Version:
Change Management
User Guide
1.8
Table of Contents
OVERVIEW
3
ACCESSING CHANGE MANAGEMENT
4
W ORKFLOW EXAMPLE
5
LOGS
6
2.
7
CREATING A POTENTIAL CHANGE ITEM (PCI)
PCI ENTRY SCREEN OVERVIEW
SELECT COMPANY / PROJECT
PCI INFORMATION
Change Type
Header Status
Owner CO Button
Modify Type
SUMMARY TAB
GENERAL TAB
Classifiers
DETAIL TAB
Job / Phase Selection
Detail Status Code
18
PCI Costs
Subcontractor Details
RFQ Details
Detail Action Buttons
19
20
20
21
Show / Hide Rates
Calculate Markups
Participation Button
Line Notes
Line Item Classifiers
22
22
23
25
26
RFQ AND APPROVAL TABS
NOTES
ATTACHMENTS
HISTORY
ALLOWANCES
Creating Allowances
Managing Allowances
Overages on Allowances
27
27
28
29
29
29
32
34
3. CREATE RFQ
35
4. CREATE AUTHORIZATION TO PROCEED
36
PRINTING AN ATP
UPDATING AN ATP
38
39
5. UPDATE PCI
39
6. CREATE OWNER CHANGE ORDER
40
CREATING AN OCO
Summary Tab
TEXT CODES AND DISTRIBUTION TABS
PRINTING AN OCO
UPDATING OCO’S
40
42
43
44
45
7. POSTING
45
POSTING PCI’S
Posting a PCI with Unapproved Line Items
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POSTING AN OCO
Posting an OCO with Unapproved Line Items
48
49
8. ENTER SUBCONTRACTOR CHANGE ORDERS
50
UPDATING SCO’S
General Tab
Detail Tab
PRINTING SCO’S
POSTING AN SCO
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52
53
54
55
REPORTS
56
ENTERING REPORT DETAILS
REPORT TOOLBAR
57
58
APPENDIX
58
STEP BY STEP INSTRUCTIONS
Creating a Subcontract:
In Scope (IS):
Out of Scope (OS):
Back Charge (BC):
Trade Allowance (TA):
Owner Allowance (OA):
Budget Transfer (BT):
Creating/Printing an RFQ:
Creating an Authorization to Proceed (ATP)
Creating and posting an Owner Change Order (OCO):
Creating and posting a Subcontract Change Order (SCO):
Printing Reports
Accessing the Contract Forecast Module within CMIC
Accessing the Contract Forecast Module within Excel
Creating PM Change Management Mark up Calculations
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2
Overview
Change Management in CMiC allows Gilbane to track, document, manage and
execute changes to the Gilbane-Owner and Gilbane-Subcontractor contracts for a
Project. Users will be able to log requested change items, request quotations,
finalize owner approvals and issue change orders. To assist the user and reduce the
amount of manual intervention required CMiC Change Management allows for
automated workflows, electronic document generation, and line level tracking of
changes.
In this user guide we will review how to create changes in CMiC, the impacts of
change types on the budget and billing of a project, how to utilize electronic
workflows and document generation, and how to Post changes to a Subcontractor’s
contract.
After this module you will be able to:
•
•
•
•
•
•
•
•
•
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Identify and access the Change Management Logs
Create a PCI
Utilize the proper status and change type based on the details of the PCI
Create ATP’s when necessary
Associate Out of Scope PCI’s with an OCO
Create Subcontractor Change Orders (SCO’s)
Post changes
Explain how changes, their type and status, impact the contract forecast
Utilize reports to analyze change management data
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Accessing Change Management
Change Management is located under the Project Controls folder in CMiC. The
majority of the data entry and change tracking functions are performed in the
Change Orders folder while some subcontract functions are performed under the
Subcontract Management folder and logs are located directly under the Project
Controls folder. Options under the Change Order folder include:
Sub-Module
Logs
Enter Pending
Change Item
ATP
Prepare Owner
Change Order
Enter Subcontractor
Change Order
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Description
Users can access Logs which contain listings of all PCI’s
(Potential Change Items), ATP (Authorizations to Proceed),
OCO’s (Owner Change Orders) and Subcontracts (under the
Subcontract Management folder) that have been entered for
your default Project.
This log is ideal for viewing activity on the Project,
performing filters/queries to view similar records, and for
accessing previously entered Change Items/Orders for
review and/or updating.
Create, view, and edit PCI’s.
Group PCI’s together for submission for preliminary approval
by the owner.
Group PCI’s together for submission to an Owner for
approval.
Enter subcontractor change orders.
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Workflow Example
While not all changes follow the same workflow it is a good idea to have a basic
understanding of the typical lifecycle for a PCI. In the following example you will see
the different milestone events that may apply to a PCI.
As our Project was setup a (1.)subcontract for Emcor to provide all internal plumbing
for the facility was loaded into CMiC. Their scope of work was clearly defined and
included all relevant items in the contract drawings.
Two months into the Project the Owner has decided to add an additional sink to all
of the restrooms on the 2nd floor. At this point an (2.)Out of Scope PCI is generated
in CMiC and all subcontractors that are required to complete the change are added
to it. Emcor is included as a line item on the PCI.
(3.) RFQ’s are created for each of the subcontractors asking them to quote the work
identified in the PCI.
The quotes have now been returned and we are working with the subcontractors to
finalize the amounts. The Project is still in the early construction phase and this
change is not schedule critical so an (4.)ATP is not required for the change.
Gilbane has now finalized the pricing with all subcontractors involved in the PCI and
has been making (5.) updates to the PCI as needed. The PCI is now (6.) associated
with an OCO to receive final Owner approval for the change.
The OCO has been approved by the Owner and (7.) Posted in the system. The
(8.)SCO’s must now be created to amend the subcontract. Once the SCO is
approved it is Posted in the system and the subcontractor can now bill for the
additional charges.
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Logs
Logs are utilized to display all currently created records of a specific type. This
makes accessing previously created records much easier than having to query within
a specific application. Available Logs under Project Controls include, Potential
Change Items (PCI), Authorization to Proceed (ATP), Owner Change Orders (OCO’s),
and a Subcontract log (under the Subcontract Management folder). Each Log
contains a variety of columns that displays key information about the record such as
status, key dates, and amounts.
Users can access a record indicated in the log by clicking on the record number,
which is highlighted in blue.
Logs display records only for designated default Project.
Filters are also available for users. Filters are typically used if you want to view a
group of records that match certain criteria or you are searching for a specific record
in a long list. Filters use an “exact match” search as the default. This means that the
record would have to meet your criteria exactly in order for it to be displayed once
the Filter is run.
To access the Filter option click the Query by Example icon ( ). You can then enter
in criteria for any of the column headers. Once your criteria are entered hit the
Enter key to run the Filter.
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Whenever you perform a Filter in CMiC you can
surround your search criteria with the % sign which
acts as a wildcard. Placing wildcards around your
search term provides a “contains” search. This
search looks for your criteria anywere in the field.
In the above example I entered a query that would display all
Back Charges for the default project I am associated with.
Logs can also be exported to Excel by using the Export to Excel function.
2.
Creating a Potential Change Item (PCI)
Potential Change Items (PCI’s) represent changes to the contract documents
between Gilbane and the Owner, Gilbane and the Subcontractor or in many cases
both. In this section we will review how to enter a PCI and how the selections you
make impact the Projects Budget and Billing amounts.
PCI Entry Screen Overview
PCI’s are entered via the Enter Pending Change Item sub-module under the Change
Management folder. Users can also access this module by selecting any PCI from the
PCI log.
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The module consists of three key blocks:
Block
Description
Select Company / Project The Gilbane entity and Project the PCI.
PCI Information
Contains header level information about the PCI including
PCI Tabs
the type, overall status and total budget and billing
amounts.
The PCI contains several tabs of information. When a tab
is selected the details are displayed for the particular tab.
Available tabs include Summary, General, Detail, RFQ,
Approval, Notes, Attachments, and History.
To create a new PCI the user will perform the following steps:
1.
2.
3.
4.
5.
Select the applicable Gilbane Entity and Project the change is for
Complete the PCI Information block
Complete the General tab
Complete the Detail tab
Optional tabs for entry include:
a. Notes
b. Attachments
It is a best practice to save your entries in each block
before moving to the next block. You should also save
prior to switching tabs.
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Select Company / Project
The Select Company / Project block is where you select the Project the change will
be associated with. The Company and Project field defaults to your selection in the
Set User Defaults module under the Setup folder. From the Project drop down you
can select any Project that you have been given access to. When a Project is
selected the Billing Contract associated with it is displayed as well.
If your Project is a Joint Venture or Association a
separate Company is created in CMiC (i.e. GilbaneTurner). In this scenario you would select that entity
from the Company dropdown list.
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PCI Information
The PCI Information block is where you enter general detail about the PCI. This detail
is used to determine the type of PCI, its overall status, and a general description of
what the PCI is for and to provide the total Budget and Billing amounts for the PCI.
Available fields include:
Field
Type
Header Status
PCI NO.
Description
Total
Budgeted
Total Billing
Description
The type of change (i.e. In Scope / Out of Scope) is selected. This
will be discussed in more detail in the next section.
The overall status for the PCI.
The Header status is mainly informational. Line level statuses will
be applied to each detail line item added to the PCI.
A system generated PCI number. The PCI number contains an
abbreviation for the Change Type followed by an identifying record
number.
A text field where the overall purpose or reason for the change.
The total change in Budget for the PCI. This calculation totals the
right most entered field (Estimated<Quoted<Final Amount) for
each line item on the Detail tab
The total change to the Billing amount for the PCI is Posted. This
calculation totals the Billing Amount field for all line items on the
Detail tab.
Setting up a standard naming convention for your
description is a best practice. Many Projects begin all PCI
descriptions with the source first (i.e. RFI 31…..)
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The PCI Information block also contains buttons that allow the user to perform a
variety of functions.
Button
Save / Refresh
Delete
Post
Owner CO
Copy
Modify Type
Action
Saves your PCI.
Deletes the PCI. When this is done the record is completely
removed from the system and is inaccessible.
Posts the PCI. This completes the PCI process and applies the
information in the PCI as final. Posting will be discussed in more
detail later in this document.
Creates an OCO or accesses the existing OCO the PCI is associated
with.
Creates an exact replica of the current PCI and assigns a new PCI
number to the newly created record.
Modifies the PCI Type of the selected PCI. The PCI will receive a
new PCI number, with its new type serving as the beginning
prefix.
When a PCI is deleted, either through the Delete or Modify
Type button, the PCI number will not be reused. You will
also NOT be able to access the deleted PCI through the
Log.
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Change Type
Change Types identify the funding source for the PCI. Change Type affects whether
or not the Budget and/or Billing amounts for the Project are updated. Change Types
include:
Type
BC = Back
Charge
BT = Budget
Transfer
IS = In Scope
OA = Owner
Allowance
OS = Out of
Scope
TA = Trade
Allowance
Description
Used when Gilbane is charging a Subcontractor
for improperly performed work, damage to the
construction site, failure to clean area, etc.
Transfers funds from one phase code to
another.
For these PCI’s the total amounts will always be
0 as you will be taking money away from
subcontractors/phase codes but giving the
same amount to other subcontractors/phase
codes.
Used when Gilbane did not include an item (or
items) in the scope of work for the
Subcontractor but the work was included in our
contract with the owner.
This is setup immediately after the Gilbane /
Owner contract is signed to track all general
allowances that have been identified.
This PCI is used for tracking all work that will
utilize the Gilbane / Owner allowance.
Used for changes that falls outside of the
original contract between the Owner and
Gilbane.
This is setup immediately after a subcontract is
created that contains Gilbane/Subcontractor
allowances.
Budget Billing
Y
N
Y
Y
Y
N
Y
Y
Y
Y
Y
N
This PCI is used for the tracking and
reconciliation of T&M tickets that are being
applied against the Gilbane/Subcontractor
Allowance.
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Header Status
The Header Status of the PCI represents the overall status of the PCI. This status is
informational and for tracking purposes only. Each line item in the Detail tab will
have its own status that represents the status of that portion of the PCI and its
associated costs.
Type
APP (Approved)
PAR (Proceeding at
Risk)
POT (Potential)
PWA (Proceeding
with Authorization)
TRK (Tracking Only)
VOD (Void)
Description
The PCI has been approved by the Owner and Gilbane.
Work is proceeding on the change but full approval has not
yet been obtained.
The PCI is awaiting further action, detail, and approvals.
The PCI has been given preliminary authorization from the
owner and is proceeding. Formal approval of the PCI is
forthcoming.
The PCI is being used for tracking only and the amounts will
not be reflected in the Contract Forecast.
The PCI was rejected and closed due to either the Owner or
Gilbane’s decision.
The header status should match the status of the Line Level
statuses. This is the status that is displayed on the PCI log.
Owner CO Button
When this button is selected it allows you to create an Owner Change Order (OCO)
for the PCI. This process will be discussed later in the manual.
Modify Type
The Modify Type button will allow you to change the selection in the Type field.
When this is done the current PCI number is discarded (as it includes the
abbreviation for the previous PCI Type) and a new PCI number is assigned to it. The
discarded PCI number will not be used again.
An In Scope PCI was created for a potential change. After
document review it was determined the change was actually Out
of Scope. Modify Type allows you to create a new PCI with all of
the detail of the original while also allowing you to change the
type.
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Summary Tab
The Summary tab displays the total Budget/Billing amounts for the PCI as well as a
summary of each subcontractor’s portion of that total.
The amounts used on this screen are the right most amounts
out of the Estimated, Quoted, and Final amounts on the
Detail tab.
Additional views of how the costs are allocated are accessed by selecting the options
at the bottom of the screen. Alternate views include:
Field
Description
PCI Summary by
Lists all included Phase Codes and the applicable cost
Job/Phase/Category amounts for both Budget and Billing.
Project Summary by Displays the current Budget/Billing amounts for the affected
Phase
Phases and how this change will update those amounts.
PCI Summary by
Displays the current Budget/Billing amounts for the affected
Job/Phase/Category Phase/Category codes and how this change will update those
amounts.
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General Tab
The General tab stores all of the categorizations and overall details for the PCI such
as related orders (OCO’s and ATPs), classifiers, and key dates.
Fields
Allowance
Allowance
Amount
Source
Days Impact
Owner CO#
Scope Desc
The current OCO that the PCI is associated with is displayed if
applicable.
The overall scope of the change is entered.
Date
The date the PCI was created is displayed.
Start Date
The date that work is scheduled to begin for the change.
End Date
The date that work is scheduled to be completed for the change.
Post Date
The date the PCI was Posted is displayed if applicable. This field
will be populated by the system when the PCI is Posted.
Displays the username of the user who created the PCI.
Entered By
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Description
Select the type of Allowance that is being used to fund this PCI.
Available options include Out of Scope, In Scope, T&M Tracking,
and Neither (the default selection).
If the PCI is for an Owner Allowance the allowance amount is
entered here.
The originating source of the PCI is entered here.
The schedule impact in days is entered.
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Classifiers
PCI Level Classifiers allow a Project to categorize the PCI according to their tracking
needs. The Classifier names and lists of values are setup in the Project Classifier
Maintenance screen. Users can select the appropriate value for the classifier by
clicking the up arrow next to the Classifier box.
Detail Tab
The Detail tab is where the affected Subcontractors and Phase Codes are identified.
Users will be able to identify the amounts that apply and enter a status for each
affected phase code. This tab contains a long list of columns that can be broken
down into sections:
•
•
•
•
Job Phase Selection
Lump Sum Costs
Per Unit Costs
Status and Classifiers
To add line items to the Detail tab you will utilize the Insert Record button that is
contained within the tab.
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Job / Phase Selection
Here you will select the Subcontractor, the affected contract and the phase of work
where the costs will apply.
Field
Vendor
Contract
Status Code
Job
Phase
Category
WM
Billing Code
Days Impact
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Description
The subcontractor associated with the line item. When selecting
the subcontractor you should only choose from the Assigned
Vendor portion of the list.
The contract that will be amended for the associated
subcontractor. This list will be filtered to show only subcontracts
assigned to the subcontractor noted in the vendor field.
The status of the line item. Unlike the Header Status, the Detail
Status dictates where the associated Budget and Billing amounts
will be displayed on the Contract Forecast.
The Job the line item is associated with.
Select the applicable Phase Code. Phase Codes associated with the
selected subcontract will be displayed first above a dotted line. All
other Phase Codes associated with the Job will be displayed below
the dotted line.
Select the applicable Category Code. Only Category Codes
associated with the selected Phase Code will be displayed.
Select the weight measure for the assigned Phase/Category Code,
in most cases it will be NA.
If the WM was assigned to the Phase/Category code on the
Schedule of Values on the subcontract then this field will default
after selecting the Phase/Category Code.
Billing codes represent where the charge will be displayed on the
invoice we generate to the owner each month. This field will
automatically populate based on the selections in the Phase and
Category fields and should not be changed.
This field is NOT used for In Scope changes as there are no changes
in the Billing amount for In Scope changes.
The number of days to be added to the schedule if change is
approved.
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Detail Status Code
Detail Status Codes are used to identify whether or not the work noted on the PCI is
proceeding and whether or not the work has been authorized by the Owner. These
status codes, in conjunction with the Change Type, dictate where the costs will be
displayed on the Contract Forecast. Status Codes include:
Type
Description
Approved
The line item was approved.
(APP)
Proceeding at The line item is proceeding but has not
Risk (PAR)
yet (or will not be) approved by the
owner.
The line item is awaiting approval and is
not currently proceeding.
The line item has preliminary
authorization from the owner and is
proceeding. Official authorization is
forthcoming.
Tracking Only The line item is used for tracking only
(TRK)
and the amounts will not be reflected in
the Contract Forecast.
Voided (VOD) The line item is no longer applicable and
no approval or authorization to proceed
was requested.
Potential
(POT)
Proceeding
with
Authorization
(PWA)
Proceeding Appropriate
Approval
Obtained
Y
Y
Y
N
N
N
Y
Y
N
N
N
N
The Detail Status will default to the status in the header for
each line item. You can change the detail status for each
line item if needed. The detail status will determine how
the associated budget and billing amounts will be
displayed on the Contract Forecast.
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PCI Costs
This section is used to enter the subcontractor costs for the work. The amount that
Gilbane will bill the owner for the work is also displayed here.
Field
Estimated
Amount
Quoted
Amount
Final Amount
Billing
Amount
Description
The amount that Gilbane estimates the Subcontractors portion of
the change will cost.
The amount noted on the quotation received from the
Subcontractor.
The final negotiated amount for the work agreed to with the
Subcontractor.
Utilizes the billing setup to determine what Gilbane will bill the
owner for the work completed.
The system uses the value on the far right of this
section to determine what the current projected
amount is. If both Quoted and Estimated Amount
are filled in then the system utilizes Quoted Amount
as the most accurate estimate for the PCI.
When entering Back Charges and Budget Transfers
make sure to use negative numbers if you are taking
money away from the Subcontractor or Phase Code.
When entering a Budget Transfer PCI the total
amounts must equal 0. If I am transferring $500
from one subcontract to another then one must have 500 while the other will have 500.
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Subcontractor Details
Subcontractor Details displays any associated Subcontractor Change Order (SCO)
and allows the user to enter in the scope of work that is specific to this
subcontractor in relation to the overall PCI.
Field
Description
Subcontract Change Displays the associated SCO if applicable.
Task ID
Create SC Now?
Long Description
Indicates the specific task on the Subcontract that is being
updated as part of this change.
This field is not used by Gilbane.
The scope of work to be performed by the Subcontractor as
part of this change. This detail will print on both the RFQ and
SCO in addition to the Scope of Work entered on the General
tab.
RFQ Details
The RFQ details section allows you to select the contact at the subcontractor’s office
that is working on the RFQ and enter in the key dates around the RFQ.
Field
RFQ Contact
RFQ Due
RFQ Sent
RFQ Received
Description
Select the name of the person you are working with from the
subcontractor. This list includes only those contacts that are setup
in the Assign Project Contacts application.
The date the subcontractor must return the RFQ by. If no date is
entered the date on the printed RFQ will default based on the value
in the Default RFQ Review Period field, located on the Defaults tab
of the Enter Project screen.
The date the RFQ was sent to the subcontractor is manually
entered.
The date the RFQ was returned by the subcontractor is manually
entered.
These dates are used in the system generated RFQ.
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Detail Action Buttons
The Detail tab has a variety of Action buttons that perform specific tasks. Buttons
include:
Field
Delete
Show / Hide
Rates
Calc Markups
Allowance
Tracking
PCI
Participation
SCO
Line Notes
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Description
Deletes the currently selected line item.
If the cost for the subcontractor is being measured by a rate as
opposed to a flat amount then select Show Rates. This will display
the Rate Cost fields where you can enter in the quantities and rate
per quantities.
Applies the Project specific mark up amounts to the PCI.
If the PCI is for an allowance then Allowance Tracking opens up the
Allowance Tracking program where users can log the tickets and
costs accrued against the allowance.
Allowances will be discussed in detail in a later section of this
manual.
Launches the PCI Participation application that allows the user to
enter in the MBE participation for the PCI.
If the line item is part of a Subcontractor Change Order then
selecting this button will open the SCO.
If it is not associated with an SCO then the system will ask if you
would like to create a new SCO and associate the currently selected
line item.
Displays a text field application that allows users to enter notes
about the line item.
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Show / Hide Rates
If you are pricing the work via a rate (i.e. per unit, hr, item, etc.) and not via a lump
sum then you will utilize this section for cost tracking. Selecting Show Rates will
display the columns necessary to enter quantity based prices while Hide Rates will
remove these columns from your view.
Field
Description
Enter the quantity being quoted.
Quantity
Estimated
Rate
Quoted Rate
Final Rate
This number will be multiplied by the rate to determine the total
cost.
The amount that Gilbane estimates the Subcontractors portion of
the PCI will cost in per unit dollars.
The amount noted on the quotation received from the
Subcontractor in per unit dollars.
The final negotiated amount for the work agreed to with the
Subcontractor in per unit dollars.
The system uses the value on the far right of this
section to determine what the current projected
amount is. If both Quoted and Estimated Rate are
filled in then the system utilizes Quoted Rate as the
most accurate estimate for the PCI.
The Billing Quantity, Rate and Amount fields will
automatically populate.
Calculate Markups
Selecting the Calculate Markups applies the markups that were set in the PM
Change Item Markup Rules application. After this button is selected line items will be
added for each markup. If the final cost of the PCI changes after the Calculate
Markups, there is an alert to remind you to recalculate markups. The alert is above
the header status on the right hand side of the screen. If you do not update the
calculations you will not be prompted again.
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Participation Button
The Participation button allows you to track Minority and Disadvantaged Enterprise
participation on the PCI. This assists Gilbane in providing accurate MBE reporting for
the Project and for the subcontractor.
If the MBE subcontractor is not currently in our
Business Partner List you can use the Create Partner
on the Fly button to add them. This opens the same
application as what is used in the Assign Project
Contacts application.
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When noting minority participation you will have access to the following fields:
Field
1st or 2nd Tier
Vendor
Current
Participation %
PCI
Participation %
Current
Participation
Amount
Classification
Code
Line Type
Description
The MBE is selected.
The MBE’s current percentage of the associated subcontract is
displayed.
The user enters the % of the current change the MBE is
responsible for. If this field is entered then the Current
Participation amount will automatically populate.
If the Business Partner is a MBE then the PCI Participation % is 100.
If instead of a percentage the user wants to enter an exact amount
for what the MBE is responsible for then the amount can be
entered here. Otherwise this field will default based on the %
entered and the overall PCI amount.
If this field is entered then the PCI Participation % amount will
automatically populate.
The type of MBE is selected.
This will default to PCI and should not be changed.
When a PCI is Posted it takes the amounts from the
Participation tab and updates the associated
subcontract. This allows subcontract level and
overall Project participation to be tracked and
updated throughout the life of the Project.
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Line Notes
Line Notes are an effective way for employees to communicate about the status of a
specific line item and have those comments tracked for history purposes. When
Line Notes is selected the user can add additional notes by selecting Insert Record or
simply read the current notes. If an issue has been resolved the Line Notes form has
a Closed box that can be used to indicate so.
If a line item has notes associated with it you will see a
Notes Added informational text displayed to the right of
the Line Notes Button.
Only Open notes are displayed by default. Select the
Show Closed Notes check box if you need to view close
notes as well.
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Line Item Classifiers
When you select a line item from the Details tab the available Classifiers are
displayed below. This allows the user to view or edit the value associated with the
line item Classifier.
In the above example the second line item is selected (vendor
JC02) and the Classifiers are displayed for it. If the first line
item were selected (EMCGRO01) then the Classifiers displayed
would be applicable to that line item only.
See Page 14 of the Project Setup Training Material.
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RFQ and Approval Tabs
The RFQ and Approval tabs are not used by Gilbane. RFQ’s are created from the
Detail tab and this will be discussed in more detail later in this manual.
Notes
Notes provides a free text field where users can enter notes that are only seen by
other members of the Project team. Notes is ideal for tracking detail about the PCI,
outstanding issues, and to collaborate with other team members. These notes
pertain to the PCI as a whole as opposed to Line Notes, which apply only to that line
on the Detail tab.
Each Note auto-populates with the note number, date, and user that entered it.
Users can then enter a subject line and description. The Closed feature allows users
to track actions items / issues and denote them as closed or open.
Open and Closed notes will display on this tab by default.
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Attachments
The Attachments provides a place to store documents related to the PCI. When the
button is selected you will be able to view previously saved documents and upload
new ones as needed.
If the Printable box is selected the attachment will be
included on any documents created for the PCI.
Previously saved documents will be displayed on the
Attachment tab.
Selecting the Create Attachment button will launch the Attachment application.
To add a new document as an attachment:
1.
2.
3.
4.
5.
Version 1.8
Select Upload New
Select Attachment from the Add drop down
Click Browse to bring up the file selection box
Select the file(s) you would like to attach and click Open
Click Save
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History
The History tab provides a detailed listing of all of the updates that have been made
to the Header of the PCI. This is a great tool for researching questions about the PCI
or viewing its progression through time.
This section automatically updates as the PCI is
saved, no information should be added or deleted
from here.
Allowances
PCI’s are created for both Owner and Trade allowances. The PCI’s are used to track
the work and costs performed as part of the allowance. These PCI’s are typically
setup at the time the allowance is created, be that at the beginning of the Project or
when the subcontract is posted.
Trade Allowances are treated much like In Scope changes while Owner Allowances
are treated much like Out of Scope Changes.
Creating Allowances
To create an Allowance PCI (Owner or Trade):
1.
2.
3.
4.
5.
Version 1.8
Select Insert Record from the Enter Potential Change Items application
Select the type of Allowance from the Type field
Enter the status
Enter a Description for the Allowance
Select the Save/Refresh button
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Complete the General tab by:
1. Select the proper entry from the Allowance field
a. Select In Scope for Trade Allowances
b. Select Out of Scope for Owner Allowances
i. Save the record if you select Out of Scope so that the Owner
Allowance Amt field becomes available for editing.
c. T&M is utilized when the Owner or Gilbane wants to track costs on an
Out of Scope Change
i. Note that while this is not a true allowance it utilizes the
Allowance Tracking module to track costs specific to the
change
2. Enter the Owner Allowance amount if the PCI is being created for an Owner
Allowance
3. Select Save/Refresh
You will complete the Detail tab just as you would normally however you will NOT
fill out the Estimated/ Quoted /Final amounts. The amount of the Trade/Owner
Allowance is setup at the time the subcontract is created. The Phase Code
associated with the allowance will contain either a TA (Trade Allowance) or OA
(Owner Allowance) Category Code.
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Be careful when selecting the Category Code.
There may be multiple selections in the List of
Values. Make sure you are selecting the proper
Allowance Category Code, TA or OA.
Trade Allowances do not require a Billing Code, if a
Billing Code is added it will generate a system error. If
the Printable box is selected the attachment will be
included on any documents created for the PCI.
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Managing Allowances
Once your Allowances are created you will utilize the Allowance Tracking application
to enter tickets for the work and costs that are being performed as part of the
Allowance. The Allowance Tracking application is launched by selecting the
Allowance Tracking button from the Detail tab of your Allowance PCI.
To enter tickets:
1. Select Insert Record
2. Complete all of the fields that you have information for
a. As the ticket progresses you will continually come back to the line
item to update the details
3. Select the Save button
Estimated, Invoiced and Approved Amount act like
Estimated, Quoted and Final Amounts on the Detail tab.
The system takes the right most value as the current
applicable amount for the ticket.
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As you enter tickets on the Allowance you will see the Projected Balance and
Projected to Date amounts calculate to show you the current financial status of the
Allowance.
Once you have completed updating the line item and saved your changes click the
Accept button. Clicking the Accept button will update the PCI with the changes you
have made.
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Overages on Allowances
If you exceed the Allowance amount the overage amount will be carried forward to
the Estimated field on the Detail tab and also displayed in the Total Budgeted and
Final Amount fields of the PCI. If the PCI is for an Owner Allowance the Total Billing
will also populate.
In the above example a Trade Allowance is $4,900 dollars over
the budgeted amount.
You will be able to create an SCO to amend the contract for the overage amount.
You should only create the SCO once you are ready
to close the Allowance. Once the SCO is created
further updates in the Allowance Tracking
application will not register on the PCI or SCO.
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3. Create RFQ
RFQ’s are created using the Print RFQ link on the Details tab. When this option is
selected an RFQ will be created using the standard Gilbane template. The template
is populated based on the detail entered in the PCI and will populate with the
information from the RFQ Contact, Due, Sent and Received Dates from the detail
line.
The RFQ will be created for the line item you have
selected. In the above example the RFQ would be
created for Emcor (EMCGRO01)
The creation of the Gilbane templates for RFQ’s, ATP’s,
OCO’s and SCO’s are all created via DocBuilder, a
Gilbane developed document program. Additional
resource materials outlining DocBuilder’s use are
available at:
http://gilbaneco.com/univeristy/cmic/operations/docb
uilder/docbuilder.pdf
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4. Create Authorization to Proceed
Authorizations to Proceed (ATP) serve as an intermediate approval step on behalf of
the Owner. ATP’s are used to signal that, yes the work can continue but,
negotiations are still ongoing in terms of scope and final price.
ATP’s are created on the General tab of the PCI. If the PCI is already part of an ATP
then the ATP # field will be populated with the ATP number. To create a new ATP
and associate this PCI, select Create ATP.
You can associate the PCI with an existing ATP by
selecting it from the ATP # field. Clicking ATP will
launch the ATP applications and load the associated
ATP
Remember, you can also access existing ATP’s from the
ATP log.
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To create a new ATP:
1.
2.
3.
4.
5.
6.
7.
8.
Select the Insert Record button in the ATP block
Enter a Title
Enter a Description
Select the Class
a. External is selected for Out of Scope
b. Internal is selected for In Scope
c. Transfer is selected for Budget Transfer
Select the Status
a. A = Active
b. C = Completed
c. H = On Hold
d. R = The ATP has been revised and has or will be resubmitted
e. S = Submitted to the owner
f. V = Voided
g. X = Rejected by the owner
Enter the Created dates
Enter the requested date extension in days
Click Save and Refresh
The ATP # will automatically populate when you save.
The Sent Date field will automatically populate on
the printed ATP as the Date of Issuance. Make sure
you populate this field prior to printing your ATP.
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To associate a PCI (‘s) with the ATP:
1. Select the Insert Record button in the PCI block
2. Select the PCI number
a. Only non-Posted PCI’s not associated with an ATP will be available for
selection
3. Select the Save/Refresh button
Printing an ATP
ATP’s can be printed by selecting the Print ATP action button. This will create an ATP
using the standard template and the details from the specific ATP. This can then be
sent to the Owner for approval.
The creation of the Gilbane templates for RFQ’s, ATP’s,
OCO’s and SCO’s are all created via DocBuilder, a
Gilbane developed document program. Additional
resource materials outlining DocBuilder’s use are
available at:
http://gilbaneco.com/univeristy/cmic/operations/docb
uilder/docbuilder.pdf
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Updating an ATP
As the ATP is processed you will continually update it with its latest status and
details. Fields that are commonly updated include:
Field
Approved
Amount
Status Code
Sent Date
Approved
Date
Days
Extended
Description
This is the total amount that was approved by the Owner. This field
does not automatically calculate. The user should sum the total
approved items and place the amount in this field.
As the ATP progresses the Owner will make a decision on it. The
available statuses allow the project team to note the owner’s
response.
The date the ATP is sent to the Owner is entered here.
The date the Owner approves the ATP.
The number of extension days for the associated PCI’s.
If you change the Status Code to
Completed/Approved it will update the Detail and
Header status of all PCI’s to Proceeding with
Authorization (PWA).
In order to see this change you must select
Save/Refresh on the PCI screen.
5. Update PCI
As updates come in you will need to constantly update the PCI with the most up to
date information. This includes updating quoted amounts from the Subcontractors,
adding or removing detail lines, updating scopes, and changing of the status of the
PCI. It is important to remember to constantly update your PCI’s to ensure the most
up to date is available for individual review and overall reporting.
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6. Create Owner Change Order
Owner Change Orders (OCO’s) serve as final approval on behalf of the owner for Out
of Scope PCI’s. In Scope PCI’s are not associated with an OCO and instead are just
Posted (discussed later in this manual).
Multiple PCI’s can be included on a single OCO and the Owner has the ability to
approve individual PCI line items while rejecting others. In this section we will
review how to assign PCI’s to an OCO and how they can be approved or rejected and
the impact of those actions.
Creating an OCO
When this button is selected it allows you to create an Owner Change Order (OCO)
for the PCI. To create the OCO by using this button:
1. Click Owner CO in the PCI Information block of the PCI
Remember, you can also access existing OCO’s from
the OCO log.
2. Select New Owner CO
a. If the PCI was already associated with an OCO you would be brought
to the OCO when selecting the Owner CO button
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3. Enter a Description for the OCO in the title field
a. The next sequential Owner CO# will be auto-assigned
4. Click Process
A new OCO will be created with the number that was entered in the Owner CO #
field. The system will display the Prepare Owner Change Order application for the
newly created OCO.
When you select the Owner CO button on a PCI that has
already been associated with an OCO the system will
launch the Prepare Owner Change Order application and
display the applicable OCO.
You can navigate directly to the Owner Change Order
screen by selecting Prepare Owner Change Order from the
tree menu in CMiC.
To associate PCI’s with this OCO:
1. Select the Change Items tab
2. Select the Add PCI button
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3. Place a check mark in the Select box for each PCI you wish to associate with
the OCO
a. Users can select from non-Posted Out of Scope and Owner Allowance
PCI’s that are not currently associated with an OCO.
4. Click Accept
Make sure you select Save and Refresh after
selecting your PCI’s.
Summary Tab
The Summary tab displays the total dollars and day’s impact for all PCI’s included in
the OCO as well as the key dates in the lifecycle of the OCO.
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Key fields include:
Field
Days Impact
Issued Date
Executed
Date
Post Date
Description
The total number of days the schedule will be pushed out is
entered here. This total will be used to calculate the new
substantial completion date on the OCO.
The date the OCO was sent to the Owner. This date will be
displayed on the system generated OCO.
The date the Owner signed the OCO.
The date the OCO was posted in the system. This date will
automatically populate when you Post the OCO.
Received Date The date we received the signed OCO from the Owner.
These dates do not affect the Project dates entered in
Project Setup.
Text Codes and Distribution Tabs
These tabs are not used by Gilbane.
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Printing an OCO
OCO’s are printed in a similar fashion to ATP’s and RFQ’s. Users have the ability to
print an OCO Draft or a standard OCO from the Owner Change Order block in the
OCO. OCO drafts are used by some project teams in lieu of an ATP and state that
final authorization for payment will come later. Standard OCO’s contain the final
language, amounts, and approval from the owner for the change.
The creation of the Gilbane templates for RFQ’s, ATP’s,
OCO’s and SCO’s are all created via DocBuilder, a
Gilbane developed document program. Additional
resource materials outlining DocBuilder’s use are
available at:
http://gilbaneco.com/univeristy/cmic/operations/docb
uilder/docbuilder.pdf
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Updating OCO’s
Owners have the ability to approve all PCI’s associated with an OCO or to select
specific PCI’s that will be approved. If an Owner rejects or puts a PCI on hold then
the user will remove the PCI from the Owner Change Order by selecting the PCI from
the Change Items list and then clicking Remove PCI.
Note that OCO’s do not have a status; they are simply containers that PCI’s are put
in so that Gilbane can receive sign off from the Owner. It is the status of the
individual PCI’s that dictate where the costs are allocated on the Contract Forecast.
OCO’s are either Open or Posted.
7. Posting
Posting PCI’s completes the change management process and finalizes the details in
the PCI. Posted PCI’s can no longer be updated and their amounts/details are
locked. Users have two ways of Posting PCI’s, through an OCO or through the PCI
itself.
Out of Scope PCI’s are Posted by Posting the associated Owner Change Order. All
other Change Order Types can be Posted directly from the Enter Pending Change
Items application.
Once an item is Posted the changes within it are
final and no further updates can be made to the
record.
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Posting PCI’s
In Scope, Back Charge and Budget Transfer PCI’s can be Posted directly from the
Enter Change Item application, which is accessed by selecting a PCI from the PCI Log
or by selecting the Enter Pending Change Item option from the tree view.
Once you have accessed the PCI the Post button is available in the PCI Information
block.
In order to initiate the Post PCI process the Header
Status must be Approved (APP).
In order for Line Items on the PCI to be Posted their
Detail Status must be Approved (APP)
After selecting the Post button a Post dialog box will appear, click Proceed to
complete the Posting process.
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Posting a PCI with Unapproved Line Items
You can only Post PCI’s line items that are in an Approved (APP) status. If you have
line items in any status other than APP when you select the Post button you will
receive the following message:
In the above example the Line Item for EMCGRO01 is in
Potential (POT) status.
In this situation the Approved (APP) line items will be placed on a new PCI,
designated with the current PCI number followed by a revision number (i.e. IS00002-1, -2, -3, etc.), and that PCI will be Posted The original PCI will remain open
with only the line items that were NOT in Approved status.
In our example the Line Item for JC02 will be placed on PCI IS00002-1 and Posted. The Line Item for EMCGRO01 will remain
on PCI IS-00002 and will remain in Potential status.
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Posting an OCO
Out of Scope PCI’s must be Posted via an OCO. Prior to Posting the OCO you must
make sure the header status of the associated PCI’s is set to Approved status.
When the OCO is Posted all associated PCI’s will also be Posted. The Post button is
located on the Owner Change Order block of the OCO.
When you select Post a dialog box will be displayed to confirm the Posting, select
Proceed to complete the Posting process.
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Posting an OCO with Unapproved Line Items
When you select Post on the OCO screen the system validates that all line items on
the included PCI’s are in Approved (APP) status. If an included PCI has a line item
that is not in Approved status then the system will generate a warning.
In the above example, PCI OS-00014, the first line item for
EMCGRO01 is in Potential (POT) status while the second is in
Approved (APP)therefore a warning is displayed when the Post
button is selected.
In this situation the Approved (APP) line items will be placed on a new PCI,
designated with the current PCI number followed by a revision number (i.e. OS00002-1, -2, -3, etc.), and that PCI will be Posted as part of the Posted OCO. The
original PCI will remain open with only the line items that were NOT in Approved
status and therefore not Posted along with the OCO.
In our example the first line Item for EMCGRO01 was in Potential
(POT) status. It will remain on the original PCI, OS-00014 that
will remain Un-Posted. PCI OS-00014 will no longer be
associated with the OCO.
The second line item for EMCGRO01 was in Approved (APP)
status. It was moved to PCI OS-00014-1 and Posted as part of
the Posted OCO.
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8. Enter Subcontractor Change Orders
Subcontractor Changed Orders are utilized to update a Subcontractors scope of
work and their overall contracted amount. A Subcontractor Change Order is entered
when the project team is ready to amend the contract. This is typically after all
approvals have been received and all PCI/OCO’s have been Posted.
Entering and Posting changes to a Subcontractors contract allows them to be paid
for the additional services they are provided. Posting a Subcontract Change Order
will also move the costs into the Spent/Committed portion of the Contract Forecast.
To create an SCO:
1.
2.
3.
4.
Access the PCI from the Log or Enter Pending Change Item application
Navigate to the Detail tab
Select the line item you wish to create an SCO for
Select the SCO button
We would not need to create an SCO for the GBCO line
item.
5. Select the New SCO button from the dialog box to launch the Enter
Subcontractor Change Order Maintenance Application
If the line item were already associated with an SCO then
CMiC would display that SCO as opposed to displaying the
dialog box.
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6. Enter the Title for the SCO
7. Enter the Scope of Work
8. Select the Save button
Updating SCO’s
Once your SCO is created you can then make updates as it is processed. These
update can be made to both the General and Detail tabs. The Text Codes, Free
Form and Attachment tabs are not used by Gilbane.
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General Tab
The General tab contains several fields that are used to manage the SCO and
populate the amendment that is generated. These fields include:
Field
Title
Scope of Work
SCO Date
Issued Date
Description
The subject of the SCO.
The work to be performed by the subcontractor.
The date the SCO was created.
The date the SCO was sent to the subcontractor.
Executed Date
The date the subcontractor signed the amendment.
Received Date
The date Gilbane received the SCO from the subcontractor.
Signature/Title The name and title of the Gilbane employee authorizing the
change.
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Detail Tab
The Detail Tab contains the PCI line items that are associated with the SCO. From
here users can add additional PCI’s to the SCO by:
1. Selecting the Insert Record button
2. Choose the PCI/Line Item you wish to include
3. Selecting the Save button
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Printing SCO’s
Users can print contract amendments by selecting the Print option from the General
tab of the SCO. Doing so creates the contract amendment based on the detail
entered on the SCO.
After selecting Print the amendment will be displayed.
The creation of the Gilbane templates for RFQ’s, ATP’s,
OCO’s and SCO’s are all created via DocBuilder, a
Gilbane developed document program. Additional
resource materials outlining DocBuilder’s use are
available at:
http://gilbaneco.com/univeristy/cmic/operations/docb
uilder/docbuilder.pdf
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Posting an SCO
The Post button is available on the General tab of the SCO.
Posting an SCO commits the costs to the subcontract and allows the subcontractor
to bill for the work. After selecting the Post button click Proceed on the dialog box
to Post the SCO.
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Reports
CMiC contains a large variety of reports that users can initiate to view details about
groupings of records within the system. SSRS reports utilize a real time link to the
data in CMiC and are ideal for providing up to the minute details on a Project. These
reports are accessed by selecting the Project Controls Report List from the Project
Control Reports folder.
All available reports are listed on this page and a report can be launched by selecting
it from the list.
You can view a conversion table that shows JDE reports
to their new CMiC counterpart by going to
http://www.gilbaneco.com/university/cmic/operations/
document/jdetocmicreports.xlsx
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Entering Report Details
Once you have selected a report you will be able to enter the filters that you would
like to use to run the report. This allows the user to specify exactly which records
should be retrieved by the system. Prior to selecting your filter you must select your
Project and Job.
To do so:
1. Select your Project
2. Select the Job you wish to view the report for
3. Enter in your filtering criteria to the available fields and
a. The available fields for your filter will vary by report but the process
for entering the data remains the same.
4. Click View Report to view your output.
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Report Toolbar
The Report Toolbar allows you to export data, search for specific records, and
refresh your results based on new data or updates to your criteria.
Button
Previous / Next Pages
Search Box
Description
Displays the first, previous, next, or last page of the
report.
Users can search based on the text in the report. When
Find is selected a “contains” search will be performed.
If there are multiple instances of the search term you can
use the Next button to navigate between them
Exports the report to Excel or other format such as PDF
or Word
Initiates the report again to incorporate any recently
updated records that now meet the criteria.
Export
Refresh
If you are downloading a report to excel that is NOT a
downloadable report you will be unable to filter and
sort that report. You must use the Downloadable version
for an editable version.
Appendix
Step by Step Instructions
These instructions provide the steps needed to perform a variety of functions within CMiC.
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Creating a Subcontract:
1. Navigate the folder tree to Project Controls, Subcontract Management, Contracts, and then
Enter Subcontract/Change Order.
2. Within the Subcontract Information block select the Insert record icon.
3. Select the
for a list of Vendors.
4. Enter description for Contract and hit Save
and the contract number will auto
populate.
5. Select the
(Regular, Short Form, Purchase Order, Regular Consultant
Agreement, Short Consultant Agreement).
6. Fill in Scope of work on the Summary Tab and click
7. Select General Tab and click on the
list or you can select
and follow the prompts. PLEASE NOTE THAT THIS WILL ONLY ADD A CONTACT AT THE PROJECT
LEVEL!
8. Select the Schedule of Values tab, Click the Insert Record, enter task number 001, fill in Task
Description (i.e. Plumbing, Millwork, etc.), select phase code from drop down, select Category from
Drop down (Trade Contract (TC), Owner Allowance (OA), or Trade Allowance (TA).
9. Select Weight/Measure from drop down (i.e. $, CY, LS), Enter Amount.
10. Input in the long description for which you want to identify with the associated line item within
the SOV.
10. Select
11. Select
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In Scope (IS):
1. Navigate the folder tree to Project Controls, Change Management, Change Orders and then
Enter Pending Change Item.
2. Within the PCI information block select the insert record icon.
3. Select the
to select the Type; in this instance IS for In Scope.
4. Select the
to select the Status.
5. Place your cursor in the empty box next to PCI NO: and enter in a description. IT IS BEST
PRACTICE TO BEGIN THE DESCRIPTION WITH WHAT SOURCE IS THE CAUSE OF THE PCI i.e. (RFI001, ASI-001, PR-001, etc…).
6. Click the
icon, CMiC with auto-assign PCI #.
7. Select the General Tab and enter in all applicable information including scope description source
type, start date, days impact, etc… Click on
before leaving the tab.
8. Select the Detail tab inside the PCI information block.
9. Click the insert Record icon in the Detail tab.
10. Select the Vendor & Contract from the drop down list (The contract will auto fill if you have
only issued one (1) subcontract to that particular vendor).
11. Select Phase and Category from the drop down list, and enter in any value known at the time of
entry, i.e. Estimated, Quoted, or Final and click the
icon.
12. The status codes for the PCI will auto populate based on the header status chosen. To choose
a different detailed status for the line item, simply click on the arrow and a list of values will come
up for you choose from.
13. Scroll to the right and enter in a long description, RFQ Contact, RFQ due date, RFQ sent date,
etc… if applicable at the time of initial data entry.
14. Select the
icon once completed.
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Out of Scope (OS):
1. Navigate the folder tree to Project Controls, Change Management, Change Orders and then
Enter Pending Change Item.
2. Within the PCI information block select the insert record icon.
3. Select the
to select the Type; in this instance OS for Out of Scope.
4. Select the
to select the Status.
5. Place your cursor in the empty box next to PCI NO: and enter in a description. IT IS BEST
PRACTICE TO BEGIN THE DESCRIPTION WITH WHAT SOURCE IS THE CAUSE OF THE PCI i.e. (RFI001, ASI-001, PR-001, etc…).
6. Click the
icon, CMiC with auto-assign PCI #.
7. Select the General Tab and enter in all applicable information including scope description source
type, start date, days impact, etc… Select the
button before exited this tab.
8. Select the Detail tab inside the PCI information block.
9. Click the insert Record icon in the Detail tab.
10. Select the Vendor & Contract from the drop down list (The contract will auto fill if you have
only issued one (1) subcontract to that particular vendor).
11. Select Phase and Category from the drop down list, and enter in any value known at the time of
entry, i.e. Estimated, Quoted, or Final and click the
icon. The billing amount will auto
populate for all out of scope changes.
12. The status codes for the PCI will auto populate based on the header status chosen. To choose
a different detailed status for the line item, simply click on the arrow and a list of values will come
up for you choose from.
13. Scroll to the right and enter in a long description.
14. Once final amounts have been received and negotiated, prior to OCO, you must calculate mark
up’s for CDI, Fee and Insurance or taxes, etc. Select the
button and the phase codes
with amounts will be added to the change. Be sure to save. To see this information look in the
billing amount column. THE MARKUPS WILL BE SET UP AT THE BEGINNING OF THE PROJECT.
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Back Charge (BC):
1. Navigate the folder tree to Project Controls, Change Management, Change Orders and then
Enter Pending Change Item.
2. Within the PCI information block select the insert record icon.
3. Select the
to select the Type; in this instance BC for Back Charge.
4. Select the
to select the Status.
5. Place your cursor in the empty box next to PCI NO: and enter in a description. IT IS BEST
PRACTICE TO BEGIN THE DESCRIPTION WITH WHAT SOURCE IS THE CAUSE OF THE PCI i.e. (RFI001, ASI-001, PR-001, etc…).
6. Click the
icon, CMiC with auto-assign PCI #.
7. Select the General Tab and enter in all applicable information including scope description source
type, start date, days impact, etc… Select
before exiting the tab.
8. Select the Detail tab inside the PCI information block.
9. Click the insert Record icon in the Detail tab.
10. Select the Vendor & Contract from the drop down list (The contract will auto fill if you have
only issued one (1) subcontract to that particular vendor).
11. Select Phase and Category from the drop down list, and enter in any value known at the time of
entry, i.e. Estimated, Quoted, or Final and click the
icon.
12. The status codes for the PCI will auto populate based on the header status chosen. To choose
a different detailed status for the line item, simply click on the arrow and a list of values will come
up for you choose from.
13. Scroll to the right and enter in a long description.
14. Select the
icon once completed.
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Trade Allowance (TA):
1. Navigate the folder tree to Project Controls, Change Management, Change Orders and then
Enter Pending Change Item.
2. Within the PCI information block select the Insert record icon.
3. Select the
, in this instance TA for Trade Allowance.
4. Select the
to select the Status.
5. Place your cursor in the empty box next to PCI NO: and enter in a description. IT IS BEST
PRACTICE TO BEGIN THE DESCRIPTION WITH WHAT SOURCE IS THE CAUSE OF THE PCI i.e. (RFI001, ASI-001, PR-001, etc…).
6. Click the
icon, CMiC with auto-assign a PCI#.
7. Select the General Tab in the PCI information block.
8. Select the
drop down box and choose In Scope.
9. Be sure to enter in all other applicable data while in the General Tab.
10. Click the
icon.
11. Select the Detail tab inside the PCI information block.
12. Click the Insert Record icon in the Detail tab.
13. Select the Vendor and the Contract from the drop down list (The contract will auto fill if you
have only issued one (1) subcontract to that particular vendor).
14. Select the Phase, and Category in this instance would be TA for Trade Allowance (DO NOT
ENTER IN ANY INFORMATION IN THE ESTIMATED AMOUNT, QUOTED AMOUNT, OR FINAL
AMOUNT BOXES).
15. The status codes for the PCI will auto populate based on the header status chosen. To choose a
different detailed status for the line item, simply click on the arrow and a list of values will come up
for you choose from.
16. Click the
icon.
17. Stay in the Details Tab and click the
18. The below window will appear.
button.
19. Click the Insert record icon.
20. Enter in Ticket #, Ticket date, Invoice #, Invoice Date, and any other information known at the
time of entry (Estimated Amount, Quoted Amount, Final Amount i.e.…).
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21. Click Save
and entered information will automatically populate into the Projected Balance
and Projected to Date boxes above.
22. Click the
button and exit the window by selecting the
located next to the save
button. This will update the details tab for the PCI and reflect if there are any overages in the PCI
details.
23. Select the
button on the PCI screen. Your header detail will be updated to
include the Total Budgeted amount of the overage should you have any.
24. Note to Remember “Nothing will show up in the detail tab on the PCI information block until
you have exhausted the original allowance amount within the original subcontract unless no
allowance amount was set up during the issuance of the subcontract.”
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Owner Allowance (OA):
1. Navigate the folder tree to Project Controls, Change Management, Change Orders and then
Enter Pending Change Item.
2. Within the PCI information block select the Insert record icon.
3. Select the
, in this instance OA for Owner Allowance.
4. Select the
to select the Status.
5. Place your cursor in the empty box next to PCI NO: and enter in a description. IT IS BEST
PRACTICE TO BEGIN THE DESCRIPTION WITH WHAT SOURCE IS THE CAUSE OF THE PCI i.e. (RFI001, ASI-001, PR-001, etc…).
6. Click the Save icon, CMiC with auto-assign a PCI#.
7. Select the General Tab in the PCI information block.
8. Select the
drop down box and choose Out of Scope.
9. While still in the General Tab it is important to also enter the Owner Allowance Amount in the
box on this screen, as this is the trigger that will populate the OA amount once you are in the
allowance tracking module.
10. Click the
icon.
11. Select the Detail tab inside the PCI information block.
12. Click the Insert Record icon in the Detail tab.
13. Select the Vendor and Contract from the drop down list, (The contract will auto fill if you have
only issued one (1) subcontract to that particular vendor).
14. Select the Phase and Category in this instance would be OA for Owner Allowance (DO NOT
ENTER IN ANY INFORMATION IN THE ESTIMATED AMOUNT, QUOTED AMOUNT, OR FINAL
AMOUNT BOXES).
15. The status codes for the PCI will auto populate based on the header status chosen. To choose
a different detailed status for the line item, simply click on the arrow and a list of values will come
up for you choose from.
16. Stay in the Details Tab and click the
17. The below window will appear
18. Click the
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19. Enter in Ticket #, Ticket date, Invoice #, Invoice Date, and any other information known at the
time of entry (Estimated Amount, Quoted Amount, Final Amount i.e.…).
20. Click Save
and entered information will automatically populate into the Projected Balance
and Projected to Date boxes above.
21. Click the
button and exit the window by selecting the
located next to the save
button. This will update the details tab for the PCI and reflect if there are any overages in the PCI
details.
22. Select the
button on the PCI screen. Your header detail will be updated to
include the Total Budgeted amount of the overage should you have any.
23. Note to Remember “Nothing will show up in the detail tab on the PCI information block until
you have exhausted the original allowance amount within the original subcontract unless no
allowance amount was set up during the issuance of the subcontract.”
Budget Transfer (BT):
1. Navigate the folder tree to Project Controls, Change Management, Change Orders and then
Enter Pending Change Item.
2. Within the PCI information block select the insert record icon.
3. Select the
to select the Type; in this instance BT for Budget Transfer.
4. Select the
to select the Status.
5. Place your cursor in the empty box next to PCI NO: and enter in a description.
6. Click the
icon, CMiC with auto-assign PCI #.
7. Select the General Tab and enter in all applicable information including description, etc.
8. Select the Detail tab inside the PCI information block.
9. Click the insert Record icon in the Detail tab.
10. DO NOT select a Vendor or Contract from the drop down list as the BT is not intended to
modify scope or contract commitments.
11. Select Phase and Category from the drop down list and enter in the value to be transferred as a
negative value and click the
icon. The billing amount will auto populate.
12. Select Phase and Category from the drop down list (this would most likely be a TA or OA, not a
TC), and enter in the value to be transferred as a positive value, equal to the negative amount
entered in the previous line, and click the
icon. The billing amount will auto populate.
13. The PCI should be a ZERO DOLLAR PCI, verify.
14. (Needs to be verified) If an Owner approval is required, create an OCO or an ATP as described
in the associated how-to(s).
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Creating/Printing an RFQ:
1. Navigate the folder tree to Project Controls, Change Management, Change Orders and then PCI
Log.
2. Select the PCI by clicking on the HYPERLINK or underlined BLUE PCI #.
3. Once in the PCI click on the Details Tab within the PCI information Block.
4. Select the Detail Tab and scroll all the way over to the far right and you will see three (3) text
boxes (RFQ Sent To, Sent Date, and Return Date).
5. Enter the RFQ contact and the sent date, due date may be required if the parameters are
entered. It is important to remember to enter in all applicable dates to ensure the reports
populate properly.
6. To print the RFQ, select the
HYPERLINK located on the Detail tab bottom toolbar.
7. You will be taken to a pop up window asking for your username and password. To access doc
builder your username and password are the same as your Gilbane network username and
password.
Creating an Authorization to Proceed (ATP)
Navigate the folder tree to Project Controls, Change Management, Change Orders and then PCI
Log.
Select the PCI, within the general tab of the selected PCI click on the
hyperlink under the ATP #
box.
A pop up window will appear, click the to insert a new record.
Enter a title and description for the ATP.
Select a
either “I” internal for an in scope change or “E” external for an out of scope
change or “T” transfer for a budget transfer.
Select a
.
Click the
button and the ATP should automatically number.
In the PCI block click insert record.
In the new line, select the PCI(s) that will be included in the ATP by clicking the arrow/LOV under
PCI# and select the
button.
The detail lines of the PCI will automatically populate in the PCI detail block below and the
requested amount will populate in the requested amount field.
After approval, the ATP can be accessed from the general tab of any PCI linked to the ATP.
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Creating and posting an Owner Change Order (OCO):
1. Navigate in the folder tree to Project Controls, Change Management, and then PCI Log.
2. Select the PCI for which you would like to prepare an Owner Change Order.
3. Click the
button and the below alert message will appear.
4. Select the New Owner CO button and another dialog box will appear. Type in the title of the
OCO and click the
button.
5. You will be taken to the Owner Change Order window. The new OCO you have created will
automatically populate with the information from the PCI detail’s tab. Be sure to also enter in all of
the applicable dates (issue date, sent date, received date, executed date, etc…).
6. To verify the information is populating correctly, select the Change Items tab.
7. Once the OCO has been approved by the owner select the
prompted to change status to APP=Approved.
8. Continue by selecting the
be changed to APP = Approved.
button and you will be
button. Your individual detail line items will all automatically
9. Once item is marked approved you can select the
button. Enter in the posted date and
select the
button. You will receive a pop up window notifying you that your information
posted successfully.
10. The posted date of the OCO should auto populate into the post date block located on the
Summary Tab of the OCO.
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Creating and posting a Subcontract Change Order (SCO):
1. Navigate in the folder tree to Project Controls, Change Management, and then PCI Log.
2. Select the PCI for which you would like to prepare a Subcontractor Change Order.
3. Click on the Details Tab within the PCI information block.
4. Once in the Details Tab, select the detail line item within the PCI for which you would like to
create a Subcontractor Change Order For. The line will be highlighted in blue.
5. Once the detail line is selected click on the
button and the following pop up window will
appear.
6. Click the New SCO button and you will be taken to the Subcontractor Change Order
Maintenance window.
7. In the General Tab enter in all pertinent information (Title, Scope of work, dates, etc…) and click
the
button located in the top toolbar.
8. Go to the detail tab and you will see that all of the information from your PCI detail line item
should have automatically populated. To add another Item to the SCO, simply click on the insert
record icon and you will be given a list of PCI’s that are linked to that particular vendor.
9. Select the
hyperlink located at the bottom of the general tab for review prior to posting.
(THERE IS NO PROOF MODE IN CMIC SO TRIPLE CHECK ALL OF YOUR INFORMATION ON THE
PRINTED SCO PRIOR TO POSTING).
10. Once all of the information has been reviewed by the proper Gilbane representative, select the
button. (PLEASE NOTE THAT YOU WILL NOT BE ABLE TO POST AN “OS” PCI WITHOUT
HAVING AN APPROVED/POSTED “OCO”.)
11. You will be prompted to enter in your posting date and hit the
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Printing Reports
1. Navigate in the folder tree to Project Controls, SSR Reports, and click on Project Controls Report
List.
2. You will be presented with the following pop window:
3. Enter in your Gilbane Network username and password.
4. You will then be taken to Project Controls Report List to choose any of the following:
5. Select any of the hyperlinks and follow the prompts.
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Accessing the Contract Forecast Module within CMIC
1. Navigate in the folder tree to Job Costing, Forecasting.
2. Select Contract Forecast.
3. Select the
to bring a drop down box that will contain all of the contracts.
4. Select the particular contract you wish to view and it will be highlighted GREY.
5. Click the Ok button.
6. Check to make sure the
you wish to view is selected. The periods are
listed as numerical values that correspond to the months of the year (1=January, 2=February,
etc…).
7. Click then
button.
8. PLEASE NOTE THAT THE CONTRACT FORECAST THAT WILL BE SHOWN WILL DEFAULT TO THE
LAST ENTRY THAT WAS DONE BY ANY USER. TO FORECAST OUT ANY CHANGES THAT WERE JUST
ENTERED YOU MUST CLICK THE
BUTTON ON THE BOTTOM OF THE SCREEN.
9. You will receive the below alert screen that asks you to make sure you are ok with refreshing all
values.
10. Select Yes and your contract forecast will be refreshed.
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Accessing the Contract Forecast Module within Excel
1. This requires a Remote Desktop icon
that will be pushed to your Local Desktop by GTG.
2. Double click the CMiC Excel RDP icon.
3. You will be prompted with a security notification.
4. Log in using your Gilbane network login.
5. Once the Remote Desktop loads, double click on the
icon.
6. Click the ETC Forecast tab and select “Login”.
7. Login in using your CMiC login.
8. Once the forecasting tool has loaded, select the Contract, Hierarchy, Year, and Period and click
“Display Forecast.” See below screen shot for further information.
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Creating PM Change Management Mark up Calculations
1. Navigate in the folder tree to Project Controls, Change Management, Local Tables.
2. Select PM Change Item Mark-up rules.
3. Inside the
type in the job#.
4. Within the rules information block, select the to insert a new rule.
5. Type in the Order, Description, Rounding Rule, Rounding Method, & Level of mark up.
6. Once the information has been entered click the
save icon.
7. Then in the Details information block, select the to insert the details of your mark ups
8. Select the job, phase, & category for which you would like the mark-up to be calculate on as well
as the job, phase, & category you want the mark up to be allocated on.
9. Enter in markup rates as prescribed based on the Gilbane/Owner contractual agreement.
10. See below screen shot for additional information.
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