Project Management Beginner

Agenda Costing System Profile Flags Revision to Estimate/Change Orders Comprehensive C/O Management Contacts Job Documents Reporting Codes

Costing System Profile Flags Special Options J/C – Files – Costing System Profile & Setup – Special Options Letter (A-Z) used for Internal Est. C/O – you cannot use Internal Estimate C.O.s if this is left blank Change Order Audit Trails desired – Required/Optional/Not Desired Create Sub C/O in Notice to Proceed

User Options J/C – Files – Costing System Profile & Setup – User Options Reg C/O’s:Also update Progress Billing – Yes/No/Approved

Revision to Estimate/Change Orders J/C – Estimates – Revision to Est/Change Orders If you are doing all the quoting and gathering of information and prices outside of Jonas, then you can use this program to keep track of pending CO’s or perhaps only record change orders from the customer once they have been received.

Comprehensive C/O Management System Profile/Terminology Multi-Company overrides J/C – Change Order Management – System Profile/Terminology Use this program to define the wording you will use on the screen as well as the programs you will use to print various forms You can also set rules such as creating one progress billing line per CCN or per CO (as the customer may combine a number of CCNs into one change order)

Manage Price Requests Main Screen Record the main description and whatever wording you need to show on request for pricing from sub-trades and quotations to the owner. Type “INTERNAL” in the reference field if this is not to result in a price change to the owner. The default status is “In Progress” when one first creates the CCN or Price Request.

Self-Performed Work Use this screen to record the costs you will incur other than sub-trades. The cost values will update the estimated cost once a CCN is approved as a change order. There is also an “Upload” button that will let you bring in the data from a TAB-delimited Excel file.

Subcontract Work When you first enter this screen, you will be prompted to copy in the subcontracts attached to the job. You can select all or individual subcontracts. Indicate the date you will need responses from your sub-trades.

Merge-in Existing Subs Print Sub RFQs Update quotes returned You will need to print/e-mail request for quotes to the sub-trades in order to have them price their portion of the contemplated change.

Mark-up/Quote Use this screen to record the mark-up percentages you will use for your own work as well as subcontract work. These may have been agreed upon with the owner/customer as part of the contract you established. Subsequent CCNs for the same job will default to the same percentages as the first one you create. There are fields for overhead and profit percentages and the profit percentage could be based on cost or cost plus overhead. You can also type a fixed profit/overhead amount to come out to a final sell price.

Owner Quote/Worksheet Print/e-mail the quotation to the owner/customer. If you choose “Quotation”, you will get a cover sheet as well as the detail backup to show how the final value was derived. Printing this will change the CCN’s status to “Pending”.

Statuses – movement from “In Progress” to “Pending” to “Approved” INTERNAL CCNs – no resulting owner C/O Sub RFQ Status You can also track which subcontract quotes have been received and which are still outstanding. Use the “Subcontract” screen to record the date back and amount. The “Sub Quote” amount will eventually be sent to the sub-trade on their C/O and will update the estimated costs for subs. The “Owner Quote” can be used to “mark-up” the amount before the actual mark-ups are applied.

Approve & Create C/Os Once you receive a change order from the customer, use this program to mark one or several CCNs as approved. This step will create a revision to estimate to update the job cost for estimated costs and billings. It will also create one or more progress billing lines on the PB report indicated. Lastly, it will print a subcontract change order and update the subcontract amounts. This also changes the CCN status to “Approved”. If you try to call up an approved CCN on the Manage CCN/Price Requests screen, it will pop-up a message saying that the CCN is approved. Press * to override and allow you to look at it and the many sub-screens.

Three steps Creates an approved change order as if you went manually to “Revision to Estimate/COs” Adds a line to the Progress Billing set up as a type A – Addition to Contract Prints and records a subcontract change order for any subs affected by the change

Project Management RFIs Transmittals Submittals Contacts/Recipients/Send Logs Meeting Minutes Job Document Logs Project Control Views & Dashboard Link to Digio for documents

RFI RFIs are typically just a request for more information from an owner, architect, supplier, etc.

Transmittal A Transmittal is the sending/delivery of something, often drawings, plans, specifications, etc. They may be marked for review or for comment.

Submittal A Submittal is generally where you might want some response such as a dollar value that might affect the project or what time frame delay one might expect. RFIs, Transmittals, and Submittals could be sent to one recipient or many and the system will track when the documents were printed. These can be sent to any contacts from the contact list.

Meeting Minutes Each time there is a project meeting, you can use this program to track attendees, issues, delays, etc.

Job Document Logs Separate report for RFI/Submittal/Transmittal This is a report showing the existing documents for individual jobs of a range of jobs.

Project Control Clicking on the fields with magnifying glasses will give you access to the various documents. You can change the “Overdue in” number to see how many documents might fit that criteria based on required by dates.

Reporting Codes J/C Report Generator There are various report generator codes that will pick up different types of change order values. By clicking on the “…” button to the right of the Data fields, you can do a lookup. Most of the dollar codes for change orders begin with the letters “DC”.