[SR] Contract - Construction Process - Claim for First Payment

Transcription

1 PACMan Functionality Quick Reference Guide This QRG aligns with the Project Management Framework [SR] Contract - Construction Process - Claim for First Payment This process will be auto-created once all tasks on the b Construction Contract SR Setup tasks process have been completed. Once this process is available you will receive an notification (this notification will be sent to both your work and your PACMan inbox). Within the there will be a link to access the Payment Claim process via PACMan. Once you have entered the process you will be required to complete certain tasks, the following outlines what is required for each of these tasks. The process can also be accessed via the Contracts Module; to do this: 1. Expand the Contracts menu and select Contracts List 2. Select the contract from the list or search by the contract Name or Number via the search text field. Once selected the contract will be highlighted blue. 3. There are two ways to access the process Contract - Construction Process - Claim for First Payment V Page 1 of 14

2 3.1 Navigate to the Contract > Health Card screen and go to the Linked Processes Widget Select your Adjustment Process from the list of Active Processes displayed 3.2 Navigate to the Contracts > Details > Associations Screen From this screen you will see a list of the associated Processes, you can access a process by clicking on the for the required Payment Claim process. Process Tasks Note: A Payment Claim will ONLY be paid if has been entered and approved via a Process (The Three Hooks). This is the list of the tasks in the process that need to be completed. Note that the Supers Reps must complete each tasks highlighted. Contractor lodges 1 st Payment Claim (Day 1) with Sypers Rep Contractor sends Payment Claim to Superintendent's Representative who enters the claim into PACMan. All values GST exclusive. Enter Payment Details: 1. Click the to be directed to the Add Construction Payment screen, as this is the first claim. Your screen should look similar to this: Page 2 of 14

3 2. You will be entering the details of you Payment Claim, to do this: 3. Enter the following details: Claim Receipt Date Claim Period To Claim Period From Supplier Reference Number Reason Payment Amount Different from Claimed 4. Once you have entered this information click Add. Note: that tax and grand total are calculated automatically. Enter Payment Items: 1. Enter the Payment claim item select the hyperlink Click here to add a new Payment Item. Your screen should look similar to the this: 2. Enter the following details: Account Number (leave this as the default) Item ID (number this sequentially) Number (number this sequentially) Description Claimed amount (enter the claimed amount) Quantity (this should always be 1) Value of Work (assessed amount) at this time is the same as the claimed amount. Page 3 of 14

4 3. Once you have entered this information click Add. 4. Use the Return to link to navigate back to the Process Task List. 5. Mark this task as complete. SUB TASK - [SR] Assesses & Approves Claim (by Day 14) Click on the bold task name [SR] Assess & approve Claim (by Day 14) to view the sub-process task list. Then complete each of the sub-task processes. Supers Rep Assesses Contractors Claim Superintendent's Representative receives advice from the Cost Manager & Contract Manager (if applicable). Page 4 of 14

5 Attaches a copy of the Cost Consultant [QS] report, where applicable. 1. This is an external task. 2. Mark this task as complete. Check Bill of Quantities is received and compliant Review the document 1. Click the to enter the Communication > Document Storage screen. Your screen should look similar to this: 2. Select the Open File icon to view the document. 3. Use the Return to link to navigate back to the Process Task List. 4. Mark this task as complete. NOTE Check the Contract conditions for this contract. Supers Rep is to check we have received a Compliant Bill of Quantities (Priced & fully extended), usually only required on contracts over $3 Million. If this is not applicable mark the task as NA. Check Baseline Program of Works is received and Compliant Review documentation 1. Click the to enter the Communication > Document Storage screen. 2. Select the Open File icon to view the document. As described in the previous task. 3. Use the Return to link to navigate back to the Process Task List. 4. Mark this task as complete. Supers Rep is to check we have received a Compliant Program of Works, which may need to be in 'native format'. Check the Contract conditions for this contract. If Compliant Program of Works is required and is NOT received by day 14 then the Supers Rep MUST APPROVE the PAYMENT CLAIM as ZERO dollars giving the reason that required documents were not received. Page 5 of 14

6 Check Bank Guarantees 1. Click the to enter the Contract > Securities screen. 2. Review the security details 3. Use the Return to link to navigate back to the Process Task List. 4. Mark this task as complete. Review Security details, "If valid Bank Guarantee(s) are NOT received prior to day 14 of the FIRST Payment Claim process then the Supers Rep MUST APPROVE PAYMENT CLAIM as ZERO dollars giving the reason that required documents were not received. If Claim amount is adjusted, advise Contractor & Contract Manager Not: If no adjustment was made to the payment claim, mark this task as Not Applicable. If the payment has been modified then an advice to contractor must be generated and sent to the contractor and the value of work amount must be amended on the payment claim. To attach the document: 1. Click the to enter the Communication > Document Storage screen. 2. Click the link Click here to add a new Storage Item. 3. Enter the following details: Title Document Type Date 4. Use the Browse button to locate your document in the BMW folder 5. Click Upload to attach this in PACMan. 6. Click Add to record the storage item. 7. Use the Return to link to navigate back to the Process Task List. 8. Mark this task as complete. Additional Information If Payment Claim is Disputed advise Contactor and Contract Manager. Superintendent's Representative notifies the contractor of additional requirements. Page 6 of 14

7 Supers Rep (previews certificate) Certifies Contractor s Claim Preview your Payment Claim: 1. Click the to enter the Contract > Financials > Payment screen 2. Preview the certificate by clicking on the Preview Certificate option. 3. A window will pop up to show the certificate. You can save the document locally or print as a reference. 4. Once you are ready to approve your Payment Claim: 5. Click the Save Certificate Option. 6. You will be prompted to click save again to ensure you want to save the certificate. Once you do this you will no longer be able to make changes as the Payment will be locked. 7. Use the Return to link to navigate back to the Process list 8. Mark this task as complete. When previewing the payment summary and certificate, check names, dates, amounts, ABN, signatures and reasons for differences if applicable. NOTE View the payment summary and certificate before saving. **Once saved it CANNOT be altered** notification is sent to Contract Manager, advising of the Supers Rep's Approval. If Compliant BOQ & Programe of Works are NOT received by day 14 then the Supers Rep MUST APPROVE PAYMENT CLAIM as ZERO dollars giving the reason that required documents were not received. Super s Rep issues 1st Progress Certificate to Contractor Issue 1 st Progress Certificate to Contractor: 1. Click the to enter the Contract > Financials > Payment History screen: 2. Select your Payment (it will highlight blue once you have clicked on it) 3. Select Certificate as the report view selection 4. Click View Report 5. A window will pop up to show the approved certificate Page 7 of 14

8 6. You can save a copy of the Payment Certificate to to the Contractor (cc to Contract Manager) 7. Use the Return to link to navigate back to the Process Task List. 8. Mark this task as complete. Note: If you have an issue seeing the certificate check if 'pop-ups' are blocked on your PC. You have now completed this sub task use the breadcrumb trail at the top of the screen to navigate back to the main Process Task List. [SR] Contractor lodges Stat Decs & Other Doc s (Day 14+) Click on the bold task name to view the sub-process task list. Once you complete each of these sub-process tasks the Contractor lodges Stat Decs & Other Doc s (Day 14+) task will be complete. Then complete each of the sub-task processes. Super s Rep advises Contract of breach if Compliant Stat Dec s not received (by Day 20) If no breach has occurred mark this task as Not Applicable. If a breach has occurred, the SR needs to load the Advice to Contractor Notice to PACMan to attach a document use the following instructions: 1. Click the to enter the Communication > Document Storage screen. 2. Click the link Click here to add a new Storage Item. 3. Enter the following details: Title Page 8 of 14

9 Document Type Date 4. Use the Browse button to locate your document in the BMW folder 5. Click Upload to attach this in PACMan. 6. Click Add to record the storage item. 7. Use the Return to link to navigate back to the Process Task List. 8. Mark this task as complete. Note: Superintendent's Representative advises the Contractor if compliant statutory declaration(s) not received by Day 20 s a copy to the Contract Manager to attach to file. Mark task as Not Applicable if Stat Decs are received. Contractor provides SR with proof BCITF levy is paid Upload proof BCITF Levy is Paid: This task occurs outside of PACMan to attach a copy of the proof into PACMan 1. Click the to enter the Communication > Document Storage screen use the instructions step 2-6 outlined in the above process to attach the document. 2. Use the Return to link to navigate back to the Process Task List 3. Mark this task as complete Note: Contractor to provides proof to Super's rep that BCITF levy is paid. Attach any relevant documents. Contractor provides SR with proof of Training Plan (if appl) Upload proof of Training Plan: 1. Click the to enter the Communication > Document Storage screen use the instructions step 2-6 outlined in the previous process to attach the document. 2. Use the Return to link to navigate back to the Process Task List 3. Mark this task as complete Note: If applicable, Contractor to provide proof that he has complied with the Training Plan requirements, or is making a bona fide attempt to do so. Attach any relevant documents. Supers Rep Attests to compliant Stat Decs Attach Statutory Declaration: 1. Click the to enter the Communication > Document Storage screen use the instructions step 2-6 outlined in the previous process to attach the document. 2. Use the Return to link to navigate back to the Process Task List 3. Mark this task as complete Note: Superintendent's Representative attaches copies of Stat Dec(s) and attests to sighting the original signed Stat Dec(s), provided in accordance with time provisions and dated not earlier than the date required in the contract. Request supply for additional documentary evidence is at the discretion of the Superintendent's Representative. You have now completed this sub task use the breadcrumb trail at the top of the screen to navigate back to the main Process Task List. Page 9 of 14

10 [CM] Due Diligence Check List (by Day 21) This task is the responsibility of the Contract Manager. Then complete each of the sub-task processes. Check the Payment Certificate Details 1. Click the to enter the Contract > Financials > Payment History screen 2. Select your Payment (it will highlight blue once you have clicked on it) 3. Select Certificate as the report view selection 4. Click View Report Page 10 of 14

11 5. A window will pop up to show the approved certificate 6. Note: Check the dates and details on the Payment certificate. If they are wrong do not proceed until the certificate is correct 7. You can save a copy of the Payment Certificate to to the Contractor (cc to Contract Manager) 8. Use the Return to link to navigate back to the Process Task List. 9. Mark this task as complete. Check WBS is correct 1. Click the to enter the Contracts> Contract Projects screen. Your screen should look similar to this one. 2. Check the Project Number and WBS Stage are correct. 3. Use the Return to link to navigate back to the Process Task List. 4. Mark this task as Complete. Note This is where the payment will be costed to on the Project (in PACMan and Oracle) Review Securities 1. Click the to enter the Securities screen. Page 11 of 14

12 2. Review the Securities Details. Note that Retention should only be applied if it is a condition of the contact. 3. Use the Return to link to navigate back to the Process Task List. 4. Mark this task as Complete. This is to CONFIRM you have completed the appropriate checking Note: If NOT received then PAYMENT should be ZERO. contact the Office of the Superintendent. Contract Manager Checks ALL Insurance are Current 1. Click the to enter the Contracts > Insurance screen. Your screen should look similar to this one. 2. As you can see both the Party and Contact Insurances, Ensure all required insurances are listed and valid. Check the expiry dates 3. Use the Return to link to navigate back to the Process Task List. 4. Mark this task as Complete. Review Pre-Start Contract Check List 1. Click the to enter the Contracts > Contract Checklist screen. Your screen should look similar to this one. Page 12 of 14

13 2. Select a checklist template 3. All Items must be dated and marked as completed before proceeding. 4. Use the Return to link to navigate back to the Process Task List. 5. Mark this task as Complete. Note: Contact the Supers Rep/ Contractor to provide any outstanding Documentation. Review Statutory Declarations and attestations 1. Click the to enter the Communication > Document Storage screen. Your screen should look similar to this one. 2. Open the Stat Dec document, check the wording, check the dates, and check the SReps attestations that they have the original documents. 5. Use the Return to link to navigate back to the Process Task List. 6. Mark this task as Complete. Note: Contact the Supers Rep if the Stat Dec's are not compliant to advise Contractor (in writing) that Payment is to be held. If compliant Stat Dec s have not been received by day 21. That is the Payment Clock stops. All Due Diligence Reviews are complete [Hold Point] 1. This is a Hold Point the contact Manager attests all due Diligence Reviews are complete. 2. Use the Return to link to navigate back to the Process Task List. 3. Mark this task as Complete. You have now completed this sub task use the breadcrumb trail at the top of the screen to navigate back to the main Process Task List. Page 13 of 14

14 Contract Manager Approves Claim for Payment This task is the responsibility of the Contract Manager. Note: 1. Completion of this task confirms the following: Contract Manager confirms that payment is approved by the Superintendent's Representative, and in accordance with the BMW contract conditions attests this claim can now be paid. 2. Task MUST be marked as COMPLETE for PAYMENT to OCURR. 3. Completion of this Process will trigger the creation of a new PROCESS for SUBSEQUENT PAYMENT CLAIMS. [SR] Assess & Approve Claim (by Day 14) > Super's Rep issues 1st Progress Certificate to Contractor SR] Contractor lodges Stat Dec's & Other Doc's (Day 14+) > Supers Rep attests to compliant Stat Decs, attaches copies (Day 14+) [CM] Due Diligence Check List (by Day 21) > All Due Diligence Reviews are Complete [Hold Point] Additional Information PACMan checks every night for payments claims, details of which are recorded in a file and sent to the Financial system for payment. There are 3 Hooks that must be met in order for this payment claim to be included in the overnight file:- 1. The Payment Claim was loaded via a process 2. The Payment Certificate has been saved 3. The process is marked as complete by the Contract Manager Process Auto Creation Upon completion of this process PACMan will auto-create the Construction Contract Claim for Subsequent Payment Process. For more information see the Construction Contract Claim for Subsequent Payment Process Quick Reference Guide. For additional information for Suppliers please visit Page 14 of 14