Cont Admin Overview

8/9/2019 Cont Admin Overview

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Abdalla ElDaoushy, Institute of National Planning, Cairo, EGYPT

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TrackExpedition Software & Business Needs

Submittal Reviews

and determine the impact on theSchedule.

Manage Design-Changes and distribute Contract-Drawings-Revisions to Contractors.

Review Change-Orders for financial and technical impact(Cost & Time Impact) and make recommendations to theClient.

Forecast Project Budget (due to different changes).

Communicate up to date Project Details to the Clients.

It is a complete Company Solution based on the concept thatthe Data Stream from the

Expedition Software

Field Personnel on the Site to theTop Executive in the Office

is linked together to form avalidated, comprehensive picture of the Project.

o Expedition accelerates the Review Process.o It keeps everyone informed.o It gets the Answers you need.o It simplifies your Project Schedule.o Expedition enables sending documents from the Job

Site to the Home Office and vice-versa.o Expedition enables to share information with all

Participants.o Received Documents are added to the Project

Database --- reduces data entry.o E-mail Queue sends multiple documents all at once.o Uses current e-mail system.


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o Creating or using predefinedManaging Project Costs: Cost Codes & Titleso Creating Cost Worksheet grouped by CSI

(Construction Specification Institute) Division or

Category (see later).

.

o Types of Cost Documents: CO: Change Order CON: Contract COR: Change Order Request EST: Estimate INV: Invoice PO: Purchase Order PCO: Proposed Change Order RQS: Requisition . . .

Communicationo Save Time. :o Get the look that you want.o Show Project Status.

Key Benefitso Improve Project Information Flow.:o Provide one Central Location for Project Data.o Reduce Errors.o Controls and Manages Work Flow.

How Do You Benefito

Same Page, Same Time.

?

Everyone can see different views of the samedata.

Consistent data regardless of how it is entered. Data is viewed by the tool each person is

comfortable using.


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Project Documents & Budget Control

Two Essential Components

1.

:

Track Submittals

o Reviews and Approvals.o Ensures Materials are perfectly to Specifications.

2.Control Changes

a. From Initial Cost Estimate through Approval.b.Identifies impact on Project Costs and Project

Schedule (Time).

Hint:

Contract Changes & Submittals are the two keyelements that can slow down progressConstruction Project.

of a


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Definitions:

The Contract Documents could be classified into four

1.Main Documents (Contracts & Purchase Orders)

major types

as follows:

2.Cost Documents

3.Change Documents

4.Other Documents


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1.Main Documents

1.1 Contract

A Contract

is a written agreement between two parties inwhich one party agrees to perform specified work for anotherparty for a certain price.

The Contract usually involves Labor only or Labor &Materials.

It includes a Description of the work to be performed. A Contract usually includes a list of the Special Terms

and/or Conditions that apply to the Contract.

It also lists the Start & Finish Dates along with a NegotiatedPrice.

oThe Negotiated Price can be Lump Sum and/or UnitPrice.

Expedition gives you the complete up to date ContractStatus including Pending and Approval Changes.


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Printed Prime Contract:


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Printed SubContract:


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Printed Purchase Order:


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2 Project Cost Management

2.1 Cost Codes & Cost Worksheet

A Central Location where we can distribute and monitor ourProject Budgeted, Committed, Funding, and Actual Costs.

Use Cost Codes to break down costs in the CostWorksheet. For example, you may have a Contract of LumpSum $50,000.00 for which $25,000.00 is assigned for RoughCarpentry and $25,000.00 is assigned for Finish Carpentry

To track each Carpentrys Cost separately in the CostWorksheet, create 2 Cost Codes (Rough & Finish forexample) and assign $25,000.00 to each of them.

.

Some Companies base their Cost Codes on the Standard CSI(Construction Specification Institute) Codes.

The more meaningful you make the Cost Codes; the easier it isto analyze Cost Details.


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Example ofDistributing the Budget of the Project in the CostWorksheet using the Cost Codes

:

Cost Code(created)

Title Value

01 01040 OH Coordinate Construction $250,000

01 01300 VN Scheduling Software $7,000

02 02100 SC Excavation $50,000

02 02200 SC Earthwork andLandscaping

$160,000

02 02500 SC Paving $70,000

02 02700 VN Utilities Earthwork andPiping

$20,000

03 03400 VN Pre-cast Concrete $300,000

16 16100 SC Electrical System $113,000

16 16785 SC Security System $30,000

Total $1,000,000

2.2U

InvoicesU

It is a document for recording billing informationfor contracts and purchase order.

2.3U

Request for Payment (Requisition)U

A request for payment Ufrom Uthe contractor UtoU theowner for a portion of work performed, validated byschedule of values for the work performed, ormaterials installed since the last payment.


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2.4 Cost Categories

oBudgeted Costs represent the target or estimated costs foreach work item. It is usually contractually agreed uponand distributed to the Budget Section of the CostWorksheet.

o UCommitted costsCosts associated with

U

SubcontractsU

and/orU

PurchaseUOrdersU, distributed to the UCommitted SectionU of theUCost WorksheetU.

( )

o UActual CostIt is represented by the Requisition & Invoices received

and issued

o UFunding CostsTrack money from various services (City, State, andGovernment).


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Bud et

Chan e

Authorized

Funding

(Requisitions)

Cost Worksheet

Budget Committed Actual

Contracts

Chan es Purchase

Orders

Changes

Invoices

Payment

Requests

(Requisitions)


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You can distribute Contracts (or PO) Costs to the Budgeted,Committed, or Funding Section of the Cost Worksheet

asfollows:

o Use the Budgeted Section

for the total amountavailable to spend on the Project (usually betweenthe Owner & the General Contractor).

o Use the Committed Section

for amounts you haveagreed to pay someone else (usually between theGeneral Contractor & the SubContractors).

o Use the Funding Section

to cost out a Contractfunded by more than one resource.


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oThe amount of the contract contained when theproject started.

Original Amount

oThe amount due to a change in progress forwhich documents exist and approved.

Approved Amount

oDue to a change in progress for whichdocuments exist but are not approved.

Pending amount


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3 1BUChange ManagementU:

U

Tracking Contract Change Documents

After Project Parties accept a Contract or Purchase Orderand work begins, any

U

changesU

resulting from changedspecifications, scope of work, site conditions, orprojectscheduleaffect the initial contract costs.

The process of formally changing a contract requires severalsteps, each of which should be fully documented.

U

Expedition helps you to identify changes from initiationthrough resolution and compresses the time frame for theapproval process.

U

Projects Change Process

o UChange in condition (CIC)A Uchange documentU to notify someone of anunexpected change. (usually from SubContractor toGeneral Contractor).

oU

Request for Information (RFI) (Contractinformation)

A URequest for a change document U that asks for

information or clarification on some aspects (parts)of a project.

o UAnswer (ANS)A URequest change documentU to respond to a Requestfor Information (RFI).


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o Request for Proposal (RFP)A Proposal Change Document that asks a

SubContractor to provide an estimate ofrequirements to complete a change.

(Contract

information)

o Proposed Change Order (PCO)A Proposal Change Document that outlines aSubcontractor's price estimate of the cost tocomplete a proposed change.

(Contract

information)

o Change Order Request (COR)A Request Change Document to request action on arecognized problem.

(Contract

information)

oChange Order (CO)A Change Document to specify a redirection in plansor new work items, as well as any

(Contract information)

approved cost andeffort.


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CIC

RFI

ANS

RFP

PCO

COR

CO

CO

Subcontractor

Subcontractor

Contractor

Contractor

Contractor

Contractor

Owner

Design Professional

Subcontractor


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Documenting the Change Process

Page 25 ppts Anas Wahdan

CIC or RFI

REP or ANS

COR or PCOCost WorksheetPending Revision

COCost WorksheetApproved Revision

Add

Generate

Generate

Distribute

Cost

Collect Cost fromCORs or PCOs

Approved CO

CostAutomaticallyTransferred

Add


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4 Other Documents

o Punch List

A list of items that must be completed before theproject can be finished.

oU

SubmittalU

(Logs)

A Document that tracks items which must beU

reviewed and approvedU

before they can be used in aproject.

:

o UTransmittalU(Communication)A memo or cover letter that accompanies projectdocuments or items such as material samples.

Transmittals accompany items to indicate what,when , and why they were forwarded

o UDunning letterU(Communication)A letter to remind project participants to deliverspecific items or perform certain tasks.

o UCost CodesCodes used in the Cost Worksheet to classifydifferent types of work associated with a project.Once a project is underway, you can compareUbudgetedU, Ucommitted U, UfundingU, and UactualU costs foreach cost code.


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o(Logs)A term used to identify the company & person

responsible for an action item.

Ball in Court (BIC)

oCompanies & Contacts (Project Participants

This Module identifies each Player or Party to theContract. Use Contacts to track address, role, andphone identification.

)

o Issues (Project Participants)A "folder" that groups different documents relatedto a similar topic so you can access them in one placeinstead of searching for them across differentmodules.

Issues can include a wide range of project concerns,such as problems that must be resolved before a jobis completed, or conditions that can lead to changesor claims. Organizing project information by issueenables you to quickly review each problem thatmay affect the project schedule or costs atcompletion.


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Contracts & Engineering Drawings (Logs)

The Drawing Log ensures that everyone is building using thelatest Drawings and Specifications.

Expedition helps you to use the Drawings Log to manageyour Drawings, keep on top of the latest revision, and ensurethe distribution to all ProjectParticipants.

Tracking Contract Drawingso Compress the Drawing Approval Cycle.o Maintain an accurate history of revisionso Create and maintain Distribution Lists

Identify Copies Sent and Paper Size

For each Contact who will be receiving andreviewing Drawings, you can enter thepaper size and the number of copies for eachindividual.

o Relate Drawing Changes to Financial Changeso Create Transmittals for each Drawing Set sent for

review or distribution


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Steps for Managing Drawings1.Establish Drawings Sets

a. Drawings are usually contained in Sets foe easierdistribution, review, and record keeping. Typically,sets correspond to Phases such as Schematic,Issued for Bid, and Issued for Construction.

b. Categorize Standard Drawing Disciplines(AllProjects/Dictionaries/Drawings/Disciplines)

i. For example: Civil, Mechanical, Electrical,Structural, . . . etc

2. Define Distribution Lists (Define/Distribution List)Create Distribution Lists for Project Participantsinvolved in the Transmittal, Submittal, or ContractDrawing Processes

3.Create Multiple Drawings for each Discipline

4.Log Issued Drawings revisions

5.Package a group of Drawings as a Set of Drawingsa. Drawings are usually contained in Sets for easier

distribution, review, and record keeping. Typically,Sets correspond to Phases such as Schematic,Issued for Bid, and Issued for Construction.

b.When to Use?i. Log/Send revisions for:

1.Changes or RFIs2.Drawings for a Design Phase

6.Forward the Drawing Set for Review or Distribution

7.Update Drawings by Reviewers


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Hint:

Display from the Computer the Drawing Documents& Drawing Sets


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Linking Expedition to Primavera Schedule

Expedition used an ODBC link to:o Create Data Dictionarieso Define link to Schedule Fileo View current Project Scheduleo Refresh information in Expedition using Update Tools

Linking Submittal Schedule Dateso Use the Schedule tab to link activities defined in P3 or

P3e to Submittals.

o This determines when Submittals are required to beprepared and Approved (Required Start & RequiredFinish) before Construction Activities can begin.

o Enter the Lead Time (duration) and allow Expeditionto calculate the Start & Finish Dates for:

Delivery Time Fabrication Time

Release to Manufacture Approved Period Submittal Preparation

Hint:Show the above discussions on the Computer..


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Recording Project Events

Expedition enables to record Project Events throughMeetings Minutes and Daily Reports beside PrintingDaily Reports& Meeting Minutes

o Daily Reports (Logs)Expedition provides:

Report of Daily Work Activities,

Record Equipment used at the Site,Maintain Totals of Field-Force Labor,Keep a Daily Log of all Site Visitors,Track Materials Delivered to the Job Site,


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Printed Daily Report:


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o Phone Calls, Meeting, Correspondence, RFIs,and Notices (Communication)

We can use these modules for recording

information that may affect both the submittal andchange processes. For example, a change incondition may result in meetings, phone calls, andnotes, then letters and correspondence that lead to aformal contract change.

o Change Orders and Proceed Orders (ContractInformation)

Result from changes in the Scope of work, SiteConditions, or Schedule Delays. we can post costsassociated with these changes to the Cost Worksheetso we have a total financial picture of past eventsand projected future costs.

o Tracking & Statusing Submittals (Logs)Submittals include Contract Drawings, SampleMaterials, etc that need Approval. The Submittalsmodule helps to ensure Contract Compliance bytracking who received what and when they receivedit.


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oSubmittal Flow

Received Sent

Transmittal

CorrespondenceSent

Returned Forwarded

TransmittalDunning

Letter

Review/Approval

If Days Held> Planned


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Printed Submittal:


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Printed Insurance Certificate:


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Printed Punch List: