Client Management for Commercial (CPM)

Transcription

1 Client Management for Commercial (CPM) RFMS has created a version of CMM for commercial oriented clients called Commercial Project Manager (CPM). In addition to the features available in CMM for Retail (manage leads, prospects, customers and time management tools), Commercial Project Management or CPM version of CMM is designed to track a project by grouping and organizing all orders, bids, purchase orders, notes, correspondence, tasks, customer contact information, etc. that can be viewed and updated from one screen. Complete a job estimate and all documents from Proposal to Installation documents Easy to use job file that will store all your activities related to each job Communicate quickly with your client using prepared documents Review purchasing and receiving status, schedule and payables related to an order from one screen The Workbench is a constant reminder of critical activities you must not forget Alerts and Reminders will pop up to keep you on track Access Bid information to make changes, print proposals etc Flexible ways to document all conversations using different styles of communication Send /letter Create form Add remarks Attach voic /video/pictures Outline This webinar will take an existing commercial project and demonstrate many of the key features described Project General Information Project Milestones Project Related Records Example of Appointment, Task, Remark Example of Letter, Transmittal, Request Review Baseline for Project Workbench and Reminder Screens Access Order to o Issue Installation Work Order o Look at Estimated Job Cost Sheet o Review Billing Group Screen Summary Review Reports Client Management for Commercial Webinar Page 1

2 Project Basic Information General Information Contract#-If required for project or Primary Order Number Project Name-What project will be referred to Project Type-Triggers Auto Project Workflow Actions Project Status- Keep track of where the project is in the job cycle Project Manager- Person responsible for running project. Can be used to generate Workflow Actions Salesperson- Person who created the bid. Can be used to generate Workflow Actions Job ID User Defined Field 1 User Defined Field 2 User Defined Field 3 User Defined Field 4 Identify Labels as desired- Prints on all Proposals, Change Orders, Transmittal/Submittals and Requests. Examples include key players in the project (architect, general contractor, etc) Milestone Dates There are 9 milestone dates available, the first three are system controlled, the remaining six can be user defined. Workflow Action Reminders can be generated from these dates Estimate Date User Defined (Blue Prints) User Defined (1 st Job Walk) Start Date User Defined (Take Off) User Defined (Moisture Test) Complete Date User Defined (Bid Preparation) User Defined (Punch List) Client Management for Commercial Webinar Page 2

3 Related Records and Project History Additional Related Records Bid/Estimate Multiple Bids to Contractors Contact-Architect Contact-Designer Order Billing Group Orders Functionality Access the Bid, Contact, Quote, directly from ONE SCREEN View Related Record Edit Related Record History for Related Record View PDF History Export Bid or Quote to Order Client Management for Commercial Webinar Page 3

4 History of Project Orders Edit Related Record Takes you to the Bid or Quote or Order to allow changes, then brings you right back to the project Client Management for Commercial Webinar Page 4

5 Appointments Client Management for Commercial Webinar Page 5

6 Tasks Client Management for Commercial Webinar Page 6

7 Letters Remarks Document History This tab lists documents related to the project and allows viewing the pdf copy of applicable. Documents and their history are added to a project by: Generating a project report. o Format = Project Report o Type can be either Proposal, Transmittal(Submittal) or Request Generating a Letter related to the project. This can be done from the letters tab on the project or from the letters section of the program Attaching an external.pdf file. Completing a Send Document Project Workflow Action. Note: When document is generated a document history screen displays asking if you want to attach. Answer yes if desired to have the document become a part of the document history Client Management for Commercial Webinar Page 7

8 ADDITIONAL OPTIONS Send Mail Client Management for Commercial Webinar Page 8

9 Attachments Workflow Actions The name of this feature has been changed to more accurately reflect its purpose. Workflow actions do more than just remind the user, they actually drive a project s workflow by specifying when certain actions should take place. Prior to version 11.2, project workflow actions told the actions which needed to be done, but these actions records had to be manually created. Now actionable items can be created directly from project workflow actions. This is where actions which will apply to a type of project rather than just a specific project can be set up. Actions are set for a project type then inherited each time a project of that type is added. Client Management for Commercial Webinar Page 9

10 The Project Work Flow Actions Browse Screen is set to automatically display initially 30 seconds after Client Management opens if project reminders exist and the time interval set in Set Up for displaying Project Reminders has expired. After that the system will run a check every 2 minutes to see if the Project Reminders screen needs to be displayed. Project Reminders can be set to display once per 24 hours, 48 hours or 72 hours. There is also a Project Work Flow Actions mini-browse Screen Work Bench. Client Management for Commercial Webinar Page 10

11 Setting up a Workflow Action Example of Workflow Action- Lien Docs based on 1 st Provider Record 25 days after Client Management for Commercial Webinar Page 11

12 WORKBENCH REMINDERS Client Management for Commercial Webinar Page 12

13 REPORTS General Reports Tests Status of Bids, Quotes, Orders by Salesperson Products Used by Salesperson All Change Orders Proposals & Change Orders Proposal Template Report Print Options Transmittal, Submittals & Requests Select Report Template Attention Transmitted/Submitted By Transmitted/Submitted Method o Attached o Under Separate Cover Tag Line(s) Output Options Preview: Checking this box allows previewing output before saving or printing it. Output to: Choose an option as described in the chart. Printer PDF PDF MS Word MS Excel Output Options Prints a hard copy to the default printer Opens an outlook mail message with the report attached as a.pdf file. A copy of the report is also saved to the location listed in the output directory field. Allows saving the report as a pdf file to a chosen location. Allows saving the report as a Word Document to a chosen location Allows saving the report as a spreadsheet to a chosen location. The option will be executed after the print button is clicked. Output Directory: Choose a location to save pdf, word and excel files created. Create a directory for saving files to make finding and deleting old files easier. Client Management for Commercial Webinar Page 13

14 General Reports Moisture Test Client Management for Commercial Webinar Page 14

15 Installation Forecast Statuses of Bids, Quotes and Orders Products Used- Unreferenced Lines Client Management for Commercial Webinar Page 15

16 Change Order Client Management for Commercial Webinar Page 16

17 Proposal Select the Print Options include Quantities, Prices, Totals and Notes. Tag lines as desired to include in Proposal print out Client Management for Commercial Webinar Page 17

18 Header Set up in TEMPLATES/PROPOSAL Footer Set Up PROPOSAL TEMPLATE Client Management for Commercial Webinar Page 18

19 Baseline Client Management for Commercial Webinar Page 19

20 Communicate using LETTERS or TRANSMITTAL/SUBMITTAL and REQUESTS Example of Request for Information-Letter Format Client Management for Commercial Webinar Page 20

21 Example of Request for Information-Form Format Client Management for Commercial Webinar Page 21

22 Submittal-Template Client Management for Commercial Webinar Page 22

23 Set Up Transmittal/Submittal Items Initial Proposal Contract Drawings/Blue Prints Seam Placement Scope of Work Style/Color Approval Specifications MSDS Samples Certificate of Insurance Bond Requirements Work Authorization Project Registration Warranty Reasons Submitted for Approval Review, Sign and Return For Your Information For Signature For Notary For Approval For Your Use As Requested For Review and Comment Approval as Note Returned for Corrections Schedule for Delivery Acknowledge Delivery Date Resubmit Copies for Approval Footer Notes The above Shop Drawings, Product Data, and/or Samples are returned with action as designated above in accordance with the following legend: A-Reviewed B-Reviewed: Incorporate Changes C-Reviewed Only for Revisions to Previous Submittal D-Revise and Resubmit REQUEST - Special Action Header Line 1 Installer: Header Line 2 Header Line 3 Footer Line 1 Footer Line 2 Footer Line 3 Footer Line 4 Scheduled Date: Date of Completion: Installer / Worker Signature: Customer Signature: Reason For Request Additional Info Needed Confirmation Needed Onsite Measure Confirmation Site Inspection Moisture Test Repair Warranty Punch Items Other Change Order Request Change Order Approval Possible Outcomes Schedule Acknowledge Completion Approve Payment Complete Work Obtain Customer Signature Sign & Return Client Management for Commercial Webinar Page 23

24 Commercial Project Management Using CMM Create Project Contract Awarded Jobsite Measure/ Walk Thru Print Work Orders for Installation Project Info Milestones Add Project Workflow Actions (if needed) Update Milestones Products Used Rpt- Identify TBD selections Adjust Qty (if needed) Export Bid to Order Order Materials Generate RFI, Change Orders as needed Review Purchase Orders & Schedule Schedule Task for Takeoff Create Submittals for Samples & Approval Schedule Installers for Phases Review Job Baseline to ensure on budget Create Bid for Project Approval of submittals from Project rec d Review Statuses to Generate Billing Client Management for Commercial Webinar Page 24

25 Create a VIRTUAL folder using CMM- Commercial Project Features CMM Project Diagram/Drawings Project Attachment Specs/MSDS Voic s SMART PHONE- Voic can be ed as attachment s Attachments Saved as FILE and attached to project Client Management for Commercial Webinar Page 25