Version: 1.8. Change Management User Guide

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Change Management

User Guide

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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:

• 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 Description

Logs 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.

Enter Pending

Change Item Create, view, and edit PCI’s.

ATP Group PCI’s together for submission for preliminary approval by the owner.

Prepare Owner

Change Order Group PCI’s together for submission to an Owner for _approval. Enter Subcontractor

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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 the type, overall status and total budget and billing amounts.

PCI Tabs _{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. Select the applicable Gilbane Entity and Project the change is for 2. Complete the PCI Information block

3. Complete the General tab 4. Complete the Detail tab

5. 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.

Gilbane-Turner). 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 Description

Type The type of change (i.e. In Scope / Out of Scope) is selected. This will be discussed in more detail in the next section.

Header Status 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.

PCI NO. A system generated PCI number. The PCI number contains an abbreviation for the Change Type followed by an identifying record number.

Description A text field where the overall purpose or reason for the change.

Total

Budgeted 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

Total Billing 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 Action

Save / Refresh Saves your PCI.

Delete Deletes the PCI. When this is done the record is completely removed from the system and is inaccessible.

Post _{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.

Owner CO Creates an OCO or accesses the existing OCO the PCI is associated with.

Copy Creates an exact replica of the current PCI and assigns a new PCI number to the newly created record.

Modify Type _{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 Description Budget Billing

BC = Back

Charge Used when Gilbane is charging a Subcontractor _{for improperly performed work, damage to the}

construction site, failure to clean area, etc.

Y N

BT = Budget

Transfer 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.

Y Y

IS = In Scope 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.

Y N

OA = Owner

Allowance 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.

Y Y

OS = Out of

Scope Used for changes that falls outside of the _{original contract between the Owner and}

Gilbane.

Y Y

TA = Trade

Allowance This is setup immediately after a subcontract is _{created that contains Gilbane/Subcontractor}

allowances.

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 Description

APP (Approved) The PCI has been approved by the Owner and Gilbane.

PAR (Proceeding at

Risk) Work is proceeding on the change but full approval has not _{yet been obtained.} POT (Potential) The PCI is awaiting further action, detail, and approvals.

PWA (Proceeding

with Authorization) The PCI has been given preliminary authorization from the _{owner and is proceeding. Formal approval of the PCI is}

forthcoming.

TRK (Tracking Only) _{The PCI is being used for tracking only and the amounts will}

not be reflected in the Contract Forecast.

VOD (Void) 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

Job/Phase/Category Lists all included Phase Codes and the applicable cost _{amounts for both Budget and Billing.} Project Summary by

Phase Displays the current Budget/Billing amounts for the affected _{Phases and how this change will update those amounts.} PCI Summary by

Job/Phase/Category Displays the current Budget/Billing amounts for the affected _{Phase/Category codes and how this change will update those}

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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 Description

Allowance 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).

Allowance

Amount If the PCI is for an Owner Allowance the allowance amount is _{entered here.} Source The originating source of the PCI is entered here.

Days Impact The schedule impact in days is entered.

Owner CO# _{The current OCO that the PCI is associated with is displayed if}

applicable.

Scope Desc _{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.

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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.

Vendor The subcontractor associated with the line item. When selecting the subcontractor you should only choose from the Assigned Vendor portion of the list.

Contract 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.

Status Code _{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.

Job The Job the line item is associated with.

Phase 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.

Category _{Select the applicable Category Code. Only Category Codes}

associated with the selected Phase Code will be displayed.

WM 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 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.

Days Impact 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 Proceeding Appropriate Approval Obtained Approved

(APP) The line item was approved. Y Y Proceeding at

Risk (PAR) The line item is proceeding but has not _{yet (or will not be) approved by the}

owner.

Y N

Potential

(POT) The line item is awaiting approval and is _{not currently proceeding.} N N Proceeding

with

Authorization (PWA)

The line item has preliminary

authorization from the owner and is proceeding. Official authorization is forthcoming.

Y Y

Tracking Only

(TRK) The line item is used for tracking only _{and the amounts will not be reflected in}

the Contract Forecast.

N N

Voided (VOD) The line item is no longer applicable and no approval or authorization to proceed was requested.

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

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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 Description Estimated

Amount The amount that Gilbane estimates the Subcontractors portion of _{the change will cost.} Quoted

Amount The amount noted on the quotation received from the _{Subcontractor.} Final Amount The final negotiated amount for the work agreed to with the

Subcontractor.

Billing

Amount 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.

Subcontract Change _{Displays the associated SCO if applicable.}

Task ID _{Indicates the specific task on the Subcontract that is being}

updated as part of this change.

Create SC Now? This field is not used by Gilbane.

Long Description 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.

RFQ Contact 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.

RFQ Due _{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.

RFQ Sent The date the RFQ was sent to the subcontractor is manually entered.

RFQ Received _{The date the RFQ was returned by the subcontractor is manually}

entered.

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Detail Action Buttons

The Detail tab has a variety of Action buttons that perform specific tasks. Buttons include:

Delete Deletes the currently selected line item.

Show / Hide

Rates 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.

Calc Markups _{Applies the Project specific mark up amounts to the PCI.} Allowance

Tracking 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.

PCI

Participation Launches the PCI Participation application that allows the user to _{enter in the MBE participation for the PCI.} SCO 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.

Line Notes _{Displays a text field application that allows users to enter notes}

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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.

Quantity _{Enter the quantity being quoted.}

This number will be multiplied by the rate to determine the total cost.

Estimated

Rate The amount that Gilbane estimates the Subcontractors portion of _{the PCI will cost in per unit dollars.} Quoted Rate The amount noted on the quotation received from the

Subcontractor in per unit dollars.

Final Rate _{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 Description 1st_{or 2}nd_Tier

Vendor The MBE is selected. Current

Participation % The MBE’s current percentage of the associated subcontract is _displayed. PCI

Participation % 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.

Current Participation Amount

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.

Classification

Code The type of MBE is selected.

Line Type 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.

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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.

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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. Select Upload New

2. Select Attachment from the Add drop down 3. Click Browse to bring up the file selection box

4. Select the file(s) you would like to attach and click Open 5. 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. Select Insert Record from the Enter Potential Change Items application 2. Select the type of Allowance from the Type field

3. Enter the status

4. Enter a Description for the Allowance 5. 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

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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. Select the Insert Record button in the ATP block 2. Enter a Title

3. Enter a Description 4. 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 5. 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 6. Enter the Created dates

7. Enter the requested date extension in days 8. 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

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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 Description Approved

Amount 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.

Status Code _{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.

Sent Date The date the ATP is sent to the Owner is entered here.

Approved

Date The date the Owner approves the ATP. Days

Extended 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:

Days Impact 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.

Issued Date The date the OCO was sent to the Owner. This date will be displayed on the system generated OCO.

Executed

Date The date the Owner signed the OCO.

Post Date 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

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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

(46)

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. IS-00002-1, -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 IS-00002-1 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. OS-00002-1, -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. Access the PCI from the Log or Enter Pending Change Item application 2. Navigate to the Detail tab

3. Select the line item you wish to create an SCO for 4. 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:

Title The subject of the SCO.

Scope of Work _{The work to be performed by the subcontractor.} SCO Date The date the SCO was created.

Issued Date 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

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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

(56)

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.

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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 Description

Previous / Next Pages Displays the first, previous, next, or last page of the report.

Search Box 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

Export _{Exports the report to Excel or other format such as PDF}

or Word

Refresh Initiates the report again to incorporate any recently updated records that now meet the criteria.

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

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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. (RFI-001, ASI-(RFI-001, PR-(RFI-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.

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Out of Scope (OS):

3. Select the to select the Type; in this instance OS for Out of Scope. 4. Select the to select the Status.

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.

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.

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):

3. Select the to select the Type; in this instance BC for Back Charge. 4. Select the to select the Status.

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.

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.

13. Scroll to the right and enter in a long description. 14. Select the icon once completed.

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Trade Allowance (TA):

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.

6. Click the icon, CMiC with auto-assign a PCI#.

IT IS BEST PRACTICE TO BEGIN THE DESCRIPTION WITH WHAT SOURCE IS THE CAUSE OF THE PCI i.e. (RFI-001, ASI-(RFI-001, PR-(RFI-001, etc…).

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).

16. Click the icon.

17. Stay in the Details Tab and click the button. 18. The below window will appear.

19. Click the Insert record icon.

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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.”

Version: 1.8. Change Management User Guide

Change Management

User Guide

Table of Contents

Overview

Accessing Change Management

Workflow Example

Logs

Logs display records only for designated default Project.

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.

2. Creating a Potential Change Item (PCI)

PCI Entry Screen Overview

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.

Select Company / Project

If your Project is a Joint Venture or Association a

separate Company is created in CMiC (i.e.

Gilbane-Turner). In this scenario you would select that entity

from the Company dropdown list.

PCI Information

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…..)

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.

The header status should match the status of the Line Level

statuses. This is the status that is displayed on the PCI log.

Summary Tab

The amounts used on this screen are the right most amounts

out of the Estimated, Quoted, and Final amounts on the

Detail tab.

General Tab

Detail Tab

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

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.

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.

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.

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.

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.

RFQ and Approval Tabs