Page 1 of 8 Rev 04/03/2012 The Samet Way
Prolog Manager – Portfolio Manager Data Entry Process
Key Definitions
Portfolio Manager
Portfolio Manager
Key Work Tasks
– is where pertinent information on the project is stored. This provides one location for project status, contacts, and marketing information. Various departments can access this information for reporting and marketing.
1. Over the course of the project from award or PSA to completion and closeout, create and maintain a complete set of up-to-date project information.
Key Concept(s)
1. Global project data is used for multiple purposes and reports across the company.
2. The project team generates, enters and updates the data as it becomes available or changes during the life of the project.
3. Triggers have been established for review of data entry and quality for each project (see below).
Triggers & Responsibilities
Prolog Project Setup Triggers CRM Notification of Award Prolog Administrator
PSA Prolog Administrator
Project-specific Need Prolog Administrator Proj Portfolio Data QC Checkpoint 1 Owner Contract Executed Project Admin Proj Portfolio Data QC Checkpoint 2 Start Closeout Project Admin Proj Portfolio Data QC Checkpoint 3 Closeout Complete Project Admin
Page 2 of 8 Rev 04/03/2012 Open Prolog/Open your project
Option one to open Portfolio Manager: File/Portfolio Manage
Page 3 of 8 Rev 04/03/2012 1. If a job site phone number is assigned insert here.
2. This gives the Status of the Project. As the project progresses the status will be updated. 3. Enter the approximate Contract Value
4. If a job site Fax number is assigned insert here. 5. Enter the date the Job is mobilized.
6. Enter if know.
7. Description of the Project.
a. One Source for this would be the project description from ISQFT. You can cut and paste 8. Project Address once defined. Also Driving Direction can be put here as well.
Page 4 of 8 Rev 04/03/2012 1. Choose from the pick list type of Contract was issued for the project. Items with an –S at
the end of them are the Samet Custom Contracts.
2. Choose from the pick list Type of Construction being performed. 3. TBD
4. Choose from the pick list the state where the project is located.
5. This should be filled in but if blank put in the Group (SBU) to which the project is assigned. 6. Choose from the pick list which region the project is located.
7. This should be filled in but if blank put in USA. 8. Enter the Project Executive assigned to the project. 9. Enter the Project Manager assigned to the project. 10. Enter the Project Admin assigned to the project.
11. Enter Other Team Member. (i.e. Second Project Manager) 12. Enter the Superintendent assigned to the project.
13. Enter the Project Engineer assigned to the project. Leave blank if none assigned.
MISCELLANEOUS TAB
Page 5 of 8 Rev 04/03/2012 1. Choose the Owner from the Company data base. The address and current contact will fill in. 2. Choose the Owner’s Contact who will be signing all of the documents.
3. Enter the Job Number the Owner has assigned to the project
4. Choose the Samet/JV Company from the Company data base. The address and current contact will fill in.
5. Choose the Samet/JV Contact that will be signing all of the documents 6. Enter the Job Number that Samet has assigned for the project
7. Choose the Architect from the Company data base. The address and current contact will fill in. 8. Choose the Architect’s Contact who will be signing all of the documents.
9. Enter the Job Number the Architect has assigned to the project. 10. Enter date the Prime Contract is signed.
11. Optional 12. Optional
Page 6 of 8 Rev 04/03/2012
“NOT USED AT THIS TIME”
1. This is where you maintain linked Contacts for the project by choosing “Add Link” and choosing the contact from the Contact data base. If a person is set up in the Company as a contact you can link them to the project here. You can remove a contact as well by choosing “Delete Link”. This only removes them from being link to this project not the data base.
2. You can also assign who you want as the main contact for each company for this project.
1. This is a log of various templates and forms in the project. This screen is used primarily by the “Prolog Administrator”.
EXTRA FIELDS
CONTACTS TAB
Page 7 of 8 Rev 04/03/2012 1. Complete each item as it applies to the project.
“NOT USED AT THIS TIME”
USER DEFINED FIELDS TAB
Page 8 of 8 Rev 04/03/2012 This tab is used by the Administrator if a Project Specific Email is set up. If you are interested in having one for your project contact the Administrator for more information.
“NOT USED AT THIS TIME”
Note: The system will link RFI backup here automatically1. Use this tab to link or Quick Upload documents you need quick access to. 2. Use this tab to link or Quick Upload documents that are pertinent to the project.
a. Notice of Contract b. Permits
c. Certificate of Occupancy
d. Certificate of Substantial Complete e. Or like Documents
