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Project Setup

Version: 1.4 Date Updated: 08/21/2012

Version 1.4 Internal Document 1

Table of Contents OVERVIEW 2

PROJECT SETUP APPLICATIONS 2

SET USER DEFAULTS 3

ENTER PROJECT 4

UPDATING THE DEFAULTS TAB 5

ASSIGN PROJECT CONTACTS 5

REVIEWING CURRENTLY ASSIGNED CONTACTS 6 Creating Project Specific Business Partner 6 Assigning Contacts 8

ASSIGNING ROLES 11

CLASSIFIERS 13

COMPANY/PROJECT/TYPE 14 CLASSIFIER NAME 14 CLASSIFIER LOV’S 15

PM CHANGE ITEM MARKUP RULES 16

COMPANY 17 RULES 18 DETAILS 19


Overview Project Setup allows Gilbane to identify the contacts working on the Project, assign security roles, and to create Project specific classifers that will be used to categorize Potential Change items (PCI’s). This process is completed at the beginning of the Project and then maintained throughout to accommodate changes to Gilbane, Owner, and trade contractor personnel. After this module you will be able to:

• Set your default Project • Update the Project Contact and Security list • Setup classifiers to be used for a Project • Setup a mark up table to be used for change management

Project Setup Applications Most Project Setup applications are located under the Project Maintenance folder of the Project Controls module. Applications include:

Sub-Module Description Set User Defaults Sets the default Project for the user. This Project will be used when

viewing Logs and will load automatically when creating records. This is located in the Setup folder, not the Project Maintenance folder

Enter Project Contains the default information for the Project and the project initiation data entered by Finance and transmitted from the Opportunity in CRM.

Assign Project Contacts

Review, edit, and add Owner, subcontractor, and consultant contacts that can be used in automated or electronic notifications.

Project Classifier Maintenance

Setup Project specific classifiers that can be used to categorize PCI’s.

PM Change Item Markups

Setup Project specific markups for the changes according to the GBCo contract with the Client.


Set User Defaults The Set User Defaults application (Project Controls>Setup>Set User Defaults) allows the user to specify their default Project. To set your default Project, select it from the Default Project dropdown.

It is recommended that users check the last checkbox, Propagate Default Company to Relevant Systems – this will populate the Default Company selections forward to other ADF screens.


Enter Project Operations employees will typically only review the information entered in this application as the majority is completed by the Finance and BDM groups. Tabs include:

Sub-Module Description General The customer name and description of the Project from CRM

are displayed. Addresses The construction address and customer addresses are

displayed. Key Players Key contacts from the Owner, Gilbane, and the Architect are

noted. These contacts will automatically become Project Contacts as well.

Job Info The details about how the Job will be billed are displayed. Defaults The standard RFQ lead-time, ATP, and OCO language can be

noted here. Security The security group that the Project is part of is noted. Questionnaire Not used by Gilbane Notes Any notes entered against the Opportunity in CRM are

displayed. Documents Any attachments saved to the Opportunity in CRM are

displayed and available for viewing. Dates The original projected construction dates from the

Opportunity in CRM are displayed. Project Info Detail about the type of building, market sector, and

construction type are displayed.

To access Dates and Project Info you may have to select the double right arrows, which allows you to see additional tabs.


Updating the Defaults Tab The Defaults tab is the only tab that Operations will update after the Project has begun. The OCO and ATP Specific Language text boxes allow a user to enter Project specific standard language that will be included in every system generated OCO or ATP. This text will show up between the PCI Description and Signature section of those documents.

The Default RFQ Review Period is the number of days the subcontractor has to complete the RFQ and submit it back to Gilbane. The number of days entered here will be used to default the RFQ Due date on PCI’s. The Sender Name and Sender E-mail fields are not used by Gilbane at this time.

Assign Project Contacts Project Contacts are used mainly for notification of workflow tasks and for identification on change management and subcontract change documentation. As the project is created and subcontracts are assigned the contacts associated with the key players from the owner, consultant, and subcontractor Business Partners are automatically associated with the project. The Assign Project Contacts application allows you to review currently associated contacts, add new contacts, and edit existing contact details as necessary.

Security in this section is very restricted. The ability to add contacts and roles to a Project will restricted at the regional level.


Reviewing Currently Assigned Contacts The Assign Project Contacts application is split into two tabs, Partner Directory and Contact Directory. Partner Directory lists all Business Partners involved with the Project and Contact Directory displays the contacts that have been created for that Partner.

Creating Project Specific Business Partner In some instances, you will want to create a Business Partner that will be used for this Project only as opposed to going through the formal Business Partner process. The Create New Partner button on the Partner Directory tab allows you to create a Business Partner without having to go through the gatekeeper. The downside to this process is that they will only be available for this Project and would have to be re-entered for all other Projects that they were involved with.

As a basic rule if the company will be involved with this Project only and is very unlikely to work as a Gilbane partner in the future, create them as Project Specific Business Partner. Otherwise, follow the formal gatekeeper process to have them added to the official Gilbane address book.


To create a Project Specific Business Partner:

1. Select the Create New Partner button on the Partner Directory tab 2. Select the Add button 3. Enter the abbreviation for the Business Partner

a. This will become the Business Partner Code and cannot match any other Business Partner Code in use

4. Enter the Business Partners name and Address Detail 5. Assign them to the applicable group

a. This is optional b. Your selection will populate in the Company Type field in the Partner

Directory 6. Click Accept


Assigning Contacts Once your Business Partner is assigned to the Job, you can select and/or add contacts to them. These contacts can then be assigned Project Roles that dictate what functions they can perform in the system. This function is performed on the Contact Directory tab.

You must hit Display Partners and Contacts to display the currently assigned contacts. This button also acts as a refresh to display changes you have made during this session.


To assign an existing contact from the Business Partner to this Project:

1. Click Insert Record to Add a Row 2. Select the Business Partner from the Company dropdown 3. Select the Contact from the Contact Dropdown 4. Click the Active checkbox 5. Click Save

The “Copy From Project” button allows you to copy previously created Projects Contacts and Business Partners onto your current Project.


To create a new contact:

1. Highlight the Business Partner in the Contact log and select Create New Contact

a. If the Business Partner is not yet associated with the Project, (i.e. Gilbane is not associated with new projects) then select Add Row and select the Business Partner from the drop down.

2. Complete the Contact Details such as name, address, and contact information

a. If no address is entered the main address for the Business Partner will be populated

i. If the Contact sits at an existing Alternate Address then you can select it from the Alternate Address field

ii. You can also type in an address if needed b. The Project Only Contact check box will automatically be selected

when you save the contact. 3. Enter the Contact Code

a. The standard entry is the persons initials 4. Click the Activate button 5. Click the Display Partners and Contacts button to refresh your screen

If you need to update a contact's details, select them from the Grid view and use the Edit Contact button.


Assigning Roles Once a contact has been associated with the Project, you can then assign it a role. Role Assignment determines the functions the user can perform in CMiC for the Project. To assign a role:

1. Highlight the contact 2. Click the Assign Roles button

3. Place a check mark next to each role the user should be assigned to a. You must click the row once to activate it, and then click in the Select

check box to make your selection. 4. Click the Accept button


When Assigning Primary PX, Primary PM, Primary PE, Primary ARCH and Primary Owner you should only have 1 person designated for each position. These designees will be listed as KEY Contacts and there should only be 1 person for each. The Owners Rep can have multiple people assigned to that Role.

A matrix has been created that allows you to view all of the functions each role can perform, which can be accessed here (http://www.gilbaneco.com/university/cmic/operations/ProjectRoleSecurityMatrix.xls).

These roles affect what a user can do within the system including creating records, posting records, and signing documents in DocBuilder.

http://www.gilbaneco.com/university/cmic/operations/ProjectRoleSecurityMatrix.xls�




Classifiers Classifiers allow the project to setup and report on Project specific categorizations of PCI’s. Project teams have the ability to customize these classifications to meet their needs. The Project Classifier Maintenance application is where classifications are setup and is broken up into three blocks:

Block Description Company/Project/Type The Project and classifier type are selected. Classifier Name The Classifier name is entered. Classifier LOV The available values for the selected Classifier name are

entered.


Company/Project/Type In this section, you will select your project and select the type of classifier. Two classifier types are available, Header and Detail. Header allows for ten (10) different classifiers and applies to the entire PCI. Detail allows for two different classifiers and applies at the line item level of the PCI. Projects can use both Header and Detail classifiers but you can only complete the information for one at a time.

The line level of a PCI is where individual subcontracts that are affected by the PCI are added. Each subcontract/phase code affected by the PCI will be listed on their own line item. The Detail classifier is available at this level.

Classifier Name The Classifier name identifies the different categories that will be used for the Classifier Type chosen in the first block. After setting up the Classifier name the user will be able to select the values for that category. To setup a Classifier name type the description next to the appropriate level (1- 10) for Header and 1-2 for Detail).

Prior to entering the List of Values (LOV) for the Classifier Name, you must save the record. If you do not you will receive a system-generated error.

You will use the diskette ( ) at the top of the screen to save changes in this application.


Classifier LOV’s The Classifier LOV block dictates the available options to the user when they are selecting that classifier for the PCI. To enter the list of values:

1. Select the Classifier name 2. Click the Insert Record button in the LOV block 3. Type the LOV code and description 4. Click the Save button

In the above example, the Classifier category is Source. The values that the user will be able to select from are RFI, Gilbane Generated and IDC Generated. Additional LOV options can be added as needed.

Use of any classifiers should be agreed upon by the entire team as any outputs or reports will depend on all team members keeping all classifiers accurate and up to date. Adding a large number of classifiers increases the maintenance required for accurate tracking. Use of PCI Detail classifiers should also be used with caution, or as exception reporting as adding classifiers to every single PCI detail line can become a burden for accurate entry.


PM Change Item Markup Rules The PM Change Item Markup Rules application allows you to set default markups that can be applied to changes on a Project. This is typically done to standardize the addition of charges such as insurance and/or fee and create efficiencies by only having to add them once. When you create standard markup’s the system requires you to name it, specify the percentage that will be charged, and select the Phase Code that the additional revenue will be applied to.


The application is split into three blocks: Field Description Company The applicable Job is selected.

Rules Each markup is added and named.

Details The Phase/Category codes affected by the selected markup rule and its applicable Budget and Billing percentages are entered.

Company Select your Project from the dropdown.

You can copy the existing markup rules from a current Job to your Job by using the Copy from Job button.

Always be aware of the Job selection made in the top block. If you have access to many jobs, you will also have access to change the Markup table – make edits with care and always ensure you are updating the correct job.You can copy the existing markup rules from a current Job to your Job by using the Copy from Job button.


Rules The Rules block is used to create a line item for each Markup Rule that is being created for the Project.

Field Description Order The sequence in which the rules were entered.

Description Enter the name of the markup rule.

Rounding Rule

Select the rounding rule that should apply to the rule. It is a good business practice to work with your accountant to make sure the rounding rules are consistent.

Rounding Method

Select whether to round up, down, or standard (5 or more rounds up, otherwise round down).

Level Determines the order in which charges are calculated. Level 1 charges use the base total of the PCI to calculate the amount, Level 2 charges use the new total (Base + Level 1), Level 3 charges use the Level 2 total, etc.

In the above example, Insurance and Site Support will use the base total of the PCI to determine the amount that will be charged. Fee will then be calculated off of that new total. If each rule was set to 10% and the base total of the PCI was $100 the calculation would be: Insurance and Site Support would each be $10 bringing our Level 1 total to $120. Fee, a Level 2 rule would then be $12, which is 10% of the Level 1 total.


Details In the Details block, you will specify the Phase/Category codes the rule applies to, where the charges should be applied to, and the Budget and Billing % for the mark up rule. Details are rule specific so when viewing or entering line items remember that it is displaying information only for the line item you have selected in the Rules block. Field Description Calculate On Job

Select the Job the mark up rule applies too.

Phase Select the Phase Code that must be selected in order for the mark up rule to apply. An All selection is available.

Category Select the Category that must be selected in order for the mark up rule to apply. An All selection is available.

Allocate to Job

Select the Job that the additional Budget and Billing amounts will be applied to because of the markup.

Allocate Phase

Select the Phase Code that the additional Budget and Billing amounts will be applied to because of the markup.

Allocate category

Select the Category that the additional Budget and Billing amounts will be applied to because of the markup.

Budget % Enter the percentage for the markup. The system will take this amount and multiply it by the total Budget amount of the PCI to determine the markup amount. This is typically 0.

Billing % Enter the percentage for the markup. The system will take this amount and multiply it by the total Billing amount of the PCI to determine the markup amount.

In the above example a 10%, charge will be added to the Billing Amount on every PCI for Job J00016.000 regardless of what Phase/Category Code it is for. That 10% charge will be added to the Billing amount of Phase/Category Code 04.925.940100.Z.CSS which is for Construction Site Support. If the PCI were for $1000 then a $100 dollar increase in the Billing amount would be seen for Phase Code 04.925.940100.Z.CSS. Because the Budget % is 0 no change would be applied to the Budget amount.