CORECON V7 REFERENCE GUIDE

Transcription

1 CORECON V7 REFERENCE GUIDE Date: Sept. 22,

2 Table of Contents Section Description Page 1 Product Overview 4 2 Business Process Diagrams 11 3 Basic Navigation 14 4 Applications Settings Overview 19 5 Contact Management Company Classifications 25 6 Contact Management Add/Import Customers, Subs, Suppliers, Architects, etc Leads & Projects 36 8 Adding Lead and Project Classifications in Settings 38 9 Document Job Opportunities Using the Quick Lead Add Wizard Tracking the Status of Leads Using Lead Stages Setting Up First Awarded Project Using the Quick Project Add Wizard Tag Companies From Contact Management to Project Directory Collaborate With Outside Firms By Assigning Teamlink Security Roles in Project Directory Drawings & Specifications Project Management Financial Setup Job Cost Codes Prime Contract Original Budgets 16 Reference: Setting up an Awarded Job in the Accounting System Using Corecon Data Prime Contract Changes Change Proposal Request (CPR) Change Order (CO) 18 Prime Contract Invoice (Progress Invoices) Procurement Overview Anticipated Costs Purchase Orders (PO) Bills Subcontracts

3 Table of Contents (continued) Section Description Page 24 Subcontract Change Orders (SCO) Subcontract Invoices HR & Time Tracking Project Financial Dashboards Correspondence Comply Notices Issues Journals RFIs Submittals Transmittals Work Orders 29 Documentation Checklists Daily Logs Meetings Owner Items Permits Punchlist Items Safety Accidents Test/Inspection 30 Scheduling Estimating Invitation To Bid (ITB) Estimating Building a Cost Database Creating Estimates Estimates Request and Collect Pricing From Vendors Using RFP Packages Estimates Summary and Proposal Estimating to Project Management Wizards

4 PRODUCT OVERVIEW Date: Sept. 21,

5 Corecon s Product Line Corecon V7 Corecon s flagship product. Web-based suite of software for estimating, project management, job cost control, and scheduling. Corecon Mobile for Android and ios An extension of Corecon V7 for Android and ios devices that requires no synchronization. TeamLink Portal Collaboration portal for Corecon V7 Subscribers to share project information with their Customers, Vendors and Consultants. CoreconLink Utilities that integrate Corecon V7 with Microsoft Outlook and popular accounting packages such as Intuit QuickBooks, Sage 50 Accounting and SAP Business One. 5

6 The Corecon Platform 6

7 Features for Tracking Job Opportunities 7

8 Features for Tracking Awarded Jobs 8

9 Corecon V7 Login for Desktops, Laptops & Tablets URL 9

10 Corecon Mobile for Phones & Tablets Blackberry & Windows Mobile: 10

11 CORECON V7 BUSINESS PROCESS DIAGRAMS 11

12 A Solution for Today s Contractor 12

13 Corecon V7 - Business Process Diagrams Awarded Projects Quick Project Add Wizard Project Management (Review for Getting Started Phase) (Review for Getting Started Phase) Project Management with Intuit QuickBooks Integration Project Management with Sage 50 Canada Integration Project Management with SAP Business One Integration Project Management with Xero Integration Project Leads (Job Opportunities) Project Leads Lead to Project Wizard 13

14 CORECON V7 BASIC NAVIGATION Training Video 14

15 Main Menu Navigation Selected Module Selected Feature Active Lead or Project. This is used as the main record filter. Views will display the appropriate Modules and Features. To Add a Record Log Reports appear on listings. Detail Reports shown on data entry forms. 15

16 Detail Forms - Data Entry Method Required fields marked by * Detail / Data Entry Form Save Header information before entering data in sections shown in blue. Sub sections shown in blue 16

17 Detail Forms - Data Entry in Grids New records are entered in the yellow row within the grid. Certain detail forms contain sub-sections where data can be entered directly in a grid. An example would be the Company Profile s License or Insurance section. The steps listed below provide guidance on how records should be entered in the grid and saved. Step 3 is especially important. 1. Navigate to the row highlighted in yellow. 2. Enter information in the required cells/fields. 3. After all cells have been updated, click the <Enter> key so a new row appears. 4. Click the blue Save button shown within the section. 17

18 Accessing Corecon V7 s Help System To Access Entire Help System Quick links to related help topics are shown in the Right Navigation Panel. 18

19 CORECON V7 - APPLICATION SETTINGS OVERVIEW 19

20 Accessing Application Settings To Access Application Settings Important: Only users with Administrator security role have access to all Settings. 20

21 Application Settings Organization Tab Organization Tab Org ID is assigned by Corecon Technologies. Edition, # of Licenses, Contract Expire Date is Read Only. 21

22 Application Settings Quick Help Links Organization Tab (1) Features Tab (3) Templates Tab (4) Reporting (6) Organization Profile Contact Management Detail Reports using Microsoft Word Templates Custom Log Reports Users Leads and Projects Templates Custom Financial Dashboards Security Correspondence Tax Codes Documentation Payment Terms Estimating Data Tab (5) Workflow (7) Contract Admin Data Cleanup Workflow Numbering Tab (2) Procurement Discrepancy Default Numbering HR & Time Tracking Project Dependencies Important: Items highlighted in red should be reviewed first when implementing Corecon. 22

23 Account Settings Default Numbering Typically, default record number formatting is project based. Corecon does not offer a default numbering system for Lead and Project numbers. More Details 23

24 Account Settings Features Tip: Feature Settings for Contact Management and Lead/Project Modules should be reviewed first since these modules will be implemented immediately. Settings for the other modules can be reviewed later as they are implemented. Contact Management Leads and Projects 24

25 CONTACT MANAGEMENT: COMPANY CLASSIFICATIONS Contact Management Resource Center Training Video 25

26 Review Company Types in Settings Contact Mgmt. Sub-tab Features Tab Company Types Tips: Company Types is the default classification system and already includes options to categorize subs, suppliers, architects and customers within the Contact Management View. Click the Pencil Icon next to the classification name to view options. If you wish to categorize subs using a Cost Code structure, please use one of the Import options above the grid. 26

27 Company Type Examples Checkbox is used for deleting multiple records. Enter New Classifications in Yellow Row. Be sure to click the <Enter> key before saving! 27

28 Using Company Types to Filter the Company List Filter using Classifications! Contact Management View Globally Assign Classifications to Existing Companies As shown in the screen capture, categorizing companies is primarily used for filtering the master company listing and can save time when adding vendors to an Invitation To Bid list or Request For Pricing (RFP) Package. 28

29 CONTACT MANAGEMENT: ADD/IMPORT CUSTOMERS, SUBS, SUPPLIERS, ARCHITECTS AND CONSULTANTS Contact Management Resource Center Training Video 29

30 Contact Management Overview Corecon's contact management system is two-tiered (companies and contacts) and will include customers, subs, suppliers, architects, and engineering firms. Basically, any firm that your company works with on a project bases should be added. 1. Add Companies The company profile feature is where you enter the company s general information such as address, phone, fax, and active/inactive status. After saving the Company record, you can classify companies by Company Type or user defined classification system which can be established in Settings Features tab Contact Management sub-tab. In addition, contractor license and insurance information can be documented. For insurance tracking, Corecon has checks in the system when entering POs, Bills, Subcontracts, SCO s, or Sub Invoices which will warn the user if the sub/supplier has any expired insurance records. 2. Add Contacts Contacts can be added from the Contact Feature or within the Company Profile. Each contact must have First Name and Last Name and must reference a Company record. Although not required, entering an address is recommended when adding contacts. Residential Client Example: Company: Bishop, Mike and Jane Contact 1: Mike Bishop Contact 2: Jane Bishop Subcontractor Example: Company: Stika Concrete, Inc Contact 1: John Stika Contact 2: Ray Stika Building Supplier Example: Company: Home Depot (Long Beach) Contact: Estimateing Department or Contact: Sales Department 30

31 Options To Create Companies/Contacts Option Import Companies Import Contacts Import Employees Video or Help Topic Corecon V7 (Manual or Import From MS Excel) Yes Yes Yes Help Topic Video CoreconLink Utilities - Accounting System Integration * CoreconLink for QuickBooks Online CoreconLink for QuickBooks Desktop CoreconLink for Sage 50 Canada CoreconLink for SAP Business One CoreconLink for Xero CoreconLink Utilities - Other Customers, Vendors Yes CoreconLink for Microsoft Outlook * * Yes Yes Yes Help Topic * On initial use, the CoreconLink utilities will provide an option to import active vendors and employees. ** In order to import from Microsoft Outlook, the contact record must include company, first name, last name and address information. 31

32 Import Companies/Contacts From MS Excel Companies Tab Contact Management View Import Companies & Contacts From MS Excel Importing Companies/Contacts From Microsoft Excel: 1. Change View to Contact Management 2. Click Companies Tab 3. Click Import in the right navigation panel 4. In the form, click the Browse button 5. Select the Microsoft Excel file. (File needs to be closed before uploading.) 6. Click Upload button. Example Spreadsheet 32

33 Adding Companies/Contacts Manually Each Feature has Views. For Companies, the default view is By Alphabet where A is selected. Contact Management View Add Company Manually To Edit a Record More Details 33

34 Adding Companies Manually (cont.) Required fields are marked by an asterisk (*) Sub-sections are disabled until the Company is saved. Save Company Profile 34

35 Adding Contacts in Popup Window Display Name is dynamically updated as First & Last Name fields are entered. First & Last Name are required fields. Company reference is required. Save will close the form and refresh the contact listing automatically. 35

36 LEADS & PROJECTS Project Leads Resource Center Projects Resource Center 36

37 Leads & Projects Below is a list of features that are available for Project Leads and Projects. Modules Project Leads (Job Opportunities) Projects (Awarded Jobs) Setup Directory, Drawing Log, Checklists, Specs Directory, Drawing Log, Checklists, Specs Estimating Correspondence ITB, Estimates, RFP Packages, Cost Database Journals, Message Log, RFIs, Submittals, Transmittals ITB, Estimates, RFP Packages, Cost Database Comply Notices, Issues, Journals, Message Log, RFIs, Submittals, Transmittals, Work Orders Documentation N/A Checklist, Daily Logs, Meetings, Owner Items, Permits, Punchlist, Safety Accidents Scheduling N/A Schedules, Tasks, Gantt Chart Contract & Changes N/A Job Cost Codes, Prime Contracts, CPRs, COs, Prime Invoices Procurement N/A POs, Bills, Subcontracts, SCOs, Sub Invoices Time Tracking & Expenses N/A Employees, Labor Timecards, Equipment Tracking, Equipment Timecards, Misc. Expenses Dashboards LeadAnalysis, Lead Calendar Project Analysis, Project Calendar 37

38 ADDING LEAD AND PROJECT CLASSIFICATIONS IN SETTINGS Help Topic Training Video 38

39 Add Lead and Project Classifications Lead & Project Sub-tab Features Tab Only users with Administrator security role have access to the Features tab in Settings. Select Classification System Enter New Classification System Adding Lead and Project Classifications: 1. Click Settings at Top of Main Menu 2. Click the Features Tab 3. Click Lead & Project Sub-tab 4. Navigate to Classification Types section. 5. Navigate to the new row shown in yellow. 6. Enter the Classification Name (i.e. Project Type). 7. Click <Enter> so new classification moves out of yellow row. 8. Click the Save button within the section. 9. Click the pencil icon next to the Classification to add options. 39

40 Add Lead and Project Classification Options Classificaton Name Existing Classification Option Enter New Classification Option * * Important: When adding Classification options be sure to click <Enter> so the entry moves out of the yellow row. This is required before saving. Save 40

41 DOCUMENT JOB OPPORTUNITIES USING THE QUICK LEAD ADD WIZARD Training Video 41

42 Quick Lead Add Wizard Details Tab Lead Setup View Quick Lead Add Wizard Records created with Quick Lead Add Wizard: Contact Mgmt. Features: Prospect (i.e. Company) Prospect s Main Contact Lead Setup Features: Lead Lead Directory Drawings * Specifications * * If file is specified in wizard. Tip: Quick Lead and Quick Project Add Wizards are very similar except that the latter wizard can create Job Cost Codes, Prime Contract and set budgets. 42

43 Quick Lead Add Wizard (cont.) Select existing customer or add new company/contact. Lead # is alphanumeric with maximum 25 characters. Must be entered manually. Records created with Wizard: Contact Mgmt. Features: Prospect (i.e. Company) Prospect s Main Contact Lead Setup Features: Lead Lead Directory Drawings Specifications Project Address can be different than the Prospect s Address. Latest Drawing Set & Specifications (PDF format preferred) Use Lookup Button to select the Online Folder where Dwgs & Specs will be stored. If the Lead # is entered in the Select Folder field, then it will be created automatically. 43

44 Lead Details Form Information highlighted in red will automatically appear in Invitation to Bid (ITB) and RFP Package features. Lead Classifications 44

45 TRACKING THE STATUS OF LEADS USING LEAD STAGES Help Topic Training Video 45

46 Creating Lead Stages in Settings Lead & Project Sub-tab Features Tab Only Admins have access to the Features tab in Settings. 46

47 Lead Details Form with Documented Stages 47

48 Lead Analysis Using Stages Financials Sub-tab Leads Tab Dashboards View 48

49 SETTING UP FIRST AWARDED PROJECT USING THE QUICK PROJECT ADD WIZARD Training Video 49

50 Quick Project Add Wizard Details Tab Project Setup View Quick Project Add Wizard Records created with Quick Project Add Wizard: Contact Mgmt. Features: Customer (i.e. Company) Customer s Main Contact Project Setup Features: Project Project Directory Drawings * Specifications * Contract Administration Features: Job Cost Codes ** Prime Contract ** Prime Contract Budgets ** * If file is specified in wizard. ** Optional in wizard 50

51 Quick Project Add Wizard (cont.) Select existing customer or add new company/contact. Project # is alphanumeric with maximum 25 characters. Must be entered manually. Project Address can be different from the Customer s Address. Records created with Wizard: Contact Mgmt. Features: Customer (i.e. Company) Customer s Main Contact Project Setup Features: Project Project Directory Drawings Specifications Contract Administration Features: Job Cost Codes Prime Contract Prime Contract Budgets Latest Drawing Set & Specifications (PDF format preferred) Create Job Cost Codes, Prime Contract and Budgets using MS Excel option is recommended for new users. Excel Format Use Lookup Button to select the Online Folder where Dwgs & Specs will be stored. If the Project # is entered in the Select Folder field, then it will be created automatically. Click Add to create the new Project. 51

52 Quick Project Add Wizard Project # will be automatically selected after running wizard. Project Setup View Project Details form will appear after the wizard is run. Optional: Click Add to categorize the Project using Classifications. 52

53 TAG COMPANIES FROM CONTACT MANAGEMENT TO PROJECT DIRECTORY Help Topic Training Video 53

54 Project Directory The Directory is a list of Companies from the Contact Management module that are involved on the Project. Corecon will automatically tag the customer and your firm to the Directory when the Quick Project Add Wizard is complete. The architect and vendors who will be issued a PO or Subcontract should be added to the directory as soon as possible. Companies can also be added later on the fly from the project management forms. Directory Tab Selected Project (Not Lead) Project Setup View Add Existing: Adds Company from Master Rolodex to Directory Add New Contact: Add New Company/Contact to Master Rolodex and Project Directory in one step. Adding Companies To The Directory: 1. At the top of the Main Menu the Active Project should be selected and the View set to 'Project Setup'. 2. Click the Directory Tab 3. The listing will show existing companies in the Directory. All is checked by default. 4. To add Companies, click the Add Existing option in the Right Panel s ACTIONS section. See next slide for details. 54

55 Project Directory (cont.) Multiple Views are available to filter the Master Rolodex. Check the Companies to add to the Project Directory. Adding Companies to the Directory (continued): 1. Companies listed will be those that are NOT yet in the Project Directory. 2. You can search companies in the rolodex or use one of the available views (e.g. by Alphabet) to filter the listing. 3. Select the companies to add to the Directory (i.e. Architect, Subs and Suppliers) by clicking the checkbox on the left side. 4. Click the Add button below the grid. 5. Click the Back button at the top left corner of the form to return to the listing. Add selected companies to Project Directory 55

56 COLLABORATE WITH OUTSIDE FIRMS BY ASSIGNING TEAMLINK SECURITY ROLES IN PROJECT DIRECTORY Help Topic Training Video 56

57 Review/Add TeamLink Security Roles in Settings Organization tab Security sub-tab Viewing TeamLink Roles: 1. Login to Corecon as an Admin 2. Click Settings at the Top of the Main Menu 3. Click Organization tab 4. Click Security sub-tab 5. Scroll down to the TeamLink Portal Security Roles section. Note: The three built-in roles (Architect, Owner and Vendor) can not be modified. Creating TeamLink Roles: 6. Click the Add button within the section 7. In the form (not shown), select an existing role to copy from. 8. Enter the name of the new role 9. Review the access rights for each feature. Options are defined below. 10. Click the Save or Save & Close button. Access Rights: No Access: No data for that feature will be shown in the portal. All: All data will be shown in the portal. Referenced Only: Company must be referenced on the record for it to appear in the portal. 57

58 Assign TeamLink Roles in Project Directory Project Directory Selected Project Data Entry Steps: 1. After companies have been added to the Project Directory, navigate to the TeamLink Role column and select the appropriate role. There are three default (Architect, Owner and Vendor) but custom roles can be created by Admins in Settings Organization Security. 2. Click the Save button below the grid. 3. Click the Send TeamLink Invitation link shown under the Actions section in the Right Navigation Panel. 4. See next slide for steps to the TeamLink Invitation. 58

59 Assign TeamLink Roles in Project Directory (cont.) Steps To the TeamLink Portal Login Information: 1. Select the Assigned TeamLink Role under the Recipients section. This will filter the Project Directory listing by role. Contacts for each company will be shown. 2. Check the contacts to be ed (first column). 3. Scroll to the bottom below the template and click the Send button. (not shown on image) Login Details: User Name: Will be set to the contact s address automatically. Password: Will be set automatically on first use. The checkbox shown at the top of the header prevents changes to the password if the login information has already been sent. Login Url: TeamLink Url shown in Settings Organization Profile will be displayed in this section. 59

60 Example TeamLink Portal View Your Company Name Client, Architect or Vendor will only see their Active Projects Outside Firms can initiate their own Correspondence: (ie Journal) RFI Submittal Information appears automatically based on assigned TeamLink Role 60

61 Example RFI Record in TeamLink Portal Many features within the TeamLink Portal such as RFIs (shown) provide an option for outside firms to respond. In addition, related files such as PDFs, images etc. can be uploaded in the portal. However, this does require Online File Storage to be purchased with Corecon v7. Other Examples of using TeamLink Portal: Vendors viewing drawings and specs when sent Invitation To Bid Vendors submitting pricing on RFP Packages Vendors documenting insurance and license information in the Profile tab (see image to left). Sharing schedules with the owner, architect and vendors Architect responding to Journals, RFIs and Submittals Vendors submitting pricing on potential changes Tailored financial dashboards for Vendors and Owners Sharing Meeting Minutes, Punchlist Items and much more. 61

62 DRAWINGS & SPECIFICATIONS (APPLIES TO LEADS & PROJECTS) Specs Help Topic Drawings Help Topic Training Video 62

63 Example Drawing Logs More Details Example 1 Organized By Revision Drawing # Title Discipline Package Rev 0 Drawing Set - Original Rev 1 Drawing Set - Revision 1 Rev 2 Drawing Set - Revision 2 Example 2 Organized by Discipline and Revision Drawing # Title Discipline Package Arch-Rev 0 Architectural Drawing Set - Original Architectural Original Set Arch-Rev 1 Architectural Drawing Set - Revision 1 Architectural Revision 1 Arch-Rev 2 Architectural Drawing Set - Revision 2 Architectural Revision 2 Elec-Rev 0 Electrical Drawing Set - Original Electrical Original Set Elec-Rev 1 Electrical Drawing Set - Revision 1 Electrical Revision 1 Elec-Rev 2 Electrical Drawing Set - Revision 2 Electrical Revision 2 Example 3 Organized by Drawing Sheet Drawing # Title Discipline Package A1 Presentation Views Architectural Original Set A2 Site Plan Architectural Original Set A3 Floor Plan Architectural Original Set A4 Foundation Plan Architectural Original Set A5 Exterior Elevation Plan Architectural Original Set 63

64 Example Drawing File Created By Quick Project Add Wizard Selected Lead or Project Lead or Project Setup View More Details Drawing # is alpha-numeric. Corecon does not recommend documenting revisions in this section. The preferred method is to create separate drawing records for each revision as shown in Examples 1 and 2 on the prior slide. Uploaded File 64

65 Adding Drawings Manually Selected Lead or Project Lead or Project Setup View Add Drawing Record Adding Drawings to Lead or Project Directory: 1. At the top of the Main Menu the Active Lead or Project should be selected and the View set to Lead Setup or Project Setup. 2. Click the Drawings Tab 3. The listing will show existing drawing records for the selected Lead or Project sorted by number. 4. To add a Drawing, 'Add' under the Actions section in the Right Navigation Panel. Note: The Add form provides the option to enter 10 Drawing Log records at once. See next slide for more details. More Details 65

66 Adding Drawings Manually (cont.) Drawing # & Title are required. Selected Lead or Project Lead or Project Setup View Browse button to select external file. Adding Drawings to a Lead or Project (continued from prior slide): 5. Enter the Drawing #, Title and Drawing Date. 6. Optional: Click the 'Browse' button to select the drawing file (i.e. PDF, JPG or DWG format etc.) 7. Repeat the last steps for any additional drawing records. 8. Optional Fields at Bottom of Form: Prime Contract #, Drawing Discipline, and Drawing Package. 9. If drawing files have been referenced in Step 6 then be sure to select the appropriate User Defined folder. Important: The User Defined folder usually is the Lead or Project # and can be created on the fly by clicking the lookup button next to the Folder Selection field. See next slide for details on creating User Defined folders. 10. Click the 'Save' button at the bottom of the form. User Defined Folder is required when uploading external files. 66

67 Creating a User Defined Folder For Uploading Drawings & Specs Online File Storage More Details The Lead # or Project # should be the folder name. Existing User Defined Folders Steps to Create User Defined Folders: 1. Within the Upload File form (top image), click the Lookup button next to the Folder Selection field. 2. The Folder Explorer form (middle image) will list existing user defined folders. Click the Add button in the footer. 3. In the Add New Folder form (bottom image), enter the Folder Name. Typically, the Lead # or Project # is the folder name. The Parent Folder can be blank as shown in the image. 4. Click the Save button. Selecting the User Defined Folder For Uploading External Files: 5. After adding the folder, the Folder Explorer listing (middle image) will be refreshed. 6. Select the Lead or Project # folder that was just created. 7. Click the Select button in the form. 8. Upon returning to the Upload File form (top image), the Folder Selection field will be auto populated. 67

68 Import Drawing Log Data From MS Excel Selected Lead or Project Lead or Project Setup View Import From MS Excel Importing Drawing Logs From Microsoft Excel: 1. At the top of the Main Menu the Active Lead or Project should be selected and the View set to Lead Setup or Project Setup. 2. Click the Drawings Tab 3. Click the Import option in the Right Navigation Panel. 4. In the popup form (not shown), click the 'Browse' button to select the Microsoft Excel file. This file needs to be closed before uploading. 5. Click the 'Upload' button. 6. Optional: After uploading the data, the actual drawing files (ie PDF, TIFF, DWG) must be uploaded in the Drawing Log Details form. Sample Spreadsheet 68

69 Adding Specifications Selected Lead or Project Lead or Project Setup View Adding a Lead or Project Specifications Manually: 1. At the top of the Main Menu the Active Lead or Project should be selected and the View set to Lead Setup or Project Setup. 2. Click the Specifications Tab. This will list the Specifications currently in the system for the selected Lead or Project. 3. Click the Add option under the Actions section in the Right Navigation Panel. 4. In the details form, enter the Specification # (i.e. 001) and Description (i.e. Original Specifications). Specification # is alphanumeric. 5. Optional: Enter Inclusions, Exclusions, and/or Clarifications. Usually no text is entered into these fields. 6. Click the gray 'Save' button below the Clarifications section. 7. Optional: Upload any files in the Linked Files section by clicking the Upload button. Tip: Like Drawings, the Quick Project Add Wizard can upload the Original Specifications file similar to the image above. More Details 69

70 PROJECT MANAGEMENT FINANCIAL SETUP: JOB COST CODES PRIME CONTRACT ORIGINAL BUDGETS Contract Admin Resource Center 70

71 Project Management Financial Setup Tasks Step 1. Job Cost Codes Job Cost Codes are used to track financial details in the project management phase and are especially useful for reporting in the Project Financial Dashboards. When entering transactions such as Schedule of Values, CO Items, PO Items, Timecards etc., the Job Cost Code is required in order to save the record. Although Job Cost Codes can be added at any time, it is recommended that these codes be defined before a Prime Contract has been created. Step 2. Prime Contract (Customer & Your Firm) A Prime Contract defines the agreement made between two or more parties such as the customer and contractor (e.g. your firm). For most companies, there is usually one Prime Contract per Project. However, in cases such as a design-build firm or residential developer, there may be multiple Prime Contracts that are tracked (e.g. design phase, construction phase, lot 1, lot 2, etc). Step 3. Prime Contract Financial Budgets There are four types of budgets that can be set for each Job Cost Code in the Prime Contract. They are cost, contract amount (aka revenue), labor hours and equipment hours. Please see next slide for more details. 71

72 Prime Contract Budget Types Contract Amount Contract Amount, also referred to as Revenue Budget, is applicable based on the Contract Type. For example, the Total Contract Amount for a Fixed Lump Sum contract is equal to the sum of the Schedule of Values (commercial contractor term) or Bank Draws (homebuilder term). Cost Budget Cost Budgets do not include markups such as overhead or fee and are compared to actual costs such as POs, Subcontracts, and Timecards. Instead of having a single Total Cost Budget field, Corecon breaks down cost budgets by Resource Type: Material (M), Labor (L), Equipment (E), Sub (S), and Other (O). Labor Hours Labor Hour Budgets should only be set if Labor Timecards will be entered for the Project. Equipment Hours Like Labor Hour Budgets, Equipment Hour Budgets should only be set if Equipment Timecards will be entered for the Project. There are three type of Equipment Hour Budgets: Run Time (RT), Idle Time (IT), and Down Time (DT). Contract Type Contract Amount or GMP Budgets Cost Budgets Labor Hour Budgets Equipment Hour Budgets Fixed Lump Sum Yes Yes Yes Yes Cost Plus With Guaranteed Maximum Price (GMP) Yes Yes Yes Yes Cost Plus Without Guaranteed Maximum Price (GMP) Yes Yes Yes Unit Price Yes Yes Yes Yes 72

73 Project / Prime Contract / Cost Code Hierarchy: Design-Build Firm Example Project # 2015-DB-001 Prime Contract 001: Design Phase Job Cost Code D01: Schematic Design Cost Budgets: M/L/E/S/O Revenue Budget Labor Hour Budget Equipment Hour Budget Job Cost Code D02: Design Development Cost Budgets: M/L/E/S/O Revenue Budget Labor Hour Budget Equipment Hour Budget Prime Contract 002: Construction Phase Job Cost Code C01: Sitework Cost Budgets: M/L/E/S/O Revenue Budget Labor Hour Budget Equipment Hour Budget Job Cost Code C02: Concrete Cost Budgets: M/L/E/S/O Revenue Budget Labor Hour Budget Equipment Hour Budget GC Example Project # 2015-GC-001 Prime Contract 001: Construction Job Cost Code 01000: General Conditions Cost Budgets: M/L/E/S/O Revenue Budget Labor Hour Budget Equipment Hour Budget Job Cost Code 02000: Sitework Cost Budgets: M/L/E/S/O Revenue Budget Labor Hour Budget Equipment Hour Budget Job Cost Code 03000: Concrete Cost Budgets: M/L/E/S/O Revenue Budget Labor Hour Budget Equipment Hour Budget Job Cost Code 04000: Masonry Cost Budgets: M/L/E/S/O Revenue Budget Labor Hour Budget Equipment Hour Budget Cost Codes Overview Help Topic 73

74 Project Management Financial Setup Options Option 1: Quick Project Add Wizard Recommended if no Lead or Estimate has been created. Project Setup View Quick Project Add Wizard Option 2: Contracts Module Setup Wizard Recommended if a project has been setup but without Job Cost Codes and Prime Contract. Project Mgmt or Financial Admin View Corecon Estimate Option Microsoft Excel Spreadsheet Option 74

75 Options to Create Job Cost Codes, Prime Contract and Budgets Option Available From Quick Project Add Wizard * Contract Admin Setup Wizard Help Topic Training Video 1) From a Corecon Estimate Yes View View 2) From a Microsoft Excel file * Yes Yes View View 3) From a Corecon Excel Template ** Yes Yes 4) From a Master Cost Code Structure created in Settings Features tab Estimating sub-tab Yes Yes * Option 2 requires the user to prepare the spreadsheet (codes & budgets) before running the wizard. This file is saved on the user s workstation and uploaded during the setup process. ** Option 3 requires the user to select a predefined Corecon MS Excel Template and budgets are entered while running the wizard. Cost codes in the Template can only be deleted after the wizard has been completed. 75

76 Job Cost Codes More Details Contracts Tab Job Cost Codes Sub-Tab Selected Project Project Management or Financial Administrator View Sort Order Codes are alpha-numeric Qty & Units are usually set 1 LS. 76

77 Job Cost Codes - Internal Grouping Fields Internal Grouping Codes (Division, Major, Minor and Sub-minor) are used to categorize Job Cost Codes. These codes are primarily used on financial dashboards and contract admin reports to summarize results. Job Cost Codes: Internal Grouping View Selected Project Job Cost Code Internal Grouping Code 77

78 Prime Contract s Core Components Issued By o Architect Perspective Owner or Customer o GC Perspective Owner or Customer o Homebuilder/Remodeler Perspective Bank or Home Owner o Sub Perspective GC Issue To o Typically Your Firm Scope of Work: Description, Inclusions, Exclusions, Clarifications Contract Type: Fixed Lump Sum, Cost Plus With or Without GMP, Unit Price Status & Status Date: Approved, Pending, Not Approved Budgets: Contract Amount, Est. Cost, Labor Hours, Equipment Hours Default Markups for Changes (all contract types) and Invoices (Cost Plus) Default Retainage (i.e. Holdback) Percentages More Details 78

79 Prime Contract To View Prime Contracts: 1. Select the Active Project at the top of the Main Menu. 2. Click the Contracts tab. 3. Click the Prime Contract Sub-tab. 4. The list of contracts will be shown in the grid. 5. Click the Pencil to view an existing contract. Contract Type will impact how Prime Invoices are processed. To create POs, Subcontracts, Timecards etc., the Prime Contract must be marked Approved with a Status Date. Owner/Customer, General Contractor, and Architect labels change based on your Profile in Settings. Click the blue View Details buttons to review Original Budgets. 79

80 REFERENCE: SETTING UP AN AWARDED JOB IN THE ACCOUNTING SYSTEM USING CORECON DATA 80

81 Accounting System Integration Overview Corecon Record Client referenced in Prime Contract Project # Prime Contract # Job Cost Codes Accounting System Record Customer Customer : Job Service Items Client referenced in Prime Contract. Project # Prime 81

82 Accounting System s Cost Codes Service Items Division Service Item Major Service Item Service Items should NOT have sub-items for M, L, E, S, O tracking. Corecon s cost reports can generate this detail. Example: M L 3 Options when Linking Corecon Job Cost to Service Items: 1. For every Corecon Job Cost Code there is a matching Service Item (i.e. 1 to 1 relationship) 2. Corecon Internal Division Codes match Division Service Items. (i.e. Corecon will have the detail Job Cost Codes but are rolled up on the accounting side using the Division Service Items.) 3. Map all Project Job Cost Codes to a single Service Item to summarize by Project or Job Type Understanding Cost Codes From an Estimating, PM and Accounting Perspective 82

83 CoreconLink Utilities CoreconLink for Install Steps Help System Intuit QuickBooks Online View View Intuit QuickBooks Pro, Premier, Enterprise View View Sage 50 Canada View View SAP Business One v9.0 View View Xero View View 83

84 PRIME CONTRACT CHANGES: CHANGE PROPOSAL REQUEST (CPR) CHANGE ORDER (CO) Contract Admin Resource Center 84

85 Prime Contract Change Proposal Request (CPR) The Change Proposal Request (CPR) feature is used to document a potential change. CPRs can be entered for all types of contracts (i.e. Fixed Lump Sum, Cost Plus, or Unit Price) but only affect budgets when converted to a Change Order (CO) and marked Approved with a Status Date. Components of a CPR: Who Initiated the Change, Issue Date, Status Date, Status Scope of Work Impacted Companies Financial and Schedule Impact Details Options to Create CPRs: Add Manually Estimate to CPR Wizard CPR Business Process: Typically, each CPR would define an individual scope change. If five (5) CPRs are created during the month and three (3) are approved, then the 'CPR To CO Wizard' can create a single CO summarizing the approved changes. In addition, the 'CPR To Procurement Wizard' can also be used to create Purchase Orders (PO), Subcontracts, or Subcontract Change Orders (SCO) for the impacted companies who have provided pricing. More Details Training Video 85

86 Adding a CPR Manually Entering the CPR Header information: 1. At the top of the Main Menu the Active Project should be selected and the View set to 'Project Management' or Financial Admin. 2. Click the Contracts tab. 3. Click the CPR feature. 4. Click 'Add' under the Actions section in the Right Navigation Panel. 5. The Project # should be selected already if the current project is specified at the top of the main menu. The Order #, CPR # and Issue Date are autogenerated but can be modified. 6. Select the Prime Contract # 7. Enter the Subject and select one of the Initiated By options. 8. If the Status is marked Approved as shown in the example, be sure to enter a Status Date otherwise leave it blank. 9. Select the appropriate Contacts for your firm (i.e. the project manager) and the owner. 10. Enter the Work Scope. 11. Optional: Enter Refences. (Section minimized in image.) 12. Click the 'Save' button. 86

87 Adding Impacted Companies to the CPR Identify Subs and Suppliers that might be impacted by the CPR. Cost line items can be documented for each company and then imported into the Proposed Items list for the Owner to approve. Steps To Add Companies: 1. Click the Add button within the 'Impacted Companies' section highlighted in red. 2. A popup window will appear showing a list of companies in the Project Directory. 3. Filter the listing by letter. A is selected by default. 4. Select the Companies by clicking the Checkbox next to the company. 5. Click the Add button in the blue footer section. 87

88 Request Pricing From Impacted Companies Once Impacted Companies have been added to the CPR, pricing request s can then be sent to each company. The generated from Corecon v7 will contain a hyperlink and security code allowing the impacted vendor to access Corecon's TeamLink portal so the CPR and any linked files (i.e. drawings and specs) can be viewed. In addition, the TeamLink portal will provide vendors the ability to submit their pricing online using their own breakdown. Vendors who have a copy of their quote in an electronic format (ie PDF) can also upload the file within the portal. Request Pricing for Impacted Vendors View Impacted Vendor Details (see next page) 88

89 CPR - Impact Company Details At anytime, the details of an impacted company can be reviewed by clicking the pencil icon next to their name. If the vendor does not submit pricing via the TeamLink portal then items must be added manually. Entering Vendor Details: 1. Within the CPR form (shown on previous slide), click the Pencil icon next to the Impacted Company to view their details. 2. Navigate to the Impact Summary section and check the Financial and Schedule Impact fields if the vendor is impacted by the CPR. Be sure to click the gray Save button if changes are made. 3. If there is a Financial impact, enter the Vendor items in the grid shown in the Financial Impact Details section. Be sure to click the <enter> key after entering the Item #, Description, Quantity, Unit of Measure, and Unit Price. 4. Repeat step 3 for additional items. 5. Click the Blue save button within the section. Option: Upload Vendor Quote (i.e. PDF file) to Linked Files section Enter Vendor Items in Yellow Row. Be sure to click <enter> key before saving! 89

90 Default Markups for CPRs and COs Default Markups can be setup for CPRs and COs. These markups should be imported after the Vendor Impact Items have been added to the Proposed Items List (see next step). Data Entry Steps: 1. Click the Default Markups link in the CPR s Proposed Item Details section. (Not Shown) 2. In the popup form, navigate to the yellow row at the bottom and enter the Item #, Description, Markup Type, Markup Amount, and Job Cost Code. The Item # will determine the sort order. Be sure to click the <enter> key after the Cost Code has been selected. Markup Types: Percentage or Lump Sum Markup: 10 % = 10 $1000 = Repeat the last step for any additional markups. 4. Click the Save button. 90

91 CPRs Preparing The Proposed Items List for the Owner The Proposed Items list contains the actual items that will be submitted to the Owner/Customer for review. Typically, Impacted Company details would be imported into this list rather than being typed manually. Data Entry Steps For Proposed Items: 1. Within the CPR Details form, click the Proposed Items link. (Form not shown) 2. To add items manually, click the Add button below the grid. 3. To import items from the Impacted Vendors list, click the Import button. 4. If changes are made in the grid, click the Save button. Adding Markups: Import Default Markups Import Cost DB or Impacted Vendor Items Add Items Manually Save Changes in Grid 5. Review the Default Markups by clicking the View Markup button. 6. Upon returning to this list, click the Apply Markup button. Budget Revision Definitions: Price Total: Impacts Contract Amount Cost Total: Impacts Estimated Cost Budget Budget revisions occur when the CPR is converted to a CO and marked approved with a status date. Tasks After Proposed Item List is Prepared: 7. Return to the CPR Details form and review the Financial and Schedule Impact Summary. 8. Print or the CPR Proposal. 91

92 CPRs Important Things To Know Collecting Pricing from Impacted Vendors: Vendors can submit pricing in the TeamLink Portal only if the CPR is marked 'Pending' or 'Pending Submission'. Otherwise, their cost line items will be readonly. CPR Status: Status options occur in the following sequence: (1) Draft (2) Pending Submission (3) Pending (4) Not Approved (5) Approved Approval Process: After the CPR has been reviewed and approved by the Customer, be sure to update the CPR Status and Status Date fields. Budget Tracking: Job cost reports in the Dashboard View do not include CPRs whether marked approved or pending. Only when CPRs are copied to a CO and marked Approved with a Status Date will the budget revisions be reflected. Procurement Process: If additional POs, Subcontracts, or SCOs need to be issued to the impacted vendors referenced in the APPROVED CPR, then their items must be documented first under the Impacted Companies section and then imported into the CPR Proposed Item List. Otherwise, the 'CPR to Procurement Wizard' will not be able to assist in this process. ing: A CPR can be ed by clicking the Details Report option in the Right Navigation Panel and choosing ' Doc' or ' PDF' option in the popup form. The CPR will then be an attachment in the which can be printed by the recipient (i.e. customer) and later returned signed. 92

93 CPR to CO Wizard If one or more CPRs have been approved then the CPR to CO Wizard is used to create the official Prime Contract Change Order (CO). 1. Change the View on top to 'Project Manager' or 'Financial Admin' 2. Click the Contracts and Changes Tab 3. Click the CPR Feature 4. Click 'CPR to CO Wizard' under the Actions section in the Right Navigation Panel 5. Within the Wizard's form, select the Project # and Prime Contract #. 6. Check the CPRs to be included in the CO. CPRs that have already been converted to a CO will not appear. 7. Under the Prime Contract Change Order section, enter the CO #, Order #, Issue Date and Subject. All of these fields are required. 8. If the CO has not been approved set the Status to Pending otherwise select Approved and enter a Status Date. 9. Select the Contacts in the Issued To and Approved By fields. The default contacts are coming from the Prime Contract. 10. Select the Item Format which will determine how the CPR Proposed Items are going to be shown in the CO. 11. Click the Finish or Continue button to create the CO. The latter will also initiate the CPR to Procurement Wizard Creates CO and moves to CPR to Procurement Wizard Creates CO 93

94 Change Order (CO) Training Video A Prime Contract Change Order (CO) is issued when there is a change to the Prime Contract's scope of work. COs can be entered for all types of contracts (i.e. Fixed Lump Sum, Cost Plus, or Unit Price). When marked Approved with a Status Date, the CO will impact budgets regardless of the contract type. However, invoicing COs is only applicable to Fixed Lump Sum contracts. COs can be created manually or imported using the Estimate to CPR/CO Wizard or CPR to CO Wizard. When entering COs manually, the process is similar to Change Proposal Requests (CPRs) with exception for entering Proposed Items. For COs, Proposed Items are manually entered whereas for CPRs the impacted Company Items are usually imported into the Proposed Items list. 94

95 PRIME CONTRACT INVOICE (PROGRESS INVOICE) Prime Invoice - Cost Plus Prime Invoice - Fixed Lump Sum Contract Admin Resource Center 95

96 Progress Invoices Important Things To Know The Prime Invoice process changes based on Contract Type: Fixed Lump Sum, Cost Plus or Unit Price. The Invoice Order # and not Invoice Date or Invoice # will determine previous invoice amounts. Corecon will automatically set the next value when creating the invoice. See table below for example. Import Date Order # Invoice # 3/31/ /30/ /15/09 * /15/09 * * Two invoices can be created on the same date but be sure to reference the appropriate Order # on each. The Prime Invoice Approved Status should be unchecked until it has been reviewed by the owner or manager. Default Work and Stored Material Retainage percentages are copied from the Prime Contract and can be changed in the Invoice itself. Previous, Current, and Billed Retainage amounts are tracked by Job Cost Code and not in the Item Details table (i.e. Schedule of Values, CO Items, Cost Plus Items etc.). Billed Retainage should always be processed last. For example, if a Prime Contract Invoice has Billed Schedule of Values, COs and Retainage, then Billed Retainage should be entered last. A Prime Invoice can be ed by clicking the Details Report option in the Right Navigation Panel and choosing ' Doc' or ' PDF' option in the popup form. The Invoice will then be an attachment in the which can be printed by the recipient (i.e. customer). When Prime Invoices are exported to an accounting system using a CoreconLink utility, they can be locked automatically in order to prevent further changes or deletions. Please see Settings Organization Security Transaction Security for more details. 96

97 Prime Contract Invoices (AIA / Invoice) Progress Invoices or Application for Payments for Prime Contracts are processed in the Prime Contract Invoice feature. Preparation of the Prime Contract Invoice is, historically, a difficult and time-consuming task due to retainage (i.e. holdbacks) and calculating previous invoice amounts. In Corecon, these functions are all automated. Data Entry Steps: 1. Change the View on top to 'Project Manager' or 'Financial Admin'. 2. Click the Contracts module. 3. Click the Prime Invoice feature. 4. Click 'Add' under the Actions section in the Right Navigation Panel 5. Select the Project # and Prime Contract #. This will set the next available Invoice Order # and Invoice # (text field). Invoice Order # will determine previous invoice amounts and not invoice date. 6. Enter the Issue Date and select the Payment Terms which will calculate the Payment Due Date. 7. Do not check Approved until details have been finalized. 8. Review the Contract Contacts. The defaults are set based on the entries in the Prime Contract. 9. Click the gray Next button. 97

98 Prime Contract Invoice Details 1. The type of items to be invoiced is dependent on the contract type. Please see breakdown below. Fixed Lump Sum Contract: Schedule of Values (ie Bank Draws) Approved COs Cost Plus Contract: Bills Sub Invoices Misc. Expenses Timecards WOs Markups Unit Price Contract: Unit Price Items 2. Select the items in the listing and enter either the Current Total Amount or New Total % Complete. Updating either column will recalculate the other value and the checkbox on the left will be checked. 3. Click the Add button if you wish to add other types of items or click Add & Close. * The Apply button can also be used for updating multiple items at once using a percentage value. For example, 30% total complete would be entered as 30. * Apply % Complete for Checked (1 st Column) Items Add Checked Items with Current Total Amount 98

99 Prime Contract Invoice Details After clicking Add & Close on the previous form, the imported details will be shown. This form allows additional modifications if necessary. Delete Checked Items Apply % Complete for Checked (1 st Column) Items Save Current Stored & Worked Values 99

100 Prime Contract Invoice Billing for Retainage Retainage is a portion of the agreed upon contract price deliberately withheld until the work is substantially completed to assure that the contractor or subcontractor will satisfy its obligations and complete a construction project. Below are the steps to bill for retainage using the Prime Contract Invoice feature. Although this can be done at any time during the project, it is typically done at the end in a separate invoice. Data Entry Steps: 1. Once the Prime Contract Invoice "header" information has been saved, click the 'View Retainage Summary By Job Cost Code' link. This will refresh the page showing a summary of the retainage held by job cost code. View Retainage Summary 100

101 Prime Contract Invoice Billing for Retainage To Bill for Retainage Held on the Entire Contract: 2. Select all the job cost codes by clicking the column header above the checkbox on the left side of the grid. (Form not shown) 3. Enter a percentage (i.e. 100 = 100%) in the Billed Retainage % field shown below the grid. 4. Click the 'Apply' button. This will fill-in the 'Current Billed Work Retainage' and 'Current Billed Stored Retainage' columns. Clicking Save after the page refreshes is not needed. To Bill for Retainage Held on Individual Job Cost Codes: 2. Navigate to a particular job cost code. 3. Enter a value in the 'Current Billed Work Retainage' or 'Current Billed Stored Retainage' columns. 4. Click the 'Save' button below the grid. 101

102 PROCUREMENT OVERVIEW Anticipated Costs POs Bills Subcontracts SCOs Sub Invoices Procurement Overview Procurement Resource Center 102

103 How Procurement Transactions Appear On Financial Dashboards Module Feature Committed Cost Cost To Date Anticipated Costs POs Yes Yes Bills Originating From POs Yes Procurement Bills Not Originating From POs Yes Yes Subcontracts Yes Sub Change Orders (SCO) Yes Sub Invoices Yes Time & Expenses Employee Misc. Expenses Yes Yes Financial Dashboard Details 103

104 Procurement Transaction Add Methods Module Feature Add Manually Import From Microsoft Excel Anticipated Costs Yes View Add Via Wizards POs Yes View Estimate to Procurement CPR to Procurement Bills From POs PO to Bill Procurement Bills Not From POs Yes View Subcontracts Yes Estimate to Procurement CPR to Procurement Sub Change Orders (SCO) Yes Estimate to Procurement CPR to Procurement Sub Invoices Yes Time & Expenses Employee Misc. Expenses Yes View 104

105 ANTICIPATED COSTS Procurement Resource Center 105

106 Anticipated Costs More Details Anticipated Costs are project expenses that have yet to be incurred but need to be documented for financial cost projections to be accurate. This list may include finish items such as appliances or plumbing fixtures that have not been specified by the client. Under this scenario, each item listed would reference an estimated cost based on what information is known at that time. Another example of Anticipated Costs is cleanup expenses where the vendor will not be identified until the final stage of the project. Procurement Tab Selected Project Project Management or Financial Admin View Add Anticipated Cost Manually Import From Microsoft Excel 106

107 Financial Dashboards That Include Anticipated Costs Dashboards that include Anticipated Costs 107

108 PURCHASE ORDERS (PO) POs and Bills Procurement Resource Center 108

109 Purchase Orders (PO) Once the Prime Contract has been established, materials and services are procured using Purchase Orders (POs) and/or Subcontracts. Both financial transactions are shown as Committed Costs in the Financial Dashboards. Typically, POs are issued to suppliers and Subcontracts to subs. POs are less complicated than Subcontracts since changes and retainage (ie holdbacks) do not come into play. For POs, the vendor's invoice is simply processed in the Bills feature using the 'PO to Bill Wizard'. Adding POs Manually: 1. At the top of the Main Menu the Active Project should be selected and the View set to 'Project Management' or Financial Admin. 2. Click the Procurement tab. 3. Click the PO sub-tab. 4. Click 'Add' under the Actions section in the Right Navigation Panel. 5. The Project # and Next Available PO # should be set by default. 5. Enter the Subject and Issue Date. If Status is marked Approved, be sure to enter a Status Date otherwise leave it blank. Status could also be disabled if Workflow is turned on. 6. Optional: Select the PO Type. This can be used for grouping and filtering on log reports. 7. Select the Vendor (Company & Contact) 8. Select the Issued By and Authorized By contacts which are from Your Company. 9. Optional fields: Terms, FOB, Ship Via, Ship To Address 10. Enter line items as necessary. If you need to enter more than ten (10) items or import them from a cost database then just click Save. When the form refreshes, it will provide options for both. More Details Required Line Item Fields: Description, Qty, Units, Unit Price, Cost Code. 109

110 Purchase Orders (PO) continued PO Print PO Add Items Import Cost DB Items 110

111 Adding Items To An Existing PO Adding PO Items: 1. After the PO has been created the PO Details form (not shown) will appear. Navigate to the PO Items section and click the blue Add button. 2. In the popup form (shown to the right), enter the Item #, Description, Quantity, Unit, Unit Price, and Job Cost Code. 3. Optional Fields: Tax Code, Manufacturer and Ship Information. Delivery Date Note: Cost DB Item Code is only populated when importing Labor, Equipment or Work Items from the Estimating Cost Database. 4. Click the Save or Save & New button Tasks After Adding PO Items: 5. Printing or ing the PO Delivery Date is per line item and will appear on the Project Calendar. Tasks After Receiving the Bill from the Vendor: 6. Using the PO to Bill Wizard 111

112 BILLS POs and Bills Procurement Resource Center 112

113 Creating Bills using the PO to Bill Wizard After a Purchase Order (PO) has been issued to a vendor and the goods/services delivered, the supplier's invoice is processed using the PO to Bill Wizard. This wizard will prevent over-billing by indicating which items have already been billed and calculate the remaining or open quantities. Reviewing the Original PO: 1) Select the Project # on the Main Menu. 2) Change the View on top to 'Project Manager' or 'Financial Admin'. 3) Click the Procurement Tab. 4) Click the PO feature. POs that are listed pertain only to the selected Project (see step 1). 5) Search the listing for the PO. 6) Click the Pencil icon next to the PO to review the details. Using the PO to Bill Wizard (Form Shown Below): 1) In the 'PO to Bill Wizard' form, review/update the Current Bill Qty field for each item. The checkbox (1 st column) field will also be updated when changing the quantity. Note: The Current Bill Quantity maybe less than the Order Quantity if there are multiple shipments planned. 2) Enter the Vendor's Invoice #, Invoice/Issue Date and Payment Due Date. 3) Click the Finish' button. Important: Comparing the original PO quantities and unit prices with the vendor s Bill is suggested so that no discrepancies occur. For partial deliveries, the item quantity on the Bill may be less than what is on the PO. 7) Click the 'PO to Bill Wizard' option under the Actions section in the Right Navigation Panel. More Details 113

114 Creating Bills Manually More Details Bills are usually created using the PO to Bill Wizard. However, there can be cases were a Bill is entered manually such as for credit card transactions. In this scenario, the Bill does not originate from a PO and would appear in the Financial Dashboards under Committed Cost and Cost To Date. Bills originating from a PO would appear only under Cost To Date. Entering Bills Manually: 1) Select the Project # on the Main Menu. 2) Change the View on top to 'Project Manager' or 'Financial Admin'. 3) Click the Procurement Tab. 4) Click the Bills sub-tab. 5) Click 'Add' under the Actions section in the Right Navigation Panel. The Project # should be set to whatever is selected at the top of the Main Menu. 6) Selecting Prime Contract # and Invoice Date. 7) Enter the Invoice #. This could also be a credit card transaction number. 8) Optional: Select the Bill Type. This can be used for grouping and filtering on log reports and determine how transactions are exported to an accounting system. 9) Select the Vendor (Company & Contact). 10) Select the Payment Terms and Due Date. 11) Enter line items as necessary. If you need to enter more than ten (10) items or import them from a cost database then just click Save. When the form refreshes, it will provide options for both. 114

115 SUBCONTRACTS Subcontracts Procurement Resource Center 115

116 Subcontracts More Details Once a Prime Contract has been setup, Subcontracts can be issued to vendors. Subcontracts are more feature rich than POs since these they can have retainage and changes. Plus, the invoice process for Subcontracts can also vary depending on Contract Type similar to Prime Contracts. Subcontract Core Components: Issued By: Typically Your Firm Issue To: Subcontractor Scope of Work: Description, Inclusions, Exclusions, Clarifications Contract Type: Fixed Lump Sum, Cost Plus With or Without Guaranteed Maximum Price (GMP) and Unit Price Status & Status Date: Approved, Pending, Not Approved Financial Details: Schedule of Values (Fixed Lump Sum Contract) or Unit Prices (Unit Price Contract) Default Retainage (i.e. Holdback) Percentages 116

117 Subcontracts (continued) Adding the Subcontract Header Information: 1. At the top of the Main Menu the Active Project should be selected and the View set to 'Project Management' or Financial Admin. 2. Click the Procurement tab. 3. Click the Subcontract sub-tab. 4. Click 'Add' under the Actions section in the Right Navigation Panel. 5. The Project # should be set by default. 6. Select the Prime Contract #. This will set the next available Subcontract #. 7. Select the Contract Type. This will impact how subcontract invoices are processed. 8. Enter the Subject and Issue Date. 9. If Status is marked Approved, be sure to enter a Status Date otherwise leave it blank. Status could also be disabled if Workflow is turned on. 10. Select the Vendor Company in the Subcontractor row. 11. Contacts for the Prime and Subcontractor can also be selected. 12. All other fields such as Work Scope, Inclusions, Exclusions etc. are optional. 13. Click the gray Save button shown below the Default Retention Percentages section. 117

118 Subcontracts (continued) Adding the Subcontract Financial Details: The Financial Details section is applicable for fixed lump sum and unit price contracts. Since the sample subcontract is fixed lump sum, the schedule of values are shown by job cost code. Instructions: 1. After saving the Subcontract header information, navigate to the Original Subcontract Financial Details section (see highlighted area in red). 2. In the yellow row, enter the Item #, Description, Quantity, Units, Unit Price, and Cost Code. 3. Optional: Tax Code 4. Click the <enter> key so the new entry moves to the grid. This is required before saving. 5. Repeat the last 3 steps for any additional Schedule of Values or Unit Price Items. 6. Click the blue Save button within the section. 118

119 SUBCONTRACT CHANGE ORDERS (SCO) Subcontract Change Orders Procurement Resource Center 119

120 Subcontract Change Orders (SCO) A Subcontract Contract Change Order (SCO) is issued when there is a change to the Subcontract's scope of work. SCOs can be entered for all types of contracts: Fixed Lump Sum, Cost Plus or Unit Price. When an SCO is marked approved with a Status Date, it will then appear as a committed cost in the financial dashboards. From a billing standpoint, SCOs can only be referenced in Fixed Lump Sum Subcontract Invoices. SCOs can be created manually or using either the CPR to Procurement Wizard or WO to SCO Wizard. The steps listed on the next slides will cover the manual data entry process. More Details 120

121 SCOs (continued) Data Entry Steps for SCOs: 1. Select the Project # at the top of the Main Menu. 2. Change the View on top to 'Project Manager' or 'Financial Admin'. Click the Procurement tab. 3. Click the SCOs sub-tab. 4. Click 'Add' under the Actions section in the Right Navigation Panel. 5. In the SCO details form (shown to the right), the Project # should be selected already if the current project is specified at the top of the main menu. 6. Select the Prime Contract # and Subcontract #. This will set the next available SCO Order # and SCO #. The SCO Order # is used to calculate previous changes. 7. Enter the Subject and select one of the Initiated By options. 8. If the Status is marked Approved as shown in the example, be sure to enter a Status Date otherwise leave it blank. Status could also be disabled if Workflow is turned on. 9. Select the appropriate Contacts for your firm (i.e. the project manager) and the subcontractor. 10. Enter the Work Scope. 11. Optional: Enter References. (Section minimized in image.) 12. Click the gray 'Save' button. 121

122 SCOs (continued) Data Entry Steps for SCO Details: 1. After the SCO header information has been saved (see previous slide), navigate to the SCO Items section. 2. In the yellow row, enter the Item #, Description, Quantity, Units, Unit Price, and Cost Code. 3. Optional: Tax Code 4. Click the <enter> key so the new entry moves out of the yellow highlighted row. This is required before saving. 5. Repeat the last 4 steps for any additional SCO Items. 6. Click the blue Save button within the section. 122

123 SUBCONTRACT INVOICES Subcontract Invoices Procurement Resource Center 123

124 Subcontract Invoices Progress payments for Subcontracts are processed in the Subcontract Invoice feature. Preparation of the Subcontract Invoice is historically a difficult and time-consuming task due to retainage (holdbacks), determining current and previous SCO values, and calculating previous invoice amounts. However, Corecon will calculate these values automatically based on the Sub Invoice Order #. Data Entry Steps: 1. Select the Project # at the top of the Main Menu. 2. Change the View on top to 'Project Manager' or 'Financial Admin'. 3. Click the Procurement tab. 4. Click the Sub Invoices sub-tab. 5. Click 'Add' under the Actions section in the Right Navigation Panel. 6. The Project # should be selected already if the current project is specified at the top of the main menu. 7. Select the Prime Contract # and Subcontract #. This will set the next available Sub Invoice Order # which is used to calculate previous invoice and SCO amounts. 8. Enter the Sub s Invoice #. 9. Select the Terms and Due Date. 10. If the referenced Prime Contract is Cost Plus, be sure to set the Billable Status which will determine if the Bill can be imported into a progress invoice. 11. Click Next to move on to the invoice details step. More Details 124

125 Subcontract Invoice Details 1. The type of items to be invoiced is dependent on the contract type. For example, the subcontract shown below is fixed lump sum so unbilled schedule of values and SCOs are the available import options. 2. Select the items in the listing and enter either the Current Total Amount or New Total % Complete. Updating either column will recalculate the other value and the checkbox on the left will be checked. 3. Click the Add button if you wish to add other types of items or click Add & Close. * The Apply button can also be used for updating multiple items at once using a percentage value. For example, 30% total complete would be entered as 30. * Apply % Complete for Checked (1 st Column) Items Add Checked Items with Current Total Amount 125

126 Subcontract Invoice Details After clicking Add & Close on the previous form, the imported details will be shown. This form allows additional modifications if necessary. Delete Checked Items Apply % Complete for Checked (1 st Column) Items Save Current Work & Stored Values 126

127 Subcontract Invoice Releasing Retainage Retainage is a portion of the agreed upon contract price deliberately withheld until the work is substantially completed to assure that the contractor or subcontractor will satisfy its obligations and complete a construction project. Below are the steps to release Retainage for a Subcontract Invoice. Although this can be done at any time during the project, it is typically done at the end in a separate invoice. Data Entry Steps: 1. Once the Subcontract Invoice "header" information has been saved, click the 'View Retainage Summary By Job Cost Code' link. This will refresh the page showing a summary of the retainage held by job cost code. View Retainage Summary 127

128 Subcontract Invoice Releasing Retainage To Release Retainage on the Entire Subcontract: 2. Select all the job cost codes by clicking the column header above the checkbox on the left side of the grid. (Form not shown) 3. Enter a percentage (i.e. 100 = 100%) in the Billed Retainage % field shown below the grid. 4. Click the 'Apply' button. This will fill-in the 'Current Billed Work Retainage' and 'Current Billed Stored Retainage' columns. Clicking Save after the page refreshes is not needed. To Release Retainage on Individual Job Cost Codes: 2. Navigate to a particular job cost code. 3. Enter a value in the 'Current Billed Work Retainage' or 'Current Billed Stored Retainage' columns. 4. Click the 'Save' button below the grid. 128

129 HR & TIME TRACKING Employee & Payroll Setup Entering & Approving Timecards HR & Time Tracking Resource Center 129

130 HR & Timecard Implementation Plan Step Task Performed By 1 Add/Edit Payroll Items in Settings Admins 2 Optional: Add/Edit Payroll Burden Templates in Settings Admins 3 Employee Payroll Rate Setup in Financial Admin View Or Importing Employee Payroll Rates From Microsoft Excel Admins or Financial Admins 4 Review Labor Timecard Entry Options All Security Roles 5 Approve Timecards Admins or Financial Admins 6 Analyzing Labor Hour Budgets vs Actuals Admins, Financial Admins, Project Managers 130

131 HR Step 1. Add/Edit Payroll Items in Settings Important: Admins can only perform step 1. To Access Settings 131

132 HR Step 1. Add/Edit Payroll Items in Settings More Details Features Tab Time & Schedule Payroll Items Save Important: Payroll Items in Corecon should match those in the Accounting or Payroll System. 132

133 HR Step 2: Payroll Burden Templates (Optional) Burden Rate is calculated using Templates. Burden Rate Templates When setting up Payroll Rates for Employees or Labor/Craft Codes (i.e. carpenter, electrician), there are three rates that need to be entered: Base Cost Rate, Burden Cost Rate and Bill Rate. The Total Cost Rate would be equal to the Base Cost Rate plus Burden Cost Rate and is usually less than the Bill Rate. For Cost-Plus contracts, the Bill Rate is used when importing Timecards into a Prime Invoice. The Burden Cost Rate can either be entered manually like the other two rates (Base Cost Rate and Bill Rate) or calculated using Burden Templates. In the latter scenario, one or more Burden Templates can be imported into the Employee or Labor/Craft Profile form to establish this rate. Percentage of Base Cost Rate or Lump Sum Rate Per Hour Example Burden Templates: Health Insurance Corporate Social Security Match Paid Holiday Pension Example Burden Rate = $ $ (3% * $20.00) = $

134 HR Step 2. Payroll Burden Templates (Optional) Adding Payroll Burden Templates: 1. Click Settings at top of Main Menu 2. Click the Features tab 3. Click Time & Schedule Sub-tab 4. Navigate to the Payroll Burdens section (highlighted in red below) 5. To add a Burden Template move to the row highlighted in yellow. 6. Enter the Burden Template Description, Type (i.e. Percentage or Hourly Rate Amount) and Value (i.e. 10% = 10 or $2 = 2) 7. Click the <enter> key so the new entry moves to the grid. This is required before saving. 8. Click the Save button within the section Important (US): Payroll Burden Templates in the highlighted table shown below would not include any Workmen s Comp Codes since Corecon has a separate table for these items. Save 134

135 HR Step 3. Employee Payroll Rate Setup More Details Employees Sub-tab HR Tab Financial Admin View Important: Only users with Administrator or Financial Admin security roles can access the HR tab. Active (Checked) Track Time (Checked) Data Entry Steps: 1. Change the View on top to 'Financial Admin'. 2. Click the HR tab. 3. Click the Employees sub-tab. 4. Employees will then appear in alphabetical order with filter options by letter. 5. Click the Pencil icon next to the Employee to view the profile. 6. Make sure Active & Track Time are checked. 7. Click the gray Save button. Save 135

136 HR Step 3. Employee Payroll Rate Setup (cont.) Data Entry Steps: 1. Navigate to the Standard Payroll Rates section. 2. Click the Add button below the grid. 3. Review next slide for next steps. Standard Payroll Rates Add Payroll Item Rates 136

137 HR Step 3. Employee Payroll Rate Setup (cont.) = $ $ (3% * $20.00) Data Entry Steps: 1. In the popup form shown to the left, select the Payroll Item below the Employee Name and enter the Base Cost Rate, Burden Cost Rate, and Bill Rate. 2. Click the Save button. 3. Optional: The Burden Cost Rate could be based on a calculation. To import Burden Templates click the Import button within this section. Options that appear are those that have been setup in Settings Features Time & Schedule. Note: Importing Burden Templates will automatically recalculate the Burden Rate and disable the field. 137

138 HR Step 3. Employee Project Specific Payroll Rates (Optional) Standard Payroll Item Rates Project Specific Payroll Item Rates Important: In order for Payroll Items be referenced in the Project Specific Rates section, they must be initially added to the Standard Rates table. 138

139 HR Step 3. Importing Employee Rates From Microsoft Excel (Alternative to manual entry shown on previous slides.) Payroll Setup Sub-tab HR Tab Financial Admin View Importing Employee Rates From MS Excel Data Entry Steps: 1. Change the View on top to 'Financial Admin'. 2. Click the HR tab. 3. Click the Payroll Setup sub-tab. 4. Click the 'Import Employee Payroll' option in the Right Navigation Panel. Download Microsoft Excel Template 5. Within the Import screen, select the Excel file (*.xls format). The file must be closed before uploading. 6. Click the 'Upload' button. 139

140 HR Step 4. Labor Timecard Entry Options Option Corecon V7 Corecon Mobile Help Topic Weekly Timecard with Multiple Job Cost Codes Yes View Weekly Timecard with Multiple Payroll Items Yes Daily Individual Yes Yes Daily for Multiple Employees Yes Import From Microsoft Excel Yes View Weekly Entry Options Daily Entry Options Time / Expenses View Note: All security roles provide access to the Time / Expenses View so timecards can be entered. However, these timecards will be marked pending and will need to be approved by a Financial Admin or Admin user. 140

141 Weekly Timecard Entry with Multiple Job Cost Codes Copy Entries To Next Day Set Dates to Previous Week Required Timecard Fields: Company Employee Name Project Prime Contract Payroll Item Billable Status Job Cost Code Hours Optional Fields: Workers Comp. Code Labor/Craft Code Fields Not Shown on Weekly Form: Work Order Hours For Each Job Cost Code & Day Add Timecards 141

142 Daily Timecard Entry Required Timecard Fields: Date Employee Project Prime Contract Payroll Item Billable Status Job Cost Code Hours Optional Fields: Labor/Craft Code Workmens Comp. Code Change Order (CO) Work Order Comments Note: Individual Timecard entries can also be done in Corecon s Mobile apps for ios and Android. 142

143 HR Step 5. Approving Timecards Time Approval Sub-Tab HR Tab Financial Administrator View Employee And Date Filters Select Timecards To Approve Approve Timecards Important: Only Adminis and Financial Admins can approve Timecards. 143

144 HR Step 6. Analyzing Labor Hour Budgets Financials Tab Labor Hour Dashboards 144

145 HR Step 6. Analyzing Labor Hour Budgets Important: Estimated % Complete (Col. A in Grid) is entered by the manager/superintendent and is used to calculate Projected Hours and Cost. 145

146 PROJECT FINANCIAL DASHBOARDS Financial Dashboards Dashboards Resource Center 146

147 Accessing Project Financial Dashboards Project Financial Dashboards provide an Executive Overview from four perspectives: contract amount, cost, labor hours and equipment hours. Typically, cost and contract analysis are reviewed the most but firms who self-perform work will also want to review labor and equipment hour dashboards shown at the bottom middle section. Select One or More Projects Financials Tab Project Mgmt. or Financial Admin View Date Filters 147

148 Example Dashboard Showing Results By Cost Code Most Standard Dashboards will show financial results by Job Cost Code if only one project is selected for the filter criteria. When multiple projects are selected, results will be shown by project. Information shown in these tables can be exported to Microsoft Excel for further analysis or printing. Summarize Financials By Job Cost Code or Internal Grouping Codes View Export to Transactions Microsoft for all Cost Codes Excel Links to show transaction details 148

149 Project Financials - Cost Transactions Cost Budgets Committed Costs Transaction Original Approved Revisions Pending Revisions Approved Pending Cost To Date Prime Contract Yes Approved Prime Contract COs Yes Pending Prime Contract COs Yes Approved POs Yes Approved Subcontracts Yes Approved SCOs Yes Anticipated Costs * Yes Approved Labor Timecards Yes Yes Approved Equipment Timecards Yes Yes Approved Employee Misc Expenses Yes Yes Pending POs Pending Subcontracts Pending SCOs Yes Yes Yes Bills Originating From POs Yes Bills NOT From POs Yes Yes Subcontract Invoices Yes * Shown approved but it is a projected value. 149

150 Project Financials Revenue Transactions Revenue Budgets Transaction Original Approved Revisions Pending Revisions Billings To Date Prime Contract Yes Approved Change Proposal Request (CPR) Pending Change Proposal Request (CPR) Approved Change Order (CO) Yes Pending Change Order (CO) Yes Approved Prime Contract Invoice Yes 150

151 Percent Complete Calculations Percent Complete from a Cost Perspective Cost % Complete = (Approved Cost To Date / Estimated Cost Budget) * 100 Note: WIP Dashboard will use Estimated Cost to determine over/under billing. Cost % Complete = (Approved Cost To Date / Approved Committed Cost) * 100 Percent Complete from a Revenue Perspective Billing % Complete = (Billings To Date / Approved Contract Amount) * 100 Field Staff s Percent Complete Judgement Field staff can provide input on Percent Complete by reviewing actual site conditions. Their estimate may or may not match the calculations above and is a very important variable in the follow dashboards: Cost To Complete, Labor Analysis, and Equipment Analysis. 151

152 Profit Percentage Calculations Estimated Profit Calculations Profit % Based on Estimated Cost = ((Revenue Budget - Estimated Cost Budget) / Revenue Budget) * 100 Profit % Based on Committed Cost = ((Revenue Budget - Committed Cost) / Revenue Budget) * 100 Actual Profit Calculations Current Profit % = ((Billings To Date - Cost To Date) / Billings To Date) * 100 Note: Theoretically, at the end of the project 'Current Profit %' should be equal to 'Profit % Based on Committed Cost'. 152

153 Work In Progress (WIP) Analysis The WIP Analysis Dashboard can be accessed from the standard Project Financial Dashboards. This Dashboard contains some special calculations which are described below. Column Calculations Cost % Complete = (Approved Cost To Date / Estimated Cost Budget) * 100 Billings % Complete = (Billings To Date / Revenue Budget) * 100 Earned Revenue = Revenue Budget * (Cost % Complete / 100) Cash Flow = Billings - Cost To Date Excess Billing = Billings To Date - Earned Revenue Est. Profit = Revenue Budget - Estimated Cost Est. Profit % = (Est. Profit / Revenue Budget) * 100 Example Job Cost Code: Concrete Estimated Cost = $40,000 Approved Cost To Date = $20,000 Revenue Budget (i.e. Contract Amount) = $50,000 Billings = $20,000 Cost % Complete = 50% Billings % Complete = 40% Cash Flow = $0 Earned Revenue = $25,000 Excess Billing = <$5,000> Est. Profit = $10,000 Est. Profit % = 20% 153

154 Custom Financial Dashboards (Advanced) Custom Financial Dashboards can be created by Admins in Settings and then viewed using the link shown below. More Details To View Custom Dashboards 154

155 CORRESPONDENCE Comply Notices * Issues Journals RFIs Submittals Transmittals Work Orders * Not documented in reference manual Correspondence Resource Center 155

156 Issues No matter how smoothly a job may be running, when Issues come up, proper documentation and correspondence is key to minimizing risks and managing effectively. Some Project Issues will be minor in nature and are resolved quickly but others may be critical and lead to changes. Issues Header Data Entry Steps: 1. At the top of the Main Menu, select the Active Project and set the View to Project Management', or Engineer/Superintendent. 2. Click the Correspondence tab. 3. Click the Issues sub-tab. 4. Click 'Add' under the Actions section in the Right Navigation Panel. (Form Not Shown) 5. The Project # should be selected already if the current project is specified at the top. 6. The Issue # and Date are auto-generated but can be modified. 7. Select the Type classification. Options can be added on the fly using the lookup button shown the right of the field. 8. Enter a Subject and Priority. 9. Enter Coordinated By and Contact (i.e. Your Firm) 10. Optional: Enter a Due Date and review Description, References and Status sections (collapsed in screen capture). Note: The Due Date will appear in the Project Calendar and the Alerts window. 11. Click the gray Save' button. More Details 156

157 Issues (continued) Entering Issue Items Manually: 1. Navigate to yellow row 2. Enter Item #, Date, Description. Optional: Financial Impact, References. 3. Click the <Enter> key so the new entry moves out of the yellow row. 4. Repeat step 1-3 for additional items. 5. Click the blue Save button. Importing Issue Items: 1. Click the blue Import button within the items section. 2. In the popup form (not shown), select the feature: Daily Log, Journal, Permits, Punchlist, RFI, Submittal 3. Enter the filter criteria 4. Click the Filter button 5. Select the Corecon records. 6. Click the Import button Companies Involved: 1. Click the Import button 2. Select Project Directory or List 3. Select one or more Company Contacts in the grid. 4. Click the Import button Close-out Procedures: After printing the Issue Detail report and discussing it with the Project Team to develop a resolution, be sure to update the Total Financial Impact, Resolution, and Status fields. This is important since only open items will appear in the Project Calendar and Alerts window. 157

158 Journals More Details The Journal feature is used to record interactions with important contacts. In the Journal Entries feature, there is no essential distinction between conversations, s, faxes, letters, notes, phone calls. All of these items are considered journal entries and are organized by date. Journals Data Entry Steps: 1. Select the Active Project at the top of the Main Menu. 2. Set the view to 'Estimating', 'Project Management', or Engineer/Superintendent. 3. Click the Correspondence tab. 4. Click the Journals sub-tab 5. Click 'Add' under the Actions section in the Right Navigation Panel. (Not Shown) 6. Enter the Journal Type, Project #, From Company (i.e. Usually Your Company), From Contact, Issue Date and Subject. The Journal # should automatically be set. 7. Enter the message in the Body field. 8. Optional: Enter the Reminder Date, Due Date and References. The Reminder and Due Dates will appear in the Project Calendar and Alerts window. 9. Click the gray 'Save' button. Adding Recipients (Recipients Section): 10. Click the Import button to add Companies from the Project Directory. Upon returning to the Journal form, imported recipients will automatically appear in the grid. Other Tasks: Uploading External Files (Photos, PDF etc.) Printing or ing (see options in right navigation panel). Important: The sent out of Corecon will include an auto generated hyperlink and security code allowing the recipients to respond via Corecon s TeamLink Portal. 158

159 Request for Information (RFI) Training Video More Details Architectural, Engineering, and Construction (AEC) firms can use the Request For Information (RFI) feature to document questions and responses from project team members. Although the Journals feature can also be used for submitting questions, the RFI feature is typically used for more important requests that require review which may or may not impact the schedule or budget. An RFI example would be a Contractor sending the design team (i.e. Architect or Engineer) a question regarding the interpretation of a detail or note on the construction drawings or specifications. RFI Header Data Entry Steps: 1. At the top of the Main Menu the Active Project should be selected and the View set to 'Estimating', 'Project Management', or Engineer/Superintendent. 2. Click the Correspondence tab. 3. Click the RFI sub-tab. 4. Click 'Add' under the Actions section in the Right Navigation Panel. (Form Not Shown) 5. The Project # should be selected already if the current project is specified at the top of the main menu. 6. The RFI # and Issue Date are autogenerated but can be modified. 7. Enter the Subject, Reason, Issue Date and Priority. RFI Type is optional. 8. Select Companies/Contacts in the Originator (i.e. Sub/Supplier/GC) and Coordinator (i.e. Your Firm) fields. Companies shown are from the Project Directory. 9. Enter the Request. 10.Optional: Enter a Suggestion and any References (collapsed in screen capture) 11.Click the gray 'Save' button. Note: Impact and Status information is usually updated later. 159

160 RFI Adding Recipients Adding Recipients: 1. Within the Recipients section, click the Import button. (See Form at bottom.) 2. A popup window will appear. (Form shown in top right.) 3. Select the Company/Contact from the Project Directory by clicking the checkbox on the left side. Typically, this would be the Architect or Owner from a GC s perspective. 4. Click the Add button in the popup form. 5. Upon returning to the RFI form, imported recipients will automatically appear in the grid. Status Update: At this point, the Company Responsible (i.e. Who's Court the RFI Is In) can be updated to one of the Recipients. This field is found in the RFI s Impact and Status section. Be sure to click the gray 'Save' button to record this change. Optional: Upload External Files: 6. Uploading External Files (Photos, Excel, PDF etc.) to Linked Files section. RFI to Recipient: 7. Click the Send RFI to Respondent link in the Right Navigation Panel under Actions. 8. Select the default or custom template. 9. the RFI to the Recipient(s) which will include a hyperlink and security code for the recipient to respond to the RFI via Corecon s TeamLink Portal. 160

161 RFI ing Responses Back to Originator Often times RFIs are initiated by subs or suppliers that may be managed by your firm. It is important that these requests are responded to in a timely manner. In addition, once responses have been documented it is equally important to forward this information back to the originator. Corecon includes an option highlighted in the image below showing how this information can be easily sent to the appropriate party. 161

162 Submittals Submittals are items that need to be provided to the project representative (i.e. owner, architect, consultant) for review and approval. These items are typically documented in project specification documents. Some examples of submittals are shop drawings, engineering data, material samples, mockups, schedules, test results, and product literature/manuals. Certain submittals such as product manuals are often used later by the building owner for operational purposes. Submittal Add Wizard Data Entry Steps: 1. Select the Active Project at the top of the Main Menu and set the View to 'Estimating', 'Project Management', or Engineer/Superintendent. 2. Click the Correspondence tab. 3. Click the Submittals sub-tab. 4. Click 'Add' under the Actions section in the Right Navigation Panel. 5. The Project # should be selected already if the current project is already specified. 6. The Submittal # and Issue Date are autogenerated but can be modified. For example, the Submittal # could reflect the Spec section. 7. Enter the Subject. 8. Select the Company and Contacts. Originator: Sub, Supplier or Your Firm Coordinator: Your Firm Respondent: Architect or Owner 9. In the yellow row, enter the Submittal Item Description, Quantity and Units. 10. Click the <enter> key so the new entry moves to the grid. This is required before saving. 11. Repeat the last 2 steps for any additional Items to be included in the Submittal. 12. Set the Due Dates for Originator and Respondents. 13. Optional: Enter References 14. Click the gray Create' button. Training Video More Details 162

163 Submittal Item Details Submittal Item Review: After the Submittal Add Wizard is complete, it is recommended Submittal Items be reviewed since there are additional fields such as Manufacturer, Part # and UPC that were not exposed on the data entry grid. In addition, the Status for each item is set to Pending but can be changed. Date Field Definitions: Item Due From Originator: This is the due date when the originator needs to submit the items to the coordinator. This date is especially important for long lead items such as structural steel shop drawings that need to be reviewed by the architect and engineers as soon as possible. Item Rec d From Originator: The date coordinator received the items from the Originator. Status Sent To Originator: After receiving the responses from the recipients (i.e. owner, architect), the Status Sent Date is when these responses were forwarded on to the Originator. 163

164 Submittals Adding Additional Recipients Adding Additional Recipients: 1. Within the Recipients section, click the Import button. (See Form at bottom.) 2. A popup window will appear. (Form shown to the right) 3. Select the Company/Contact from the Project Directory by clicking the checkbox on the left side. From a GC perspective, the Recipient would be the Architect, Engineering Firm or Owner. 4. Click the Add button in the popup form. 5. Upon returning to the Submittal form, imported recipients will automatically appear in the grid. Submittal Status: 6. At this point, the Company Responsible (i.e. Who's Court the Submittal Is In) can be updated to either the Originator or one of the Respondents. This field is found below the Submittal Description field. Be sure to click the gray 'Save' button to record this change. Optional: Upload External Files: 7. Uploading External Files (Photos, Excel, PDF etc.) to Linked Files section. (Section is not shown in image.) Submittal to Recipient: The steps listed below apply to submittals that can be sent electronically. If they cannot such as the case for samples and mockups, the submittal can be printed. 8. Click the Send Submittal to Respondents link in the Right Navigation Panel under Actions. 9. Select the default or custom template the Submittal to the Recipient(s). This will include an auto generated hyperlink and security code allowing the recipient to respond via Corecon s TeamLink Portal. 164

165 DOCUMENTATION Checklists Daily Logs Meetings Owner Items * Permits * Punchlist Items Safety Accidents * Test/Inspections * * Not documented in reference manual Documentation Resource Center 165

166 Checklists Templates More Details & Sample Spreadsheets Checklist Templates can be created for each phase of work providing a standardized list of items to review. When copied to each job, superintendents and managers can use these Project Checklists when walking the job. Checklist Templates can be created/imported in Corecon V7 s Settings area. Importing a Checklist Template From MS Excel: 1. Click the Settings link at the top of Corecon s Main Menu 2. Click the Features tab. 3. Click the Lead & Project sub-tab. 4. Navigate to the Checklist Templates section and click the Import button below the grid. 5. Enter the Checklist Template Description. 6. Click the browse button and select the Microsoft Excel import button. The Microsoft Excel file needs to be closed before importing. 7. Click the Upload button. 8. Upon returning to the listing the Checklist Template should appear in the grid. Spreadsheet Sheet Name: Sheet1 Required Fields in Spreadsheet: Number, Description Optional Fields: Section, SectionDescription (no spacing as shown in spreadsheet) Import Checklist From Excel 166

167 Copying Checklist Templates To A Project Copying a Checklist Template to a Project: 1. At the top of the Main Menu the Active Project should be selected 2. Set the View and Tab to one of the following. Project Setup View Checklist Tab (shown) Or Eng/Super. View Corresp. Tab Checklist Sub-tab Or Proj. Mgmt. View Corresp. Tab Checklist Sub-tab 3. Click Template to Checklist Wizard under the Actions section in the Right Navigation Panel. (See image at top) 4. In the Copy Checklist Template form, select the Checklist Template. (See image to the right) 5. The Project should be set automatically to the one specified from step Checklist Name is set to Template Name but can be modified. 7. Enter the Review Date and who is responsible for reviewing the Checklist Items. 8. Click the Create button 9. Upon returning to the Checklist listing the copied template should appear. 167

168 Daily Logs More Details In today's environment, builders and contractors are increasingly required to manage risk especially when a dispute occurs. One of the tools that contractors can implement to help in this regard is a Daily Log procedure. Typically, Daily Logs are the responsibility of field staff and are designed to track activities, progress milestones, problems, manpower, major deliveries, and weather/site conditions. Creating the Daily Log: 1. At the top of the Main Menu the Active Project should be selected and the View set to 'Project Management' or Engineer/Superintendent. 2. Click the Documentation tab. 3. Click the Daily Log sub-tab. 4. Click 'Add' under the Actions section in the Right Navigation Panel. 5. The Project # should be selected already if the current project is specified at the top of the main menu. 6. Enter the Log Date and Recorded By Company/Contact. The Prime Contract and General Notes information is optional. 7. Click the gray Save button. Import Options (see buttons in header): Import Previous: Imports previous day Activities, Weather/Site Conditions, Equipment and Manpower (with or without quantities). Import Items: Estimating Cost Database Items, PO Items, Prime Contract Schedule of Values or Unit Prices Add Sub Details Activities, Weather, Manpower etc.: 8. Click the Add button within the appropriate section. A popup form will appear. 9. Enter the information in the required fields. 10. Click the Save button in the popup form 11. Upon returning, the section will refresh automatically showing the entry. Documentation Tab / Daily Log Sub-tab Engineer/Super. or Project Mgmt View 168

169 Meeting Minutes More Details The Meeting Minutes form provides you a complete system for tracking all information that was discussed in a project meeting. This feature outlines the meeting purpose, attendees, new and old business items and company responsibilities. Entering the Meeting header Information: 1. At the top of the Main Menu the Active Project should be selected and the View set to 'Project Management' or Engineer/Superintendent. 2. Click the Documentation tab. 3. Click the Meeting Minutes feature. 4. Click 'Add' under the Actions section in the Right Navigation Panel. 5. The Project # should be selected already if the current project is specified at the top of the main menu. 6. Enter/Select the Meeting #, Type, Subject and Date/Time. 7. All other fields are optional such as Facilitator, Note Taker, Location and Purpose. Note: The Meeting Date will appear in the Project Calendar that is part of the Dashboards view and in the Alerts window on the Home Page. 8. Click the gray 'Save' button. 169

170 Meeting Minutes Attendees Adding Attendees: 1. Within the Attendees section, click the Import button. 2. A popup window will appear showing Companies and their Contacts from the Project Directory. Note: Changing the Listing Type to Meeting Attendees will show all participants from prior project meetings. 3. Select the Attendees by clicking the checkbox on the left. 4. Click the Import button at the bottom. 5. Upon returning to the Meeting Details form, the Attendee list will be updated. 170

171 Meeting Minutes New Business Items The Meeting Minutes form provides you a complete system for tracking all information that was discussed in a project meeting. This feature outlines the meeting purpose, new issues, old issues, company responsibilities and attendees. Adding New Business Items: 1. Click the New Button within the New Business Items section. (Form Not Shown) 2. A new window will appear showing the data entry form with the Meeting # shown at top for reference purposes. 3. The next available Meeting Item # will be set by default but this can be changed. 4. Optional: Enter or select a Category 5. Enter the Subject and Discussion 6. Optional: Select the Company/Contact Responsible for the item 7. Optional: Enter Due Date. 8. Click the Save button. Note: The Meeting Item Due Date will appear in the Project Calendar that is part of the Dashboards view and in the Alerts window found on the Main Menu. Item Closed Status: If the item is resolved, be sure to click the Closed checkbox and enter a Conclusion. Then, click the Save button to record your changes. This can also be done in a subsequent meeting if the item has been imported into the Old Business Items section. 171

172 Meeting Minutes Old Business Items Importing Old Business Items: 1. Click the Import button within the Old Business Items section. (Form Not Shown) 2. A popup window will appear. 3. Select the Meeting Type 4. Select the OLD Meeting # 5. Items will then appear in the grid. 6. Select the Old Meeting Items by clicking the checkbox on the left. 7. Click the Import button. 8. Upon returning to the Meeting Details form, the Old Business Items will be shown. Adding Comments To Old Business Items: 1. After importing Old Business Items, click the Pencil Icon next to the item to view the details. (Form shown to the right) 2. A new window will appear showing the Original Meeting information at top including Prior Discussions (collapsed in screen capture). 3. Enter the Current Meeting Discussion or Comments. 4. Optional: Update the Company/Contact currently responsible and Due Date. 5. If a Conclusion has been made, be sure to click the Closed checkbox and enter the Conclusion. 6. Click the Save or Save & Close button. 172

173 Punchlist Adding Inspection Date More Details Typically at the end of the project, a walk-through or inspection takes place with the general contractor, construction manager, architect, and/or owner to identify any quality or non-compliance work issues. In Corecon, these items would be documented in the Punchlist feature. Contractors are keen to keeping track of these items since their contracts require complete resolution before a final invoice can be processed. Optional: Adding Punchlist Inspection Date and Contacts: 1. At the top of the Main Menu the Active Project should be selected and the View set to 'Project Management' or Engineer/Superintendent. 2. Click the Documentation tab. 3. Click the Punchlist sub-tab. 4. Click Inspections' under the Actions section in the Right Navigation Panel. 5. Within the Inspection form (outlined in red), the Project # should be selected already if the current project is specified at the top of the main menu. 6. Enter the Inspection Date 7. Click the gray Save button. Importing Companies/Contacts from the Project Directory: 8. Click the Import button within the Inspectors section. 9. Select the Companies and Contacts to Import. Inspection Dates are optional when documenting punchlist items. 173

174 Punchlist Adding or Importing Items Punchlist items can be added manually or imported from Microsoft Excel. Steps to Manually Add Punchlist Items: 1. Within the Punchlist feature, click 'Add' under the Actions section in the Right Navigation Panel. 2. The Project # should be selected already if the current project is specified at the top of the main menu. 3. Optional: Select Prime Contract #. 4. The Next Available Item # should be set based on prior records. 5. Optional: Select the Inspection Date 6. Enter or select the Location 7. Enter the Non-Compliance Work Description. 8. Optional: Select the Responsible Company (i.e. Sub) and Due Date. Note: Due Date for open items will appear in the Project Calendar. 9. Click the gray Save button. Close-out Procedures: 10. Enter the Completion Date and check the Closed field. This can also be done in Corecon Mobile. 11. Click the gray Save button. 12. Optional: Enter Notes or Upload External Files such as a Photo. Importing Punchlist Items From Microsoft Excel: Import Spreadsheet 174

175 SCHEDULING Scheduling Resource Center 175

176 Scheduling Basics Corecon can track multiple Schedules with unlimited tasks in each. An example would be separate schedules for design and construction or if there are multiple structures that are part of the overall project. Task Definitions Tasks A task is a work-related errand you want to track through completion. Examples of tasks are grade site, excavate footings, formwork footings, pour footings. Corecon requires task descriptions to be unique within the schedule. Task ID A numeric identifier for the task that is auto generated by the system. The Task ID is used when referencing the Predecessor within the Gantt table. Task Indenting Determines if a task will be a parent task with child tasks as shown below. 1. Sitework (Parent Task) 2. Clear Site (Child Task) 3. Grade Site (Child Task) Scheduled Start and Finish Dates Scheduled dates will be used by default in the Gantt and Calendar views. Baseline Start and Finish Dates Baseline dates define the original project plan and can be set by copying the current scheduled dates. Because baseline dates will be compared with scheduled dates during the course of the project, these dates and durations should include your best estimate. Duration The amount of work days required to complete the task. See examples below. 1 Day Duration: Start Date = Monday at 8AM End Date = Monday at 5PM 2 Day Duration: Start Date = Monday at 8AM End Date = Tuesday at 5PM 176

177 Scheduling Basics (continued) Task Definitions Percent (%) Complete Percent complete (10% = 10) will determine the Status of a task and impact how it is color coded on the gantt chart and calendar. Status Not Started: % Complete = 0% (Blue Color) Started: % Complete > 0 and < 100 (Green/Lime Color) Completed: % Complete = 100% (Yellow/Orange Color) Predecessor and Successor Relationships Predecessor Task: A task (or activity) that must be started or finished before another task can be performed. Successor Task: A task that cannot begin until another task has started or finished. Task 1 Task 2 (Predecessor) (Successor) Relationship Types Finish-to-Start (FS) Start-to-Start (SS) Finish-to-Finish (FF) Example Predecessor References Using Various Relationship Types (Predecessor Task ID = 19): FS with lag 0: 19 FS with lag 2: 19+2 SS with lag 3: 19SS+3 FF with lag 1: 19FF+1 Resources Tasks can be assigned to both Company Contacts and Owned/Rented Equipment. When assigning a Company to the task, a Contact must be specified since Corecon offers task notifications via

178 Scheduling Basics (continued) Options To Create A Schedule Options To Create A Schedule Help Topic Training Video There are various ways to create a schedule as shown in the table to the right. Manually View View Corecon Estimate To Scheduling Wizard View Import From Microsoft Excel View View Import From Microsoft Project View View Scheduling Views Gantt: Shows the sequence of tasks and their relationships in a horizontal bar timeframe. Assign Tasks: Tasks can be filtered by Parent Task and then globally assigned to a particular Company Contact and/or Equipment Resource. Resource: Shows tasks that are assigned to Company Contacts or Equipment. Calendar: Shows tasks that are scheduled for the month along with their status: Not Started, Started, Completed Comments: Shows tasks that have comments A Task Notification can be sent to each selected contact that has assigned tasks. Reports: Lists scheduling log reports. 178

179 Gantt View The default view in Corecon s Project Scheduling feature is the Gantt view which shows project tasks on the left side and graphical bars corresponding to the task's durations on the right side. Tasks are color coded depending on the status and if they are part of the critical path. Quick Add will add tasks to bottom of schedule Parent Task in Bold Child Tasks Click on Task ID To View Task Details Form Or Right-Click to get Indent/Insert/Move Menu 179

180 Gantt View Task Details Click Task ID link to view details Task comments can be entered in Corecon V7 & TeamLink Portal. When Share in Portal is checked then all team members will be able to view it. 180

181 Assign Task Resources Tasks can be assigned to both Company Contacts and Owned/Rented Equipment. When assigning a Company to the task, a Contact must be specified since Corecon offers task notifications via . Filter Tasks By Parent Check All Tasks Check Selected Tasks Assign Equipment & Contacts 181

182 Viewing Multiple Project Schedules Scheduling Tab / Dashboards Sub-tab Engineer/Super. or Project Mgmt. View Add Scheduling Widgets Select Schedule Start & Finish Dates Multi-Schedule Widget Resource Widget 182

183 ESTIMATING INVITATION TO BID (ITB) APPLICABLE FOR GCS AND HOMEBUILDERS ITB Overview ITB Resource Center 183

184 Invitation To Bid (ITB) Invitation To Bid (ITB) is a preliminary step before a project estimate and its respective bid packages are prepared. The purpose of the invitation is notify subcontractors and suppliers via of an upcoming project that your firm will be bidding on. The ITB is the mechanism where we can share Drawings and Specifications with potential bidders. It should not be confused with Request For Pricing (RFP) Packages where the vendor will actually submit pricing on items. Selected Lead or Project Estimating View More Details Information from Project Lead or Details Form 184

185 ITB Linking Drawings & Specs External Files Uploaded In Drawings & Specs Data Entry Steps: More Details 1. Within the ITB form (see below), navigate to the Linked Files section. 2. Click the Link Existing button. 3. A popup window will appear (shown to the left). Click Current Project Drawings and Specs at top. 4. Click All Drawings and Specs on the left. 5. Select the External Files to be linked to the ITB. 6. Click the Save & Close button. 7. Upon returning, check the Grant Access field (last column in grid). 8. Click the blue Save button within the Linked Files section. 185

186 ITB Adding Vendors More Details Data Entry Steps: 1. Within the ITB form (see below), navigate to the Bidders List section. 2. Click the Import button. 3. A popup window will appear (shown at the top left). Select one of the View options. This will determine how company contacts will be listed or filtered. 4. Select the appropriate contacts to be added to the ITB using the checkbox shown to the left of the company name. 5. Click Add button in the window s footer. 186

187 ing ITB More Details Data Entry Steps: 1. Navigate to the Bidders List section. 2. Select the Contacts to be sent the ITB. 3. Click the Send Bid Invitation link under Actions in the Right Navigation Panel. 4. In the popup form, select the template (not shown). 5. The selected contacts will appear in the Recipients section of the form. 6. Review the Grant Access setting for the Uploaded Files. Files unchecked will NOT appear in the TeamLink Portal. 7. Click the Send button at the bottom of the form. 187

188 ESTIMATING BUILDING A COST DATABASE Estimating Cost Database Resource Center 188

189 Estimate Cost Databases Local Build your own database RS Means Cost Databases (Add-ons) BCCD (Commercial) Light Commercial Residential Repair & Remodeling Trade Databases (i.e. Sitework, Concrete, Electrical, Mechanical, Plumbing) 189

190 Estimate Cost Database - Item Types Feature Examples/Comments Help Topic Microsoft Excel Import Help Topic Labor Items Carpenter, Electrician, Plumber View View Equipment Items Bobcat, Backhoe, Dump Truck View View Work Items Can be simply materials or items with a combination of material/labor/equipment/sub/other cost rates. View View Crews Components can be Labor Items and Equipment Items View Work Assemblies Components can be Labor Items, Equipment Items, and Work Items View Tip The fastest method to building your own cost database is by importing from Microsoft Excel. 190

191 Labor Items Training Video More Details Labor Items Cost Database Tab Estimating View Labor Codes can be up to 25 characters alphanumeric. Proposal Rate can be equal Total Cost Rate Project Specific Estimate Cost Rates Optional: Classify Items for future filtering 191

192 Equipment Items Equipment Items Cost Database Tab Estimating View Training Video More Details Eqp. Codes can be up to 25 characters alphanumeric. Run Time Rates are Used for Estimating. Run Time Rates can be replaced with Rental Rates after importing into an Estimate. Classify Items for future filtering 192

193 Work Items Training Video More Details Work Items are the most popular database item since they comprise of materials or tasks that can have a combination of pricing broken down by resource: Material (M), Labor (L), Equipment (E), Sub (S), and Other (O). Work Items Cost Database Tab Estimating View Work Item Codes can be to 25 characters alphanumeric. Classify Items for future filtering 193

194 Work Items (continued) More Details There are five built-in resources (M/L/E/S/O) for Work Items and each has their own conv. factor, unit of measure and rate. Rates are per the Item Unit shown below the Description field. Important Things To Know: Typically, the unit of measure for Materials, Sub and Other is the same as the Work Item s unit of measure (eg CY). In these scenarios, the conversion factor is set to 1.0. Work Item s Unit of Measure x Resource Conv. Factor = Resource Unit of Measure Conversion factors for Labor and Equipment can be auto calculated using these steps. 1. Enter Man Hrs,, Hours or Days for the Unit of Measure 2. Enter the Base and Burden Cost Rates for these Units. 3. Navigate to the Rates Per Item Units section and enter the Cost Rate per the WI s Unit. After updating this field the Conversion Factor will be calculated automatically. Example: Labor Conv. Factor = $135 / ($ ) = 3.00 Formulas can be defined in the Cost Database module and then referenced in the Work Items form. This formula will then come into play when the item is added to the estimate. See next slide for details. Sell Price or Rate is also known as Proposal Rate. Typically, the Sell Rate is equal to the Total Cost Rate but could be marked up by a dollar or percentage amount. 194

195 Using Formulas with Work Items Important: The Formula result and Work Item s unit of measure must be the same. 195

196 Crews Training Video More Details Crews Cost Database Tab Estimating View Daily Output Quantity and Units are important when adding Crews to an Estimate. Crew Codes can be up to 25 characters alphanumeric. Click the Save button before adding Labor or Equipment Components Classify Items for future filtering 196

197 Work Assemblies Work Assemblies Cost Database Tab Training Video More Details Assembly Codes can be up to 25 characters alphanumeric. Click the Save button before adding Components and Variables. Click Add to import Labor, Equipment and Work Items Variables should be defined after Components have been added. Classify Assb. for future filtering 197

198 CREATING ESTIMATES Estimates Resource Center 198

199 Estimates Corecon's Estimating feature is a powerful tool for preparing proposals that includes functionality for organizing cost line items, applying markups, documenting inclusions, exclusions, clarifications and tracking sub/supplier pricing. In addition, if the job is awarded, setup wizards in contract admin and procurement modules can use the estimate information to create Job Cost Codes, a Prime Contract, Budgets, POs, Subcontracts and even a Schedule. Job Cost Codes Scheduling (Optional) Estimate Prime Contracts and Budgets Subcontracts (Optional) Purchase Orders (Optional) 199

200 Corecon Estimate Feature Definitions Work Breakdown Structures (Folders - Division/Major/Minor/Sub-Minor): Estimates are organized and comprehended easier by breaking them down into smaller sections. These sections are called Work Breakdown Structures (WBS) and provide the estimate framework. WBS are shown in the left pane on the Estimate Details form and can be up to four levels deep: Division, Major, Minor, and Sub-Minor. Cost Line Items: Cost Line Items can be added on the fly or imported from the Local cost database or an industry standard database such as RS Means. There are five types of line items that can be added from a cost database: Labor items, Equipment Items, Crews, Work Items and Work Assemblies. Markups: Markups can be applied at three levels: line item, WBS section and for the entire estimate which are referred to as Global Markups. These markups can be based on a percentage or dollar amount. Global Markups can also be based on a step-bond calculation and may be shown separated out on the proposal or distributed proportionally across the WBS. Inclusions / Exclusions / Clarifications: Inclusions, Exclusions, and Clarifications are basically notes that are part of a proposal. In Corecon, these types of notes can be documented for each WBS Division. Request For Pricing (RFP) Packages: RFP Packages are used to manage the bid solicitation process for items in an Estimate that will either be contracted out or purchased from a supplier. These Packages are created and managed within the Estimate's Bid Management View. The contents of an RFP Package includes a general description of work, bid due date and time, bid captain, and companies bidding. Estimate line items are then tagged for each vendor referenced in the package. 200

201 Estimate Object Model 1-Tier Estimate Structure WBS 1 Divisions (Repeats) Cost Line Items WBS 1 Division Markups Inclusions Exclusions Clarifications RFP Packages (Repeats) Bidders Tagged Cost Line Items Special Comments Description of Work Inclusions Exclusions Clarifications Global Markups Adjustments (Cuts / Adds) 2-Tier Estimate Structure WBS 1 Divisions (Repeats) WBS 1 Major Sections (Repeats) Cost Line Items WBS 1 Major Markups WBS 1 Division Markups Inclusions Exclusions Clarifications RFP Packages (Repeats) Bidders Tagged Cost Line Items Special Comments Description of Work Inclusions Exclusions Global Markups Adjustments (Cuts / Adds) 201

202 Creating the Estimate Training Video More Details Estimates Tab Selected Lead or Project Estimating View Add Button Adding An Estimate: 1. Select the Project Lead or Project at the top of the Main Menu 2. Change the View to Estimating 3. Click the Estimates tab 4. Click Add under the Action section in the Right Navigation Panel 5. Enter the next available Estimate # and Title 6. Enter the overall Project Size or Quantity and Units. (i.e Sq. Ft. --> 2500). 7. Choose 'Manually from Scratch' option. 8. Click the 'Continue' button to view the Estimate Properties page. 202

203 Estimate Properties Prospect Section Regardless of the method used to create the estimate, the last step will show the Estimate Properties form. Here the estimator can specify the prospect, set the WBS levels and lock the estimate. More Details Prospect / Customer Section 1. Click the Import button to select the Prospect or Customer 2. In the Popup form, select the Prospect or Customer (i.e. Company and Contact) 3. Select the Address option (i.e. Ship, Bill or Contact Business) 4. Click the Add button 5. Within the Properties form click Save. Import Prospect Save Changes 203

204 Estimate Properties WBS & RS Means Sections Work Breakdown Structure Section: Level WBS represents the cost coding structure and can be up to 4 levels deep. The code levels must be declared before adding cost line items since it cannot be changed afterwards. Thus, a 2-tier estimate (Code Levels=2) requires cost items having a Division and Major reference. Optional: Auto-Populate WBS Codes When Adding Items from Database WBS sections can be entered manually or dynamically created when adding estimate items from a cost database. The latter option requires cost database items be classified and with the proper levels (ie NAHB - Division and Major). More Details Special Note for RS Means: All 2015 RS Means unit cost databases use CSI 2014 format for categorizing line items. If this coding structure will be used to create the WBS folders dynamically then a Classification System must be created in Settings Features Estimating with the same name (ie CSI 2014). 204

205 Estimate Properties WBS & RS Means Sections Default RS Means Database: Estimate cost line items can be added from one's own database also referred to as the "local" database or an industry standard database such as RS Means. Rather than having the "local" database be the default an RS Means database can be specified. In addition, RS Means national average pricing can be localized but requires a City, State, and Postal Code identifier. The drop-down options come from the selected RS Means database. More Details 205

206 Estimate Properties RFP & Estimate Locking RFP (Vendor) Locking: An estimate may contain one or more RFP Packages which are used to organize and track sub/supplier pricing. At some point in the process, pricing needs to be locked by the estimator so no changes can be made by outside vendors. Typically, this is done prior to the proposal being submitted to the client. Estimate Locking (Optional): All data within an estimate can be locked so no changes can be made. This includes the WBS, cost line items, markups, inclusions, exclusions, clarifications and RFP Packages. More Details 206

207 Adding Work Breakdown Structures (WBS) Importing WBS Codes from Classification System Training Video More Details Add WBS Codes Manually WBS Division WBS Major The example Work Breakdown Structures (WBS) shown in the image above is two (2) tiers but can be up to four (4) The levels example deep. The Work WBS Breakdown is used to Structures group estimate (WBS) items shown and in scope the image of work above (ie is inclusions, two (2) tiers exclusions but can be and up clarifications). to four (4) levels If the job deep. is awarded, The WBS the is WBS used to will group typically estimate become items Job and Cost will Codes eventually when become using the Job Contract Cost Codes Admin when Setup using Wizard. the Contract Admin Setup Wizard. 207

208 WBS Folders - Add Manually More Details WBS Code is Alpha-numeric Quantity CANNOT BE ZERO (0) Add WBS 1 Folders Manually 208

209 WBS Folders Importing More Details Classification systems that are shown in the drop-down have been established in Settings Features Estimating. Fields are enabled based on WBS Levels Importing Codes 209

210 Adding Items From A Cost Database Training Video More Details Add Items Select Lowest Level WBS folder Adding Cost Database Items to an Estimate: 1. In the Estimate Sheet, select a Target WBS folder (lowest level) 2. In the right pane, click Add Items Add DB Items 210

211 Adding Items From A Cost Database (cont.) Filtering the Cost Database in the Add Database Items Window 1. In the pop-up window, select either Local' or an external cost database such as RS Means if purchased. 2. Select the Item Type: Labor Items, Equipment Items, Crews, Work Items, or Work Assemblies. Work Items is usually the default. 3. Select a Classification System (e.g. NAHB, CSI etc.) to filter the cost database items or just choose Text Search Only. 4. If a Classification System is chosen, click the lookup button to the right of the Code Filter text box. 5. In the popup form, select a classification code to filter the database. 6. If necessary, apply a secondary filter by entering text in the Text Search field and click Filter. Cost Database: Local or RS Means Target WBS Folder Note: For 2015 RS Means Cost databases, CSI 2014 should be used for filtering Work Items and Uniformat for Work Assemblies. Also, be sure to select a Minor or Subminor code to improve performance when filtering since these databases contain thousands of items. Adding the Selected Database Item(s) To The Estimate 7. Within the grid, select the cost database item(s) to be added to the estimate by clicking the checkbox to the left of the item code. 8. Optional: The quantity column can be updated in the listing before adding the item to the estimate. 9. Review the Target WBS Structure at the top right. 10.Click 'Add or Add & Close. Secondary Filter: Text Search Primary Filter: Classification Code More Details 211

212 Adding Special Items To An Estimate Training Video More Details Add Items Select Lowest Level WBS folder Adding Special Items to an Estimate: 1. In the Estimate Sheet, select a Target WBS folder (lowest level) 2. In the right pane, click Add Items Add Special Items 212

213 Adding Special Items To An Estimate (cont.) Adding Special Items to an Estimate: 1. In the pop-up window, navigate to the new row highlighted in yellow. 2. Enter the item description, quantity, unit of measure and unit cost rates for Material (M), Labor Base and Burden (L), Equipment Base and Burden (E), Sub (S), and/or Other (O). Note: The item's sell unit rates will be the same as the cost rates. 3. Click the <Enter> key so the new entry moves out of the yellow row and into the grid. 4. Repeat the last two steps for additional items. 5. Review the Target WBS at the bottom right. 6. Click 'Add' or 'Add & Close 213

214 Estimate Items - Grid Views Views View View Description Purpose T Totals Shows cost and price totals. M Materials Shows material resource fields. L Labor Shows labor resource fields. E Equipment Shows equipment resource fields. S Subcontractor Shows subcontractor resource fields. O Other Shows other resource fields. Fx Formula Shows equation that is used to calculate item quantity. As Assembly Shows if Item is part of an assembly. Some fields in certain views are disabled and cannot be updated. For example, the rates and total fields in the image above cannot be changed since they are calculated values. More Details 214

215 Estimate Global Markups Adding Global Markups Global Markups can either be a percentage markup or stepbond calculation on ALL items in an estimate. Examples of Global Markups are Material Sales Tax, Overhead or Fee. Global Markups can either be distributed (i.e. hidden) over the Estimate's sections (WBS) or shown separately at the bottom of an Estimate Proposal report. You have six (6) global markup types: % of Cost Totals % of Sell Totals % Margin on Sell Totals Step Bond % on Sell Totals Step Bond % of Cost Totals Lump Sum Difference between % of Sell Totals and % Margin of Sell Totals % of Sell Totals = Item Sell Total * Percent Markup % Margin on Sell Totals = Item Sell Total * (1 / (1 - Percent Markup)) Examples (10%): % of Sell Totals = $100,000 * 0.10 = $10,000 % Margin on Sell Totals = $100,000 * (1 / (1-0.10)) = $11,111 Additional Filtering: Item Resources: Materials (M), Labor (L), Equipment (E), Sub (S) and Other (O) Include Previous Global Markups which is based on the Markup Item #. Important: Global Markups and WBS Markups are always recalculated when clicking the Summary, Reports or Export tabs within the Estimate Sheet. Training Video More Details 215

216 Documenting Inclusions, Exclusions and Clarifications Training Video More Details Scope Tab Unlimited Text Save Changes Division Inclusions, Exclusions and Clarifications can be documented for each WBS Division. 216

217 ESTIMATES REQUEST AND COLLECT PRICING FROM VENDORS USING RFP PACKAGES Training Video 217

218 Request For Pricing Packages (RFP) Important Things To Know: RFP Packages can be used within Estimates and in the Procurement module. RFP Packages can be different than the Estimate s WBS sections (see example below). However, they are usually the same. Example WBS: Doors & Windows Example RFP Package: D&W Doors & Windows For GCs and Homebuilders, there could be easily RFP Packages per Estimate depending on how much material is purchased directly by the contractor or services subcontracted out. Companies from the Contact Management module are imported as Bidders in an RFP Package. In addition, a Company can be imported into more than one RFP Package if they provide those materials or services. Estimate Items from different WBS sections can be imported into a single RFP Package. Within an RFP Package, Bid Invitations can be sent out via which will include a hyperlink and an auto-generated security code allowing the bidder to update pricing via the TeamLink Portal. This will alleviate the estimator from reviewing faxes or taking pricing by phone and then manually updating the RFP Package. 218

219 Creating Estimate RFP Packages General Bid Information for Packages 1. Within the Estimate, click the Bid Management Tab. 2. Enter the General Bid Information shown at the top section of the form. This information can also be entered when creating the Lead or Project. Owner/Client Bid Due Date and Time Optional (if using 3 rd Party Plan Room): Plan Location Plan Room Information Plans URL Plans Available 3. Click the gray 'Save' button in the top section. Bid Management Tab Save General Bid Info. Creating RFP Packages 4. Within the RFP Packages section, click either 'Import' or 'Add'. Import Options: Copy a package from another Estimate with an option to include Scope (Inclusions/Exclusions/Clarifications) and referenced Vendors. Copy a WBS section from the current Estimate to the package listing. A checkbox to copy the Scope is also available for this option. Copy a Classification Code (see Settings Features Estimating) to the package listing. Only the Code and Description (i.e Concrete) will be copied. Import Packages Add Packages Manually More Details 219

220 Access RFP Packages or Vendors View Package Listing or Vendors Referenced in Packages Click Pencil Icon to view RFP Package Details (see next slides) More Details 220

221 RFP Package Details Adding Vendors To View Package Details: 1. Click Pencil icon next to Package in listing. (see previous slide for example) Update Package Description: 2. Review/Update Scope of Work, Inclusions, Exclusions and Clarifications fields. Vendors will be able to see this information in the TeamLink Portal. 3. Click the gray Save button above the Bidders list. Importing Vendors to Package: 4. Click the blue Import button in the Bidder List section. This will open a popup window (shown at top right). 5. Select the View: Add Company By Alphabet Add Company From Bidders List Add Company Using Classifications 6. Select the Vendors from the listing. Contacts are included since invitations will be sent via Click the Add button in the popup window. Import Vendors More Details 221

222 RFP Package Details Tagging Estimate Items for Vendors Data Entry Steps: 1. After the Vendors have been added to the RFP Package, click the blue Tag Items button in the Bidders list section. (See previous slide for screen capture) 2. This will open a popup window as shown to the right. 3. Enter text in the search field and/or click the lookup button next to the WBS field to select a WBS folder (i.e. Division, Major, Minor or Sub Minor). 4. Click the Filter button 5. Items will then appear in the grid. 6. Select the checkbox to the left of the Item Description field. Repeat this step for any additional items. 7. Click the Add button which will tag all the selected items for each Vendor in the Package. More Details 222

223 RFP Package Details Uploading/Linking Drawings & Specs To Link Existing Drawings & Specs to the RFP Package: 1. Click the Link Existing button in the Linked Files section. 2. Click Current Project Drawings and Specs option in the popup form (not shown). 3. Files (ie PDFs) already uploaded to the Drawings and Specs features will appear in a table. Select the files to be linked to the RFP Package. 4. Click the Save & Close button Upload New Files to the RFP Package: 1. Click the Upload button in the Linked Files section. 2. Select the User Defined folder in the popup form (not shown) using the lookup button (eyeball icon). This is required before uploading a file to the system. Typically, the Lead or Project # should be the file storage folder name that is created or selected. 3. Select the files that need to be uploaded by clicking the Add Files button. 4. Click the Start Upload button. Setting TeamLink Portal Access Rights: 1. After the files have been uploaded or linked, check the Grant Access field in the Linked Files grid. 2. Click the blue Save button. Upload or Link Existing Drawings & Specs 223

224 RFP Package Details Send Bid Invitations Data Entry Steps: 1. In the Bid Invitation Options section, select the Invite template. 2. Click the Send button. Send Invitation Select Template 224

225 RFP Package Details Send Bid Invitations Data Entry Steps: 1. Vendors referenced in the Package will automatically appear in the Recipients list. Select the Vendors to be ed by clicking the checkbox next to the contact. 2. Any file uploaded/linked to the RFP Package will appear in the Attachments section. (minimized in screen capture) Note: Up to two (2) files from your local computer can also be attached to the but these files will not be uploaded to the system. They will only be attached to the . If there are more than two files to be attached, please use a zip utility to combine them. 3. Important: For the files that have been uploaded and linked to the RFP Package, please review the Grant Access column in the Attachments grid. Checking this field will allow Vendors access rights via the TeamLink Portal. 4. Click the Send button at the bottom of the form. (not shown) 225

226 Example Bid Invitation TeamLink Portal Link & Password 226

227 Vendor Price Updates via TeamLink Portal Corecon will automatically send an alert to the estimator when price changes occur in the TeamLink Portal. Estimate & RFP Package Info Vendor Price & Comment Updates Save Price Changes 227

228 Vendor Price Updates in Corecon V7 Data Entry Steps: 1. In the RFP Package details form (not shown), click the pencil icon next to the Vendor. 2. In the RFP Package / Company Details form (shown to the left), navigate to the RFP Package Cost Items section. 3. The vendor s pricing can be manually entered in the Bid Rate column. The Total Cost and Sell Rates shown to the right of this field are for reference only. 4. Click the blue Save button. Update Vendor Pricing Save Price Changes 228

229 Analyze RFP Package Vendor Bids Save Award Info. Automatically selects lowest price for each Item or lowest vendor taking into account item quantities. Data Entry Steps: 1. Within the Bidder List section, click the 'Bid Analysis' button. (not shown) 2. Items will appear in the grid with vendor pricing shown on the right. 3. Select the lowest bidder using the following options. Manually: Individually select lowest item. 'Select Lowest Item' button: Vendor pricing for each item will be analyzed on an individual basis. 'Pick Lowest Bidder' button: The vendor with the overall lowest price across all items will be selected. Vendor pricing with zero (0) rates will not be included. 4. Select the Award option (see red highlight in image above). Awarded Only: Vendor is tagged as winner but item pricing does not change. Awarded + Reset M Cost: Vendor price is copied to Item's Material (M) Cost Rate field. Awarded + Reset L Cost: Vendor s price is copied to Item's Labor (L) Base Cost Rate field. Awarded + Reset E Cost: Vendor s price is copied to Item's Equipment (E) Base Cost Rate field. Awarded + Reset S Cost: Vendor s price is copied to Item's Sub (S) Cost Rate field. Awarded + Reset O Cost: Vendor s price is copied to Item's Other (O) Cost Rate field. 5. Click the 'Save' button. 229

230 Estimate Properties Form - Locking RFP Packages RFP Locking Important: At some point in the estimating process, it is important to lock the RFP Packages. This will prevent vendors from changing their pricing in the TeamLink Portal. Save Lock Changes 230

231 ESTIMATES SUMMARY AND PROPOSAL 231

232 Estimate Summary View Summary The Summary tab will automatically calculate the estimate: Item Subtotals, WBS Markups, Global Markups and Grand Totals. Sections can expand to view more details on Cost and Sell Totals shown above. 232

233 Estimate Proposal & Reports Reports WBS Levels to show on reports Proposal Reports use Word Templates Log Reports are usually for internal reporting. Misc. Reports are usually for internal reporting. 233