Deleting Recrds in Primavera Cntract Management Purpse The purpse f this jb aid is t clarify recrd deletin fr users f Primavera Cntract Management and t prvide instructin n the prcess fr requesting valid recrds deletin. This jb aid shuld help prevent needless supprt requests and imprve efficiency fr bth users and the supprt teams. Overview Preventin is the best curse fr actin regarding recrd deletin. Recrd deletin shuld be the last curse f actin when making data crrectins in the system. Recrds that are already deleted cannt be restred withut significant effrt. Mst incrrect infrmatin can be crrected even thugh the recrd is already saved. The fllwing are several steps a user can take t avid issuing a request fr recrd deletin: Verify Un-editable Fields befre Saving a Recrd (Cntract r Change Order) Crrect Cntract r Change Order Values Crrect Cntact (TO) and (FROM) Fields Remve Attachments frm Incrrect Prjects; Renaming Updated Attachments If a recrd must be deleted, user must submit reasning fr deletin; Primavera Supprt will delete the recrd. Cntract recrds (including Change Orders) cannt be deleted by users. Verifying Un-editable Data befre Saving a Recrd Mst data can be edited in Primavera after a recrd is saved but, there are sme data fields and instances where a change cannt be made nce the recrd is saved. Again, preventin is yur best curse f actin by verifying accuracy befre saving a recrd. The fllwing is a summary f instances where a recrd cannt be changed nce the recrd is saved: 1. Mving a cntract frm an incrrectly prject flder. Please verify yu are recrding yur cntract infrmatin in the crrect prject flder. Prjects and subprjects alike maintain individual prject flders. D nt recrd a cntract t a subprject in a main prject flder. 2. In the Cntracts Mdule, the fields n the GENERAL tab that cannt be altered nce saved: a. T (Vendr Cmpany Name) b. Frm (Kaiser Entity Cmpany Name) c. Number (system s number fr the recrd). 3. In the Change Orders Lg Mdule, the fields n the GENERAL tab that cannt be altered nce saved: a. Type b. Cntract c. T (Vendr Cmpany Name) d. Frm (Kaiser Entity Cmpany Name) e. Number (system s number fr the recrd). Crrecting Cntract r Change Order Values Deleting Recrds in Primavera Cntract Management - Updated 2011-Nv-27 Page 1 f 7
Incrrect Cntract and Change Order values can be crrected by users and des nt require recrd deletin. Cntract values are captured in the LINE ITEMS tab f a Cntract r Change Order recrd. T crrect a LINE ITEM entry, put the cntract recrd in EDIT mde by selecting the Edit icn (pencil) frm the cntract lg view r after yu have pened the cntract: Users can EDIT r DELETE a line item. Recmmendatin: Since the system will aut number the line items as they are created, it s best t EDIT the line item t keep the line item numbering cnsistent and minimize gaps. Nte: Currently, NFS Cntracts is nt using the full csting features f Primavera. Cntract values need nly t be entered as full cntract values. Fr thse regins that currently capture fees and reimbursement, users will enter Fees and Reimbursement as tw lump sum payments r tw line items. T add a Line Item entry: Deleting Recrds in Primavera Cntract Management - Updated 2011-Nv-27 Page 2 f 7
Open the LINE ITEMS tab Select Add Lump Sum. A separate windw will appear. Ensure LUMP SUM is selected fr TYPE under Cntract Item (shuld appear as default). The Line Item N will aut number. Enter the line item amunt(s) and whether that amunt is the full cntract value, reimbursement r fee value. Yu d nt need t fill ut any ther line item infrmatin (i.e. tax rate, sales tax, etc). Click SAVE at the bth prmpts at the bttm f the screen. Crrecting Cntact (TO) and (FROM) Fields The cntact name fr the TO and FROM vendr can be edited by the user. The vendr name assciated with the TO and FROM vendr cannt be edited nce the cntract r change rder recrd is saved. Best Practice: Always duble check yur wrk befre SAVING any recrd r dcument in Primavera. T edit the cntact name, put the Cntract r Change Order recrd in EDIT mde (pencil icn). Click n the ellipsis next t the vendr name. This will bring up a listing f all cntacts yu cpied ver with the vendr. Select ne f these r add a new ne t that vendr by selecting add cntact. Chsing t add cntact (creating a cntact at the prject flder level) will nt autmatically update the master vendr recrd in the NFS Vendr Management cntainer. Nte, adding a cntact at the prject flder level is easy and is available fr all cntracts and change rders recrded nly in that particular prject. Deleting Recrds in Primavera Cntract Management - Updated 2011-Nv-27 Page 3 f 7
Nte: When crrecting the FROM cntact, ensure yu have the crrect KP entity in the FROM field. Kaiser Permanente / Jeff Thesman is an example f a KP entity / cntact that is incrrect. Always make sure yu cpy ver the crrect KP entity frm the NFS Vendr Management cntainer when recrding a new cntract r wrking with in a new prject. Here is a listing f all KP entities used thrughut NFS that are reflected in the Primavera system fr use: Remving an Attachment Attachments can be remved frm a cntract recrd by the user withut requiring cntract recrd deletin. Hwever, a user cannt delete the upladed attachment frm the server where attachments are stred. If yu uplad an attachment t the wrng cntract r change rder recrd r yu need t attach an updated versin f attachment, these are bth reasns t remve an attachment. T remve an attachment frm a cntract r change rder recrd, navigate t the ATTACHMENTS tab f a cntract r change rder recrd and click REMOVE: Deleting Recrds in Primavera Cntract Management - Updated 2011-Nv-27 Page 4 f 7
Nte: If yu uplad new versins f previusly upladed attachments, yu will want t rename the updated versin befre uplading / attaching. Otherwise, the system will recgnize the dcument and nt allw yu t uplad it. Again, users can remve attachments frm the recrd but, nt frm the flder n the server that stres attachments. Once a recrd is apprved, the system prhibits additinal attachments. T add an attachment t a cntract recrd that has already been saved, yu will need t mmentarily unapprve the cntract t make the new attachment. Then, apprve and save the new the cntract. If yu cme acrss a cntract where yu have dn t see the ATTACH buttn, yu ll need t 1. Put the cntract in edit mde. Say, Yes if system prmpts yu t set is as unapprved 2. G t the Review Status tab and make sure the status field is set t New Item. 3. Save the cntract recrd. 4. Put the cntract back in edit mde. Prceed with making the attachments. IMPORTANT: The system will nt accept attachments frm flders that have a flder name exceeding 256 characters. Fr example, yu may nt be able t successfully uplad a pdf dcument frm an riginal flder n yur shared drive that has a very lng flder name. In these cases, yu will need t mmentarily mve the dcument t yur desktp. This shrtens the riginal lcatr name. Uplad the dcument int Primavera frm yur desktp. Uplad attachments under the ATTACHMENTS tab f a cntract recrd (dcument): Select Attach File. Brwse t the File and Select Save & Clse. Save & Add Anther can help speed up adding multiple attachments. A flder fr attachments is created fr all prjects in Primavera at the time the prject is set up. These flders are rganized by regin. D nt change the default lcatin setting. Change Order Numbering Fr change rder recrds, users must pay attentin t the bth the system number field (GENERAL tab) and the Change Order Number field, CUSTOM FIELDS tab. Bth numbers shuld reflect the same change rder number. IMPORTANT: D nt save yur change rder recrd until yu have ensured the change rder numbering is crrect in bth the system and custm fields. The system Number field (GENERAL tab) field cannt be edited nce the recrd is saved. Enter the Change Order number in the Change Order Number field, GENERAL tab as rdinal numerals. Examples: 1, 2, 30, 102, 300 Deleting Recrds in Primavera Cntract Management - Updated 2011-Nv-27 Page 5 f 7
D the same and enter the Change Order number in the Change Order Number field, CUSTOM FIELDS tab as rdinal numerals. Examples: 1, 2, 30, 102, 300 D nt use nn-numeral characters, such as letters r symbls. Dn t Use anything like: CO#002. IMPORTANT: Change rder number must be entered int the Change Order Number field (CUSTOM FIELDS tab) in rder t reflect n NFS Data Warehuse reprts. Nte: Users can crrect the Change Order Number field, CUSTOM FIELDS tab at any time. The field is nt lcked fr editing after saving r apprving the change rder recrd. Knwn Issue: The system is knwn t prvide users with a numbering errr message when the system number field (GENERAL tab) f cntracts r change rders recrds are numbered frm "1" thrugh "10" and d nt cntain spaces r leading zers. The system will prvide an errneus number fr the next number after similar ranges. The system will nt allw the user t save the recrd unless a number ther than the ne specified by the system is entered. Examples: The system will errneusly prvide a number f "10" fr the 11th change rder r 20 fr the 21 st change rder; 100 fr the 101 change rder etc. Sample errr message: Deleting Recrds in Primavera Cntract Management - Updated 2011-Nv-27 Page 6 f 7
In these cases, users will need t verride the field by entering the next true number and clicking SAVE. In the screensht example abve, the user wuld enter 11. Users must enter a brief descriptin in the Title field (GENERAL tab) Example: Reginal RNL Design Scpe Increase Nte: If yur change rder recrd reflects a cumulative change rder, include this as part f yur brief title descriptin Example: Reginal RNL Design Scpe Increase COs 1-12 At this time, users d nt need t wrry abut crrecting the Number field (GENERAL tab) fr existing recrds. Users can request assistance in deleting change rder recrds they can nt self-crrect. Valid Reasns fr Requesting Deletin f a Recrd in Primavera In summary, there are many steps a user can take t crrect cmmn errrs and issues. The fllwing is a listing f valid reasns fr requesting deletin f a cntract r change rder recrd in Primavera: Incrrect TO vendr and / r FROM KP entity (nt just cntact name) Unintentinal duplicate cntracts r change rders Cntracts created against the wrng prject Change rders created against r linked t the wrng cntract recrd Any recrds that are deleted need t be recreated with the crrect infrmatin by the user r NFS Cntracts team that has requested the deletin. If yu have a valid reasn fr requesting recrd deletin, please submit yur request and reasn fr deletin by using IT Self- Service nline tl: G t the Primavera hmepage, http://www.kpnfs.cm/primavera/. Click n the "Submit Issue" link t submit a request fr a lgin. It s lcated under the Resurces sectin in the upper left menu bar. T see detailed instructins, refer t the chapter, Using the IT Self-Service Tl, f the Primavera Cntract Management User Guide als available n the Primavera hmepage. Be sure t include yur reasn fr deletin in yur ticket / request. Primavera Supprt may fllw up with clarifying questins and ask the user t re-cnfirm the deletin. Deleting Recrds in Primavera Cntract Management - Updated 2011-Nv-27 Page 7 f 7