Primavera 10.0...Contract Manager

7/27/2019 Primavera 10.0...Contract Manager

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Primavera

Contract Manager Users Guide


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ix

Table of Contents

Preface.................................................................................................xvContract Manager Module Documentation ....................................................... xvi

About this Manual ............................................................................................ xviiCustomer Support ............................................................................................ xviii

Getting Started

Overview...............................................................................................3Starting Contract Manager.................................................................................... 4

The Contract Manager Workspace ....................................................................... 5

Key Concepts....................................................................................................... 9

Sample Projects .................................................................................................. 12

Roles ................................................................................................................... 14

Planning and Adding a Contract Manager Project........................17First Steps ........................................................................................................... 18

Adding a Project and Entering General Information.......................................... 19

Creating a Project Template................................................................................ 22

Setting Access Rights (Project Access).............................................................. 24

Setting Up the Company Directory .................................................................... 28

Customizing the Control Center ......................................................................... 35

Setting Up Distribution Lists .............................................................................. 37

Assigning Default Contacts ................................................................................ 40

Using the Approval Process................................................................................ 41

Entering Initial Contract Information ................................................................. 54Creating Submittal Packages and Submittals ..................................................... 56

Linking with a Project Management Module Schedule ..................................... 57


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x Table of Contents

Primavera - Contract Manager

Working with a Project

Working with Log and Document Windows ...................................61Using Log and Document Windows ................................................................... 62

Adding, Editing, and Deleting Documents ......................................................... 63Using the Spelling Checker.................................................................................64

Creating, Editing, and Assigning Layouts .......................................................... 66

Selecting Layouts................................................................................................ 69

Filtering Data in Layouts ....................................................................................70

Sorting Data in Layouts ......................................................................................76

Grouping Data in Layouts...................................................................................79

Attaching Files and URLs to Documents ........................................................... 82

Customizing Log and Document Windows .....................................85Customizing the Project View.............................................................................86

Customizing Text in Contract Manager .............................................................. 87Choosing Acronyms and Descriptions................................................................89

Creating User-Defined Document Types ............................................................ 90

Creating and Using Custom Fields ..................................................................... 91

Setting Up Dictionaries and Preferences .........................................95Defining Dictionaries..........................................................................................96

Defining Project Dictionaries............................................................................105

Specifying Project Settings ............................................................................... 107

Specifying User Settings...................................................................................121

Setting Layout Options .....................................................................................122

Maintaining a Contract Manager Database..................................123Adding Contract Manager Databases ...............................................................124

Backing Up a Sybase Server Database ............................................................. 126

Printing Logs, Forms, and Reports................................................129Printing Overview............................................................................................. 130

Printing a Log.................................................................................................... 131

Printing Forms................................................................................................... 132

Printing Reports ................................................................................................134

Printing Multi-Project Reports..........................................................................135

Printing Dunning Letters...................................................................................137

Using Print Preview ..........................................................................................139

Communicating Project Information

Sending Contract Manager Documents to Other Users...............143Inbox Overview.................................................................................................144

Setting Up the Inbox ......................................................................................... 146

Entering E-Mail Addresses for Contacts .......................................................... 147


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Table of Contents xi


Preparing Transmittals....................................................................149Preparing a New Transmittal ............................................................................ 150

Using Distribution Lists in Transmittals........................................................... 153

Copying a Transmittal ...................................................................................... 154

Generating Transmittals from Other Documents.............................................. 155Delivering Transmittals .................................................................................... 156

Recording and Tracking Communications....................................159Sending Documents to a Correspondence Log................................................. 160

Adding Correspondence Documents Manually................................................ 163

Recording Letters.............................................................................................. 165

Using Requests for Information........................................................................ 171

Sending Notices................................................................................................ 174

Sending Noncompliance Notices...................................................................... 175

Generating a New Document from an Existing One ........................................ 176

Writing Notes with Notepads ........................................................................... 178Documenting Telephone Calls.......................................................................... 180

E-mailing Forms ............................................................................................... 181

Importing E-mail into the Correspondence Received Log ............................... 183

Tracking E-mail Sent Through Contract Manager ........................................... 186

Managing Safety Notices and Reports ............................................................. 188

Recording Meeting Minutes............................................................193Adding a Meeting ............................................................................................. 194

Producing an Agenda from the Minutes of the Last Meeting .......................... 197

Using the Advanced Print Function.................................................................. 198

Working with Contracts, Project Costs, and Changes

Setting Up and Using the Cost Worksheet.....................................201How Costs are Tracked..................................................................................... 202

Items the Cost Worksheet Tracks ..................................................................... 203

Adding Cost Codes........................................................................................... 205

Adding Cost Code Definitions.......................................................................... 208

Copying Cost Codes and Titles ........................................................................ 210

Distributing Costs to the Cost Worksheet......................................................... 211

Distributing Costs Using Change Management ............................................... 214

Getting the Information You Need from the Cost Worksheet .......................... 216Using the Custom Cost Worksheet Section ...................................................... 218

Managing Contracts and Purchase Orders...................................221Adding a Contract or Purchase Order............................................................... 222

Creating Submittals from a Contract or Purchase Order .................................. 226

Generating Materials Delivery Records from a Contract or Purchase Order ... 227

Generating Requisitions from a Contract or Purchase Order ........................... 229

Distributing Budgeted and Committed Costs to the Cost Worksheet............... 231

Reviewing Contract Status................................................................................ 233

Using Trends.....................................................................................235


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Why Use Trends?..............................................................................................236

Adding a Trend .................................................................................................237

Generating a Trend............................................................................................238

Distributing Costs to the Cost Worksheet ......................................................... 239

Preparing Requisitions for Payment ..............................................243Process Overview..............................................................................................244

Setting Up Requisitions .................................................................................... 246

Adding a Requisition ........................................................................................254

Recording Progress ...........................................................................................255

Certifying a Requisition....................................................................................262

Distributing Actual Costs to the Cost Worksheet..............................................266

Sending a Requisition .......................................................................................268

Recording Invoices...........................................................................271Adding Invoices to a Contract/PO .................................................................... 272

Distributing Actual Costs to the Cost Worksheet.............................................. 277

Using Change Management ............................................................281The Change Management Process .................................................................... 282

Specifying Change Management Project Settings ............................................ 284

Defining Reason Codes.....................................................................................286

Initiating Change Management from Other Documents...................................287

Adding Change Documents .............................................................................. 288

Proposals and Change Orders ........................................................................... 293

Applying Markup..............................................................................................298

Collecting into Change Orders..........................................................................301

Approving Change Orders ................................................................................ 303Generating Change Documents from Change Management.............................304

Costing Generated Documents..........................................................................307

Adding Multiple Commitment Documents to the Estimated Phase ................. 308

Entering Change Orders and Proposals without Using Change Management

311Prerequisite: Turn on the Functionality.............................................................312

Adding a Change Order to the Change Order Log File .................................... 313

Adding a Proposal to the Proposals Log File....................................................319

Using Procurement ..........................................................................325The Procurement Process..................................................................................326Initiating Procurement.......................................................................................327

Award Procurement Items to a Bidder .............................................................. 340

Creating and Tracking Issues .........................................................349Linking Contract Manager Module Documents Using Issues .......................... 350

Searching for Documents to Build Issues ......................................................... 353

Logging and Tracking Information

Tracking Drawings...........................................................................359


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Table of Contents xiii


Drawings Overview.......................................................................................... 360

Setting Up Drawing Data.................................................................................. 363

Adding Drawing Documents ............................................................................ 365

Creating Drawing Sets...................................................................................... 368

Managing Submittals.......................................................................373The Submittal Process ...................................................................................... 374

Adding a Submittal Package............................................................................. 375

Adding a Submittal........................................................................................... 377

Copying a Submittal ......................................................................................... 379

Tracking and Updating a Submittal Using Review Cycles............................... 380

Tracking Multiple Reviewers............................................................................ 383

Updating Submittals from a Package ............................................................... 385

Using Schedule Activities for Reference and to Update Submittals ................ 387

Compiling a Submittal Distribution List .......................................................... 393

Producing Transmittals from Submittals .......................................................... 395Tracking Materials Delivery ...........................................................399

Adding Materials Delivery Records ................................................................. 400

Adding a Materials Delivery Ticket and Posting to Multiple Materials at Once405

Including Materials Deliveries on Requisitions................................................ 407

Using Daily Reports .........................................................................413Preparing a Daily Report .................................................................................. 414

Reporting Resource Use ................................................................................... 415

Listing Visitors.................................................................................................. 416

Recording Materials Deliveries ........................................................................ 417

Including Schedule Activities........................................................................... 419Recording Weather Conditions......................................................................... 421

Adding Attachments......................................................................................... 422

Generating Daily Reports ................................................................................. 423

Tracking Insurance Certificates .....................................................425Adding an Insurance Certificate ....................................................................... 426

Producing Punch Lists.....................................................................429Creating Punch Lists......................................................................................... 430

Adding Items to a Punch List ........................................................................... 431

Exchanging Contract Manager Module Data

Exchanging Contract Manager Module Data with a Project Management

Module Schedule ..............................................................................437Setting Up Project Management Module Schedules for Use with Contract Manager438

Linking to a Project Management Module Schedule ....................................... 440

Importing Contract Manager Module Data into Project Management Module Projects to C

or Status Activities............................................................................................ 443

Assigning Activity IDs to Contract Manager Module Documents .................. 445


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xiv Table of Contents


Importing Field Mappings from Contract Manager into the Project Management Module447

Retrieving Field Mappings from the Project Management Module into Contract Manager449

Exchanging Contract Manager Module Data with Other Applications455Exporting Contract Manager Module Data to Other Applications ................... 456

Importing Data from Other Applications..........................................................460Import Specifications ........................................................................................ 463

Index..................................................................................................481


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xv

Primaveras Contract Manager module is

contract-control software designed to help

you manage your projects more easily. From

submittals to change orders, all the facts

about your project are at your fingertips.

This manual shows you ways to plan and

create a project in Contract Manager, and

how to manage that project by logging and

tracking project information, using meeting

minutes, transmittals, contracts, purchase

orders, requisitions, change orders, and soon. You will learn how to exchange data

between the module and other programs, and

identify the best methodology for tailoring

the control process to your workflow.

In this chapter

Contract Manager Module

Documentation

About this Manual

Customer Support

Preface


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xvi Preface


Contract Manager Module Documentation

Contract Manager Installation Guide explains how to install the

module for Microsoft SQL, Oracle, and Sybase, and explains how to

convert data from previous versions for use in 10.0.The network ordatabase administrator responsible for the initial installation of the

module, ongoing maintenance of the system and database, and

general troubleshooting should read this manual.

Contract Manager Users Guide (this manual) shows how to manage

and monitor documents from initial contracts through the last change

order. All individuals who use the module should read this guide, even

if they are already familiar with previous versions of the software.

See Help for the latestContract Manager

information. Use it as yourprimary source ofinformation.

Contract Manager Help is an integrated comprehensive help system

that supplements the printed documentation. Help is available while

you are working in the module for quick access to information aboutdialog boxes and fields. Help also includes step-by-step procedures

for performing the module functions and answers to common

questions. The Table of Contents provides a starting point for many

major topics. You can also use Helps powerful Search and Index

features to find topics related to any text you enter. Click How To for a

list of all procedures contained in Help.

Online Documentation can be accessed by inserting the Contract

Manager CD-ROM in your computers CD-ROM drive, then clicking

View Documentation from the setup program menu. In addition to the

Contract Manager Users Guide andInstallation Guide, the followingdocumentation is available online:

Project Management Module Integration Field Mappings contains

the field mappings from Contract Manager to the Project

Management module.

A Getting Startedmanual tohelp you use InfoMaker, the report

writer included with the module software.

For a summary of some ofthese questions and their

answers, see F r e q u e n t l y A s k e d Q u e s t i o n s in Help.

Technical Bulletins on the Primavera Web site provide detailed,

technical documents generated by Primavera Customer Support to

answer questions asked by users.

Several areas of Contract Manager are customizable, such asthe Project View, document names, log column headings, anddocument field labels. The examples throughout this manualand in the online help use the default settings shipped with thesoftware.


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Preface xvii


About this Manual

Anyone who will be using Contract Manager to track projects should

use this manual. This includes owners, construction managers, general

contractors, subcontractors, architects, designers, engineers,administrators responsible for setting up the module, and persons who

will enter data in. Whether you are an experienced user or are new to the

program, the Users Guide contains the information you need to use the

module to organize all your projects successfully.

Part Contents

Getting Started Provides an introduction to Contract Manager, including workflow, the

module workspace, sample projects, and the initial steps required to plan

and add a project. Instructions are included for setting access rights,

entering contacts, creating distribution lists, entering initial contract

information, creating submittals, and linking with a Project Managemen

module schedule.

Working with a Contract Manager Project Explains how to work with, and customize, the module log and documen

windows, set up dictionaries and preferences, and print logs, forms, and

reports.

Communicating Project Information Describes how to send Contract Manager module documents to other

users, prepare transmittals, track different types of communications,

record meeting minutes, and manage safety-related documents.

Working with Contracts, Project Costs,and Changes

Describes how to set up the Cost Worksheet, manage contracts andpurchase orders, use trends, prepare requisitions for payment, record

invoices, use the Change Management module to customize the workflow

for your companys needs, use procurement to track bidding, and create

and track issues.

Logging and Tracking Information Illustrates how the module logs and tracks important project information

such as drawings, submittals, materials, daily reports, insurance

certificates, and punch lists.

Exchanging Contract Manager Data Describes how to link schedule data to the module, exchange module

data with a Project Management module schedule, and export/import

data to and from other applications.


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xviii Preface


Customer Support

If you have a question about using Contract Manager that you or your

network administrator cannot answer using the documentation or Help,

contact Customer Support at the times and locations listed below.

Please have your Contract Manager module serial number ready when you

call. This number is printed on your serial number diskette. It can also be

displayed when using the module by right-clicking on the Help icon in the

header. Each interaction is logged to help Primavera resolve your

questions quickly.

In the United States, Primavera periodically and randomlymonitors Customer Support calls to ensure that you arereceiving the highest quality support.

Contract Manager databases contain calculations calledstored procedures. Although a Contract Manager databaseadministrator has the ability to modify these procedures,Primavera does not recommend changing them. Modifyingthese procedures voids your Primavera Customer Supportagreement.

OfficeTimeZone Hours Telephone FAX E-mail Address*

Bala Cynwyd,PA,

US

ET 8:00-8:00(Mon.-Fri.)

1-610-668-3030 1-610-667-0652 [email protected]

London,

England,

UK

GMT 8:30-6:30

(Mon.-Fri.)

44-20-8563-5555 44-20-8563-5533 [email protected]

*Primaveras Web site at http:www.primavera.com/customer/index.asp provides support and product information

such as knowledgebases, file downloads, user group and news group information, and a product enhancement

request form.


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This part describes key concepts for using Contract Managercontract-control software. Contract Manager was formerly

known as Expedition or Expedition Professional.

Overview explains how to start Contract Manager and how to use

the sample projects provided with this release. It also discusses

Contract Manager module terms and defines the different project

roles that users perform.

Planning and Adding a Contract Manager Module Project

describes how to set up your Contract Manager module database,

including the company directory and distribution list, and how to

assign access rights.


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4 Part 1: Getting Started


Starting Contract Manager

Users open Contract Manager from a client Browser - there is no client

software to install. The Contract Manager administrator provides a Web

address to users for accessing Contract Manager. To connect, openMicrosoft Internet Explorer, and type the Web address of the Contract

Manager Web server provided to you.

The Contract Manager administrator usually provides user IDs and

passwords. Type your user ID and password, then click Log In.

For information aboutchanging these defaults ona network, see C o n t r a c t M a n a g e r A dm i n is t r a t io n

A p p l i c a t i o n in Help.

The default Contract Manager user ID and passwordshipped with Contract Manager is EXP (for both fields).

The minimum supported monitor resolution is 1024x768.


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Overview 5


The Contract Manager Workspace

When you open the Contract Manager, the Workspace appears; this is

where all Contract Manager tasks begin.

The Workspace is divided into two main areas: the Project View on the

left and the Control Center (Workspace) on the right.

Project View The Project View shows your project hierarchy, whichincludes the top-level folder called All Projects, followed by the folder

for each project, the folders in each project, and the modules (logs and

documents) inside these folders. It also contains a Templates folder

which consists of any project templates you may have created, including

the default templates, DESIGN and SCHOOL. The Project Viewfunctions the same way as Microsoft Windows Explorer. When a folder

is collapsed, click its icon to display the names of the items in that

folder. To collapse the folder, click the folder icon again.

Templates

Modules (logs

and

documents)

Projects

Project view


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Overview 7


You can quickly accessdocuments in your court that

require you to take an action,then print a report corresponding

to these action items for theproject. An example of an action

is shown on the next page.

Click to display theselected report.

Click a section of the chart todisplay a list of Requests for

Information documents.


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To display available forms andreports, from the document window,

click Select an Action, Advanced

Print, then click Go. Select the type odocument, select the type ofdocument, and then click Print or

Preview.

The example at the left shows thePreview function. To print the

document, click the printer icon nextto Save a copy on the tool bar at the

top of the document.


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Change Managementenables you to manage project modifications due

to changes. You specify which change documents are created, when

they are created, and where they are calculated on the Cost Worksheet.

By recording all necessary contract, contractor, and cost data early in

the change process, you can evaluate the effect of the change on allcontracts involved and see the current status of the change at a glance.

Markup provides a way to manage overhead and profit by adding

markup values to change documents. The module can calculate

overhead and profit automatically, and add additional costs to change

orders and proposals. You can set default values for overhead, profit,

and any other markup categories you create. Typically you will collect

all proposals from committed parties, and then roll the costs and codes

of each document to create a quote to the customer or owner of a

project. With markup, you can add your overhead and profit prior to

submitting the quote.

Daily Reportsprovide a record of daily activities and conditions. Usethese reports to record conditions observed in the field, such as soil,

rock, or underground utilities that were not moved correctly, as well as

to track and communicatethe potential effect of these recordedconditions in a timely manner. You can also include underway activities

from Contract Manager module schedules that are linked to the project

to see where the work is taking place on that report day.

Telephone Records, Meeting Minutes, Correspondence, Requests forInformation (RFIs), and Noticesenable you to record information thatmay affect both the submittal and change processes. For example, a

change in condition may result in meetings, phone calls, notes, letters,

and correspondence that lead to a formal contract change.

Change Orders result from changes in the scope of work, site

conditions, or schedule delays. You can post costs associated with

changes to the Cost Worksheet so you have a total financial picture of

past events and projected future costs. With this view, you can measure

the impact of each change order on any contract or purchase order.

Track submittals Submittals include contract drawings, samplematerials, and permits that need approval. Submittals help you ensure

contract compliance by tracking who received what and when they

received it.


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Overview 11


Daily Reports, Telephone Records, Meeting Minutes, Correspondence,

RFIs, andNoticesalso support the submittal process. For example,during a submittal cycle a reviewer may reject a submittal; as a result,

the project team may have meetings and exchange phone calls, letters,

and correspondence to clarify the requirements for resubmittal.

Drawings andDrawing Sets maintain a list of project drawings,

facilitate the dissemination of these drawings to other parties, and

provide information about the status of revisions. When you add

distributions to drawing sets or create revisions, an entry is made in the

Transmittal Creation Queue for each contact on the distribution list.

Transmittals accompany documents, such as submittals and drawings to

create a permanent record of the actions taken. Submittal items and

drawing revisions are automatically placed in the Transmittal Creation

Queue; you can add any transmittals in this queue to the database and

print them for recipients on your distribution list. The module can

quickly generate transmittals, or you can customize your own.

Dunning Letters remind participants of overdue items such as submittals

and drawings. Contract Manager can quickly generate dunning letters,

or you can customize your own.

Reports and Forms provide quick and accurate project information in

various formats. The flexible reporting feature produces reports that

summarize when items such as submittals are due, who received whatand when, what has been approved and what is pending, and how many

days items are overdue.

Use the cross-document tools The Issues feature cross-references and links documents from any Contract Manager module log

to issues you define. You can link documents to issues directly as you

add records to the documents, or you can link documents to issues

automatically based on keywords such as underground, electrical, or

some other item that may be related to a problem or other situation. The

module then assembles the documents for review in a fully organized,

indexed list so you can easily trace the sequence of actions taken, saving

hours of work.

The Inboxstores items sent to you electronically by other participants.

You can also use this feature to communicate quickly with other project

team members by sending documents related to submittals and changes.


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Overview 13


ENGR (Office Building) contains drawings and drawing sets for theDesign Review phase of the drawing process. This project is used in the

examples in the Tracking Drawings chapter to show how designers (or

architects or engineers) track drawings.


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Roles

The roles of the construction manager, general contractor, owner, and

the engineer/architect/designer are described in this section to help you

understand how Contract Manager is implemented by various teammembers in a business workflow.

Construction manager As the construction manager, you will usethe module to manage changes and project costs, monitor progress, and

communicate with other team members.

Because you represent the owners interests throughout the design,

construction, and post-construction phases of the project, you

continually answer questions about costs, quality, and progress. How

much funding is required to complete the project? What is the budget,

given the changes to date? What are the pending changes and problemareas? Is the project progressing according to the schedule? Who is

responsible for the overdue submittals? What are the areas of

noncompliance?

The following list includes tasks that are usually the responsibility of the

construction manager in the contract process. Included with each task is

the corresponding chapter/part in this manual where you can find more

information about those tasks.

Managing submittals Managing Submittals chapter

Maintaining updated estimates of cost overruns or underruns Setting Up and Using the Cost Worksheetchapter

Tracking changes for each project issue and their effect on the cost

at completion Part 4: Working with Contracts, Project Costs, and

Changes

Quickly finding all the documents you need to resolve open issues

Creating and Tracking Issues chapter

Monitoring progress through written and verbal communications

Part 3: Communicating Project Information

Customizing Contract Manager to match your companys standards

Customizing Log and Document Windows and Setting Up

Dictionaries and Preferences chapters

Generating supporting reports Printing Logs, Forms, and Reports

chapter


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Overview 15


General contractor As the general contractor, you will use themodule to manage shop drawings and submittal items, track project

issues, document the change process, and record daily progress. When

you want to compare progress to the schedule, you can retrieve your

schedule.


general contractor in the contract process. Included with each task is the

corresponding chapter/part in this manual where you can find more


Using the Drawing and Submittals logs to track shop drawings and

submittal items Tracking Drawings andManaging Submittals

chapters

Coordinating submittal activities with the project schedule

Managing Submittals andExchanging Contract Manager Datawith a Project Management Module Schedule chapters

Identifying issues that require resolution and creating change

documents Creating and Tracking Issues chapter and Part 4:

Working with Contracts, Project Costs, and Changes

Identifying areas with significant cost variance and analyzing the

effects of pending changes on profit Setting Up and Using the

Cost Worksheetchapter, and Part 4: Working with Contracts,

Project Costs, and Changes

Tracking items that must be completed before final payment ismade Part 4: Working with Contracts, Project Costs, and

Changes

Reporting daily progress Using Daily Reports chapter


chapter

Owner As the project owner, you will use the module to organizeproject data so you can stay on top of progress, coordinate activities

with your operations people, and make sure that all of the project detailsare handled by the appropriate people. You will find the comprehensive

records of documents, correspondence, and changes invaluable for

claims avoidance.


owner in the contract process. Included with each task is the




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Analyzing the projected cost and identifying areas with significant

cost variances Setting Up and Using the Cost Worksheetchapter

Approving requisitions Preparing Requisitions for Payment

chapter

Identifying unfinished tasks for which final payment should be

withheld Part 4: Working with Contracts, Project Costs, and

Changes

Identifying issues that require resolution and issuing change orders

Creating and Tracking Issues chapter and Part 4: Working with

Contracts, Project Costs, and Changes

Managing submittals Managing Submittals chapter

Comparing daily progress to the schedule Using Daily Reports

chapter


chapter

Engineer/Architect/Designer As the project designer, you will usethe module to track specifications and drawings, control the submittal

review process, monitor progress by the design team, communicate with

other team members, and coordinate the activities of outside

consultants.

The following list includes tasks that are usually the responsibility of thedesigner in the contract process. Included with each task is the



Managing design and contract drawings Tracking Drawings

chapter

Recording the design budget and expenses Setting Up and Using

the Cost Worksheetchapter

Tracking changes in scope and their effect on the cost at completion

Part 4: Working with Contracts, Project Costs, and Changes

Quickly finding all the documents you need to resolve open issues

Creating and Tracking Issues chapter

Monitoring progress through written and verbal communications

Part 3: Communicating Project Information


chapter


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17

This chapter presents a general approach for

structuring and entering project information

in the Contract Manager. Use these

guidelines to set up Contract Manager

functionality in the most effective way for

your business.

In this chapter

First Steps

Adding a Project and EnteringGeneral Information

Creating a Project Template

Setting Access Rights (ProjectAccess)

Setting Up the Company Directory

Customizing the Control Center

Setting Up Distribution Lists

Assigning Default Contacts

Using the Approval Process

Setting Up Cost Codes andModifying Cost WorksheetHeadings

Creating Submittal Packages and

Submittals

Linking with a Project

Management Module Schedule

Planning and Adding a ContractManager Project


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First Steps

Contract Manager offers a wide range of features and functions.

Depending on how you currently manage contractsor how you want

to manage themyou can use all the features or select only the ones youneed to support your work process.

The following figure is a general plan for setting up and implementing

Primavera. Step 1 is described in theInstallationGuide. The remainder

of this chapter describes steps 2 through 5.

Contract Manager flexibility enables you to realize its benefits even if

you do not have all the details about your project at the beginning. As

the project progresses, you can add and/or modify the information

entered during the initial setup, such as new negotiated contracts, new or

changed companies, and more clearly defined submittals and submittal

packages.

For details on tailoring

Contract Managerfunctions to your

companys requirements,see the Cu s t om i z in g L o g a n d D o cu m e n t W i n d o w s

chapter.

These are the basic steps to get started in Contract Manager; adapt them

to your own work processes.

2.Add the project and

enter generalinformation.

1.Set up and start

ContractManager.

3.Set up the

initial CompanyDirectory.

4.Enter initial contractinformation (and

define cost codes).

5.Create initial

submittalpackages.

3a.Optionally link to &

use the scheduleactivities.


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Planning and Adding a Contract Manager Project 19


Adding a Project and Entering General InformationFor detailed information onadding a new project, inHelp click How To, then

click A d d a N e w P r o j e ct .From there, you can chooselinks torelated topics.

Add a new project You can add a new project in Contract Managerat any time. Right-click on the top-level folder. You can choose from

two ways to create a project. Choose New Project to use the Add Project Wizard, which guides

you from start to finish. This method is best when you have most of

the information prepared for the project or are unfamiliar with

creating a new project.

Choose Publish Project to create a project name and assign it to an

administrator, who will then enter the project information. Contract

Manager notifies the administrator that a project has been added

that requires information.

The New Project option is not available if you do not haverights to create a new project.

See Help for detailed information on using either of these options to

create a new project.

The following shows the dialog box that displays when you choose New

Project to add a project using the Add Project Wizard.

Type a uniqueabbreviation and title for

the project. You mustenter data in these fields

to add a project.

Click Next to continuecreating the project.

Select any of thesetopics to move directly to

that phase in the wizard.


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The preceding figure shows the dialog box that displays when you

choose Publish Project to add a project.

For more informationabout setting access rights,

see S e t t i n g A c c e s s R ig h t s ( P r o j e c t A c c e ss ) later in

this chapter.

When you add a new project, you become the projectadministrator. Project administrators have access to alldocuments in their projects. (Contract Manageradministrators have access to all documents in all projects.)By default, all other users have no access rights to newprojects. Assign users access to a project in the ProjectAccess window (right-click on a project and choose ProjectAccess).

Delete a project To delete an entire project, right-click on the project

in the Project View, then choose Delete Project.

When you delete a project, you permanently remove thatproject and all its associated documents.

Select the administrator;Contract Manager notifies

that person that a requesthas been made to create a

new project.


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Creating a Project Template

If you will be adding projects that use the same key parties, currency, and

schedule information, you can create a project template that contains this

information. Use this template as the basis for each new project youcreate.

Add a new project template You can make an existing project atemplate. Right-click on the project and select Save As Template.

Use the template as a basis for a new project When you want to

create a new project that uses the information in the template, do the

following:

1 right-click on the top level folder and choose New Project.

2 Enter a project name and title, then click Template on the left.

3 Choose the first option, Use Template, and select the template from

the drop-down list.

Click Template to choose atemplate.

Select the template you wantto use for this project.


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When you select a template, Contract Manager creates the new project

based on the information contained in the template. You can edit this

information in the new project.


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To restrict a users access to documents that have a certain To or From

Contact, and to submittals in which that same contact is listed as a

Received, Sent, Returned, or Forwarded reviewer, click Select next to

the Access by Company field (at the bottom of the dialog box). Click

Select next to the company you want to assign.

You cannot change Access rights for administrators. Theyalways have full access to all projects.

Click to set the users

access rights to allmodules at once.


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Set access rights for a group of users across projects Tosave time, the project administrator can copy the access rights for users

in one project to another project. Right-click on the project to which you

want to copy access rights, then choose Copy User Access.

Click Select to choose theproject from which to copy

users access rights.

Use these buttons to addand remove user access

rights to your project.

Select the users.


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Setting Up the Company Directory

The Company Directory enables you to store information about everyone

involved in your project. You can include names, phone numbers, and

addresses of subcontractors, managers, suppliers, your own staff, and anyother companies or individuals involved in the project.

Nearly all Contract Manager documents use the information included in

the Company Directory. Entering this information at the beginning of the

project ensures that your unique abbreviations are consistent, avoiding

confusion and mistakes. Even if you have only part of the companys

information, enter at least the company abbreviation, name, office address,

and a key contact; you can add missing details later.

For more information on

adding companies andcontacts, see A d dCom p a n i e s a n d C o n t a c t s in

Help.

Add a company and contact Click Companies in the Project

Information folder, then click Add Company.

Click Add to create acontact for the

company. The firstcontact you add

becomes the keycontact.

Type important details

about the company inthe Remarks section.

In the Details section,mark to indicate if the

company is aDisadvantaged-

(DBE), Minority-

(MBE), or Woman-owned (WBE)

business enterprise.


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Contract Manage requiresthat you enter the keycontacts initials.

In the Company section, enter an abbreviation for the company and the

company name. The key contact is the person to whom most documents

will be addressed. This field is filled once the first contact is entered in

the Contacts section.

Select a specification section code. Specification section codes are a part

of a standard coding system developed by the Construction

Specification Institute (CSI). You can select these codes from any

Specification Section data field, or you can create your own codes

(right-click on the top-level folder, then choose Dictionaries,

Specification Sections).

For information on creatingyour own roles andspecification section codes,

s e e S et t i n g U p D i c t i o n a r i e s a n d P r e f e r e n c e s , or C r e a t e Con t a c t R o l e s in Help.

Select the companys role. You can select an existing role, or you can

create a new role and add it to the list (right-click on the top-level folder,

then choose Dictionaries, Company Roles).

Add contacts for the company To add contacts for the company,click the edit icon beside the company, expand the Contacts section in

the Company document window, and click Add. You can add as many

contacts as needed for each company.

Link a User Account with a contact In order to use a contact inthe document approval and document owner processes of Contract

Manager, you must link a valid user account with the contact. One user

account can have multiple contacts linked to it. Contacts without valid

user accounts linked with them will not be available for selection duringdocument approval and document owner processes.

To associate a user account with a contact, click the Select link next to

the User Account field. On the Select User dialog box, choose the

correct user account, and click the Select button.

Add remarks to a contact Expand the Remarks section in theCompany document window and type any important details, such as

directions or office hours.

To define standard papersizes, right-click on the top-level folder and chooseDictionaries, Drawings,Paper Sizes.

Add an address, paper size, and number of copies fordrawing distribution to a contact Expand the Contacts section inthe Company document window and click the document icon next to the

contact you want to update. Enter information for all applicable

addresses, such as office, shipping, or billing; phone numbers; and e-

mail information. Select the paper size, and type the number of copies

you will be using to send drawings for design review or distribution for

this contact. This information is used in the Drawings and Drawing Sets

logs. Click Save & Close when finished.


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Contract Manager does not apply changes you make in thiswindow to any documents where the original addressalready appears (such as contracts). This practice protectsthe validity of the original document information.

Copy the Company Directory To set up a new project more

quickly, you can copy the Company Directory from a similar project in

the same database or from the group Company Directory. Right-click on

the project and choose Copy Companies.

Define custom paper sizes that will

appear here by right-clicking on the top-level folder and choosing Dictionaries,

Drawings, Paper Sizes.

Click Selectnext to User

Account tochoose theaccount to

associate with

the contact.

Scroll down toenter more contact

information.


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You can also copy companies and contacts from a project to the group

level. Right-click on the top-level folder and choose Copy Companies.

Click Select to choose the

project (or group) fromwhich to copy companies.

Select the companies

to copy to the project,then click Add.

Click Select to choose the project from

which to copy companies and contacts.

Select the companiesto copy to the group,

then click Add.


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Saving Companies and Contacts in theProject/Group List

Each project contains its own directory of project companies. ContractManager also maintains a directory of database companies that all

projects in the same database can share.

For more information onhow to set contact

preferences, see S e t t i n g P r o j e c t P r e f e r e n c e s in theS e t t i n g U p D i c t i o n a r i e s a n d

P r e f e r e n c e s chapter.

When you add a new project, Contract Manager uses the Project

Company Directory by default. To use the same companies for all of

your projects, switch to the Group (database) Company Directory.

Right-click on a project and choose Project Settings. In the Companies

section, click Switch. Project will change to Group to indicate that

the Group directory is in use.

You can save new companies in the Group Company Directory while

using the Project Company Directory. In Project Settings, mark the AddCompany to Group After Adding to Project checkbox.

If you change an existing company in a project, Contract Manager also

updates the Group Company Directory, even if the active directory is

Project, as long as you marked the Update Group When Project

Company Edited checkbox in the Project Settings dialog box.


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Adding Companies and Contacts fromOther Documents

When you add a document, you may need to enter information for acompany that is not in the Company Directory. Rather than interrupt

your current task, you can add companies and contacts from most

documents without going back to the Companies dialog box.

For more information, seeS e le c t C o n t a c t d i a l o g b o x in Help.

When you click Select for a company or contact field, the Select

Company or Select Contact dialog box opens. To add a new company or

contact, choose whether to organize by company or contact, then click

Add Contact or Add Company, depending on which you want to add.

Type the company name and abbreviation (if adding a new company),the contacts full name and initials, and other information, if available,

then click Save. Primavera adds the company and contact information to

the Company Directory. You can edit the information later if necessary.


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Customize the Control Center Click Customize this Page to selectwhich items appear in the Control Center and where they are placed.

For detailed information oncustomizing your desktop,see Cu s t om i z e W o r k s p a c e d i a l o g b o x in Help.

Items can be included more than once in the Control Center. For

example, if you want issues to appear as a graph, a bar chart, and a pie

chart, move three Issue items to the Layout area, then edit each items

appearance by clicking the Edit link above it in the Control Center.

Select the items to includein the Control Center, then

click Add to move theitems to the Layout area.


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Any changes you make toyour company directoryare also reflected for thecorresponding company in

distribution lists.

Click Select in the Contacts section to open the Select Contacts dialog

box. To easily find the contacts you need, you can organize by contact,

company, or distribution list. All companies in the current project appear

if the Project Setting is set to Project; all group companies appear if the

Project Setting is set to Group. Companies assigned to the Group level

apply to all projects in that group. Click Select next to each contact you

want to add, then click Save.

To remove items from a distribution list, click Unselect next to the name

of the contact you want to remove. Click Save and Return to Menu

when you finish defining the list. To delete the distribution list, click

Delete next to the list you want to remove.

Tomodify alist, click

its icon.

Establish a distribution list by

selecting companies.


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Edit a distribution list You can also edit an existing distribution listname and/or title. In the Company Directory log window, click Define

Distribution Lists, then click the document icon next to the list you want

to modify. Make the changes. Click Save and Return to Menu when you

finish modifying the current list. Primavera reflects any changes infuture uses of the list; the original version of the list (before editing)

remains unchanged where it is already used in Primavera. Click Close

from the Distribution Lists dialog box when you finish defining

distribution lists.

Copy a distribution list to a new list To save time, you can createa new distribution list based on an existing one. In the Company

Directory log window, click Define Distribution Lists, then click the

Save Distribution List As icon next to the list you want to copy. A new

distribution list is created containing the names from the copied list.

Type an

abbreviation andtitle for the new

distribution list.

Click Select toadd additional

names to the

distribution list.


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Assigning Default Contacts

To specify which contacts will automatically display in the To and From

fields of a particular document, right-click on the project and choose

Default Field Values.

The Set Default Field Values window displays the default contact

assignments for the currently open project.

Customize contact assignments To customize this information,click Select next to the field to which you want to assign a default

contact. In the Select Company dialog box, click Select next to the

company you want to assign as the default, then click OK.

You can edit or delete default contacts at any time.Changing the default contact affects new documents only.Contact names for existing documents remain unchanged.


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Using the Approval Process

Overview of the approval process Prior to Contract Manager12.0, there were several document fields related to approval, but no

formal approval process. In Contract Manager version 12.0 and later,there is an approval process for the following types of documents:

Contracts

Change Order documents

Purchase Orders

Request for Information (RFI) documents

Payment Requisitions

The approval process is the same for each of these documents. For eachof these types of documents, a document owner must be specified. This

can be done at the project level by right-clicking the project name and

selecting project settings to display the Project Settings dialog box that

you can use to set the document owners for the entire project.

When set at the project level, each time one of these types of documents

is created, the name of the document owner will automatically be

entered in the Document Owner field. the document owner can also be

selected when the document is created. Once the document owner is

selected, only the Contract Manager administrator, the project owner, or

the document owner can select a different document owner.

Contract Manager documents can be added by anyone who has both the

security privilege to add documents, and who has access to the project.

Documents can be approved by the Contract Manager administrator, the

project owner, or the document owner who is acting for any contact on

the document review list.

Prerequisites The following prerequisites must be met before you

can use the approval process:

1 The companies for the project must be created.

2 The contacts for the companies must be created, and each contact

must be linked to a user account.

3 The contacts must have view, add, and edit rights for the project.

This is done in the Contract Manager Administration application

when the user account is created.


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Log onto the Administration application, and click the User

Accounts link in the left pane to display the User Account

dialog box. Use this to add a User Account.

After the user account is created, you can change access rights

when running Contract Manager by right-clicking on the project

name and selecting Project Access to display the Project

Access dialog box.

Once on the Project Access dialog box, click the icon to the left

of the to the user name to display the User Project Access

dialog box, and set the user project access rights.

If the user is not listed for this project, click the Add Users to

this Project button on the Project Access dialog box. This

displays the Select User dialog box. Use this dialog box to

select the users to add to the project.


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4 The contacts must have approval rights for the project.

This is done in the Contract Manager Administration

application when a user access template is created. Log onto the

Administration application, and click the Access Templates link

to display the Access Templates window. After that, the

template is assigned to the user account when the user account

is created on the User Account dialog box. Once the template has been assigned to a user account, you can

change the approval rights when running Contract Manager by

right-clicking on the project name and selecting Project Access

to display the Project Access dialog box.

Once on the Project Access dialog box, click the icon next to the

user name to display the User Project Access dialog box, and

set the approval rights.

If the user is not listed for this project, click the Add Users to

this Project button on the Project Access dialog box. Thisdisplays the Select User dialog box. Use this dialog box to

select the users to add to the project.

5 Contacts must have an approval limit that is greater than or equal to

the amount of the document being created. If you select a contact

for the reviewer list, and that contact does not have a limit greater

than or equal to the amount of the document, an error message

displays when you initiate the approval process. In that case, you

must remove that contact name, and reinitiate the approval process.


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