web-based contract management services - wbcms overview ... · web-based contract management...

Web-Based Contract Management Services -WBCMS

Overview – CA Firms

Background

The Ministry wanted to replace paper with data.

MTO implemented WBCMS February 2017.

Browser based application - Internet Explorer (IE11).

Ministry creates contract and uploads documents.

Users benefits.

On-going improvements.

2Web-Based Contract Management Services

Objective

Streamline processes and introduce automation

Reduce duplication

Increase efficiencies and effectiveness

Improved documentation to support decision making

Stakeholder alignment


WBCMS General Product Features


User enrolment How will industry know? Who creates the user profiles? How will they get their login credentials?

Dashboards Where to look for: Updates – Release Notes Contact us User Guides Frequently Asked Questions (FAQs)

How is participant notified when they need to take action? To – Do list/Tasks Notifications Email Notification (certain records)



List views Ability to customize for each record Ability to sort and filter Ability to export and / or generate reports

Global features Time is set to a 24 hour clock Ability to add attachments Ability to add additional comments How mandatory information is depicted 20 minute timeout

History button Who created or changed the record When the record was changed What action was taken



Search engine capabilities How to search at contract level How to search at record level

Action buttons Who can create Who can modify Who can take action How will I know if action is required Can I modify my information once action is taken How can I make changes after the record is submitted

File Structure Where to add submissions Document management structure



Pull-down Menu



FAQs Useful Information Contract Workflow Overview Test Codes



Release Notes List all updates to software since rollout Details changes made in each update Monitor for changes to software



User Guides Breakdown Workflow of product’s records Not specific to our business Monitor - new guides in development



List Customization Edit Column Heading names, location, order, turn them on or off



To Do List refresh on landing page System sometimes requires a forced refresh for To Do lists

NSSP CMO0001


IT firewall restrictions/governing Windows Based IE11 only – This is the only browser supported by OPS IT, therefore

WBCMS is only configured to work properly on IE11 Internet Speeds vary depending on service provider and location http://www.speedtest.net/

PC tune-ups Factory restore No Cookies! WBCMS does not store any data on your browser or computer

NSSP CMO0001


Interpretation of and direction on the use and functionality of WBCMS is to come directly from the WBCMS-MTO Team only

CAs, contractors and MTO internal staff are all encouraged to contact the Team directly, at any time, for questions, concerns or issues 905-704-3276 (7:30am to 5pm) 1-844-283-9446 [email protected]

NSSP CMO0001



Contract Setup – CA Assignment


Upon login Under username

Click FAQs Click “Link” beside SI. No. 6



FAQs Workflow Overview Spreadsheet

https://wbcms-mto.masterworkslive.com/Modules/MSTRWBC/FAQ.aspx

https://wbcms-mto.masterworkslive.com/Modules/MSTRWBC/FAQs/CA%20Construction%20Contract%20-%20highlevel%20workflow%20Apr%202018.pdf



List actions required to move contract through its stages When contract goes to construction, so too must the stage of the

construction contract Lists who (which role) is to take those actions If the stage of the contract is not kept up to date with the stages of the project,

some features will not function until they are Ie: Substantial Performance


Create the CA start-up meeting checklist

Requires the record to be associated with a construction contract Provides a checklist to prompt the confirmation that all required matters

are in order Allows for the creation of custom checklist items for special

circumstances




Security Tag Assignment 2 Step process

First step gives tags from Owner to CA Second step gives tags from CA to Contractor

Tags not used, damaged, or lost, must be marked as such in the system Once used once in the system, a tag can never be used again

*Samples that do not require separate seals to secure each of the QA and Ref samples still require a Ref tag to be input into the system, so the system has a digital handle for that Ref sample to administer the remainder of that record’s workflow



Engineering Items Progress payments setup upon outset of agreement

*If hourlies are being charged against a lump sum engineering item, PDF hourly summaries are to be uploaded to invoice record.


Construction Contract Setup


Contract Setup – Construction Contract


Construction Contract – Materials List

Materials list is a living entity which can be updated and changed as often as needed by the contract

Workflow simply bounces between CA and contractor

Most lists have excel import/export functions


Construction Contract – Resource List

Used to populate the system with information unique to each contract, such as: Materials Labour Equipment Resources (key personnel) Subcontractors


Construction Contract – Resource List

WBCMS uses the information provided in these lists to populate other records, such as: QC technicians for sampling Emergency contacts Diary and DWR purposes Materials provided


Construction Contract – Resource Lists

Any key personnel should be placed here

Emergency Contact List

Any person listed under Administration and Staffing section under 2.5 PRE-START MEETING WITH CONTRACTOR in the CAITM should be included in this list

All those privy to the contract in WBCMS are therefore privy to key personnel


Construction Contract – Resource Lists

Personnel from both the CA and contractor can be placed here At pre-start, CA provides contractor with any CA representatives to be

included in the Resource list

WBCMS draws on data provided in the Resource list to populate records Therefore some records unable to complete without proper Resources

list


Construction Contract – Equipment List

All equipment on site must be an Active piece in the Equipment List Used for DWRs and Diaries Must be reviewed for accuracy At least once per construction season OPSS 0127 rates Particularly unit prices*


Construction Contract – Labour List

Input all Generic Labour Types Only positions and wages

Prefix/Suffix with unique identifier for selection later If 5 workers with the same position and the same wage, only one labour

entry required


Construction Contract – Labour List

When populating DWRs Select the labour type to add it to the DWR grid Edit the properties of each labour type involved with that specific operation

to create individual, named labourers for T&M Summary Put the name of the individual labourer into the comments of each

labour type, thereby satisfying GC requirements for DWR submissions


Construction Contract – Subcontractors

All subs to be listed here Not to be mistaken with Consents to Sublet Subcontractors’ equipment is still listed under Equipment List Prefixed or suffixed with a unique identifier Adjusted unit rate

IF contractor is using rented equipment for a DWR situation, ensure he has input the equipment into his Equipment list twice: The first with the OPSS 0127 rate for the DWR The second with actual rate (non consequential, as the equipment is

paid by the item)


Break



Inspection Diaries


Diaries

WBCMS Diary Records are digital diary logs Replaces traditional paper diaries All the same information is to be recorded Documentation expectations remain Documentation of Work, CAITM Tasks and inspection duties streamlined


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Save button Saves record in Draft Until a record is submitted, it is not part of the contract and has not

been “signed” As long as record is in draft, it is always editable Save early, save often!

Diaries

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Workflow History button Records every functioned actioned by every user on the record Who has done what? When was it done? What still needs to be done? Who needs to do it?

Diaries

54

Inspection Log tab CAITM Tasks and Subtasks Milestones Inspection task and frequency prompts

Diaries

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Access to Bituminous grid from any other diary type Allows quick access to make bituminous-related entries

Diaries

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Action button Is legally your signature May also be: “Reviewed” “Submit” “Acknowledge” “Accept”

Diaries

Diaries


Keyword Search and Filter functions ease navigation

Diaries


Many types of diary records Ability to link and reference other records

within WBCMS Each heading is an area under which

multiple entries should go ie: Weather heading should have multiple weather observations

Diaries

Inspection Logs record inspection tasks performed on specific items/operations according to CAITM requirements

Presented task options are based on specific items


Diaries

Records linked to diary record appear as hyperlinks Allows for easy viewing Eases auditing functions Records elsewhere linked to diary will also show the diary link – complete

interconnectedness


Diaries

Expectations:

One diary per inspector, per operation, per day If two inspectors inspecting one operation, two

diary records Diaries are created each day, saved in draft, and

updated throughout the day, saving in draft each time Records are to be completed and linked to other

pertinent records whenever possible Multiple data entries made throughout the day –

not one all-encompassing entry at the end of the day


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A thorough and complete diary record

First record created each day, last record submitted each day

Comprised of three tabs

Locks at midnight every day

Links other records into it

Exercise 1

Create a diary record, make a Weather and Notes entry, save in DRAFT.



INCs & RFCs


INCs & RFCs

Formal method of contractual communication Virtually all formal communication should be through INC/RFC Can prompt Change Orders, Claims, Work Directives, etc. The more communication, the clearer the information


INCs & RFCs

INCs can be associated with other pertinent records, such as: Change Orders Extension of Time Request Non-conformance Report RFCs

RFCs and INCs surrounding a specific issue should be linked


INCs & RFCs

RFCs can also be associated with pertinent records or items


INCs & RFCs

RFCs do the same Initial Notice option built into the Final Response action options for

Contractor


Questions?


Lunch

Please be back by 1:00 Cafeteria through doors at the top of escalators, down hall on the left


Lunch

Morning Recap



Item Postings


Item Postings

Used to record quantities against contract items Organize an item’s total quantity into subcodes


Item Postings

Postings are done by both CA and contractor Reconciled regularly to support payment Postings are contractor-driven Like Diaries, postings may be created, saved in draft, and updated

throughout the day They are a living, dynamic entity that changes and grows throughout

the day, as work is done It is not done all at once, at the end of the day


Item Postings

Payments are not made at subcode level Only at item level

Adjustments are not made at subcode level Only at item level Tracked by subcodes Diaries and change orders reference adjusted subcodes PQP change orders adjusting subcode quantities to match as-

constructed are not necessary


Item Postings

Reconciliation process aligns CA and contractor quantities with true, as-constructed figures

Mutual record workflow with input and acknowledgement from both parties


Item Postings

Quantities posted against sub-codes Subcodes can be overrun, underrun, or posted against more than once Postings can be done retroactively to correct erroneous or omitted

postings


Item Postings

Postings are a record of both parties’ opinion and observation of how the work was performed and to what degree

If disagreements in quantities occur, record contentious quantities – do not reconcile outside of the system If a disagreement exists at the time, a record of it must be in the

system for resolution purposes down the line With no record or timelines in the system, the disagreement never

happened.


Item Postings

Postings must be reviewed by RRA Should be linked to the diary record of the day that work was performed


Item Postings

If Item Postings done daily, and reconciled on a regular basis (weekly), Invoicing is a simple, 2-step administrative practice Contractor generates Invoice, pulling all reconciled tender items Invoice gathers all completed but outstanding Change Orders to be

paid All OPAs Incentives/Disincentives


Item Postings

Recent Improvements!

Invoice can be sent back in the workflow at any point during internal approval process, up to Head, Contract Services

Invoices can be viewed (read-only) by all internal roles

Streamlining approval process allows for quicker payments, while simultaneously supporting a far more detailed owner records system.


Exercise 2

Create an item posting record Submit the record (sign and complete) Refer back to the diary record from Exercise 1 Link item posting Make another weather/note entry Safe, leave in Draft


*Both Contractor and CA roles do a posting, only Cas link to Diary

Break



Change Proposals


Change Proposals


GC 3.11.02 Sharing of Cost Savings

.01 The Contractor may propose cost-reducing Change Proposals after Contract award and gain a financial reward by receiving 50% of the savings resulting from a Change Proposal. If a Change Proposal is acceptable to the Owner, as determined by an Owner Change Proposal review team, the Contractor shall:

a) Be reimbursed 100% for the agreed upon design/redesign cost as agreed upon at acceptance by the Owner in principle of a Change Proposal, and

b) Receive payment of 50% of the net construction cost savings, as detailed in clause GC 3.11.05, Accepted Change Proposal Payment, resulting after preliminary design development at the Contractor's cost.

Items a) and b) are in addition to payment for the tendered cost for construction of a Change Proposal.

Change Proposals







Change Proposals

Attachment upload with proposal information required Use PH-CC-828 as template and upload


Change Proposals


Change Proposals


= 50% total savings resulting from Change

Change Proposals


Change Proposals


= 50% total savings resulting from Change

Change Proposals

If proposal is denied at any time, the Record is complete If a revision is to be made to a submission that has been rejected, a

new Change Proposal must be created and submitted Change Proposals can be linked to pertinent Change Orders For payments and auditing Multiple methods of payment


Exercise 3

Create and submit a Change Proposal Remove a small quantity from a tender item Introduce new item with negotiated price

CA reviews and accepts change Complete Change Proposal Workflow


*For time’s sake, please keep change within $14,999.99 DOA


Change Orders


Change Orders

Same process and policies First, Change is identified, agreed upon and Change Order

issued, then Price agreement


Change Orders

All change order processes in WBCMS follow same principal:


“here’s what I (CA) think the change is”

“here’s what I (Contractor) think the change is”

The CA says “this is the final, agreed upon change”

The Contractor acknowledges it as “this is the final number we agreed to”

Change Orders







Change Orders


“Get SP Estimate” means Initial estimate has been made to attain DOA approval Contractor’s estimate has been submitted, reviewed and negotiated Final estimate is prepared and DOA is re-attained, if necessary CA is signing their signature And requesting the Contractor’s acknowledgement (signature) to agree to

the contract change

Change Orders


The Change Order has now been signed between both parties Second portion of the process: Price Agreement

Change Orders


DWRs Function same as Item Postings

Both parties post CA reconciles Contractor pulls reconciliation into payment (T&M Summary)

Exercise 4

Create a Change Order to address changes in contract scope from Exercise 3 (creating a Change Proposal) All on one change order Pay the savings only to contractor by lump sum


*For time’s sake, please keep change within $14,999.99 DOA


Testing Records


Testing Records


Samples Everything associated with that sample remains with the original record

Results Referee administration Bonus/penalty ERS adjustments

Chain of custody very important – WBCMS actions must mirror custody in reality Secure Traceable Timely

Testing Records


Refer to FAQs SSPs detail Lab Standards and Test

Name Find LS# or Test Name in FAQs for Test

Code

Testing Records




Code

Testing Records


Contractor initiates record If required by special circumstance, CA Inspector role ONLY can initiate

Testing records This first step in the workflow equates to the old carbon copy slips which

previously accompanied samples

Exercise 5

Create a new Item Postings record Post quantities against the newly created subcodes under the Change

Order (Exercise 3) stemming from the Change Proposal (Exercise 2) Create Item Posting Reconciliation record Reconcile quantities between CA and contractor

Contractor create an invoice record and submit CA confirm all Change Order amounts are included and correct CA confirm the reconciled postings are included CA review Payment Cover Sheet, submit to CSA for approval


Exercise 6

Return to your Diary record, stored in DRAFT Add a note, making reference to the Change Order and Change Proposal

just completed and that the subcode for said Change Order has been completed and

posted Add a separate note detailing the Reconciliation and Invoice just

submitted Record the weather Save in DRAFT


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