addressed. This field is filled once the first contact is
entered.
For information on creating On the Status tab, set the Ball In Court to the person in your company
your own roles and
specification section codes,
responsible for this company's Action List items.
see Setting Up Dictionaries
and Preferences , or Create Add contacts for the company To add contacts for the company,
Contact Roles in the online
help. click the Add Contact icon or click the Contacts tab in the Company
document window, then click Add. You can add as many contacts as
needed for each company.
You can also copy companies and contacts from a project to the group
level. Right-click on the top-level folder and choose Copy Companies.
For more information, see Inactivate a company or contact You can label a company that
Company document
you are no longer dealing with as inactive. Inactivating a company or
window and Contact dialog
box in the online help. contact disables the company or contact without deleting it. When a
company is made inactive, all of its contacts also become inactive; the
company and contacts do not appear in dialog boxes that contain lists of
companies and/or contacts. The company and its contacts remain in the
database, but do not appear in the lists.
Use the Status tab and the Contacts tab in the Company document
window to inactivate companies and contacts.
For more information on When you add a new project, Contract Management uses the Project
how to set contact
Company Directory by default. To use the same companies for all of
preferences, see
“Specifying Project your projects, switch to the Group (database) Company Directory.
Settings” on page 124. Right-click on a project and choose Project Settings. On the Companies
tab, click the Switch icon. “Project” will change to “Group” to indicate
that the Group directory is in use.
Click to
change from
Group
Directory to
Project or vice
versa.
You can save new companies in the Group Company Directory while
using the Project Company Directory. In Project Settings, mark the Add
Company to Group After Adding to Project checkbox.
For more information, see When you click Select for a company or contact field, the Select
Select Contact dialog box
Company or Select Contact dialog box opens. To add a new company or
in the online help.
contact, choose whether to organize by company or contact, and click
Add Contact or Add Company, depending on which you want to add.
Type the company name and abbreviation (if adding a new company),
the contact’s full name and initials, and other information, if available,
and click Save. Contract Management adds the company and contact
information to the Company Directory. You can edit the information
later if necessary.
For detailed information on Items can be included more than once in the Control Center. For
customizing your desktop,
see Customize Workspace
example, if you want issues to appear as a graph, a bar chart, and a pie
dialog box in the online chart, move three Issue items to the Layout area, and edit each item’s
help. appearance by clicking the Edit link above it in the Control Center.
To modify a
list, click its
icon.
Establish a
distribution list
by selecting
companies.
Any changes you make to your company directory are also reflected for
the corresponding company in distribution lists. On the Distribution
Lists dialog box, click the Select button to open the Select Contacts
dialog box.
To easily find the contacts you need, you can organize by contact,
company, or distribution list. All companies in the current project will
be displayed if the Project Setting is set to Project. All group companies
will be displayed if the Project Setting is set to Group. Companies
assigned to the Group level apply to all projects in that group. Click
Select next to each contact you want to add, and click Save.
To remove items from a distribution list, click Unselect next to the name
of the contact you want to remove. Click Save and Return to Menu
when you finish defining the list. To delete the distribution list, click
Delete next to the list you want to remove.
Edit a distribution list You can also edit an existing distribution list
name and/or title.
Type an abbreviation
and title for the new
distribution list.
The Set Default Field Values window displays the default contact
assignments for the currently open project.
■ Contracts
■ Change Order documents
■ Purchase Orders
■ Request for Information (RFI) documents
■ Payment Requisitions
The approval process is the same for each of these documents. For each
of these types of documents, a document owner must be specified. This
can be done at the project level by right-clicking the project name and
selecting project settings to display the Project Settings dialog box that
you can use to set the document owners for the entire project.
When set at the project level, each time one of these types of documents
is created, the name of the document owner will automatically be
entered in the Document Owner field. the document owner can also be
selected when the document is created. Once the document owner is
selected, only the Contract Management administrator, the project
owner, or the document owner can select a different document owner.
Click to display
the User Project
Access dialog
box.
• Once on the Project Access dialog box, click the icon to the left
of the user name to display the User Project Access dialog box,
and set the user project access rights.
• If the user is not listed for this project, click the Add Users to
this Project button on the Project Access dialog box. This
displays the Select User dialog box. Use this dialog box to
select the users to add to the project.
Creating a Reviewer List You can create a list that contains the
names of the names of contacts who are responsible for reviewing
contract documents, and deciding whether to approve them.
See “Link a User Account Each contact in the reviewer list must be linked to a user account, or the
with a contact” on page 44.
contact name will not be available to select for the approver list. To
create an approver list, do the following:
1 Make sure that the company is created, the contacts are created, and
the contacts are linked to user accounts.
2 Expand the Project Information folder for the project, and click
Companies.
3 From the Select an action drop-down list, choose Reviewer Lists.
This displays the Reviewer Lists – Project Companies dialog box,
shown in the following figure.
4 Click the Add button. This displays the Add Reviewer List dialog
box, shown in the following figure.
8 On the Select Contacts dialog box, click the Contact button, the
Company button, or the Reviewer List button to display the list of
contacts from which to select the approvers. The following table
explains the options on this dialog box.
Reviewer List You can only add an entire reviewer list, not individuals
on a list. You can select more than one list. Individuals
on the lists will be added to the approver list. Select the
list or lists, and then click the Save button.
Company Only the key contact for that company is added to the
approver list if you click the Select link next to the
company name.
Contact This lists all contacts from all companies that are linked
to user accounts. Each contact's company name is listed
with the contact. Select the contacts, and then click the
Save button. This returns you to the Add Reviewer List
dialog box.
9 After you finish creating the reviewer list, click the Save and
Return to Menu button on the Add Reviewer List dialog box. This
displays the Reviewer Lists – Project Companies dialog box.
10 On the Reviewer Lists – Project Companies dialog box, click the
Close button.
1 Expand the Project Information folder for the project, and click
Companies.
2 Choose Reviewer Lists from the Select an action drop This
displays the Reviewer Lists – Project Companies dialog box.
3 Click the delete link to the right of the approval list that you want to
delete.
4 Click Yes when prompted "Do you want to delete Reviewer List
<approver list name>?" This displays the Reviewer Lists – Project
Companies dialog box.
5 On the Reviewer Lists – Project Companies dialog box, click the
Close button.
See “Overview of the Setting up the work flow based approval process You set up
approval process” on
page 57.
the workflow-based approval process when you create one of the types
of documents listed in the Overview of the approval process section of
this chapter.
3 Click the browse button next to the Document Owner field to open
the Select Contact dialog box, and choose the contact responsible
for this document. This contact is one that is already linked to a user
account when adding a contact or editing an existing contact. This
is a required field when using the new approval process.
4 Click the browse button next to the Ball in Court field to open the
Select Contact dialog box to choose a BIC.
5 The Status field lists the status code for the document. This field
will change, depending on what action a reviewer designates for a
document.
6 Use the drop-down list next to the Priority field to select the
priority level for this purchase order, which will appear in the BIC’s
Action List. Priority can be High, Normal, or Low.
7 Use the drop-down list next to the Workflow field to choose the
method of approval. This can be one of the following:
• Approve in Sequence – Use this when the document must be
approved in the order in which the reviewers are listed under the
Review section.
• All must Approve – Use this when every contact listed under
the Review section must approve the document before approval
is final.
• Any can Approve – Use this when any contact listed under the
Review section can approve the document and make the
approval final.
8 Click the Add Reviewer button to create the list of reviewers. This
displays the Select Contact dialog box that you use to choose the
reviewers.
See “Link a User Account • You must already have added the contacts and linked them to a
with a contact” on page 44.
user account. You add contacts when you add companies.
See “Creating a Reviewer • You can also select reviewers from an approver list that you
List” on page 60.
previously created.
• A reviewer may appear more than once on a review list. This is
useful in cases where an approval process should start and end
with the same reviewer.
9 Click the calendar icon to the right of the Required Start field to
display a calendar that you can use to select the date on which the
approval process must start.
• Use the arrows on either side of the name of the month to select
a different month.
• Use the arrows on either side of the year to select a different
year.
10 Click the calendar icon to the right of the Required Finish field to
display a calendar that you can use to select the date on which the
approval process must end.
• Use the arrows on either side of the name of the month to select
a different month.
• Use the arrows on either side of the year to select a different
year.
11 After setting up all the information and creating the list of
reviewers, click the Initiate button to start the approval process.
Only one of the following can initiate a purchase order:
• The project owner
• The document owner
• A Contract Management administrator
Before clicking the Initiate button, see the Caution note on next page!
Caution: If you click the Initiate button before all fields are
complete, and all reviewers are listed, you will be unable to
make any changes in this cycle. The Cycle field lists the
cycle numbers. You can use the pull down list to pick a
different cycle to review. This field will be blank until after the
first cycle is initiated.
Once the review cycle has been initiated, you cannot change the fields in
the Review section, nor add or delete reviewers without doing one of the
following:
Once the BIC reviewer approves the document, the BIC status changes
depending on how the document must be approved.
If the approval is
The BIC is:
set to:
If the approval is
The BIC is:
set to:
See “Begin a new cycle for This returns the document to the state it was in before the approval cycle
a rejected document” on
page 69.
was initiated. The cycle must be initiated again to restart the approval
process or delete the document.
This returns the document to the state it was in before the approval cycle
was initiated. The cycle must be initiated again to restart the approval
process.
1 Click on the document name to open the document (do not open it
in edit mode).
This returns the document to the state it was in before the approval cycle
was initiated. The cycle must be initiated again to restart the approval
process.
1 Click on the document name to open the document (do not open it
in edit mode).
2 Click the Revoke button, and confirm the revocation. This button
only displays when a document is approved.
3 From the Select an action drop-down list, choose Delete
Document.
To delete a rejected document, do the following:
1 Click on the document name to open the document (do not open it
in edit mode).
2 Click the New Cycle button. This button only displays when a
document is rejected by a reviewer.
3 From the Select an action drop-down list, choose Delete
Document.
For details about You can also modify Cost Worksheet column names (as well as other
customizing column
module column names) to match terms you use in your business. For
names, see “Customizing
Text in Contract example, you may use Revenue rather than Budget. It is recommended
Management” on page 101. that you make column name changes at the start of the project, since
these changes affect all projects within the same database or project
group. To change the column titles, right-click on the top-level folder
and choose Customize Text.
For more information on You can group related submittals into packages to help organize them.
submittal packages, see
“Adding a Submittal
For example, you can assemble a submittal package for all items
Package” on page 407. pertaining to a specific supplier, floor of a building, or area of work. Set
up packages at the beginning of the project so you already have an
organized structure when you are ready to enter individual items.
Click to Click the drop-down arrow, Click to select a layout. Layouts combine
Click to add print the select an action to print, filters, sorts, and groups into one item that you
a new default import, export, add a new can apply to logs.
document. report. document, and so on.
Click to open a
Click to view Click to open
document in view Drag the red bar to the left to split the window so
document as it a document
mode, not in edit the columns to the left remain fixed while you
will appear in edit mode.
mode. scroll through columns to the right of the bar.
when printed.
The module prompts you Edit a document Use one of the following methods to edit a
to save your changes when document:
you exit the document
window. ■ Open the document in Edit mode by clicking its document icon in
the log window.
■ Open the document by clicking its linked (underlined) title in the
log window. Click the Edit Document button, or Select an Action,
Edit Document.
■ From a log window, scroll to the last column and click Select an
Action, Edit Document.
The spelling checker looks for misspelled words using the main
dictionary provided and the customizable dictionaries you create. The
main dictionary is comprehensive, but it does not contain proper names
or many specialized words; you can add these words to your user
dictionary so that the module can recognize them.
Use the spelling checker Open the document for which you want
to check spelling in Edit mode. Click the Spelling button. If the module
does not find any mistakes, the spelling checker displays the following
message: The Spell check is complete. If it finds a word it does not
recognize, it will provide several options.
For each word the module does not recognize, select one of the
following options:
■ To keep the spelling, click Ignore. Click Ignore All to ignore all
instances of the highlighted word.
■ To keep the spelling and add the word to your user dictionary so
that the module recognizes the word the next time, click Add.
■ To change the spelling, type a different spelling or choose a
suggestion and then click Change (click Change All to replace all
occurrences of the misspelled word in the current document).
■ To undo a change you made within one field, click Undo.
Once you create a layout, you can save it and use it again in other
projects. A layout will appear in the same log window for all projects
within a database. If you create a layout called Layout1 for the
Contracts log in project DEMO, Layout1 will appear in the Contracts
log in every project in that database
For detailed information on Add a new layout To create a layout from a log window:
adding layouts, start with
the topic Layouts Overview
in Help. 1 Select Customize Layouts from the Layout drop-down list
2 Click Add to define the layout.
Assigning a layout to a log window
Selecting Layouts
Set your favorite layouts You can have Contract Management list
your favorite two layouts at the top of the Layout drop-down list.
Condition Description
= Is equal to
AND When one expression and another expression is true, the row is
selected
1 Open the log window you want to filter, select Customize Layouts
from the Layout drop-down list.
2 Click the document icon for the layout you want to edit, or click
Add to define a new layout. In the Formatting section, select the
filter you want to use.
3 Click Save and Return to Menu, and click Close. The module
displays documents in the list based on the selected filter.
Click to
return to
the
Customize
Layouts list.
Select the
filter you want
Click to add
to use, and
a new filter,
click Save and
sort, or
Return to
grouping
Menu.
specification
.
1 Open the log window you want to filter. Choose Layout, Customize
Layouts.
2 Click Filter.
3 Click Add and specify information about the documents you want
to filter. You can also edit simple filters.
Add a complex filter If you require more powerful filters, you can
create advanced SQL statements by using the Advanced Filter feature;
to create a complex filter, click Advanced Filter.
You should only use this feature if you are familiar with SQL
statements.
Filtering Tips A filter applies only to the log to which you add it. For
example, if you create a filter in a contracts log, that filter does not apply
to transmittals.
If Contract Management does not list certain documents, remove the
filter, if any, and re-examine the log or document.
1 Open the log you want to sort, and select Customize Layouts from
the Layout drop-down list.
2 Click the document icon to edit the selected layout, or click Add to
define a new layout.
3 In the Formatting section, select the sort specification you want to
use.
4 Click Save and Return to Menu, and click Close. The module
rearranges documents in the list based on the selected sort specifi-
cation.
1 In the Project View, open the log you want to sort, and select
Customize Layouts from the Layout drop-down list.
2 Click Sort.
3 Click Add in the Sort window and specify which fields you want to
sort and the order in which you want to sort them. You can sort by
as many fields as you want.
4 Edit or add a new layout in the Customize Layouts window to
assign the sort to a layout.
In the following specification example, the module sorts the log entries
by balance, in ascending order.
Sorting Tips A sort applies only to the log to which you add it. For
example, if you create a sort in a contracts log, that sort does not apply
to transmittals.
1 Open the log to which you want to apply a group, and select
Customize Layouts from the Layout drop-down list.
2 Click the document icon to edit the selected layout, or click Add to
define a new layout.
3 In the Formatting section, select the group specification you want to
use.
4 Click Save and Return to Menu, and click Close. The module
rearranges documents in the list based on the group you select.
1 Open the log for which you want to group its documents. Select
Customize Layouts from the Layout drop-down list.
2 Click Grouping
3 Click Add in the Grouping window, and type a title for the new
grouping specification.
4 Select the field by which you want to group documents, along with
the colors for the group. You can create multiple groups in a log,
with the top group taking precedence and each subsequent group
taking precedence over any below it.
5 Click Organize Rows to rearrange the grouping rows.
6 To save the specification, click Save and Return to Grouping List.
Click Cancel to return to the grouping list without saving any
changes.
Edit or add a new layout in the Customize Layouts window to assign the
grouping to a layout.
Grouping Tips A group applies only to the log to which you add it.
For example, if you create a group from the Contracts log, that group
does not apply to transmittals.
Click to attach
Click to attach a URL.
To view an attachment:
The documents you can access are based on the security assigned to
them for the repository. You can then copy the documents (when using
the Oracle UCM repository), or copy or link a document (when using
the Microsoft SharePoint repository).
■ For the Oracle UCM repository, a tree structure is built of all the
files to which you have access.
■ For the SharePoint repository, you must specify the root node in the
Primavera Administrator utility. See the Contract Management
Installation Guide for Microsoft SQL Server, or the Contract
Management Installation Guide for Oracle for more information
about the Primavera Administrator utility.
Attach Document from Repository If your project is set to use
the content repository, you can attach a document from that repository.
To do so:
Project View changes are not project-specific; any name changes affect
the entire database and all projects in it. You can edit folder names and
the document order within each folder, change the order of the entire
Project View, and move documents between folders. You cannot add
new items to a folder or remove a folder or log from a project.
To change the Project View folder names and sort orders, right-click on
the top-level folder and choose Folders when no project is open.
Adjust the
width of the Change the
column as text label
necessary to and click
accommodate OK.
heading
changes.
3 Click Restore Defaults to return to the default text supplied with the
module. The Print Preview and printed versions of the logs reflect
customized column names. However, if you print a standard report
or form from either the module or InfoMaker, the default column
headings are used.
If you want to restore the default names later, refer to the Default
Acronym and Default Description columns.
For more detailed Add a custom field Make sure no one else is working in the current
information about custom
group (right-click on the top-level folder in the Project View and choose
fields, see Custom Fields
Overview in Help. Current Users to display the current users). You cannot add a custom
field to a group if any other users are connected to that group. To add the
custom field, do the following:
4 Click Organize Rows to arrange the order in which you want the
custom fields to appear in documents.
When you add a custom field, you add a new field to the
Contract Management database. Custom fields are a
database-level feature. A custom field is available to every
project in that database.
Mark the Allow Users to Enter Items Not in the List checkbox to
enable users to type definitions directly in the custom fields. Definitions
entered directly are not added to the Custom Field Dictionary.
1 Open a document, then click the Custom Fields tab to display the
custom fields available for the document.
2 Type a value or click Select to choose the custom field definition
you want to associate with the open document.
For details about creating, Include custom fields in reports You can include custom fields in
modifying, and printing
reports, see Printing Logs,
reports. For example, using the custom field above, you can create or
Forms, and Reports in Part modify a report so that it shows only the contracts associated with the
2, or refer to Help. First Phase of the project.
Defining Dictionaries
You can edit or add codes and categories to existing dictionaries in
Contract Management. The defined categories and codes of the
dictionaries appear throughout the projects in drop-down lists. Right-click
on the top-level folder and choose Dictionaries, to choose from a list of
database-specific dictionaries that enable you to change or add the
following:
■ Reason codes that identify the source of a particular change
■ Company roles
■ Equipment types, length of suitable conditions, precipitation, sky,
temperature, wind, and weather impact associated with daily reports
■ Bid packages associated with drawings
■ Drawing disciplines used to categorize drawings
■ Phase codes specific to drawing revisions
■ File numbers associated with drawings
■ CSI divisions and purchase types for procurement
■ NAICS codes, accident causes, and dispositions related to safety
■ Specifications codes used to classify work
■ Status codes
■ Submittal categories and types
■ Work impact
■ Various other codes
■ Create a new reason code by clicking Add and typing a reason code
and title.
■ Click Delete to remove a reason code from the Contract
Management database.
Click to sort
columns in
ascending or
descending order.
You can change role acronyms and descriptions to any values you
prefer, but you must select a type from the list in the Type Name field.
The module uses types to categorize the role names you create. These
types include owner, supplier, general contractor, and so on.
Click to
delete a
company
role.
You can keep track of drawings and their revisions by defining a bid
package for each contractor, and logging the drawings by bid package in
the Drawings log. You can modify this list if you send additional
contractors drawings for bid. You can also filter drawings by bid
package.
For example, Issued for Bid (IFB) or Issued for Construction (IFC)
identify the purpose of a drawing sent to project participants. In the
Design cycle, drawings in the Design Development (DESIGN) phase
require revision cycles similar to submittal review cycles. Predefined
codes are included for drawing phases, but you can add additional codes
to meet your requirements.
For more information Define drawing file numbers Right-click on the top-level folder in
about the Drawings and
Drawing Sets logs and how
the Project View and choose Dictionaries, Drawings, File Numbers. If
disciplines are used, see you set up a filing system specifically for drawings, you can add your
the Tracking file numbers to this dictionary, and select the appropriate number when
Drawingschapter.
you log drawings.
The Safety module enables you to track safety violations and accidents.
Right-click on the top-level folder in the Project View and choose
Dictionaries, Safety, then click the appropriate safety code to define.
You can define categories and codes for accident sources, safety
dispositions, violations, and NAICS codes.
For a list of CSI section Add or edit the specification codes used to classify work
titles and numbers, see Right-click on the top-level folder in the Project View and choose
Masterformat/CSI Codes in
Help. Dictionaries, Specifications Sections. The codes in the Specification
Sections Dictionary classify construction work using the Masterformat
coding system developed by the Construction Specification Institute
(CSI). A Specification Code field is available in most document
windows.
■ Click Organize Rows to set the order in which the codes appear in
drop-down lists
■ Click Add, and type a value and description to create a new
specification section.
■ Click Delete to remove a code from the list.
The module uses these standard types to categorize the code names you
create.
You can delete codes from this list, but you must keep at
least one Approved, Open, Closed, Rejected, and New Item
type. Only the Description, Color, and Move Below fields are
editable for the New Item status.
Right-click on a project to
access the project’s
dictionaries.
The Project Settings dialog box is categorized into the following tabs.
■ Name – This is a read-only name for the project. This was set up in
the Administration Application when the project was created.
■ Title – Use this field to enter a title for the project. This is a
required field.
■ Report & Form Location – This is a read-only field that contains
the location where the reports and forms for this project are located.
This was set up in the Administration Application.
■ Attachment Name – This is a read-only field that contains the
name of the location where attachments are stored.
Details tab Use the Details tab to enter the following details:
Key Parties tab On the Key Parties tab, you can specify the
information for a key contact for the project. The module automatically
defaults to this company when creating documents.
Specify document owners On the Default Owners tab, you can set
default owners for the following documents, and to choose whether to
use the workflow-based approval process available in Contract
Management version 12.0 and later.
For details on using the Communication tab Communication settings determine whether
Transmittal Queue for
distribution lists, see
and how transmittals are placed in the transmittal queue. If more than
“Compiling a Submittal one transmittal exists for any contact in the transmittal queue, you can
Distribution List” on combine the information from all of them into one transmittal. You can
page 426.
also update the queue for every contact on your submittal or drawing
sets distribution list.
The Transmittal Queue link at the top of the module displays the
number of transmittals in the Transmittal Queue, if there is at least one.
If you update sent dates or distribution information for drawings, the
number is updated. After you close the Submittal log you can print (or
send) transmittals after they are added to the Transmittal log. To set up a
distribution list to send transmittals to specific contacts, click Define
Distribution Lists from the Company log window.
■ POP3
■ POP3S
■ IMAP
■ IMAPS
When choosing to import Correspondence Received, specify the name
of the server where the e-mail that you want to import into the
Correspondence Received Log is stored. You will also specify the port
number of the server where the e-mail that you want to import into the
Correspondence Received Log is stored.
The defaults that will automatically display for each type of Protocol
are:
For details on linking to a After you enter all the information to enable import of mail into the
Project Management
module schedule, see
Correspondence Received Log, click the Test Configuration button to
“Linking to a Project test the configuration. This should log on to the e-mail server where the
Management Module e-mail you want to import resides.
Schedule” on page 492, or
refer to Contract
Management online help.
For detailed information on Currency tab The Currency tab enables you to set the format used in
using multicurrency
all currency fields throughout your project. For example, if you want to
formats, refer to Help.
use the British pound as the currency, select British pound as the
currency format for the project. The currency setting applies only to the
current project.
■ Project Currency and Code – When you select the currency, the
currency’s ISO code is automatically selected.
■ Reporting Currency and Code – When you select the currency,
the currency’s reference code is automatically selected. The
currency used in the multi-project Cost Worksheet report. For
example, if you have different projects that use different currencies,
this feature enables you to convert them all into one unified
currency in the multi-project Cost Worksheet report.
■ Calculation – Based on the value in the Rate field, you can choose
whether to convert the project currency to the reporting currency, or
vice-versa.
■ Rate – The exchange rate to use between the Project Currency and
the Reporting Currency. For example, suppose you are using the
British Pound as the project currency, and the exchange rate
between the British Pound and the dollar is 2. However, you may
want to create reports in dollars. You would enter 2 in this field to
have Contract Management convert the project currency (Pounds)
into dollars when you create reports.
■ Display Worksheet – Choose the units in which to display the
values on the cost worksheet only. You can display in standard rate,
or in thousands, millions, or billions.
Schedule tab Schedule preferences enable you to specify the Project
Management module project you want to link to the project so you can
access schedule data in most document windows. The module can
extract early and actual start and finish dates from the Project
Management module project and use them to update dates. You can also
simply reference the related activity in the specific document window.
For information on setting The settings for connecting Contract Management to Project
Project Management
connection information
Management are entered during the Contract Management installation
after installing Contract process. If you need to connect to Project Management after you have
Management, see “Viewing already installed Contract Management, use the Primavera
and Modifying Contract
Management Settings” in Administrator utility to set the Project Management database settings.
the Contract Management After you enter the settings, you must stop the Contract Management
13.0 Installation and
Configuration Guide.
service and restart it. Then use the fields on this tab to select the
Schedule settings.
On this tab:
■ Contract Date – This is the date the contract was signed and/or
approved. You can enter a different date.
■ Proceed Date – This is the date work on the project is to begin. You
can enter a different date.
■ Completion Date – This is the date by which the project is to
finish. You can enter a different date.
See “Exchanging Contract ■ Schedule – Use this to select whether to connect to a Project
Management Data with a
Project Management
Management schedule. This field is disabled unless Contract
Module Schedule” on Management is connected to a Project Management module
page 489. schedule.
The following fields appear only if you selected Project Management
Schedule in the Schedule field.
In the Funding Cost Worksheet Section of the Costs Options tab, mark
the Show Funding Cost Worksheet Section checkbox to make the
Funding Cost Worksheet visible.
You can also specify that values can exceed the budget (scheduled
value) by marking the Allow the Value in Completed and Stored to Date
(column G) to Exceed the Line Item’s Budget in Scheduled Value
(column C) checkbox. Mark this checkbox if you want to collect
delivery documents for the requisition schedule of values, since delivery
values often cause the sum of the This Period column (Column E) and
the Previous Applications column (Column D) to exceed the value in the
Scheduled Value column (Column C).
You can also specify a maximum contract percent complete value in the
Complete field. You must use this option in conjunction with the “% of
Completed Work Until Work is” option for the module to use the
calculation. For example, to stop calculating retainage once the contract
is 50 percent complete, enter 50 in the Complete field and mark the “%
of Completed Work Until Work is” checkbox. You cannot edit the Total
Retainage field in the Requisition Summary section of the Requisition
document window if you apply this “ceiling” calculation.
If you prefer to use retainage amounts or percentages for each line item
in column I in the Schedule of Values tab, choose Enter Retainage on
Line Items. To use the same percentage to calculate retainage for most
line items, type the percentage in the On New Line items, Set the
Retainage Rate (Column I) to field. The module automatically enters
this percentage in the Retain % column (Column I) in the Schedule of
Values section for the requisition. For example, if you enter 10 percent,
the module enters 10 percent in Column I for every line item. You can
then edit the items that use a different percentage.
Use these
fields to set
additional
Change
Management
preferences.
For more information Each Estimated, Quoted, Negotiated, and Final Budgeted value and
about Change
Management, see the Using
each Estimated, Quoted, Negotiated, and Final Committed value creates
Change Management a document that is posted to a user-defined column of the Cost
chapter, or refer to Help. Worksheet. Use this tab to choose the document type you want to create
and the corresponding cost category column on the Cost Worksheet
where you want to distribute change amounts.
■ Adjustment
■ Estimated
■ Original
■ Pending
The following table describes the checkboxes and radio buttons that
appear at the end of the Committed phase:
Create Transmittal from Estimates Mark this checkbox to automatically add a transmittal queue entry for
each row added for the estimated phase when you click the Add button
in the Commitments section of the Change Management document
window, and then choose Estimated on the Add Commitment Row
pop up menu.
Add Estimates to Sent Log Mark this checkbox to automatically add a correspondence sent entry
for each row added for the estimated phase when you click the Add
button in the Commitments section of the Change Management
document window, and then choose Estimated on the Add
Commitment Row pop up menu.
Copy Custom Fields from the Previous Mark this checkbox to copy custom fields from the previous Change
Phase When Starting a New Phase Management phase to the new phase.
Allow Editing of Previous Phases Mark this checkbox to allow editing of previous Change Management
phases.
Enable Document Creation Outside of Mark this checkbox to allow Change Orders and Proposal documents
Change Management to be created directly in the Change Orders or Proposals modules,
without having to go through the Change Management module.
Calculate Net Amount of Previous Click the Change Date radio button to calculate the net amount of
Changes By: Change Date changes based on the date of the Change Order. This will calculate the
net amount of all previous changes for all Change Orders that pre-date
the current Change Order and that are associated with the same
Contract or Purchase Order.
Calculate Net Amount of Previous Click the Change Number radio button to calculate the net amount of
Changes By: Change Number previous changes for all Change Orders that precede the current
Change Order and that are associated with the same Contract or
Purchase Order.
For example, if you create a new Change Order that becomes the sixth
one listed on the Change Orders log window, the Net Amount of
Previous Changes amount in the sixth Change Order will be calculated
for all the preceding Change Orders that are associated with the same
Contract or Purchase Order.
For detailed information on Markup tab The Markup tab enables you to set the markup
markup, see “Applying
percentage or amount to apply to change documents. You can create as
Markup” on page 331 in
the Using Change many markup categories and values as you need.
Management chapter. In
Help, see Project Settings
dialog box, or type markup
using the Search or Index
features for a list of topics.
Click Add Markup to add a new markup row. Click Add Subtotal to
add a subtotal to the change document. The module subtotals the
markup values above this row in the change document and places them
here.
On the Markup tab, you can also select a Source Cost Code, which
enables you to break costs into individual components. Instead of basing
markup on one lump sum (such as overall cost), you can divide the cost
into labor, materials, and bond, and you can apply markup categories to
each of those.
■ If a source cost code is used, the applied cost for that row is used as
the amount to apply markup against.
■ If there is no source code, the previous Subtotal amount will be
marked up.
■ If there is no previous Subtotal row, the Document Start row’s Total
Cost column will be marked up.
You can use wildcards in the Source Cost Code field. Use a question
mark (?) to replace one letter or an asterisk (*) to replace multiple
letters. For example, if you created cost codes A1B and A2B, and you
enter A?B, both cost codes will be used. Similarly, if you use A*, all
cost codes that begin with A will be selected.
Issues tab Use this tab to link an issue to the project. Click Link to
open the Select Issue dialog box to link an issue. This is the only place
to link an issue to the project, rather than to a specific project document.
Attachments tab Use this tab to attach a file or URL to the project.
This is the only place to attach a file or URL to the project, rather than to
a specific project document.
Click Attach File to open the Attach File dialog box to add an
attachment to this project. Click Attach URL to open the Attach URL
dialog box to attach a Web address. You can also launch an attached
document or URL in its native application or delete an attachment.
You can choose how to display anchor links within the module. You can
also change the password you use to log into the module.
Since much of this information is probably the same for your company
across all databases, It is recommended that you install the
CMPROJ.DB file.
Printing Overview
In Contract Management, you can print a copy of any log, print the
contents of a document using a predefined form, or print a predefined
report or dunning letter. Several multiproject reports are also available to
print data from all projects in your database for the document type.
Depending on your printer designation, you can also print multiple copies
of logs, forms, reports, or dunning letters. This is helpful if you need to
send a copy to several people.
Printing a Log
The logs contain all documents for that module, and columns showing
general information about each document.
Print a log Open the log window you want to print, and then click the
Print Report button to print the default report for the log.
Preview and print logs as-is (including selected layouts) by sending the
log to Microsoft Excel, keeping the formatting of the current log layout.
Any layouts (grouping, filtering, or sorting) will preview and print as-is.
1 Open a log, and choose Send to Excel from the Select an action
drop-down list.
2 When the log opens in Excel, you can use Excel's functionality to
print the log.
Refer to the Microsoft Excel Help for more information on using Excel.
Printing Forms
Use forms to print detailed information from a document, such as a
transmittal. You can:
1 Open the document window for which you want to print a form.
2 Click the Print link at the top of the window (or choose Advanced
Print from the Select an Action drop-down list).
3 Select the form you want to print, and then click the Print button.
Print the default form To print the default form from the document
window:
Click the Print Form button or click Select an Action, Print Form.
Print form example The following shows the dialogs that display
when you either choose Advanced Print from the Select an action drop-
down list on the document window, or click the Print link at the top of
the document window, select a form, and then click the Preview button.
Printing Reports
Reports usually include information that the module collects from
multiple documents, such as a list of submittals. You can choose a
standard report from those included with the module, or you can use
InfoMaker to customize an existing report.
Select a log to
list the
predefined
reports for
that document
type, and then
click Show.
You can preview a document by clicking the Print Preview button from
the top level of a function (in this case, it will be the default document
for the function), or by using the Advanced Print function.
Previewing a document from the top level If you click the Print
Preview button from the top level of a function without selecting a
document, the default document for the function (Notice Log in the
following example) displays.
Inbox Overview
The Contract Management Inbox and related Send to Inbox feature
provide a convenient method for transferring documents electronically
between users. Use the Inbox to retrieve documents other users have
sent you.
You can open documents from other projects while in the Inbox without
closing the project you are currently in; while previewing the document,
you can forward it to another user.
The Inbox stores documents sent to you by other users. the module
automatically records documents here that are sent by choosing Send to
Inbox from the Select an Action drop-down. The Inbox displays the
linked name of the document, the date and time sent, the name of the
contact who sent the document, its project, and a comment icon, if
applicable.
Notes:
■ To open a document, click the document icon (Edit mode) or the
document’s title (View mode).
■ To forward a document, mark the document’s checkbox and click
Forward.
■ To mark a document as read or unread, mark the document’s
checkbox and click Mark Read or Mark Unread.
■ To delete a document, mark the document’s checkbox and click
Delete.
■ You cannot manually add a document to the Inbox from the Inbox.
■ You cannot send a document to another user’s Inbox if the user does
not have access to the document.
■ When the item is deleted from the Inbox, the Inbox record and its
comments are deleted from the database. The actual document
(such as a submittal) is not deleted.
Choose whether to
view all
documents from
all projects or
documents only
from projects
within the selected
folder.
The Inbox object indicates the Choose how to
number of documents for each organize
priority level sent to you by documents in
other users. the Inbox.
Preparing Transmittals
Transmittals are memos or cover letters that
In this chapter accompany submittals, drawings, and
material samples sent during a project.
Preparing a New Transmittal
Using Distribution Lists in This chapter describes how you can
Transmittals
automatically generate transmittals from
Copying a Transmittal
most Contract Management module
Generating Transmittals from
Other Documents document types, including submittals,
Delivering Transmittals various change documents, drawings,
contracts and purchase orders (POs), and
requisitions.
On the General tab The module supplies the current date and the
next available sequential number, along with your company’s
abbreviation and default contact. You can edit these values. Click the
Select To icon to display the Select Contact dialog box, and select the
contact who will receive the transmittal. Click the Select From icon to
select the contact the transmittal was received from.
On the Status tab Click the Ball in Court icon to Select Contact
dialog box, and select the contact responsible for the transmittal.
On the Items tab Use the Items tab to list information about the
documents being sent to the transmittal. Use the Add button to add new
document information. Information on this tab includes:
■ Item number
■ Copies
■ Date
■ Statue
■ Linked Document
■ Paper Size
■ Description
■ Approval
■ As Requested
■ Your Use
■ Review and Comment
On the Sent Via tab Mark the Attached and/or Separate Cover Via
checkboxes to specify how the transmittal contents were sent. If you
choose Separate Cover Via, type the method in the corresponding field.
Use the following fields to track an item directly from Contract
Management:
On the Details tab Use this tab to enter the following information
about the transmittal:
On the Custom Fields tab This tab only displays when one or more
custom fields has been defined for the module. Each custom field
assigned to the Transmittals module is shown with applicable values.
Custom fields enable you to define additional information about a
project. Define the custom fields by right-clicking on the top-level
folder (for all projects), and choosing Custom Fields. Custom fields
cannot be defined when any users, other than the Contract Management
administrator, are logged onto the system.
See “Using the Version You can configure Contract Management to automatically create a
Documents Feature” on
page 477.
version document each time you save the document. This is described in
the Using the Version Document Feature chapter later in this guide.
Use this tab to provide details about the contents of the transmittal.
Use the
Details tab to
record
additional
information
associated
with the
transmittal.
When you print transmittals, you can select the option to print a copy for
all contacts listed on the Distribution list. Choose Advanced Print from
the Select an action drop-down list.
Copying a Transmittal
You can quickly create a new transmittal from an existing one if both
transmittals will contain similar information. For example, you may
want to send information from an existing transmittal to a different
contact, but only the recipient’s address is different. Instead of typing
the information again, you can generate a copy of the existing
transmittal and then modify it.
For documents that do not have a To and From contact, On the Generate
Transmittal Wizard dialog box, supply the To and From company and
contact information.
Delivering Transmittals
To e-mail a transmittal to When you generate transmittals from submittals, drawings, or revisions,
someone, open the they are placed automatically in the Transmittal Queue. From the queue,
transmittal you want to you can print the transmittal. Once the transmittal is created, you can
send, and then click Select also print, fax, or e-mail it to one or more participants directly from its
an Action, E-mail form. document window. If you send a transmittal via e-mail, you can mark
the Include Attachments checkbox to include any attachments if they
are detected by your mail program.
1 Open the transmittal that you want to print, fax, or e-mail from the
Transmittals log.
2 From the transmittal’s document window, choose Advanced Print
from the Select an action drop-down list.
3 Choose Forms, Reports, or Dunning Letters.
For more information on 4 Choose a form, report, or letter from the list, and then preview,
the Advanced Print option,
see “Printing Logs, Forms,
print, or e-mail the document. You can also click Save As to save
and Reports” on page 149. the document in CSV or Excel format.
5 Click Close when you are finished.
The module numbers the item sequentially and enters the name of the
person currently logged into Contract Management. Click the Status and
Log Information tabs to view the ball-in-court, priority, status, and who
entered the document in the Correspondence log.
Recording Letters
During a project, participants often exchange important information
through letters that you may want to record. For example, letters that
outline contractual obligations or clarify a delay can later function as
supporting evidence in a claim. If you have Microsoft Word installed on
your computer, you can use the Letters feature to compose letters to
record information on any topic, such as when you expect a response
from the recipient.
Click to
create a new
letter.
Click the W
icon to edit a
letter in Click to view a letter.
Microsoft
Word.
The module enters the current date, time, log number, and due date (two
weeks from the current date). Click Add to select the To contact for the
letter. Click the browse button to choose the From contact.
Type a subject and enter the body of the letter. Continue to fill in the
remaining fields in each tab of the window as necessary, and then click
Save and Create Letter.
Click to open
the letter in
Microsoft Word.
For more details on Create a letter template If you did not set up your own template for
creating letter templates,
see Create Templates for
letters, the default template displays in the letter portion of the window.
Letters in Help. You can select a different template by clicking the drop-down list in the
Template field when you first create a letter.
To create your own letter template, click Define Templates in the Letters
log window.
A separate
letter is
generated for
each recipient
you add.
For details on question and Enter a question and answer Use the Question and Answer tabs
answer access rights, see
Request for Information/
to enter questions, proposed solutions, and answers. You can also create
Answer document window distribution lists for the questions and answers.
in Help.
Click to
append
drawing
documents
to the RFI.
Click the Schedule tab to see how the resolution to this request for
information might impact the project schedule. The browse button only
displays when Contract Management is connected to the Project
Management schedule.
Sending Notices
Use notices to inform project participants of the latest project
developments including changes in condition, bulletins, or change
sketches.
Add a notice
Click to
add a new
notice.
1 Use the calendar icon to choose the Open, Required, and Closed
dates as appropriate.
2 Click the browse button to select a Ball in Court.
3 Use the drop-down like lists to choose the Priority and Status.
4 User the Notes section to enter additional information about the
Notepad.
5 User the Link button to link any pertinent issues to the Notepad.
6 Use the buttons in the Attachments section to link documents to the
Notepad.
Enter a description
of the telephone
call.
E-mailing Forms
It is possible to e-mail any document generated within Contract
Management. provided that you properly set up that functionality. This
requires that the SMTP Server be properly configured within Contract
Management. This is done during installation, or can be done by
running Contract Management Utilities, choosing Server Config, and
entering the proper server when prompted.
Click to select a
recipient for the e-mail.
When the recipients receive the e-mail, they can either open the PDF to
display the form (or DOC file if it is a letter), or click the link to open
the document window.
After you correctly set up the project settings to enable e-mail import,
do the following to actually import the e-mail:
1 Under the project, click the Communication tab, and then click
Corr. Received to display the Correspondence Received log.
2 Choose Import E-mail from the Select an action drop-down list.
See “E-mailing Forms” on It is possible to e-mail any document generated within Contract
page 211.
Management. opening the document, provided that you properly set up
that functionality. However, until Contract Management version 12.0,
there was no way for anybody to track what forms or letters were being
emailed or to whom.
To enable CC: for outgoing e-mail you must have administrative rights
to the project, and then do the following:
The following figure shows the fields properly filled out for both CC:
for Outgoing e-mail and for Enable Import of Correspondence
Received.
Injury or illness reports Fill out these reports each time there is an
accident, injury or illness at a site. You can also record “near miss”
items, and use them for training to help prevent future mishaps. Also,
once an injury or illness report is recorded, you can send e-mail to a
distribution list to inform contacts what is documented.
Safety violation notices You can create and print out a safety notice
to inform a vendor of a potential hazard, and e-mail it to contacts in a
distribution list.
Form 301 is one of the first forms a company must fill out when an
injury or illness has occurred. This form, along with forms 300 and 300a
(300 Summary), helps the employer and OSHA develop a picture of the
extent and severity of work-related incidents. According to public law
910596, form 301 must be kept on file for five years following an
incident.
Form 300 is the log of work related injuries and illnesses. Companies
must complete form 300 for every work-related illness or injury. One
form is required for each person involved.
1 Click the Status tab to view or change the ball in court contact,
priority, status, and so on of the safety document.
2 Use the Employee tab to enter information about the employee.
3 Use the Details tab to view the project manager to whom the safety
violation pertains to, and any associated fine levied against the
company.
4 Use the Distribution List tab to record the names of contacts who
should receive a copy of the safety violation notice.
5 The Actions Taken tab keeps historical records of changes made to
the safety notice. Any changes made to fields in this notice
corresponding to the columns on this tab will add a new row. This
tab is not editable. You can view the row by clicking Select and
Action, View.
6 On the Attachments tab, use the Attach File, Attach from
Repository, and Attach URL buttons to attach pertinent documents
or URLs.
7 Click Save when finished. If you make any changes to the Safety
Notice, click Save at the bottom of the document window.
Adding a Meeting
Use the Meeting Minutes module to record all pertinent information
about a meeting, such as attendees and business items.
On the Status tab Click the Select in the Ball in Court icon to select
the contact responsible for acting on this meeting. Select the priority
level for this meeting, which will appear in the coordinator’s Action
List.
See “Approving Meeting Other fields on this tab are used for approving meeting minutes. This
Minutes” on page 230.
process is described in the “Approving Meeting Minutes” section later
in this chapter.
On the This Meeting tab Use the calendar icon next to the Date
field to select the meeting date. This is a required field.
1 Use the Time and the Location fields enter the information about
the meeting time and location.
2 Click Select next to the Coordinator field to select the meeting
coordinator.
3 Click Select next to the Contract field to select the contract that
applies to the meeting.
4 If you initiate Change Management from this meeting minute,
Contract Management displays the Change Management document
number in the Change Management Number field.
5 When you click the This Meeting tab, the Latest checkbox is
marked to indicate that this meeting minute document describes the
latest meeting.
This button does not display unless the administrator sets Contract
Management content management repository properties in the
Administration Application. If set, you can attach documents from an Oracle
UCM or Microsoft SharePoint repository.
This button does not display unless the administrator sets Contract
Management content management repository properties in the
Administration Application. If set, you can attach documents from an Oracle
UCM or Microsoft SharePoint repository.
You can print this new document and use it as an instant agenda. After
the meeting, update the record with any new information.
■ Business items with an Approved or Closed status are not copied.
■ All New, Open, and Old business items are carried forward, and
their status changes to Old. Business items with an Approved or
Closed status are not copied.
■ All attendee information in entered in the Attendees tab. You can
edit this list.
■ The newly generated meeting is marked as the latest meeting.
Using the Cost Worksheet is optional: you can use the cost
documents listed above independently. However, if you
collect cost information in the Cost Worksheet, use it with all
of your cost-related documents.
Invoice Change
TOTAL TOTAL
$50,000 $250,000
The rest of this chapter shows you how to set up the Cost Worksheet,
update it, and review the financial information that’s important to you.
You can use the Order Code field to vary the sort order of your Cost
Worksheet from the cost code order.
The chart on the following page shows the main categories of the Cost
Worksheet and their subcategories. The bullets indicate where the
module places money in the Cost Worksheet when you distribute an
amount from a contract, PO, invoice, requisition, trend, change order, or
proposed change order.
In the Contracts and POs rows of the chart, the module can distribute the
amount to the Original Budget or Original Commitment section of the
Cost Worksheet. When you distribute the contract or PO amount, select
the Budget or Commitment category, and the Original subcategory is
automatically selected.
<Custom> Adjustments
Projected Commitment
Projected <Custom>
Estimated Revisions
Estimated Revisions
Approved Revisions
Approved Revisions
Revised <Custom>
Approved Variance
Projected Variance
Purchasing Buyout
Original <Custom>
<Custom> Percent
Estimate Accuracy
Pending Revisions
Pending Revisions
Actuals Expended
Pending Variance
Actuals Received
Projected Budget
Original Estimate
Original Variance
Revised Budget
Original Budget
Type of
Actuals Issued
Adjustments
Adjustments
Document
Buyout
Column A B C D E F G H I J K L M N O P Q R S T U V W X Y Z a b c d e f g h i
Contracts x x x
POs x x
Proposals x x x
Change Orders x x x x x x
Trends x x x x x x x x x x x x x x x x x x
Invoices * † ‡
Procurement x x x x x x
Requisitions * † ‡
Calculated by x x x x x x x x x x x x x x x
the module
H+I+K+L+M
(A+B)-(H-I)
(A+B+D)-H-(I-K)
A+B
(A+B+D+E+F)-(H+I+K+L+M)
b+c+e+f+g
H+I
P-O
A-P
A+B+D+E+F
b+c
P-H
O-H
A-H
Cost
Worksheet
Column
Calculation
*
If Contract/PO is distributed to Committed
†
If Contract amount is distributed to Budgeted
‡If Contract is distributed to Funding
Primavera - Contract Management
Setting Up and Using the Cost Worksheet 239
Similarly, you may have a lump sum contract for $50,000, of which
$25,000 is for rough carpentry and $25,000 is for finish carpentry. To
track each carpentry cost separately in the Cost Worksheet, create two
codes, Rough and Finish, and distribute $25,000 to each.
You must create cost codes before you can distribute costs to the Cost
Worksheet. Consider building meaning into the cost codes. For example,
some companies base their cost codes on standard CSI codes.
To delete a cost code from the Cost Worksheet, select the cost code, and
then choose Delete Cost Code from the Select an action drop-down list.
You can use up to 30 Add a cost code definition Right-click on the top-level folder (All
characters for each cost Projects by default), from the Project View and choose Cost Code
code. Definitions. In the Cost Code Definitions dialog box, define your cost
codes by entering a name representing a portion of the code, a
description of what that portion of the cost code represents, the position
where that portion begins in the cost code, and the length of that portion
of the code.
In the following example, the first section of the cost code definition,
DIVI, (which represents the CSI division) takes up two characters of the
code, followed by a space (which is why the next second section starts at
4), and is succeeded by the five-character specification section, followed
by a space (which is why the third section starts at 10), and then the one-
letter cost category.
Click a
document icon
to enter values
for each
component of
the cost code.
When you add a cost code, you can refer to the definitions created here
to properly format the complete cost code.
Open the project to which you copied the cost codes, and then open the
Cost Worksheet to view the copied information. Cost codes and titles
are copied to the project without any of the distributions.
Distribute costs
1 Open the document window for the contract for which you want to
distribute costs, and click the Line Items tab.
2 Click either Add Lump Sum or Add Unit Price.
3 Type the amount to distribute in the Lump Amount or Unit Price
field.
4 Scroll down to the Costing section and click Add to select the cost
code to which to distribute costs. Add as many cost codes as
necessary.
5 Enter the amount to distribute in the Distributed field, and then
click Add Balance.
6 Click Save & Close to send the data to the Cost Worksheet.
The illustration on the following page shows the basic process for
distributing costs to the Cost Worksheet.
Open the a
Contract, PO,
Invoice,
Requisition,
Proposal, Change
Order, or Trend.
Click the Line
Items tab.
In the Costing
section, click Add
to open the Select
Cost Code dialog
box.
To access the Status To ensure that the Cost Worksheet works properly, you must include at
Dictionary, right-click on least one of each of the following status types in the Status Dictionary:
the top-level folder in the New, Approved, Open, Closed, and Rejected. You cannot delete the last
Project View, and then click status code for each of these status types. For example, if only one status
Dictionaries, Status. with a status type of Approved is included in the Status Dictionary, you
cannot delete that status.
For more information Manually Adjusting the Cost Worksheet Use trends—a
about trends, see the
“Using Trends” chapter.
manager’s expectation of future costs—in conjunction with the Cost
Worksheet to track possible cost increases. To add or transfer money
within the Cost Worksheet without modifying the original contract or
PO or adding a change order, add a Trend document, and then distribute
its cost to the Cost Worksheet.
Specify document
types and cost
categories to
accommodate your
work process for
managing changes
as they occur.
For details about Change When you add values for one of the phases—Estimated, Quoted,
Management, see the
“Using Change
Negotiated, or Final—in a Change Management document, the
Management” chapter. designated documents are generated based on the information you
provide. Click Change Management in the Contract Information folder
to access this document type.
If more than one cost code exists for the originating contract/PO, the
document value is treated as a lump sum value, and it is placed in a cost
code called Not Costed. You can then distribute the value among the
appropriate cost codes.
If the contract has only one cost code, the entire document
amount is distributed to that cost code.
The next time you enter a value in a phase to continue the Change
Management work process, the cost codes created in the holding table
are based on the prior document in the work process costing scheme.
You can, however, add cost codes to subsequent documents as necessary
in the work process.
For a quick glance at the current status Review the totals at the
bottom of the Cost Worksheet.
For more information on Using Other Contract Management Features with the Cost
using these features, see Worksheet Attach word-processor documents, drawings, or other text
the “Overview” and
“Working with Log and or picture files to Cost Worksheet log entries. Click the Attachments tab
Document Windows” to attach an electronic version of a CAD drawing or sketch even if you
chapters.
have a printed version.
You can also link costs to issues to track problems or conditions. The
module automatically links any documents generated from the cost to
the same issues.
You can also use Find, Filter, Sort, and Group to locate and organize
costs or assign custom fields to the records to help categorize them for
reporting. If you use grouping, you can total the values in each primary
group in the Cost Worksheet.
Several new <Custom> columns also appear in the Cost Worksheet. You
can then create new <Custom> contracts as a third cost category
customized for your business, and then create any change documents
and trends against the custom contract. The <Custom> documents are
costed to the <Custom> columns in the Cost Worksheet.
See “Custom Cost On the Details tab of a custom Contract document window, the Cost
Worksheet Section
Category field indicates that this contract is being costed to the
Overview” in Help for
information on the <Custom> columns of the Cost Worksheet. You can change the term
additional columns. <Custom> to whatever term that applies to your situation. Use the
Folders dialog box to change the name of the <Custom> Contracts
module, and the Customize Text dialog box to change "Custom" to
another term.
Use contracts and purchase orders to define the initial terms and
amounts associated with a project and the project participants. Later,
you can track other documents, such as change orders, against these
contracts and purchase orders.
On the Line Items tab, you can create either a lump sum or unit price
contract/purchase order. If the contract involves payment of a single
lump sum for services, click Add Lump Sum. If the contract contains
itemized labor or material costs, click Add Unit Price.
You can enter both lump sum and unit price contracts/
purchase orders in the same document.
For more information, see If you delete a contract or purchase order, the related
“Distributing Budgeted and invoice, all Cost Worksheet references to the invoice, all
Committed Costs to the
Cost Worksheet” later in
Cost Worksheet references to the contract or purchase
this chapter. order, and any issue links are also deleted. Materials
delivery records, change and request documents, and
requisitions related to the contract or purchase order remain
intact.
The date recorded for the generated document is the current date, which
you can change.
If you are not certain whether the code you want to use already
exists, click the browse button next to the Material Name field to
display the Select Materials dialog box, and check the existing
codes.
The following figure shows the top part of the Contract Item dialog
box, with the material code filled in. (Leave the material code for a
line item blank if you do not want to generate a materials delivery
record for it.)
For more information Click the Finish button. The next time you access the Materials
about tracking materials
delivery, see “Tracking
Delivery log window, the document that you generated from the contract
Materials Delivery” on (or purchase order) will be listed in the log, as shown in the following
page 431. figure.
For details on these Set lump sum/unit price preferences and retainage calcula-
settings, see “Managing tions for new requisitions If the contract/purchase order has not
Contracts and Purchase
Orders” on page 255. yet been created, right-click on the project in the Project View and
choose Project Settings. Set the default preferences for requisitions for
all new contracts/purchase orders on the Requisitions tab.
After you generate the first Generate the first requisition for a project payment
requisition from the
contract/purchase order, 1 Open a Contract or Purchase Order document window.
create periodic payment
applications from the 2 Choose Generate Requisition from the Select an action drop-down
originating requisition by list.
choosing Select an Action,
3 Select the Period To for the requisition, and then choose whether to
Generate Requisition from
the Requisition document link the same issues and attachments to it as the contract.
window. 4 Click Finish.
5 Enter the requisition information in the Requisition document
window.
For more information You can distribute contract costs to the Budgeted or Committed tabs of
about cost codes and
the Cost Worksheet, and distribute purchase order costs to the
distributing costs, see
“Setting Up and Using the Committed tab. Use the Budgeted tab for the total amount available to
Cost Worksheet” on spend on the project; use the Committed tab for amounts you have
page 235.
agreed to pay someone else.
To distribute costs:
1 Click Edit Document in the Contract or Purchase Order document
window.
2 On the Line Items tab, click either Add Lump Sum or Add Unit
Price.
3 Insert an amount in the Lump Amount or Unit Price field.
4 In the Costing section, click Add and select a Cost Code to which
distribute costs. (You can click Add Multiple Cost Codes to add
more than one cost code at a time.)
5 Enter the amount to distribute in the Distributed field, and then
click Add Balance.
6 Click Save & Close to distribute the costs to the Cost Worksheet.
For details on creating Click the Changes subordinate tab to view all change documents
change documents, see the
associated with the contract. Costs associated with each document are
“Recording and Tracking
Communications” chapter. listed in either the Approved Changes or Pending Changes column,
depending on the document’s status. Costs associated with documents
that have an Approval status code appear in the Approved Changes
column; costs and documents with other status codes are shown in the
Pending Changes column. Documents with status codes of Closed or
Rejected are not displayed on the Contract Summary tab.
Using Trends
With Contract Management, you can record
In this chapter an anticipated cost that is not documented in
another area. For example, you can record a
Why Use Trends?
preliminary agreement amount before you
Adding a Trend
create a contract.
Generating a Trend
Distributing Costs to the Cost This chapter describes how to use the Trends
Worksheet
feature to record anticipated costs, items,
adjustments, revisions, estimates, or actuals
“on the fly” as they occur during the contract
life cycle. You can also distribute these costs
to the Cost Worksheet to track possible cost
increases or decreases.
270 Part 4: Working with Contracts, Project Costs, and Changes
Keep in mind that trends are usually not definite changes (although they
can be), unlike those you record in change documents; they typically
represent probable future costs. For example, if the pipe you will be
ordering for delivery at a construction site costs $10 per foot at the time
your bid is submitted, but the same pipe is expected to increase to $12
per foot when your bid will be accepted, you can expect the pipe will be
$12 per foot when you place the order. Trends can be used to represent
adjustments, revisions, estimates, or actuals—they can be as flexible as
you require.
Once you record a trend, you can add it to the Cost Worksheet by
distributing its cost to a cost code and assigning the amount to a column
used for revisions or adjustments to the original budget, or for any other
cost area. You can then track these possible cost changes and fine-tune
your budget.
Adding a Trend
Use trends to add and track anticipated costs that may change the project
scope as they occur.
You can also create a new trend from an existing trend. See the next
section for more details.
Generating a Trend
If you want to create a trend that is similar to one that already exists, use
the Generate Trend feature to create a new trend with copied information.
Generate a trend From the Trends log window, select the trend you
want to copy. Choose Generate Trend from the Select an action drop-down
list. Choose whether you want to distribute the new trend to the same cost
codes as the original, link the new trend to the same issues and
attachments as the original, or close out the original trend. Click Finish to
generate the new trend.
To distribute costs Open the document window for the trend for
which you want to distribute costs. Click the Line Items tab.
Click either
Add Lump
Sum or Add
Unit Price.
Insert an amount in
the Line Item Total
(or Unit Price).
Click Save & Close to send the information to the Cost Worksheet.
Process Overview
Requisitions, or formal requests for payment, are usually issued by
general contractors (GCs) to the owner on a monthly basis as portions of
work on a project are completed. Subcontractors or vendors submit
requisitions to the GC for their portions of the work. Once the initial
requisition with line items is established at intervals determined by the
pay cycle established between the contract parties, an application for
payment based on the original requisition is updated, certified, and sent.
Setting Up Requisitions
You can create requisitions for all project contracts. Depending on your
role, you may issue payment requests or receive payment requests. For
example, if you are a GC, you receive requisitions from subcontractors
and you issue requisitions to the owner. You can distribute requisition
amounts to the Cost Worksheet’s Actuals Issued or Actuals Received
column(s), and compare the actual costs to the budgeted or committed
costs for various work items.
For details on steps 1 and Follow these steps to set up the first requisition for each contractor
2, see “Planning and
purchase order:
Adding a Contract
Management Project” on
page 33 and “Setting Up
1 Set access rights to requisitions and for certifying them.
Dictionaries and
Preferences” on page 111.
2 Set lump sum/line item preferences and retainage calculations on
the Requisitions tab in the Project Settings dialog box.
3 Create the requisition and schedule of values.
4 Negotiate the payment amount.
5 Approve and certify the requisition.
6 Start the cycle beginning with step 3 for the next payment period,
based on work completed since the previous requisition was issued.
If you use both requisitions Assuming requisition access rights have been set and preference
and invoices, you typically defaults are being used in generating requisitions (steps 1 and 2), this
generate requisitions from section discusses step 3 in the process—creating a requisition.
contracts and invoices
from purchase orders.
The party
to whom
the
contract
or PO
was
issued.
The party
who Each requisition for payment covers the
initiated time period between Period To dates
the for the last requisition and the current
contract requisition.
or PO.
■ The Start with this Line Item number and the Increment Line Items
By value specified in the Cost Options dialog box (accessed from
the Select an Action drop-down list for the Contract/Purchase Order
document window for the existing contract/purchase order).
■ The Requisitions tab in the Project Settings dialog box for a new
contract/purchase order.
If a unit tax amount per line item or a lump tax per lump sum exists for
the originating contract/purchase order, the entire amount is totaled and
placed on a separate line called Total Tax.
■ Unit Price
■ Lump Sum
■ Subtotal
■ Header
■ Blank line.
Click Add Unit Price for material line items. Click Add Lump Sum for
the line items involving labor.
Line items are listed numerically. To group the line items by a general
category and then calculate subtotals for each group, enter appropriate
item numbers for the header and subtotal. In the following example, the
heading PIPE is changed to line item number 2 and the SUBTOTAL is
changed to number 4. The line item, and any additional items placed
between 2 and 4 are categorized as pipes. To arrange the data in the
order you want, click the document icon next to the line item you want
to edit. Change the Item Number and click Save & Close to view the
changes.
Headers are not required to calculate subtotals. If you enter items and
subtotals only, all line items are summarized between subtotals.
You can also use the blank line item type to separate and group items in
the schedule of values. The next sequential item number is used, but all
other columns are blank for this item type. Blank lines do not affect
subtotals.
When you finish creating line items and entering the scheduled values,
the grand total for the Scheduled Value column (column C) should equal
the Original Contract Sum on the Contract Summary tab. The module
notifies you if these numbers do not match when you attempt to close
the Requisition document window, and it displays the amount needed to
balance the two numbers. Adjust the schedule of values for existing line
items, or create new line items and schedule values to balance the totals.
For details on certifying a Update the current requisition On the Schedule of Values tab, edit
requisition, see “Certifying
a Requisition” on
each line item to change the value for This Period or Percent Complete
page 295. based on work completed this period, and then click the Review Status
tab, and certify the requisition. If you associated Contract Management
module schedule activities with requisition line items or with the
contract/purchase order, mark the Get Schedule checkbox in the
Generate Requisitions wizard to update the total percentage of work
completed for the period to date (%G/C column) in the schedule of
values using the activities’ percent complete.
Click the
document
icon to edit
the line item.
Adding a Requisition
Requisitions must be linked to a contract or a purchase order. You
should create your contract or purchase order, establish its cost options,
and then generate the first requisition for payment from the contract or
purchase order.
You can also add a requisition from the Payment Requisitions log. Click
the Add Document button. In the Add Requisition wizard, select the
contract or purchase order to which to link the requisition, and then
select a To contact (for example, the GC receiving the request for
payment) and the From contact (for example, the subcontractor
submitting the requisition for payment). The module uses the current
date for the Period To, which you can change. Click Finish to create the
new requisition for payment.
Recording Progress
Follow these general steps to complete monthly requisitions:
1 Generate the current requisition from the previous month’s
requisition.
2 “Get” materials delivered during the current period and approved
change orders that increase or decrease the contract sum.
• The module prompts you to get this information when you
generate requisitions.
• You can also select Get Approved Changes or Get Materials
Delivery in the More Commands drop-down list, on the
Schedule of Values tab. You can then follow the Add Change
Orders and/or Material Deliveries wizard instructions.
3 Enter values for the following items:
Use the Not Certified or Is the Latest=Y standard filter to easily locate
the requisition you want in the log. Select Customize Layouts in the
Layouts drop-down list from Payment Requisitions log window. Edit or
add a new layout to assign one of these standard filters to the layout, or
create your own to include other selection parameters.
If a delivery is linked to a lump sum item, the total value of the delivery
is copied to the This Period column (column E). If the delivery is linked
to a unit price item, the module calculates the column E value by
multiplying the quantity delivered by the unit price added on the
Schedule of Values tab.
This field is recalculated to equal the sum of all approved change orders and the
original contract sum.
Make sure you have Contract Management “get” change orders for the
requisition. Do this by using the Generate Requisition wizard (or select
Get Change Orders and/or Get Materials Delivery from the More
Commands drop-down list on the Schedule of Values tab). Otherwise,
the grand total for the Scheduled Value column (column C) may not
match the Contract Sum to Date column. The requisition cannot be
certified until these amounts are equal.
Primavera - Contract Management
290 Part 4: Working with Contracts, Project Costs, and Changes
You can update the work completed percentages with the Project Management schedule
activity percent complete values associated with each line item.
If you enter a value for This Period (column E), Contract Management
calculates the progress percentage by dividing the value in the
Completed and Stored to Date D+E+F field (column G) by the value in
the Scheduled Value field (column C).
You can enter retainage values one of three ways for requisitions on the
Requisitions Summary and Schedule of Values tabs, as illustrated in the
following examples.
Enter the summary percentage for completed work and for stored
materials and have the module calculate the total retainage...
The two column I values are linked. If you enter a currency value,
Contract Management calculates the percentage. If you enter a
percentage, Contract Management calculates the value by multiplying
the percentage by the column G value (Completed and Stored to Date,
D+E+F).
Contract Management adds the values in column I and displays the total
in the Total Retainage field on the Requisition Summary tab (if the
Enter Retainage on Line Items option is chosen in the Cost Options
dialog box). Contract Management does not calculate a separate
retainage value for stored materials.
For more information on Contract Management asks if you want to link to the same issues and
how to use these features,
see the Creating and
attachments when generating a new payment requisition from an
Tracking Issues chapter existing requisition or contract/PO. If you choose to link to the same
and Part 2, Working with a issues, the requisition is then included when you organize and cross-
Project.
reference project documents by issues. You can also use custom fields to
provide additional information about each line item on the schedule of
values. Custom fields represent categories of information, such as
project phase or responsible manager, or provide additional date, cost,
or quantity information about an item. You can also use Search, Filter,
Sort, and Group to locate and organize your requisitions.
Certifying a Requisition
You should review the values available on the Requisition Summary and
Schedule of Values tabs before certifying a requisition. A requisition
cannot be certified if the grand total for scheduled values does not equal
the value in the Contract Sum to Date field.
These values
■ Assigns the new requisition the next sequential number. You can
change this number.
■ In the Period To field, enters the date that is one month later than the
previous requisition’s Period To date. It assumes progress payments
are made monthly. You can enter a different date.
■ Copies all line items and values from the previous requisition to the
new requisition’s Schedule of Values tab. All This Period (column E)
values are set to zero.
■ Adds all This Period and Materials Presently Stored values from the
previous requisition to the sum of all Previous Applications column
(column D) if you cleared the % of Stored Materials checkbox in the
Cost Options dialog box (available from the Select an Action drop-
down list in the Contract/Purchase Order document window, or the
Requisitions tab in Project Settings for a new contract/PO).
Distribute the
value of work
completed this
period to one or
more cost codes.
Distribute amounts to the same cost codes used to distribute the original
contract sum. Refer to the Costing section in the Requisition Detail
dialog box to see which cost codes were used. If you attempt to close the
Requisition Detail dialog box without distributing the entire amount,
Contract Management distributes the remaining amount to a cost code
called Not Costed (if you marked the Default Invoice Amount to
Contract/PO Balance checkbox on the Contracts/POs tab of the Project
Settings dialog box, but cleared the checkboxes to force documents to
be fully distributed to valid costs codes on the Cost options tab in the
Project Settings dialog box).
For instructions on how to If the contract shown at the top of the Requisition document window was
set up cost codes, see the
Setting Up and Using the
distributed to the Original Budget column, Contract Management
Cost Worksheet chapter. automatically distributes the requisition amounts to the Actuals Issued
column (to represent the owner’s costs) in the Cost Worksheet. If the
contract amount was distributed to the Original Commitment column,
Contract Management automatically distributes the requisition amounts to
the Actuals Received column (to represent the contractor’s paid amount).
Sending a Requisition
After a requisition is submitted, the contracting parties negotiate and
eventually agree on an amount. The requisition is then certified, and you
(the contractor) can submit it to the owner for payment. The method you
use to relay the requisition depends on your physical location and
interaction with the database server on which the project resides.
For details on how to You can use the Send to Inbox feature or E-mail Form feature to send
prepare Contract
correspondence to the owner/construction manager.
Management to exchange
documents with local and
remote users, see “Setting Send a requisition to a local user’s Inbox To send the certified
Up the Inbox” on page 168.
requisition to the construction manager’s Inbox:
1 From the requisition you want to send, click Select an Action, and
choose Send to InBox.
2 Select the Send to recipient, add comments, and click Send.
When the addressee opens his/her Inbox, it contains an entry for the
requisition you sent. When the addressee clicks the Inbox document, it
opens the document.
Recording Invoices
This chapter describes how to add invoices to
In this chapter Contracts or Purchase Orders (POs) and
distribute actual costs to the Cost Worksheet.
Adding Invoices to a Contract or
Purchase Order Contract Management can automate this
Distributing Actual Costs to the process by supplying the same cost codes
Cost Worksheet and distribution amounts from the
originating contract or purchase order.
However, you can distribute costs to other
cost codes as well.
304 Part 4: Working with Contracts, Project Costs, and Changes
Mark this
checkbox to
have the module
fill the Amount
field with the
balance of the
PO when you
create a new
invoice. Click
Save at the
bottom of the
Project Settings
dialog box.
The module also distributes the value in the Amount field using cost
codes from the associated PO. If necessary, you can change the value in
the Amount field, and redistribute the new value to the cost codes as
necessary.
In the Invoice window, click the Costing tab to add one or most cost codes
to be associated with the invoice.
Primavera - Contract Management
Recording Invoices 307
Click Add. The next invoice number is created, the current date
becomes the invoice date, and the specification section from the PO
becomes the invoice title.
The amount entered for the new invoice equals the contract/PO balance.
The module uses the value in the Amount Billed field, and creates cost
distributions based on the cost codes assigned to all line items in the
contract/PO. These values are automatically posted to the Cost
Worksheet. If necessary, change the value in the Amount Paid field, and
change the invoice title to accurately describe the content of the invoice.
Enter the payment date, check number, status, and activity ID, and save
the invoice document. Click Save & Add Another. Modify the fields as
needed, and click Save & Close when you are finished adding invoices.
When you delete an invoice, the module also deletes any cost distributions
For more information Costs are organized by cost codes, which represent various categories of
about distribution
project work. To specify how cost documents are distributed:
preferences and
distributing costs to the
Cost Worksheet, see 1 In the Control Center, right-click on the project name, and select
“Setting Up and Using the
Cost Worksheet” on Project Settings.
page 235.
2 Click the Cost Options tab.
3 Make your selections, then click Save.
Once you record the payment in the Invoice dialog box, use the
invoice’s Costing tab to distribute it to the Actuals side of the Cost
Worksheet.
Costing out your invoices is optional. You do not have to use the Cost
Worksheet to use invoices or requisitions.
If you know you'll be using the Cost Worksheet, there are three ways to
add cost codes:
Using the Project Settings dialog box (right-click on the project name
and choose Project Settings), you can specify that the entire amount of
the invoice must be distributed to defined cost codes.
Primavera - Contract Management
Recording Invoices 313
Construction Manager
or
General Contractor
For details on setting
project access, see Set access rights to use Change Management
Setting Access and to reject Change Management items.
Rights (Project
Access) in the
Planning and Adding
a Contract Contract administrator and owner define
Management Project change work process in Project Settings.
chapter.
Use reason codes to
Contract administrator and owner categorize and report on
define reason codes. changes.
Notification of a change
may come from many Receive notification of a change and initiate
sources: a bulletin or Change Management.
notice, a telephone call, or
a meeting.
Enter budget estimate and send
request for proposal (RFP) to owner.
For details on setting up Create the Change Management work process From the
Change Management data,
Project View, right-click a project, and choose Project Settings. Click
see “Setting Up
Dictionaries and the Change Management tab.
Preferences” on page 111.
Select the
location on the
Cost
Worksheet
you where you
want to post
this document.
Use to specify
Change
Management
preferences.
For more information Specify the document type you want to create and the
about customizing
documents, see ““Choosing
corresponding column on the Cost Worksheet where you want to
Acronyms and distribute costs when you use Change Management. When you
Descriptions” on page 103. finish making changes, click Save.
Click to create
your own Click to rearrange
reason codes. the order of rows.
Click to
add a new
document
if you did
not initiate
the
change
from a
different
document
After you enter the basic information for the change, you can begin
generating documents using the remaining tabs of the document
window. Click Save at the bottom of the window when you are finished
adding information to the document.
Use the Commitments tab to generate change documents for committed contracts and POs.
The Remarks tab enables you to include additional information about the change.
Use the
Change
Order
document
window to
review or
add details
about the
change
order.
The Status
tab
contains
approving
authorities.
Applying Markup
A project's success requires effectively managing change during a
project. Change management is designed to help you track the change
process more accurately; you can also manage overhead and profit by
using markup in change documents.
For more information on Markup enables you to add overhead, profit, or any other markup
markup, see markup in
categories you create to change documents.
Help.
You can set default values or percentages for overhead, profit, and other
markup categories by using the Markup tab of the contract or purchase
order the change is written against. The default values are then used for
all markup calculations for changes to that contract.
You can set different markup values for individual contracts and
purchase orders (POs). When applying overhead, you may need to
change the percentage in certain situations. You can have different
markup values based on total labor, material, and equipment costs. You
can apply markup to your budgeted costs or direct costs, as well as to
the total committed costs.
Where markup is used You can apply markup to change orders and
proposals in the Change Order/Proposal document windows and in
Change Management.
You can generate a budgeted change from the existing changes on the
Commitment tab of the Change Management document window. You
can add the markup to the commitment changes and produce a budgeted
change for that total.
When adding a new contract or PO, the module pulls the markup
defaults that you enter here and uses them in the contract or purchase
order.
Even if you enter default markup values, you can modify the
markup values on a per contract or purchase order basis.
Use to select the order in which to apply Displays the cost code to which you want to
the markup categories. apply the markup.
Displays either a markup Displays the source codes on which the markup
percentage value or a fixed markup categories will be based. The markup values will
amount (not both). then be applied to the target codes.
For more information on Using source cost codes enables you to break down costs into individual
setting markup
components. Instead of basing markup on one lump sum (such as
preferences, see
“Specifying Project overall cost), you can divide the cost into labor, materials, and bond, and
Settings” on page 124”. apply markup categories to each of those. The module calculates the
amount of markup that is applied from the distributed value of all cost
distributions that match the specific cost code.
You can use wildcards in the Source Cost Code field. Use a question
mark (?) to replace one letter or an asterisk (*) to replace multiple
letters. For example, if you have cost codes A1B and A2B, and you
enter A?B, both cost codes will be found. Similarly, if you use A*, all
cost codes that begin with A will be found.
Click to add a
new row
below the
current row.
Collect into a change order From the Change Orders log window,
add or generate a new change order. Click the Line Items tab, and click
Collect from Changes. The module searches the database for pending
change orders involving the same PO or contract referenced in the
current change order. The module marks the collected change orders
CLO (closed), and adds a line for each change order collected to the
Collected Changes section on the change order.
If you use the Cost Worksheet, The change order cost distributions are
transferred from the Pending Revisions column to the Approved
Revisions column.
On the Budget tab, you can only select contracts that are
distributed to the Budgeted side of the Cost Worksheet.Use
the Commitments tab to select any committed contract/PO.
1. To generate
budgeted
change
documents,
click the
Budget tab
and then
click Start
Estimated
Phase.
2. Enter the
estimate
information,
and click
Save. Click
the Return to
Change
Management
link.
On the Commitments tab, you can add rows for as many contractors as
the change requires. Click Add to create a row for the contractor. Select
the phase, and select the contract. You can also click Add Multiple
Estimates to include multiple rows if you are obtaining bids from
several contractors for the same work.
You can mark the Include checkbox for more than one of the
same contractor type. However, if you mark the Include
checkbox for multiple contractors who are bidding on the
same work, all checked contractors will be posted to the
cost worksheet.
Select the From contact. The module enters the change date (the current
date), enters the required date (the current date plus seven days), and
copies the title and remarks from the Change Management document.
Access the Change Order Log file Open the project, and expand
the Contract Information section. Click Change Orders to display the
Change Order Log file.
On the General tab Use the General tab to enter the basic
information about the Change Order.
4 When you select a contract, the From field will be pre-filled in with
the information for the contact initiating the change. To change this,
click the browse button, and choose the appropriate contact
initiating the change.
5 The Number field will be populated with a number for the Change
Order.
6 The Date field will be filled with the current date. To change the
date, use the calender to the right of the date, and choose the date
the change process began.
7 In the Title field, enter a title for the change document.
For information on using On the Review Status tab The following shows an example of the
the workflow-based
approval process, see
Review Status tab of the Change Order window, using the workflow-
“Using the Work-Flow based approval process.
Based Approval Process”
on page 57.
3 Click the browse button next to the Document Owner field, and
choose the owner.
4 From the Status drop-down list, choose the status of the document.
5 From the priority drop-down list, choose the priority.
6 From the Workflow drop-down list, choose how the document
should be approved.
7 Use the calendar icons to set the Required Start and Required
Finish dates.
8 Click the Add Reviewers button, and choose the reviewers for the
document.
9 Do not click the Initiate button to start the document review until
you have enter the rest of the information for the Change Order.
On the Summary tab The Summary tab displays a summary of the
costs associated with the contract to which this Change Order is linked.
The following shows an example of the Summary tab of the Change
Order window.
For more information 2 Use the Markup for Changes tab if you are applying overhead and
about Markup, see
“Applying Markup” on
profit values to the change order. You can use the buttons to Add
page 331. Markup (for example, shipping), Add Subtotal, or Get Markup
(from the original contract).
3 The Collected Changes section contains information about
proposals and change orders collected into this change order.
On the Line Items tab Use this tab to enter itemized changes for the
Change Order.
1 Click the Add Lump sum button to open the Lump Sum dialog
box. Use that dialog box to enter lump sum line item rows for the
Change Order.
2 Click the Add Unit Price button to open the Unit Price dialog box.
Use that dialog box to enter unit price line item rows for single unit
items.
3 Click the Copy From Contract button to open the Copy from
Contract dialog box. Use this dialog box to copy line items from the
linked contract to the Change Order.
4 Click the Collect from Changes button to open the collect Changes
dialog box. Use that dialog box to collect related changes into the
current one. Change Orders entered directly in the Change Orders
module must have at least one change collected into it.
On the Schedule tab Use the Schedule tab of the Change Order
window only when you have the Contract Management project
connected to a Project Management database. You can then choose a
Project Management activity, choose a Start date, and choose Finish
date for the change.
This button
does not
display unless
Contract
Management is
connected to a
Project
Management
schedule.
On the Issues tab Use the Issues tab of the Change Order window to
select Issues to link to the Change Order. The following shows an
example of the Issues tab in the Change Order window.
This button does not display unless the administrator sets Contract
Management content management repository properties in the
Administration Application. If set, you can attach documents from
an Oracle UCM or Microsoft SharePoint repository.
Access the Proposals Log file Open the project, and expand the
Contract Information section. Click Proposals to display the Proposals
Log file.
Add the Request for Proposal document Either click the Add
Document button, or choose Add Document from the Select an action
drop-down list.
1 Click the Select Contract icon to open the Select Contract dialog
box, and choose the contract to which the Proposal applies. This
information will be carried through the rest of the Proposal.
2 When you select a contract, the To field will be pre-filled in with
the contact information for the contract. To change this, click the
Select To icon, and choose the appropriate contact to inform about
the Proposal.
3 When you select a contract, the From field will be pre-filled in with
the information for the contact initiating the change. To change this,
click the Select From icon, and choose the appropriate contact
initiating the Proposal.
4 The Number field will be populated with a number for the Proposal.
On the Status tab The following shows an example of the Status tab
of the Request for Proposal window.
1 Click the Select Ball in Court icon, and select the Ball in Court
contact.
2 From the Priority drop-down list, choose the priority.
3 From the Status drop down list, choose the status of the document.
The status tab is also used to approve the Proposal.
4 To approve a Proposal, at least two contacts must sign off on it and
be entered in two Acknowledged By sections with the approval
dates.
On the Line Items tab The following shows an example of the Line
Items tab of the Request for Proposal window.
1 Click the Add Lump sum button to open the Lump Sum dialog box.
Use that dialog box to enter lump sum line item rows for the
Proposal.
2 Click the Add Unit Price button to open the Unit Price dialog box.
Use that dialog box to enter unit price line item rows for single unit
items.
3 Click the Copy From Contract button to open the Copy from
Contract dialog box. Use this dialog box to copy line items from the
linked contract to the Proposal.
On the Schedule tab Use the Schedule tab of the Request for
Proposal window only when you have the Contract Management project
connected to a Project Management database. You can then choose a
Project Management activity, choose a Start date, and choose Finish
date for the Proposal.
On the Issues tab Use the Issues tab of the Request for Proposal
window to select Issues to link to the Proposal. The following shows an
example of the Issues tab of the Request for Proposal window.
On this tab, click the Link button, and then select all the Issues you want
to associate with the Proposal.
This button does not display unless the administrator sets Contract
Management content management repository properties in the
Administration Application. If set, you can attach documents from
an Oracle UCM or Microsoft SharePoint repository.
When you finish adding the Request for Proposal After you
enter all the information for the Request for Proposal, click the Save
button.
Using Procurement
Use the Procurement module to enter and
In this chapter track information for procurement items, and
then award a contract to the winning bidder.
The Procurement Process
Initiating Procurement This chapter describes the procurement
Award Procurement Items to a process, and explains how you can use it for
Bidder
estimating, bid tracking, and contract award.
360 Part 4: Working with Contracts, Project Costs, and Changes
During the procurement process, you can request bids from contractors
on materials that you require, or a job you need done. Once the item is
open for bid, you can track who is bidding, how much they bid for each
procurement item and its scope items, and then award the procurement
item to a contract or purchase order for the winning bidder.
You can enter and track information per procurement item. When the
bidding is complete, you can award the procurement item to a contract
or purchase order, and you can also generate materials. You can also
view statistics on bidders, including how much they bid on various
items, and which items they have been awarded.
Costing is done at the scope item level (one level below the procurement
item level), and the contract/PO award can be done at the procurement
item level or the scope item level.
Any user with access rights can enter data in a procurement document.
You can set the security options to prevent users from viewing and
entering data that you do not want them to have access to. This enables
you to prevent users from seeing information in this module.
Initiating Procurement
Once you know the details of the materials you require or the job you
need done, create a new procurement item document in which you will
enter all bids and other relevant information.
Select the
specification
section to
which this
procurement
item applies.
Enter a title
for the
procurement
item.
Select the
purchase
type, and the
CSI division
to which this
procurement
item applies.
Select the
status of the
procurement
item.
Add scope items to the procurement item You should first add
the individual components (scope items) that make up the procurement
item up for bid. Click the Bid Tabulation tab and click the Add button
next to Scope Items.
Click to
add scope
items.
In the Add Scope Item dialog box, enter the details for the scope item.
Enter
quantity and
unit price
information.
Click to add
sub-items to
the scope
item.
Click to add
more scope
items to the
procurement
item. Click
Save and
Close when
finished.
The scope items appear in the left column of the Bid Tabulation tab. You
can add as many scope items as necessary to the procurement item.
Add sub items to scope items You can add a second level below
scope items, called sub items, to break down the scope items into more
specific components. In the Add Scope Item dialog box, click Add Sub
Item to add a sub item row, and enter the required information. The sub
item will appear indented below the scope item on the Bid Tabulation
tab of the Procurement Item document window.
Add detail items to sub items You can add a third level, which
will fall below sub items, called detail items, to make bidding even more
specific. In the Add Scope Item dialog box, click the icon to the left of
the sub item to which you want to add a detail item, or press F8. Enter
the required information. The row will appear indented below the sub
item nn the Bid Tabulation tab of the Procurement Item document
window.
You can also add sub and detail items directly on the Bid
Tabulation tab by clicking the respective icons next to the
scope and sub item rows, as shown here.
Add alternate items You can add alternate items that do not belong
with scope items. For example, if you want elm trees, but you know they
probably will not be available, use the Alternates section to add maple
trees as an alternate item. Click the Add button next to Alternates on the
Bid Tabulation tab.
Add general items You can add general items that do not belong
with scope items. General items are costed similarly to scope items, but
cannot be broken down into sub and detail items. For example, you
might consider some costs, such as freight or taxes, as general, rather
than scope items. Click the Add button next to General Items on the Bid
Tabulation tab. You are required to select a cost code for general items.
Select a cost
code for the
general item.
General item
Alternate item
Add bidders On the Bid Tabulation tab, click Add Bidder to add the
names of contacts who have made or will make bids on the items.
In the Add Bidder dialog box, enter details about the bidder.
Click to insert
the name of the
bidder.
Click Select to
insert the names
of the contacts
who received the
bids.
Enter the
names of any
witnesses who
saw the bid.
Enter and edit bids Once you have added bidders, you can enter
their bids on the Bid Tabulation tab.
Enter the bids from this Click to open the Edit Bid Worksheet
bidder, including quantity dialog box, in which you can enter
and unit price, or total. bids for the selected bidder.
Enter any additional comments Choose the appropriate option to indicate whether the
about this bidder’s bids. values entered are complete, plug values, or incomplete.
See Edit Bid Worksheet dialog box in the online help for
information on the Re-Sync feature, the Complete/Plug/
Incomplete options, and other detailed information for the
preceding dialog box.
Add new bidders and edit bids simultaneously Use the Record
Bid feature to add a bidder and enter bids in one step. Choose Record
Bid from the Select an action drop-down list.
Add any other relevant information You can add any other
necessary information in the Status, Scope of Work, Schedule, and
Details tab, and link the procurement item to issues and attach files to it
on the respective tabs.
When Contract
Management is connected
to the Project
Management schedule When Contract Management is connected to the
database, the browse Project Management schedule database, calendar
button displays for you to icons display next to the Required Award Date and
choose an Activity ID. Anticipated Award Date fields. Use them to choose
the respective dates.
View bidder statistics You can view statistics about any bidder who
has made bids on items in the procurement log. From the Procurement
Items log window, choose View Bidder Stats from the Select an action
drop-down list to open the Bidder Statistics dialog box.
Reports and Forms Standard reports and forms are provided for
you to use to print
information about procurement items.
In the Spec Section of the following dialog box, mark the checkboxes to
choose the Procurement Items to award.
If you have any scope or general items that are not costed, a screen
displays for you to choose a cost code for each item.
If you chose to create line items for each scope and general item, and to
create a materials delivery document for each line item, the scope and
general items appear as line items in the next screen.
Click the browse button to open the Select Material dialog box to
choose a Material Title. This will automatically enter the Material Code.
Click Next after you select the Material.
Review the information, and then click Finish to award the item.
Choose whether to
create one line item
in the contract/PO
for the entire
procurement item,
or line items for
each scope and
general item.
If you have any scope or general items that are not costed, the following
screen appears, in which you must choose a cost code for each item.
Cli k i
If you chose to create line items for each scope and general item, and to
create a materials delivery document for each line item, the scope and
general items appear as line items in the next screen.
Click to Continue.
You can also enter a material
code that does not yet exist. The
material will be automatically
added to the Materials Delivery
log
Review the
information. If
everything is
correct, click
Finish to
award the
contract/PO to
the winning
bidder.
You can establish an issue at any point during a project and link
documents to it as the project progresses. For example, if a labor
shortage is noted in a daily report, create an issue named Labor and link
the daily report to it. You can also link other items to the issue, such as
the original labor contract, relevant meeting minutes, discussion items,
and change and request documents. You can also link several existing
documents to an issue at the same time. Use the Build Issue feature to
automatically search for, and link, related documents.
Add an issue
2 On the General tab. enter a title and code for the issue. The next
available number is assigned.
3 Use the calendar icons to change the Opened date if necessary.
4 Click the browse button next to the Contract field to select the
applicable contract for the issue.
On the Status tab:
Use the Attachments tab to link documents and URLs to the issue. You
can also attach documents from an Oracle UCM or Microsoft
SharePoint repository if the Contract Management administrator set up
this functionality in the Content Management section of Administration
Application.
When you finish adding the issue, click the Save button.
Click to open
the linked
document.
Select a project in the Project View. Click Search in the upper right
corner of the Workspace to open the Search window.
Refer to Search in Help for To search for multiple words in one field, use a space between words,
detailed information on
this feature.
for example, Insurance Liability. The documents are listed that contain
both of the words.
Click Link Selected Results to an Issue to open the Select Issue dialog
box.
1 From the Issue window, choose Advanced Print from the Select an
action drop-down list.
2 Select the type of report you want to print Issue History in this
example).
3 Click Print.
Tracking Drawings
The Drawings log serves as a central location
In this chapter for tracking the numerous drawings and
revisions participants use during a contract
Drawings Overview
life cycle, while the Drawing Sets log groups
Setting Up Drawing Data
new revisions for related drawings.
Adding Drawing Documents
Creating Drawing Sets This chapter provides an overview of the two
Drawing logs and explains how you can use
them to track project drawings,
specifications, other contract documents, and
drawing revisions through the distribution
cycle.
392 Part 5: Logging and Tracking Information
Drawings Overview
The primary function of the Drawings log and Drawing Sets log is to
expedite the distribution of documents.
Through the Drawings log and the Drawing Sets log, Contract
Management helps you perform the following functions for drawings
submitted for bid, approval, construction, or other contract
requirements/negotiations.
■ Maintain an accurate history of revisions to see who changed what
and why
■ Determine and maintain distribution lists for drawing
implementation and coordination
■ Identify how many copies are being sent and to whom
■ Reduce data entry by automatically creating transmittals for each
revision
Design review
Drawing Rev. D
CIVIL
DWG C1-C20 Drawing Rev. 1
MECH
100% complete Drawing bid Contract awarded;
DWG M1-M20
Final set to GCs GC distributes
95% complete
(Review meeting) drawings to subs
Distribution
Design development and review coordinates and tracks each piece of the
design in the Issued For Design (IFD) phase (30%, 60%, 90% to 100%
complete).
Distribution
Log contract
drawings /documents
Generate a set of
drawings and add
drawings for
distribution
Create transmittals
and print reproduction
order
Drawing phases These identify the purpose for the issued drawing,
such as Issued for Bid or Issued for Construction. To define drawing
phases, right-click on the top level folder in the Project View, and
choose Dictionaries, Drawings, Drawing Phases.
You can include paper size Paper sizes These enable you to identify the standard paper sizes
and number of copies per associated with issued drawing types. For example, architectural
contact when you set up drawings can be various sizes: A through E, and so on. Once paper sizes
the Company Directory. are defined, you can specify them for individual drawings or drawing
Then, when you set up sets when reproducing and sending multiple copies for distribution. To
distribution lists for
define paper sizes, right-click on the top level folder in the Project View,
drawings or drawing sets,
and choose Dictionaries, Drawings, Paper Sizes.
the paper size and number
of copies are included for
the corresponding contacts
on your list.
Bid packages These help you track all drawings and corresponding
revisions issued by defining a bid package for each contractor, and
logging the drawings by bid package in the Drawings log. You can
modify this list if additional contractors require drawings for bid. When
logging drawings, the bid packages you define are available from the
Latest Bid Package field. You can also filter, sort, and group by bid
package, and you can assign a bid package to a drawing set. To define
bid packages, right-click on the top level folder in the Project View, and
choose Dictionaries, Drawings, Bid Packages.
1 Click Drawings in the Logs folder in the Project View, and then
click the Add Document button.
2 Enter a Drawing Number, Title, and Issued Date.
3 Click the browse button next to the Designer field to choose the
Designer.
4 Enter any other pertinent information on the Status and Details tabs.
After you enter the basic information for the revision, select the contacts
to receive it.
For information about Generate multiple drawings The easiest way to create a master list
drawing sets, see Creating
Drawing Sets later in this
of all drawings related to a project is to add one drawing for each
chapter. discipline, and click Generate Document to create the remaining
drawings. After the master list is complete in the Drawings log, you can
create a set by discipline or phase in the Drawing Sets log.
Open the drawing you want to copy, and click Generate Document.
Type the number of drawings you need to create, and type the drawing
number to assign to the first of the new drawings. The other generated
drawings will be automatically numbered sequentially using this
number. All attributes of the original drawing, such as title, phase, and
discipline, are copied to the new one; existing revisions are also copied.
You can change any of these items within each generated drawing.
1 Click Drawing Sets in the Logs folder in the Project View, and click
the Add Document button.
2 Type a name and title for the set, and enter the date on which the set
was received.
Generate a set After the revisions are tracked, the set may need to be
reissued to the distribution list. In the Drawing Set document window,
click Generate Document.
To view the Transmittal Queue, open any module log, and click the
Transmittal Queue icon in the upper right side of the header.
Managing Submittals
During a project, managing submittals can
In this chapter be one of the most time-consuming tasks.
This chapter describes how Contract
The Submittal Process
Management streamlines the submittals
Adding a Submittal Package
process by enabling you to track each stage
Adding a Submittal
of the review cycle and update submittal
Copying a Submittal
dates using activities from a linked Contract
Tracking and Updating a
Submittal Using Review Cycles Management module schedule.
Tracking Multiple Reviewers
No matter how many times a submittal is
Updating Submittals from a
Package revised, you will always know who received
Using Schedule Activities for it and when; which submittals were approved
Reference and to Update and which are pending; which are overdue
Submittals
and by how many days; and, most important,
Compiling a Submittal
Distribution List who is currently responsible.
Producing Transmittals from
The module also provides distribution
Submittals
copies, transmittals, and dunning letters.
406 Part 5: Logging and Tracking Information
3 On the Status tab, specify the status, priority, and ball in court for
the submittal package.
4 Select the company or the corresponding contact for the persons
responsible for acting on the submittal package in the Received
From, Sent To, Returned By, and Forwarded To fields on the
Workflow Template tab.
The module
calculates the
value for this
field—the
percentage of
approved
items.
For details on adding a Add a new submittal to a submittal package Click the
submittal, see Adding a
Submittal in later in this
Submittals tab and click Add to open a new Submittal document
section. window. The submittal are automatically added to the package, as
indicated in the Package field.
The module
assigns to the
submittal the
next available
sequential
number.
Click the
Workflow tab
to view the
company or
contact of
each person
involved in
reviewing the
submittal.
Adding a Submittal
The Submittals log window lists all of your submittals, both individual
and those in packages. Use the Submittals log to add a submittal.
5 Click the calendar icons to specify the date range for the submittal
using the Required Start and Required Finish date fields.
Copying a Submittal
A submittal package often contains several similar items. To reduce data
entry, use the Generate Submittals command to create multiple copies of
a submittal, and edit each copy to reflect any differences.
The copies are numbered with the next available sequential numbers.
For example, if the number of a submittal being copied is 16600-0003,
you make three copies, and 16600-0003 is the last number assigned in
that series, the module numbers the copies 16600-0004 through 16600-
0006.
The following steps outline the process for updating submittal schedule
dates from review cycle dates:
• The module updates the start date for the Resubmit activity on
the Schedule tab of the submittal document with the received
date in this revision.
• The Start checkbox is marked to indicate that the next submittal
cycle has started, as long as the finish date for an Approval
Period activity is marked.
• The Schedule dates are set using the next lowest revision
number on the Review Cycles tab.
2 When you enter a submittal returned date and change the status to
Approved:
• If the finish date for an Approval Period activity is entered, the
finish date for the Resubmit activity is updated on the Schedule
tab with the returned date in this revision and is marked as an
actual finish.
• This process occurs for any review cycle after the first cycle.
3 If a review cycle after the first cycle is rejected, you would normally
start a new review cycle.
• Any changes to review dates or status will update the Schedule
tab of the submittal document using the same conditions listed
above.
• If you clear a review date, the Schedule tab dates related to that
date are also cleared.
For details on exporting You can also export this data to a Contract Management module
Contract Management
module data to Project
schedule to create or update the activities in the related Project
Management module Management module schedule.
schedules, see the
Exchanging Contract
Management Data with a
Project Management
Module Schedule chapter.
Mark to indicate
multiple reviewers.
Indicates
that dates
were read
from a
schedule.
For details on linking to a Update scheduling information Click Update from Schedule on the
Project Management
module schedule, see
Schedule tab in the Submittal document window. You can also customize
“Exchanging Contract the Workspace to update submittals by clicking Customize this Page to
Management Data with a add an Update Submittals object to the Workspace.
Project Management
Module Schedule” on
page 489.
If the top-level folder is highlighted in the Project View, and you
click Update from Schedule/Update from Lead Time in the
Update Submittals object in the Workspace, all schedules
linked to Contract Management module projects will be
updated. If one project is highlighted in the Project View, only
the schedule linked to that project is updated.
For detailed information on Record scheduling information Click the Schedule tab in the
customizing your
Submittal document window and click Select in the Activity ID column to
Workspace, see Customize
Workspace dialog box in select activities from the linked Project Management module schedule.
Help.
In the following example, the early start date of the selected schedule
activity was used to update dates for the Submittal Preparation activity
and the required start date. The early finish date for the Approval Period
activity was used to update the submittal required finish date, as well as
the dates for this activity.
Specify the activity that succeeds the current one Select the
applicable activity from the Successor Activity field. The dates for all
other start and finish times are based, in succession, on the date of the
selected successor activity. For example, the finish date of the Delivery
Time activity is one day before the start date of the Successor activity. If
the start date of the Successor activity is 12/30/09, the finish date of the
Delivery Time activity is 12/29/09. This ensures that materials needed to
perform the Successor activity are delivered in time for construction to
begin.
Primary submittal
coordinator from the
Project Settings dialog box.
Returned
contact.
You can optionally select a date for the first Approved By person (the
primary submittal contact for the project) when he or she approves the
submittal; the module does not supply a value for this field. The module
completes the second Approved By Date field when the submittal has a
status of Approved. You can change this date.
Submittals Bar Chart You can view the Submittals log in a bar
chart. The Submittals Bar Chart window provides a graphical
representation of the Submittals log window in a schedule format,
similar to the Schedule Data window. The bar chart shows submittals
that have a Required Start date or at least one latest date (Received,
Sent, Returned, or Forwarded). To access this feature, choose Bar Chart
from the Submittals log window Layout menu.
A transmittal is created
for each contact for whom
this checkbox is marked.
Select a predefined
distribution list, or choose
to list all contacts or
companies to select
those applicable for the
submittal.
For more information Use the Transmittal Queue to generate transmittals based on the revision
about creating
updates and distribution contacts.
transmittals, see
“Preparing Transmittals”
on page 171.
In the Communication section in the Project Settings dialog
box, you can specify whether transmittals are generated
automatically from revised submittals. The default setting is
to generate transmittals automatically.
2 Select the entry for which you want to create a transmittal and click
Create (or click Create All to create transmittals for all items in the
list). The transmittals are added to the Transmittals log, including
any attachments from the originating documents to the transmittals
generated.
Click to add a
transmittal to the
transmittal log.
Mark this
Mark this checkbox to
checkbox to print the
combine all selected
transmittals that transmittals
are going to the immediately
same contact. after clicking
Create.
For more information You can add materials delivery records directly in the Materials
about contracts and
Delivery log, or you can allow them to be automatically generated from
purchase orders, see
“Managing Contracts and a lump sum or unit price purchase order (PO) or contract. If you set up
Purchase Orders” on contracts or POs, and you plan to track materials deliveries, generating
page 255.
your materials delivery records from contracts and POs generally saves
time. If you generate a requisition from a PO or contract, you can also
automatically add materials delivery records to the requisition schedule
of values.
The module will automatically link the Line Item number on the
Requisition tab of the Materials Delivery document window with the
correct line item from the requisition’s Schedule of Values tab if you
generate both the material and the requisition from the same contract/
PO. The order of generation is not important.
1 Click Materials in the Logs folder, and click the Add Document
button.
2 Enter the information about the material you plan to track.
3 As you create each document, add the corresponding deliveries on
the Delivery Ticket tab.The quantity received is copied to the
Delivered field (on the Cost tab), and the total value of the delivery
(Total field) and the remaining balance in the Balance field are
calculated.
Select a
contract or
purchase
order
Record a delivery
1 Click Materials in the Logs folder in the Project View, and open the
materials delivery document.
2 Choose Add Delivery from the Select an action drop-down list.
Enter the information about the material delivered and save it. A
new line is then added to the Delivery Ticket tab of the document,
For details about linking to Using Project Management Module Schedule Dates Once you
a Contract Management
link Contract Management to a Project Management module schedule,
module schedule, see
“Exchanging Contract you can view early and actual start and finish dates, original and
Management Data with a remaining durations, percent complete, and total float for individual
Project Management
Module Schedule” on activities you associate with Contract Management module documents.
page 489
Click the Schedule icon at the top of the page, or click the Schedule tab
while in a Contract Management module document (in which you have
entered an activity from the linked Project Management module
project).
You can also add materials from the Materials tab of a daily
report. For more information about this feature, see “Using
Daily Reports” on page 443.
For details on setting Materials delivered and approved change orders applicable to each
requisition preferences,
period can be collected and added to the corresponding requisition.
see the Setting Up
Dictionaries and When you generate a new requisition, you are prompted to “get”
Preferences and Preparing approved changes, materials delivery, and/or schedule dates.
Requisitions for Payment
chapters.
For example, if you have a contract that requires pipe, and you must
purchase the pipe, the units of pipe are recorded in the Line Items tab of
the Contract document window. You can generate a materials delivery
document from the contract, and once the pipe arrives, enter the arrival
date in the Delivery Ticket tab of the Materials Delivery document
window.
Next, generate a requisition from the contract to get paid for the pipe. In
the Requisition document window’s Schedule of Values tab, choose
More Commands, Get Materials Delivery to collect costs on the
materials you purchased for the period. Contract Management prompts
you to “get” approved change orders, materials deliveries, and/or
schedule dates. The materials information is then inserted in the
Schedule of Values tab in the Requisition document window. You can
then send the requisition to the recipient’s Inbox, or print a form.
You can also generate a new requisition from the existing requisition,
and get materials. In the Requisition document window, choose
Generate Requisition from the Select an action drop-down list.
You can set cost options for how costs for materials are handled when
generating a new requisition. To access the Cost Options dialog box,
choose Select an Action, Cost Options from a Contract or Purchase
Order document window. Preferences set here apply to this contract/PO
and override the preferences set in the Requisitions tab of the Project
Settings dialog box.
1 Click Daily Reports in the Logs folder in the Project View to open the
Daily Reports log window, and click the Add Document button. The
module enters the current date and day and the report period, which
you can edit.
2 Use the General tab to select the company and contact associated with
the report in the Contractor field, and to select the report period.
3 Use the Status tab to assign priority and approval information for the
report, and to select a Ball in Court contact.
4 Use the Work Activity tab to record descriptions of progress, delays,
new conditions, problems, and anything else that may affect the
project schedule or cost.
5 Use the Additional Comments tab to enter any other information
related to the project.
6 Use the Add button on the Equipment tab to add a document to track
information about the equipment used on the work site.
Primavera - Contract Management
Using Daily Reports 445
7 Use the Add button on the Field Force tab to add a document to
track information about the personnel working at the site.
8 Use the Add button on the Visitors tab to add a document to track
the names of people or companies that visit the site.
9 Use the Materials tab to record information about the items
delivered to the site for the day. Items added here that are linked to a
material are added as delivery tickets in the Materials Delivery
module, on Delivery Tickets tab.
10 Use the Schedule tab to include underway activities whose early
start and/or early finish dates include the day of the daily report
from a linked Project Management project. Contract Management
then displays the Activity ID, percent complete, remaining
duration, total float, and description of each underway activity from
the project.
11 Use the Weather tab to track the weather conditions for the day.
This tab has four subordinate tabs:
• Use the drop-down list on the Details tab to select the length of
suitable conditions at the site.
• Use the Period 1, Period 2 and Period 3 tabs to track the condi-
tions at the work site.
Use the Additional Comments tab to enter any additional comments you
want to record for the daily report. User the Equipment and Field Force
tabs in the Daily Report document window to list the equipment and
labor resources used during the day.
To add a Daily Report Equipment Record, click the Equipment tab, and
click Add to open the Daily Equipment Record dialog. Enter
information describing the equipment, including remarks about any
problems with the equipment.
Listing Visitors
Use the Visitors tab in the Daily Report document window to record the
names of site visitors and the companies they represent.
List visitors
1 Click Daily Reports in the Logs folder in the Project View, and
click the document icon for the daily report.
2 Click the Visitors tab, and click Add. Enter information about the
visitor, including the arrival time, in the Daily Visitor Log dialog
box.
Select the
name and
company of
the visitor.
1 Click Daily Reports in the Logs folder in the Project View, and
click the document icon for the daily report.
2 Click the Materials tab, and click Add.
3 Enter information about the delivery.
• When you select the Material Name that describes what was
delivered, the contract number to which it refers will appear in
the Contract field in the Delivery Ticket dialog box.
• When different contracts are issued for the same material,
record each delivery separately on the Materials tab.
• To change the contract in the Delivery Ticket window, you must
select a different material.
4 Click Link in the Issues section to link any appropriate issues to the
delivery ticket.
5 Use the Attachments section to attach documents or a URL to the
delivery ticket.
For more information Linking Daily Reports and Materials When you record deliveries
about materials deliveries,
see “Tracking Materials
on the Materials tab, each material available for selection is linked to its
Delivery” on page 431. contract or purchase order. The matching delivery record is then copied
from the Materials tab in the Daily Reports document window to the
Delivery Tickets tab in the Materials Delivery document window.
Add materials
and delivery
information,
including time,
location,
quantity, and a
You can also limit the activities included in the daily report by using a
specific activity code from the Project Management Module Activity
Codes Dictionary. By default, this code is Responsibility. To copy
activities from the Project Management module schedule into the Daily
Report document window’s Schedule tab for only the contractor
appearing in the daily report:
Define the
Responsibility code in
your project and assign
values to activities for it.
You can use the Schedule 4 In the Daily Report document window, click the Schedule tab to see
tab without Project a list of activity IDs;
Management module
activities; just type the • Titles
information. • Start (ES) and Finish (EF) dates
• Percent Complete (PCT)
• Original and remaining durations (RD)
• Total Float (TF)
• Free Float (FF) of each underway activity from the Project
Management module project.
• Worked On is checked if work has been performed for an
activity.
On the Schedule tab, click Add to add a new Daily Schedule Record.
Click Select to
open the
You can add, delete, Select Activity
or change any of the dialog box to
activity data shown associate a
in this dialog box, Project
except total float Management
(TF) and free float schedule
(FF). activity from
the linked
project to this
daily report.
Click to link
an issue to
the Daily
Schedule
Record.
1 Click Daily Reports in the Logs folder of the Project View, and
click the document icon for the daily report.
2 Click the Weather tab, and enter information about the weather for
each period.
3 Select an amount of time for the Length of Suitable Conditions
field.
Select the
weather
type that
impacted
production.
Adding Attachments
You may want to include a photograph taken at the job site, a drawing
submitted for bid by a subcontractor, or other files with your daily report
to clarify a point or substantiate a decision. You can do so by attaching
the file to the report. This is especially useful if you took a digital photo
at the job site; you can simply attach the file to that day’s daily report.
This button does not display unless the administrator sets Contract Management content
management repository properties in the Administration Application. If set, you can attach
documents from an Oracle UCM or Microsoft SharePoint repository.
You can also attach files to individual components of the daily report.
For example, you can attach files to items available on the Field Force or
Materials tabs. In this case, any files you attach apply only to the
specific item to which you attach them, not to the entire daily report.
1 Click Daily Reports in the Logs folder in the Project View. Open
the daily report you want to copy.
2 Choose Generate Document from the Select an action drop-down
list. Edit the fields to reflect any changed information, and click
Next.
3 Choose which information to copy, and click Finish.
Only the work activity, equipment, and field force information are
copied to the new report. The module does not copy visitors and
materials.
In this chapter
The Insurance log provides a convenient
Adding an Insurance Certificate place to record information about the
insurance policies for all project participants.
This chapter describes how you can use this
log to keep track of the policies you carry for
your company and the companies that work
for you.
460 Part 5: Logging and Tracking Information
1 Click Insurance in the Logs folder in the Project View, and click the
Add Document button to open a new Insurance document window.
e) Click the calendar icons next to the Effective Date and Expiration
Date fields and select the proper dates.
f) Enter a Policy Limit.
This button does not display unless the administrator sets Contract Management content
management repository properties in the Administration Application. If set, you can attach
documents from an Oracle UCM or Microsoft SharePoint repository.
1 Click Punch Lists in the Logs folder in the Project View, and click the
Add Document button.
2 On the General tab:
a) In the Punch List field, type a name for the Punch List. This can be
up to eight alphanumeric characters.
b) In the Title field, enter title that describes the contents of the punch
list.
b) Use the To and From fields to indicate the participants between
whom the punch list exists.
1 Click Punch Lists in the Logs folder in the Project View, and click
the document icon for the punch list. Click the Punch List Items tab.
2 On the Punch List Items tab, click Add to open the Punch List
Items dialog. The following fields are set, which you can edit:
• The new item is numbered sequentially.
• The current date is entered in the Opened field.
• The status is set to New.
• The priority is set to Normal.
• The required date is set to seven days from the opened date.
Enter the Location and Description for the Punch List Item
1 Use the Area, Room, and Elevation drop-down lists to choose the
appropriate information.
2 In the Location field, enter the location associated with the Punch
List Item.
3 Enter a description for the Punch List Item.
This button does not display unless the administrator sets Contract Management content
management repository properties in the Administration Application. If set, you can
attach documents from an Oracle UCM or Microsoft SharePoint repository.
Link Issues
If there are issues you want to link to the Punch List item, click the Link
button to open the Select Issue dialog box. Click Select next to any
issues you want to link.
■ Attach a file
■ Attach a document from the repository
■ Attach a URL
For more information on The Attach File button and the Attach URL button always appear on
the attaching a document
this dialog. The Attach from Repository button is only available when
from the repository, see
“Browsing the Oracle UCM the Contract Management administrator sets that functionality in the
or Microsoft SharePoint Contract Management Administration Application.
Content Repository for
Documents” on page 96
and the online help. When the Punch List Item is complete When the item is
complete, enter a date in the Closed field. To select a date, click the
calendar icon. If you export punch list data to your Project Management
module schedule, the closed date is used to update the actual finish of
the corresponding activity in the project.
9 Under the Path field, click the blank area under the word “Path,”
and then click the browse button. This displays the Select Folder
dialog box. Navigate to the proper location, click the folder, and
then click the Select Folder button.
10 Click the Save button when finished.
Displays only
when the
Attachment
Storage Type is
File Server.
Overview
This chapter describes the following:
1 From the module log window, open the document in view mode.
2 Click the Versions tab. This tab will only be visible when the
document is in view mode, and not in edit mode.
• Contract Management displays a default list of last ten versions
created in reverse chronological order.
• To view a list of all versions when there are more than ten stored
in the repository, mark the Show all Versions check box to
display the whole list.
3 Click the version you want to review to open it.
Click the document icon on the Click the Versions tab to view
Versions tab to open a Version the versions available for the
you require. document.
To version an invoice:
1 From the Contract or Purchase Order log window, click the name of
the document, not the edit document icon, to open the document in
view mode.
2 On the Contract Summary tab, click the Invoice subordinate tab.
3 On the Invoice subordinate tab, click the underlined Title link for
the invoice to open it in the view mode. Do not the edit document
icon.
4 Click the Version Document button on the invoice.
5 Click Yes in response to the “Do you want to version this
document?” prompt.
6 In the Invoice window, click the Versions tab. The new version
information will be listed on the Versions tab. The Version tab lists
different versions of the current invoice in reverse chronological
order. Click to open a version.
Choose Version
Worksheet from
the Select an
action drop-
down list to
create a new
version of the
cost worksheet
log. Choose
View Worksheet
versions to view
cost worksheet
versions.
1 From the module log window, open the document in view mode.
2 Click the Versions tab.
• Contract Management will show a default list of last ten
versions created in reverse chronological order.
• To view a list of all versions when there are more than ten stored
in the repository, mark the Show all Versions check box to
display the whole list.
3 To sort the list in a different order, click one of the headers (Version,
User Account, or Date).
Exchanging Contract
Management Data
In this part Exchanging Contract Management Data
with a Project Management Module
Schedule
Exchanging Contract Management
Module Data with Other Applications
T his part shows you how, with a few simple steps, you can
link to and exchange Contract Management module data with a
Project Management module project.
You can import Contract The Project Management module project controls coordinator should
Management data into perform the following steps before importing Contract Management
Project Management data:
module 3.5x, 4.0, 4.1, and
5.0. 1 If you plan to export requisition data to update costs in the Project
Management module project, specify two decimal places for
calculations in the Project Management module project for
compatibility with Contract Management schedule of values cost.
2 When assigning cost codes to activities in the Project Management
module project, do not assign resources to activities for which you
plan to update costs. The costs are exchanged as expenses rather
than resources. Also, make sure the cost codes are the same as those
being used in the Contract Management database from which you
are exporting data.
Cost codes exchanged between the Project Management module
project and Contract Management should be no longer than 30
characters.
Contract Management exports one cost account code and
corresponding distribution amount per document but will not
recognize the cost code for activities with an assigned resource
associated with their cost code.
You can also create cost accounts and RESP codes in a Project
Management module schedule by exporting data from Contract
Management.
You can associate and update dates for the following Contract
Management documents with Project Management module activities:
Before you can access schedule data, you need to set up the
Project Management module connection using the Contract
Management Server Configuration utility. See the Contract
Management Installation Guide for more information.
Mark to filter
underway
activities by
Responsibility code
assignment for daily
reports.
Mark the
checkboxes for
the data that
you want to
import from
Contract
Management.
After marking the checkboxes for the options you want to import into
the Project Management module, click Import. Before the import
begins, the Contract Management Import Report dialog box appears,
which shows all fields that will be updated. Click Commit Changes to
execute the import.
Once complete, you can view the updated information in the Project
Management module. You can also open the original documents in the
Contract Management from the link in the Project Management module.
Customize the activity detail to show the Contract Management Docs
tab. Highlight the Contract Management document and click View.
You can create activities and update actual dates and costs for Project
Management module activities based on the associated Contract
Management document for which you have recorded start or completed
dates. Use Project Management module activities to update submittal
activity dates. If you choose to update submittals from the schedule, the
dates are updated from the linked application. When you select an
activity in the Submittal Preparation field, the start date will update the
required start date. Updating the Approval Period finish date will update
the required finish date. If you choose to update submittals from the lead
time, the dates are calculated based on the duration of each schedule
activity.
you want to
See the Planning and You must have access rights to export data.
Adding a Contract
Management Project
chapter, or type access or
security in Help for more
information.
Export data from a Contract Management module project
Right-click on a project in the Project View and click Export. In the
Export window select the document type from which you want to
export, and click Show.
Click to
preview
the report.
Select the report that corresponds to the type of data you want to export.
Reports are available for contacts, contracts, purchase orders, cost
codes, daily reports, drawings, notepads, notices, punch lists, requests
for information, specification sections, and submittals. For example, to
export cost codes and titles, select r_export_cost_codes from the list.
Click Preview after you select a report.
Click Save As, and select an export format in the Files of Type field in
the Save window. To retain the column headings in the exported file,
choose the with headers export format, such as Excel With Headers.
In the Save In field, select the folder in which you want to store the
export report; in the File Name field, type a name to identify the report
without an extension, which Contract Management supplies
automatically when you specify a file type. Click Save.
The following example shows cost codes and titles report data exported
to a Microsoft Excel file called COSTACCT.
When you click the Save As button, and the report or form you selected
contains multi-byte characters, do the following:
1 In the Save dialog box, click the arrow on the right side of the Save
in field, and navigate to the location where you want to save the
document.
2 In the File name field enter a name for the document.
3 Click the arrow on the right side of the Files of type field, choose
one of the following, and click the Save button:
• CSV with Headers - Use this option to save the document so
you can view it in Notepad.
• Excel with Headers - Use this option to save the document so
you can view it in Microsoft Excel.
Drawings DWMT_TABLE.drawing_number
Contracts/POs CNMT_TABLE.item_type
CNMT.document_number
CNMT_TABLE.to_vendor
Daily Reports CNMT_TABLE.from_vendor
DRMT.vendor_abbrev
DRMT.report_date
DRMT.report_period
Notices DRMT.vendor_abbrev_ini
CNTE.item_type
CNTE.to_vendor
CNTE.from_vendor
Procurement PROCURE_ITEM.spec_section
PROCURE_ITEM.purchase_type
PROCURE_ITEM.csi_division
PROCURE_ITEM.title
* If you are importing contact initials, the VNMT.vendor_abbrev must be included
in each VNDT.initials record.
† You can only import submittals that are in packages. If importing only SBMT
rows, you still must include the SBPK.package_number in the import file.
Click Import to import the data; this process adds new records to the
specified document or updates records if they exist. If duplicate records
are encountered during the import, they are ignored. When the import
process is complete, click Close.
Import Specifications
This section lists the fields that can be imported into Contract
Management for each module and table.
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Contract
Management
Module Column Name
Module Table
Name
Index
A B
Access Bid packages
project 39 command 114
Access rights defining 114
setting for a group of users across projects 42 setting up for drawings 396
setting for a user 40 Bidders
Acronyms, choosing for logs, documents, and adding 366, 369
fields 103 Bids
Actions 21 editing 367, 369
Actual costs 237 Budget
distributing to the cost worksheet 298, 310 collecting commitments into 341
Actual start and finish dates 421, 424 Budgeted costs 237
Address distributing to the cost worksheet 266
adding for contact 44 Business item
Administrator adding to a meeting 226
project 39
Agenda
producing from previous meeting minutes 231
C
Alerts 21 Change document reason codes
Anchor links defining 113
User settings 143 Change documents
Application for payment. See Requisitions. adding 322
Approval Process applying markup 331
Overview of 57 change orders 328
Prerequisites for 57 costing generated 341
Reviewer list, creating 60 defining reason codes 320
Reviewer list, deleting 63 generating from change management 338
Setting up the approval process 64 Change Management
Architect 30 adding documents 322
Areas, setting up for drawings 395 adding multiple commitment documents to the
Attachments estimated phase 342
adding to daily reports 456 applying markup 331
command 456 collecting commitments into a budget 341
deleting 95 costing generated documents 341
Attendees creating work process 318
adding to meetings 228 defining reason codes 113
deleting documents 340
deleting generated change documents 339
528 Index
H Layouts, editing 83
Hammock activities Lead time 422
using for contracts 258 Letters
Help, online 10 adding 193
HOSP sample project 26 generating from existing 195
HTTPS 11 reports and forms 197
saving as a separate file 196
Line items
I adding from contract/PO to existing
Import requisition 283
fields into Project Management module 499 adding in lump sum, unit price, headers, subtotal,
Import specifications 509 or blank line item format 283
InBox adding to uncertified requisitions 282
setting up 168 numbering 133
Inbox Logs
overview 166 choosing acronyms and titles for 103
InfoMaker grouping 92
online documentation 10 printing 151
Installation guide 10 using 78
Insurance certificates Lump sum contract
adding 460 generating materials delivery records from 432
tracking 459 Lump sum/unit price preferences
Invoice setting for new requisitions 264
reports and forms 313
Invoices M
adding to contracts and POs 304
closing out a PO using multiple invoices 307 Mail
closing out a PO using one invoice 305 entering contact addresses 169
setting project preferences 304 settings 143
Issues Markup 331
adding 383 applying to change orders and proposals 333
linking documents to existing 384 creating default values 332
linking to submittals 412 forms 331
removing linked documents from 385 project settings 140
using to link documents 382 using 331
using subtotals 334
Material codes
K using with material delivery records 433
Key fields, importing 506 Materials delivery
Key parties adding 432
project settings 126 adding documents to the log 434
adding to requisitions 439
generating documents from a contract or
L purchase order 432
Layout Options generating records from contracts 261
settings 144 generating records from purchase orders 261
Layouts 78 linking with daily reports 449
assigning to log windows 83 posting to daily reports 437
creating 83 recording 435
filtering in 83 updating stored 291
grouping in 83 using Project Planner Professional schedule
selecting 85 dates 435
set favorite 85 Meeting minutes
sorting in 83 adding 224
532 Index
tracking 432 W
Transmittal creation queue Web site address, attaching to documents 95
opening 183 Workspace 19
specifying delivery method 183
Transmittal Queue
command 428
Transmittals
adding to database 183, 429
copying 181
creating for drawing sets 402
creating from submittals 427, 428
deleting 178
delivering 183
E-mailing 184
faxing 184
generating
copies 181
from other documents 182
printing 184, 429
updating and sending 428
using distribution lists in 179
Trends 270
adding 271
generating 272
reports and forms 275, 301
using to manually adjust the cost worksheet 273
U
Unit price contract
generating materials delivery records from 432
Unit price line items
numbering 136
Update From Lead Time command 423
Update From Schedule command 422
Update Package command 419
URLs
attaching to documents 94
User id
default 18
User settings 143
anchor links 143
mail 143
User-defined types, creating 104
Users
project administrator 39
restricted 40
V
Variance 237
Visitors, listing in reports 448