Version: 1.8. Change Management User Guide

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1 Version: 1.8 Change Management User Guide

2 Table of Contents OVERVIEW 3 ACCESSING CHANGE MANAGEMENT 4 WORKFLOW EXAMPLE 5 LOGS 6 2. CREATING A POTENTIAL CHANGE ITEM (PCI) 7 PCI ENTRY SCREEN OVERVIEW 7 SELECT COMPANY / PROJECT 9 PCI INFORMATION 10 Change Type 12 Header Status 13 Owner CO Button 13 Modify Type 13 SUMMARY TAB 14 GENERAL TAB 15 Classifiers 16 DETAIL TAB 16 Job / Phase Selection 17 Detail Status Code 18 PCI Costs 19 Subcontractor Details 20 RFQ Details 20 Detail Action Buttons 21 Show / Hide Rates 22 Calculate Markups 22 Participation Button 23 Line Notes 25 Line Item Classifiers 26 RFQ AND APPROVAL TABS 27 NOTES 27 ATTACHMENTS 28 HISTORY 29 ALLOWANCES 29 Creating Allowances 29 Managing Allowances 32 Overages on Allowances CREATE RFQ CREATE AUTHORIZATION TO PROCEED 36 PRINTING AN ATP 38 UPDATING AN ATP UPDATE PCI CREATE OWNER CHANGE ORDER 40 CREATING AN OCO 40 Summary Tab 42 TEXT CODES AND DISTRIBUTION TABS 43 PRINTING AN OCO 44 UPDATING OCO S POSTING 45 POSTING PCI S 46 Posting a PCI with Unapproved Line Items 47 Version 1.8 Internal Document 1

3 POSTING AN OCO 48 Posting an OCO with Unapproved Line Items ENTER SUBCONTRACTOR CHANGE ORDERS 50 UPDATING SCO S 51 General Tab 52 Detail Tab 53 PRINTING SCO S 54 POSTING AN SCO 55 REPORTS 56 ENTERING REPORT DETAILS 57 REPORT TOOLBAR 58 APPENDIX 58 STEP BY STEP INSTRUCTIONS 58 Creating a Subcontract: 59 In Scope (IS): 60 Out of Scope (OS): 61 Back Charge (BC): 62 Trade Allowance (TA): 63 Owner Allowance (OA): 65 Budget Transfer (BT): 66 Creating/Printing an RFQ: 67 Creating an Authorization to Proceed (ATP) 67 Creating and posting an Owner Change Order (OCO): 68 Creating and posting a Subcontract Change Order (SCO): 69 Printing Reports 70 Accessing the Contract Forecast Module within CMIC 71 Accessing the Contract Forecast Module within Excel 72 Creating PM Change Management Mark up Calculations 73 Version 1.8 Internal Document 2

4 Overview Change Management in CMiC allows Gilbane to track, document, manage and execute changes to the Gilbane-Owner and Gilbane-Subcontractor contracts for a Project. Users will be able to log requested change items, request quotations, finalize owner approvals and issue change orders. To assist the user and reduce the amount of manual intervention required CMiC Change Management allows for automated workflows, electronic document generation, and line level tracking of changes. In this user guide we will review how to create changes in CMiC, the impacts of change types on the budget and billing of a project, how to utilize electronic workflows and document generation, and how to Post changes to a Subcontractor s contract. After this module you will be able to: Identify and access the Change Management Logs Create a PCI Utilize the proper status and change type based on the details of the PCI Create ATP s when necessary Associate Out of Scope PCI s with an OCO Create Subcontractor Change Orders (SCO s) Post changes Explain how changes, their type and status, impact the contract forecast Utilize reports to analyze change management data Version 1.8 Internal Document 3

5 Accessing Change Management Change Management is located under the Project Controls folder in CMiC. The majority of the data entry and change tracking functions are performed in the Change Orders folder while some subcontract functions are performed under the Subcontract Management folder and logs are located directly under the Project Controls folder. Options under the Change Order folder include: Sub-Module Logs Enter Pending Change Item ATP Prepare Owner Change Order Enter Subcontractor Change Order Description Users can access Logs which contain listings of all PCI s (Potential Change Items), ATP (Authorizations to Proceed), OCO s (Owner Change Orders) and Subcontracts (under the Subcontract Management folder) that have been entered for your default Project. This log is ideal for viewing activity on the Project, performing filters/queries to view similar records, and for accessing previously entered Change Items/Orders for review and/or updating. Create, view, and edit PCI s. Group PCI s together for submission for preliminary approval by the owner. Group PCI s together for submission to an Owner for approval. Enter subcontractor change orders. Version 1.8 Internal Document 4

6 Workflow Example While not all changes follow the same workflow it is a good idea to have a basic understanding of the typical lifecycle for a PCI. In the following example you will see the different milestone events that may apply to a PCI. As our Project was setup a (1.)subcontract for Emcor to provide all internal plumbing for the facility was loaded into CMiC. Their scope of work was clearly defined and included all relevant items in the contract drawings. Two months into the Project the Owner has decided to add an additional sink to all of the restrooms on the 2 nd floor. At this point an (2.)Out of Scope PCI is generated in CMiC and all subcontractors that are required to complete the change are added to it. Emcor is included as a line item on the PCI. (3.) RFQ s are created for each of the subcontractors asking them to quote the work identified in the PCI. The quotes have now been returned and we are working with the subcontractors to finalize the amounts. The Project is still in the early construction phase and this change is not schedule critical so an (4.)ATP is not required for the change. Gilbane has now finalized the pricing with all subcontractors involved in the PCI and has been making (5.) updates to the PCI as needed. The PCI is now (6.) associated with an OCO to receive final Owner approval for the change. The OCO has been approved by the Owner and (7.) Posted in the system. The (8.)SCO s must now be created to amend the subcontract. Once the SCO is approved it is Posted in the system and the subcontractor can now bill for the additional charges. Version 1.8 Internal Document 5

7 Logs Logs are utilized to display all currently created records of a specific type. This makes accessing previously created records much easier than having to query within a specific application. Available Logs under Project Controls include, Potential Change Items (PCI), Authorization to Proceed (ATP), Owner Change Orders (OCO s), and a Subcontract log (under the Subcontract Management folder). Each Log contains a variety of columns that displays key information about the record such as status, key dates, and amounts. Users can access a record indicated in the log by clicking on the record number, which is highlighted in blue. Logs display records only for designated default Project. Filters are also available for users. Filters are typically used if you want to view a group of records that match certain criteria or you are searching for a specific record in a long list. Filters use an exact match search as the default. This means that the record would have to meet your criteria exactly in order for it to be displayed once the Filter is run. To access the Filter option click the Query by Example icon ( ). You can then enter in criteria for any of the column headers. Once your criteria are entered hit the Enter key to run the Filter. Version 1.8 Internal Document 6

8 Whenever you perform a Filter in CMiC you can surround your search criteria with the % sign which acts as a wildcard. Placing wildcards around your search term provides a contains search. This search looks for your criteria anywere in the field. In the above example I entered a query that would display all Back Charges for the default project I am associated with. Logs can also be exported to Excel by using the Export to Excel function. 2. Creating a Potential Change Item (PCI) Potential Change Items (PCI s) represent changes to the contract documents between Gilbane and the Owner, Gilbane and the Subcontractor or in many cases both. In this section we will review how to enter a PCI and how the selections you make impact the Projects Budget and Billing amounts. PCI Entry Screen Overview PCI s are entered via the Enter Pending Change Item sub-module under the Change Management folder. Users can also access this module by selecting any PCI from the PCI log. Version 1.8 Internal Document 7

9 The module consists of three key blocks: Block Select Company / Project PCI Information PCI Tabs Description The Gilbane entity and Project the PCI. Contains header level information about the PCI including the type, overall status and total budget and billing amounts. The PCI contains several tabs of information. When a tab is selected the details are displayed for the particular tab. Available tabs include Summary, General, Detail, RFQ, Approval, Notes, Attachments, and History. To create a new PCI the user will perform the following steps: 1. Select the applicable Gilbane Entity and Project the change is for 2. Complete the PCI Information block 3. Complete the General tab 4. Complete the Detail tab 5. Optional tabs for entry include: a. Notes b. Attachments It is a best practice to save your entries in each block before moving to the next block. You should also save prior to switching tabs. Version 1.8 Internal Document 8

10 Select Company / Project The Select Company / Project block is where you select the Project the change will be associated with. The Company and Project field defaults to your selection in the Set User Defaults module under the Setup folder. From the Project drop down you can select any Project that you have been given access to. When a Project is selected the Billing Contract associated with it is displayed as well. If your Project is a Joint Venture or Association a separate Company is created in CMiC (i.e. Gilbane- Turner). In this scenario you would select that entity from the Company dropdown list. Version 1.8 Internal Document 9

11 PCI Information The PCI Information block is where you enter general detail about the PCI. This detail is used to determine the type of PCI, its overall status, and a general description of what the PCI is for and to provide the total Budget and Billing amounts for the PCI. Available fields include: Field Type Header Status PCI NO. Description Total Budgeted Total Billing Description The type of change (i.e. In Scope / Out of Scope) is selected. This will be discussed in more detail in the next section. The overall status for the PCI. The Header status is mainly informational. Line level statuses will be applied to each detail line item added to the PCI. A system generated PCI number. The PCI number contains an abbreviation for the Change Type followed by an identifying record number. A text field where the overall purpose or reason for the change. The total change in Budget for the PCI. This calculation totals the right most entered field (Estimated<Quoted<Final Amount) for each line item on the Detail tab The total change to the Billing amount for the PCI is Posted. This calculation totals the Billing Amount field for all line items on the Detail tab. Setting up a standard naming convention for your description is a best practice. Many Projects begin all PCI descriptions with the source first (i.e. RFI 31..) Version 1.8 Internal Document 10

12 The PCI Information block also contains buttons that allow the user to perform a variety of functions. Button Save / Refresh Delete Post Owner CO Copy Modify Type Action Saves your PCI. Deletes the PCI. When this is done the record is completely removed from the system and is inaccessible. Posts the PCI. This completes the PCI process and applies the information in the PCI as final. Posting will be discussed in more detail later in this document. Creates an OCO or accesses the existing OCO the PCI is associated with. Creates an exact replica of the current PCI and assigns a new PCI number to the newly created record. Modifies the PCI Type of the selected PCI. The PCI will receive a new PCI number, with its new type serving as the beginning prefix. When a PCI is deleted, either through the Delete or Modify Type button, the PCI number will not be reused. You will also NOT be able to access the deleted PCI through the Log. Version 1.8 Internal Document 11

13 Change Type Change Types identify the funding source for the PCI. Change Type affects whether or not the Budget and/or Billing amounts for the Project are updated. Change Types include: Type Description Budget Billing BC = Back Charge Used when Gilbane is charging a Subcontractor for improperly performed work, damage to the Y N BT = Budget Transfer construction site, failure to clean area, etc. Transfers funds from one phase code to another. Y Y IS = In Scope OA = Owner Allowance For these PCI s the total amounts will always be 0 as you will be taking money away from subcontractors/phase codes but giving the same amount to other subcontractors/phase codes. Used when Gilbane did not include an item (or items) in the scope of work for the Subcontractor but the work was included in our contract with the owner. This is setup immediately after the Gilbane / Owner contract is signed to track all general allowances that have been identified. Y Y N Y OS = Out of Scope TA = Trade Allowance This PCI is used for tracking all work that will utilize the Gilbane / Owner allowance. Used for changes that falls outside of the original contract between the Owner and Gilbane. This is setup immediately after a subcontract is created that contains Gilbane/Subcontractor allowances. Y Y Y N This PCI is used for the tracking and reconciliation of T&M tickets that are being applied against the Gilbane/Subcontractor Allowance. Version 1.8 Internal Document 12

14 Header Status The Header Status of the PCI represents the overall status of the PCI. This status is informational and for tracking purposes only. Each line item in the Detail tab will have its own status that represents the status of that portion of the PCI and its associated costs. Type APP (Approved) PAR (Proceeding at Risk) POT (Potential) PWA (Proceeding with Authorization) TRK (Tracking Only) VOD (Void) Description The PCI has been approved by the Owner and Gilbane. Work is proceeding on the change but full approval has not yet been obtained. The PCI is awaiting further action, detail, and approvals. The PCI has been given preliminary authorization from the owner and is proceeding. Formal approval of the PCI is forthcoming. The PCI is being used for tracking only and the amounts will not be reflected in the Contract Forecast. The PCI was rejected and closed due to either the Owner or Gilbane s decision. The header status should match the status of the Line Level statuses. This is the status that is displayed on the PCI log. Owner CO Button When this button is selected it allows you to create an Owner Change Order (OCO) for the PCI. This process will be discussed later in the manual. Modify Type The Modify Type button will allow you to change the selection in the Type field. When this is done the current PCI number is discarded (as it includes the abbreviation for the previous PCI Type) and a new PCI number is assigned to it. The discarded PCI number will not be used again. An In Scope PCI was created for a potential change. After document review it was determined the change was actually Out of Scope. Modify Type allows you to create a new PCI with all of the detail of the original while also allowing you to change the type. Version 1.8 Internal Document 13

15 Summary Tab The Summary tab displays the total Budget/Billing amounts for the PCI as well as a summary of each subcontractor s portion of that total. The amounts used on this screen are the right most amounts out of the Estimated, Quoted, and Final amounts on the Detail tab. Additional views of how the costs are allocated are accessed by selecting the options at the bottom of the screen. Alternate views include: Field PCI Summary by Job/Phase/Category Project Summary by Phase PCI Summary by Job/Phase/Category Description Lists all included Phase Codes and the applicable cost amounts for both Budget and Billing. Displays the current Budget/Billing amounts for the affected Phases and how this change will update those amounts. Displays the current Budget/Billing amounts for the affected Phase/Category codes and how this change will update those amounts. Version 1.8 Internal Document 14

16 General Tab The General tab stores all of the categorizations and overall details for the PCI such as related orders (OCO s and ATPs), classifiers, and key dates. Fields Allowance Allowance Amount Source Days Impact Owner CO# Scope Desc Date Start Date End Date Post Date Entered By Description Select the type of Allowance that is being used to fund this PCI. Available options include Out of Scope, In Scope, T&M Tracking, and Neither (the default selection). If the PCI is for an Owner Allowance the allowance amount is entered here. The originating source of the PCI is entered here. The schedule impact in days is entered. The current OCO that the PCI is associated with is displayed if applicable. The overall scope of the change is entered. The date the PCI was created is displayed. The date that work is scheduled to begin for the change. The date that work is scheduled to be completed for the change. The date the PCI was Posted is displayed if applicable. This field will be populated by the system when the PCI is Posted. Displays the username of the user who created the PCI. Version 1.8 Internal Document 15

17 Classifiers PCI Level Classifiers allow a Project to categorize the PCI according to their tracking needs. The Classifier names and lists of values are setup in the Project Classifier Maintenance screen. Users can select the appropriate value for the classifier by clicking the up arrow next to the Classifier box. Detail Tab The Detail tab is where the affected Subcontractors and Phase Codes are identified. Users will be able to identify the amounts that apply and enter a status for each affected phase code. This tab contains a long list of columns that can be broken down into sections: Job Phase Selection Lump Sum Costs Per Unit Costs Status and Classifiers To add line items to the Detail tab you will utilize the Insert Record button that is contained within the tab. Version 1.8 Internal Document 16

18 Job / Phase Selection Here you will select the Subcontractor, the affected contract and the phase of work where the costs will apply. Field Vendor Contract Status Code Job Phase Category WM Billing Code Days Impact Description The subcontractor associated with the line item. When selecting the subcontractor you should only choose from the Assigned Vendor portion of the list. The contract that will be amended for the associated subcontractor. This list will be filtered to show only subcontracts assigned to the subcontractor noted in the vendor field. The status of the line item. Unlike the Header Status, the Detail Status dictates where the associated Budget and Billing amounts will be displayed on the Contract Forecast. The Job the line item is associated with. Select the applicable Phase Code. Phase Codes associated with the selected subcontract will be displayed first above a dotted line. All other Phase Codes associated with the Job will be displayed below the dotted line. Select the applicable Category Code. Only Category Codes associated with the selected Phase Code will be displayed. Select the weight measure for the assigned Phase/Category Code, in most cases it will be NA. If the WM was assigned to the Phase/Category code on the Schedule of Values on the subcontract then this field will default after selecting the Phase/Category Code. Billing codes represent where the charge will be displayed on the invoice we generate to the owner each month. This field will automatically populate based on the selections in the Phase and Category fields and should not be changed. This field is NOT used for In Scope changes as there are no changes in the Billing amount for In Scope changes. The number of days to be added to the schedule if change is approved. Version 1.8 Internal Document 17

19 Detail Status Code Detail Status Codes are used to identify whether or not the work noted on the PCI is proceeding and whether or not the work has been authorized by the Owner. These status codes, in conjunction with the Change Type, dictate where the costs will be displayed on the Contract Forecast. Status Codes include: Type Description Proceeding Appropriate Approval Obtained Approved The line item was approved. Y Y (APP) Proceeding at Risk (PAR) Potential (POT) Proceeding with Authorization (PWA) Tracking Only (TRK) Voided (VOD) The line item is proceeding but has not yet (or will not be) approved by the owner. The line item is awaiting approval and is not currently proceeding. The line item has preliminary authorization from the owner and is proceeding. Official authorization is forthcoming. The line item is used for tracking only and the amounts will not be reflected in the Contract Forecast. The line item is no longer applicable and no approval or authorization to proceed was requested. Y N Y N N N N Y N N The Detail Status will default to the status in the header for each line item. You can change the detail status for each line item if needed. The detail status will determine how the associated budget and billing amounts will be displayed on the Contract Forecast. Version 1.8 Internal Document 18

20 PCI Costs This section is used to enter the subcontractor costs for the work. The amount that Gilbane will bill the owner for the work is also displayed here. Field Estimated Amount Quoted Amount Final Amount Billing Amount Description The amount that Gilbane estimates the Subcontractors portion of the change will cost. The amount noted on the quotation received from the Subcontractor. The final negotiated amount for the work agreed to with the Subcontractor. Utilizes the billing setup to determine what Gilbane will bill the owner for the work completed. The system uses the value on the far right of this section to determine what the current projected amount is. If both Quoted and Estimated Amount are filled in then the system utilizes Quoted Amount as the most accurate estimate for the PCI. When entering Back Charges and Budget Transfers make sure to use negative numbers if you are taking money away from the Subcontractor or Phase Code. When entering a Budget Transfer PCI the total amounts must equal 0. If I am transferring $500 from one subcontract to another then one must have while the other will have 500. Version 1.8 Internal Document 19

21 Subcontractor Details Subcontractor Details displays any associated Subcontractor Change Order (SCO) and allows the user to enter in the scope of work that is specific to this subcontractor in relation to the overall PCI. Field Subcontract Change Task ID Create SC Now? Long Description Description Displays the associated SCO if applicable. Indicates the specific task on the Subcontract that is being updated as part of this change. This field is not used by Gilbane. The scope of work to be performed by the Subcontractor as part of this change. This detail will print on both the RFQ and SCO in addition to the Scope of Work entered on the General tab. RFQ Details The RFQ details section allows you to select the contact at the subcontractor s office that is working on the RFQ and enter in the key dates around the RFQ. Field RFQ Contact RFQ Due RFQ Sent RFQ Received Description Select the name of the person you are working with from the subcontractor. This list includes only those contacts that are setup in the Assign Project Contacts application. The date the subcontractor must return the RFQ by. If no date is entered the date on the printed RFQ will default based on the value in the Default RFQ Review Period field, located on the Defaults tab of the Enter Project screen. The date the RFQ was sent to the subcontractor is manually entered. The date the RFQ was returned by the subcontractor is manually entered. These dates are used in the system generated RFQ. Version 1.8 Internal Document 20

22 Detail Action Buttons The Detail tab has a variety of Action buttons that perform specific tasks. Buttons include: Field Delete Show / Hide Rates Calc Markups Allowance Tracking PCI Participation SCO Line Notes Description Deletes the currently selected line item. If the cost for the subcontractor is being measured by a rate as opposed to a flat amount then select Show Rates. This will display the Rate Cost fields where you can enter in the quantities and rate per quantities. Applies the Project specific mark up amounts to the PCI. If the PCI is for an allowance then Allowance Tracking opens up the Allowance Tracking program where users can log the tickets and costs accrued against the allowance. Allowances will be discussed in detail in a later section of this manual. Launches the PCI Participation application that allows the user to enter in the MBE participation for the PCI. If the line item is part of a Subcontractor Change Order then selecting this button will open the SCO. If it is not associated with an SCO then the system will ask if you would like to create a new SCO and associate the currently selected line item. Displays a text field application that allows users to enter notes about the line item. Version 1.8 Internal Document 21

23 Show / Hide Rates If you are pricing the work via a rate (i.e. per unit, hr, item, etc.) and not via a lump sum then you will utilize this section for cost tracking. Selecting Show Rates will display the columns necessary to enter quantity based prices while Hide Rates will remove these columns from your view. Field Quantity Estimated Rate Quoted Rate Final Rate Description Enter the quantity being quoted. This number will be multiplied by the rate to determine the total cost. The amount that Gilbane estimates the Subcontractors portion of the PCI will cost in per unit dollars. The amount noted on the quotation received from the Subcontractor in per unit dollars. The final negotiated amount for the work agreed to with the Subcontractor in per unit dollars. The system uses the value on the far right of this section to determine what the current projected amount is. If both Quoted and Estimated Rate are filled in then the system utilizes Quoted Rate as the most accurate estimate for the PCI. The Billing Quantity, Rate and Amount fields will automatically populate. Calculate Markups Selecting the Calculate Markups applies the markups that were set in the PM Change Item Markup Rules application. After this button is selected line items will be added for each markup. If the final cost of the PCI changes after the Calculate Markups, there is an alert to remind you to recalculate markups. The alert is above the header status on the right hand side of the screen. If you do not update the calculations you will not be prompted again. Version 1.8 Internal Document 22

24 Participation Button The Participation button allows you to track Minority and Disadvantaged Enterprise participation on the PCI. This assists Gilbane in providing accurate MBE reporting for the Project and for the subcontractor. If the MBE subcontractor is not currently in our Business Partner List you can use the Create Partner on the Fly button to add them. This opens the same application as what is used in the Assign Project Contacts application. Version 1.8 Internal Document 23

25 When noting minority participation you will have access to the following fields: Field 1 st or 2 nd Tier Vendor Current Participation % PCI Participation % Current Participation Amount Classification Code Line Type Description The MBE is selected. The MBE s current percentage of the associated subcontract is displayed. The user enters the % of the current change the MBE is responsible for. If this field is entered then the Current Participation amount will automatically populate. If the Business Partner is a MBE then the PCI Participation % is 100. If instead of a percentage the user wants to enter an exact amount for what the MBE is responsible for then the amount can be entered here. Otherwise this field will default based on the % entered and the overall PCI amount. If this field is entered then the PCI Participation % amount will automatically populate. The type of MBE is selected. This will default to PCI and should not be changed. When a PCI is Posted it takes the amounts from the Participation tab and updates the associated subcontract. This allows subcontract level and overall Project participation to be tracked and updated throughout the life of the Project. Version 1.8 Internal Document 24

26 Line Notes Line Notes are an effective way for employees to communicate about the status of a specific line item and have those comments tracked for history purposes. When Line Notes is selected the user can add additional notes by selecting Insert Record or simply read the current notes. If an issue has been resolved the Line Notes form has a Closed box that can be used to indicate so. If a line item has notes associated with it you will see a Notes Added informational text displayed to the right of the Line Notes Button. Only Open notes are displayed by default. Select the Show Closed Notes check box if you need to view close notes as well. Version 1.8 Internal Document 25

27 Line Item Classifiers When you select a line item from the Details tab the available Classifiers are displayed below. This allows the user to view or edit the value associated with the line item Classifier. In the above example the second line item is selected (vendor JC02) and the Classifiers are displayed for it. If the first line item were selected (EMCGRO01) then the Classifiers displayed would be applicable to that line item only. See Page 14 of the Project Setup Training Material. Version 1.8 Internal Document 26

28 RFQ and Approval Tabs The RFQ and Approval tabs are not used by Gilbane. RFQ s are created from the Detail tab and this will be discussed in more detail later in this manual. Notes Notes provides a free text field where users can enter notes that are only seen by other members of the Project team. Notes is ideal for tracking detail about the PCI, outstanding issues, and to collaborate with other team members. These notes pertain to the PCI as a whole as opposed to Line Notes, which apply only to that line on the Detail tab. Each Note auto-populates with the note number, date, and user that entered it. Users can then enter a subject line and description. The Closed feature allows users to track actions items / issues and denote them as closed or open. Open and Closed notes will display on this tab by default. Version 1.8 Internal Document 27

29 Attachments The Attachments provides a place to store documents related to the PCI. When the button is selected you will be able to view previously saved documents and upload new ones as needed. If the Printable box is selected the attachment will be included on any documents created for the PCI. Previously saved documents will be displayed on the Attachment tab. Selecting the Create Attachment button will launch the Attachment application. To add a new document as an attachment: 1. Select Upload New 2. Select Attachment from the Add drop down 3. Click Browse to bring up the file selection box 4. Select the file(s) you would like to attach and click Open 5. Click Save Version 1.8 Internal Document 28

30 History The History tab provides a detailed listing of all of the updates that have been made to the Header of the PCI. This is a great tool for researching questions about the PCI or viewing its progression through time. This section automatically updates as the PCI is saved, no information should be added or deleted from here. Allowances PCI s are created for both Owner and Trade allowances. The PCI s are used to track the work and costs performed as part of the allowance. These PCI s are typically setup at the time the allowance is created, be that at the beginning of the Project or when the subcontract is posted. Trade Allowances are treated much like In Scope changes while Owner Allowances are treated much like Out of Scope Changes. Creating Allowances To create an Allowance PCI (Owner or Trade): 1. Select Insert Record from the Enter Potential Change Items application 2. Select the type of Allowance from the Type field 3. Enter the status 4. Enter a Description for the Allowance 5. Select the Save/Refresh button Version 1.8 Internal Document 29

31 Complete the General tab by: 1. Select the proper entry from the Allowance field a. Select In Scope for Trade Allowances b. Select Out of Scope for Owner Allowances i. Save the record if you select Out of Scope so that the Owner Allowance Amt field becomes available for editing. c. T&M is utilized when the Owner or Gilbane wants to track costs on an Out of Scope Change i. Note that while this is not a true allowance it utilizes the Allowance Tracking module to track costs specific to the change 2. Enter the Owner Allowance amount if the PCI is being created for an Owner Allowance 3. Select Save/Refresh You will complete the Detail tab just as you would normally however you will NOT fill out the Estimated/ Quoted /Final amounts. The amount of the Trade/Owner Allowance is setup at the time the subcontract is created. The Phase Code associated with the allowance will contain either a TA (Trade Allowance) or OA (Owner Allowance) Category Code. Version 1.8 Internal Document 30

32 Be careful when selecting the Category Code. There may be multiple selections in the List of Values. Make sure you are selecting the proper Allowance Category Code, TA or OA. Trade Allowances do not require a Billing Code, if a Billing Code is added it will generate a system error. If the Printable box is selected the attachment will be included on any documents created for the PCI. Version 1.8 Internal Document 31

33 Managing Allowances Once your Allowances are created you will utilize the Allowance Tracking application to enter tickets for the work and costs that are being performed as part of the Allowance. The Allowance Tracking application is launched by selecting the Allowance Tracking button from the Detail tab of your Allowance PCI. To enter tickets: 1. Select Insert Record 2. Complete all of the fields that you have information for a. As the ticket progresses you will continually come back to the line item to update the details 3. Select the Save button Estimated, Invoiced and Approved Amount act like Estimated, Quoted and Final Amounts on the Detail tab. The system takes the right most value as the current applicable amount for the ticket. Version 1.8 Internal Document 32

34 As you enter tickets on the Allowance you will see the Projected Balance and Projected to Date amounts calculate to show you the current financial status of the Allowance. Once you have completed updating the line item and saved your changes click the Accept button. Clicking the Accept button will update the PCI with the changes you have made. Version 1.8 Internal Document 33

35 Overages on Allowances If you exceed the Allowance amount the overage amount will be carried forward to the Estimated field on the Detail tab and also displayed in the Total Budgeted and Final Amount fields of the PCI. If the PCI is for an Owner Allowance the Total Billing will also populate. In the above example a Trade Allowance is $4,900 dollars over the budgeted amount. You will be able to create an SCO to amend the contract for the overage amount. You should only create the SCO once you are ready to close the Allowance. Once the SCO is created further updates in the Allowance Tracking application will not register on the PCI or SCO. Version 1.8 Internal Document 34

36 3. Create RFQ RFQ s are created using the Print RFQ link on the Details tab. When this option is selected an RFQ will be created using the standard Gilbane template. The template is populated based on the detail entered in the PCI and will populate with the information from the RFQ Contact, Due, Sent and Received Dates from the detail line. The RFQ will be created for the line item you have selected. In the above example the RFQ would be created for Emcor (EMCGRO01) The creation of the Gilbane templates for RFQ s, ATP s, OCO s and SCO s are all created via DocBuilder, a Gilbane developed document program. Additional resource materials outlining DocBuilder s use are available at: uilder/docbuilder.pdf Version 1.8 Internal Document 35

37 4. Create Authorization to Proceed Authorizations to Proceed (ATP) serve as an intermediate approval step on behalf of the Owner. ATP s are used to signal that, yes the work can continue but, negotiations are still ongoing in terms of scope and final price. ATP s are created on the General tab of the PCI. If the PCI is already part of an ATP then the ATP # field will be populated with the ATP number. To create a new ATP and associate this PCI, select Create ATP. You can associate the PCI with an existing ATP by selecting it from the ATP # field. Clicking ATP will launch the ATP applications and load the associated ATP Remember, you can also access existing ATP s from the ATP log. Version 1.8 Internal Document 36

38 To create a new ATP: 1. Select the Insert Record button in the ATP block 2. Enter a Title 3. Enter a Description 4. Select the Class a. External is selected for Out of Scope b. Internal is selected for In Scope c. Transfer is selected for Budget Transfer 5. Select the Status a. A = Active b. C = Completed c. H = On Hold d. R = The ATP has been revised and has or will be resubmitted e. S = Submitted to the owner f. V = Voided g. X = Rejected by the owner 6. Enter the Created dates 7. Enter the requested date extension in days 8. Click Save and Refresh The ATP # will automatically populate when you save. The Sent Date field will automatically populate on the printed ATP as the Date of Issuance. Make sure you populate this field prior to printing your ATP. Version 1.8 Internal Document 37

39 To associate a PCI ( s) with the ATP: 1. Select the Insert Record button in the PCI block 2. Select the PCI number a. Only non-posted PCI s not associated with an ATP will be available for selection 3. Select the Save/Refresh button Printing an ATP ATP s can be printed by selecting the Print ATP action button. This will create an ATP using the standard template and the details from the specific ATP. This can then be sent to the Owner for approval. The creation of the Gilbane templates for RFQ s, ATP s, OCO s and SCO s are all created via DocBuilder, a Gilbane developed document program. Additional resource materials outlining DocBuilder s use are available at: uilder/docbuilder.pdf Version 1.8 Internal Document 38

40 Updating an ATP As the ATP is processed you will continually update it with its latest status and details. Fields that are commonly updated include: Field Approved Amount Status Code Sent Date Approved Date Days Extended Description This is the total amount that was approved by the Owner. This field does not automatically calculate. The user should sum the total approved items and place the amount in this field. As the ATP progresses the Owner will make a decision on it. The available statuses allow the project team to note the owner s response. The date the ATP is sent to the Owner is entered here. The date the Owner approves the ATP. The number of extension days for the associated PCI s. If you change the Status Code to Completed/Approved it will update the Detail and Header status of all PCI s to Proceeding with Authorization (PWA). In order to see this change you must select Save/Refresh on the PCI screen. 5. Update PCI As updates come in you will need to constantly update the PCI with the most up to date information. This includes updating quoted amounts from the Subcontractors, adding or removing detail lines, updating scopes, and changing of the status of the PCI. It is important to remember to constantly update your PCI s to ensure the most up to date is available for individual review and overall reporting. Version 1.8 Internal Document 39

41 6. Create Owner Change Order Owner Change Orders (OCO s) serve as final approval on behalf of the owner for Out of Scope PCI s. In Scope PCI s are not associated with an OCO and instead are just Posted (discussed later in this manual). Multiple PCI s can be included on a single OCO and the Owner has the ability to approve individual PCI line items while rejecting others. In this section we will review how to assign PCI s to an OCO and how they can be approved or rejected and the impact of those actions. Creating an OCO When this button is selected it allows you to create an Owner Change Order (OCO) for the PCI. To create the OCO by using this button: 1. Click Owner CO in the PCI Information block of the PCI Remember, you can also access existing OCO s from the OCO log. 2. Select New Owner CO a. If the PCI was already associated with an OCO you would be brought to the OCO when selecting the Owner CO button Version 1.8 Internal Document 40

42 3. Enter a Description for the OCO in the title field a. The next sequential Owner CO# will be auto-assigned 4. Click Process A new OCO will be created with the number that was entered in the Owner CO # field. The system will display the Prepare Owner Change Order application for the newly created OCO. When you select the Owner CO button on a PCI that has already been associated with an OCO the system will launch the Prepare Owner Change Order application and display the applicable OCO. You can navigate directly to the Owner Change Order screen by selecting Prepare Owner Change Order from the tree menu in CMiC. To associate PCI s with this OCO: 1. Select the Change Items tab 2. Select the Add PCI button Version 1.8 Internal Document 41

43 3. Place a check mark in the Select box for each PCI you wish to associate with the OCO a. Users can select from non-posted Out of Scope and Owner Allowance PCI s that are not currently associated with an OCO. 4. Click Accept Make sure you select Save and Refresh after selecting your PCI s. Summary Tab The Summary tab displays the total dollars and day s impact for all PCI s included in the OCO as well as the key dates in the lifecycle of the OCO. Version 1.8 Internal Document 42

44 Key fields include: Field Days Impact Issued Date Executed Date Post Date Received Date Description The total number of days the schedule will be pushed out is entered here. This total will be used to calculate the new substantial completion date on the OCO. The date the OCO was sent to the Owner. This date will be displayed on the system generated OCO. The date the Owner signed the OCO. The date the OCO was posted in the system. This date will automatically populate when you Post the OCO. The date we received the signed OCO from the Owner. These dates do not affect the Project dates entered in Project Setup. Text Codes and Distribution Tabs These tabs are not used by Gilbane. Version 1.8 Internal Document 43

45 Printing an OCO OCO s are printed in a similar fashion to ATP s and RFQ s. Users have the ability to print an OCO Draft or a standard OCO from the Owner Change Order block in the OCO. OCO drafts are used by some project teams in lieu of an ATP and state that final authorization for payment will come later. Standard OCO s contain the final language, amounts, and approval from the owner for the change. The creation of the Gilbane templates for RFQ s, ATP s, OCO s and SCO s are all created via DocBuilder, a Gilbane developed document program. Additional resource materials outlining DocBuilder s use are available at: uilder/docbuilder.pdf Version 1.8 Internal Document 44

46 Updating OCO s Owners have the ability to approve all PCI s associated with an OCO or to select specific PCI s that will be approved. If an Owner rejects or puts a PCI on hold then the user will remove the PCI from the Owner Change Order by selecting the PCI from the Change Items list and then clicking Remove PCI. Note that OCO s do not have a status; they are simply containers that PCI s are put in so that Gilbane can receive sign off from the Owner. It is the status of the individual PCI s that dictate where the costs are allocated on the Contract Forecast. OCO s are either Open or Posted. 7. Posting Posting PCI s completes the change management process and finalizes the details in the PCI. Posted PCI s can no longer be updated and their amounts/details are locked. Users have two ways of Posting PCI s, through an OCO or through the PCI itself. Out of Scope PCI s are Posted by Posting the associated Owner Change Order. All other Change Order Types can be Posted directly from the Enter Pending Change Items application. Once an item is Posted the changes within it are final and no further updates can be made to the record. Version 1.8 Internal Document 45

47 Posting PCI s In Scope, Back Charge and Budget Transfer PCI s can be Posted directly from the Enter Change Item application, which is accessed by selecting a PCI from the PCI Log or by selecting the Enter Pending Change Item option from the tree view. Once you have accessed the PCI the Post button is available in the PCI Information block. In order to initiate the Post PCI process the Header Status must be Approved (APP). In order for Line Items on the PCI to be Posted their Detail Status must be Approved (APP) After selecting the Post button a Post dialog box will appear, click Proceed to complete the Posting process. Version 1.8 Internal Document 46

48 Posting a PCI with Unapproved Line Items You can only Post PCI s line items that are in an Approved (APP) status. If you have line items in any status other than APP when you select the Post button you will receive the following message: In the above example the Line Item for EMCGRO01 is in Potential (POT) status. In this situation the Approved (APP) line items will be placed on a new PCI, designated with the current PCI number followed by a revision number (i.e. IS , -2, -3, etc.), and that PCI will be Posted The original PCI will remain open with only the line items that were NOT in Approved status. In our example the Line Item for JC02 will be placed on PCI IS and Posted. The Line Item for EMCGRO01 will remain on PCI IS and will remain in Potential status. Version 1.8 Internal Document 47

49 Posting an OCO Out of Scope PCI s must be Posted via an OCO. Prior to Posting the OCO you must make sure the header status of the associated PCI s is set to Approved status. When the OCO is Posted all associated PCI s will also be Posted. The Post button is located on the Owner Change Order block of the OCO. When you select Post a dialog box will be displayed to confirm the Posting, select Proceed to complete the Posting process. Version 1.8 Internal Document 48

50 Posting an OCO with Unapproved Line Items When you select Post on the OCO screen the system validates that all line items on the included PCI s are in Approved (APP) status. If an included PCI has a line item that is not in Approved status then the system will generate a warning. In the above example, PCI OS-00014, the first line item for EMCGRO01 is in Potential (POT) status while the second is in Approved (APP)therefore a warning is displayed when the Post button is selected. In this situation the Approved (APP) line items will be placed on a new PCI, designated with the current PCI number followed by a revision number (i.e. OS , -2, -3, etc.), and that PCI will be Posted as part of the Posted OCO. The original PCI will remain open with only the line items that were NOT in Approved status and therefore not Posted along with the OCO. In our example the first line Item for EMCGRO01 was in Potential (POT) status. It will remain on the original PCI, OS that will remain Un-Posted. PCI OS will no longer be associated with the OCO. The second line item for EMCGRO01 was in Approved (APP) status. It was moved to PCI OS and Posted as part of the Posted OCO. Version 1.8 Internal Document 49

51 8. Enter Subcontractor Change Orders Subcontractor Changed Orders are utilized to update a Subcontractors scope of work and their overall contracted amount. A Subcontractor Change Order is entered when the project team is ready to amend the contract. This is typically after all approvals have been received and all PCI/OCO s have been Posted. Entering and Posting changes to a Subcontractors contract allows them to be paid for the additional services they are provided. Posting a Subcontract Change Order will also move the costs into the Spent/Committed portion of the Contract Forecast. To create an SCO: 1. Access the PCI from the Log or Enter Pending Change Item application 2. Navigate to the Detail tab 3. Select the line item you wish to create an SCO for 4. Select the SCO button We would not need to create an SCO for the GBCO line item. 5. Select the New SCO button from the dialog box to launch the Enter Subcontractor Change Order Maintenance Application If the line item were already associated with an SCO then CMiC would display that SCO as opposed to displaying the dialog box. Version 1.8 Internal Document 50

52 6. Enter the Title for the SCO 7. Enter the Scope of Work 8. Select the Save button Updating SCO s Once your SCO is created you can then make updates as it is processed. These update can be made to both the General and Detail tabs. The Text Codes, Free Form and Attachment tabs are not used by Gilbane. Version 1.8 Internal Document 51

53 General Tab The General tab contains several fields that are used to manage the SCO and populate the amendment that is generated. These fields include: Field Title Scope of Work SCO Date Issued Date Executed Date Received Date Signature/Title Description The subject of the SCO. The work to be performed by the subcontractor. The date the SCO was created. The date the SCO was sent to the subcontractor. The date the subcontractor signed the amendment. The date Gilbane received the SCO from the subcontractor. The name and title of the Gilbane employee authorizing the change. Version 1.8 Internal Document 52

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