PROJECT MANAGEMENT INFORMATION SYSTEM (PMIS) ORACLE PRIMAVERA UNIFIER

Transcription

1 PROJECT MANAGEMENT INFORMATION SYSTEM (PMIS) ORACLE PRIMAVERA UNIFIER KEITH USHER, MANAGER OF PROJECT MANAGEMENT OFFICE DENVER INTERNATIONAL AIRPORT OCTOBER 18, 2017

2 AGENDA What is Unifier Business Processes What this means to you DEN Provides Contractor/ Consultant responsibilities Sample Screen Shots Workflows Upcoming Enhancements 2

3 WHAT IS UNIFIER The best in class project lifecycle management solution for capital planning, project delivery, cost control, and facilities and real estate management. Primavera Unifier provides governance across all project phases, from planning and building to operations and maintenance. Oracle Website 3

4 WHAT IS UNIFIER Prioritize Projects Capital Planning Cloud based application Initiate Projects Plan Project Funding Manages the flow of information in projects Manage & Operate Assets Visibility Automation Integration Plan & Schedule Real time visibility across multiple projects to help make fast, accurate decisions Deliver Projects Operate Change Mgmt. Manage Resource & Risk Build Cost Controls Tracks and manages information Automated processes with workflows 4

5 BUSINESS PROCESSES Project Level Budget Action Items Lessons Learned Task Level Contracts/ Task Orders Amendments/Change Orders Invoices/Payment Applications Document Manager Requests for Information (RFI) Contractor Change Request (CCR) Change Notices Change Directives Submittal Register Submittals 5

6 WHAT THIS MEANS TO YOU A seamlessly automated and integrated environment across the project. Real time visibility Tracks and manages information Submittals Request for Information (RFI s) Contractor Change Request (CCR s) Change Notices Chane Directives Change Orders 6

7 WHAT THIS MEANS TO YOU DEN provides Licenses Access to Application Training Maintenance of application Contractor/Consultant responsible for Internet connection Attend Training 7

8 WHAT THIS MEANS TO YOU Sample RFI Log 8

9 WHAT THIS MEANS TO YOU Sample RFI 9

10 WHAT THIS MEANS TO YOU Sample Workflow 10

11 WHAT THIS MEANS TO YOU Sample Workflow 11

12 WHAT THIS MEANS TO YOU Sample Tasks 12

13 UPCOMING ENHANCEMENTS On Call Contracts Request for Proposal Task Notice for Proposal Risk Management Notice to Proceed Substitution Request Substantial Completion Final Completion Punchlist Internal Design Review Closeout 13

14 THANK YOU Looking forward to seeing everyone in one of our upcoming training sessions 14

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16 Denver Prevailing Wage Overview Denver s Prevailing Wage was adopted in 1950 to create a level bidding field for all contractors. Auditor s Office has sole authority to enforce Denver s Prevailing Wage laws. Prevailing wage covers construction, repair, and maintenance. Prevailing wage applies to projects that are $2000 or more. Differences between Prevailing Wage and Davis-Bacon Act Prevailing Wage rates change each year on the contract anniversary date. DBA rates are frozen for the duration of the contract.

17 Denver Prevailing Wage Differences between Prevailing Wage and Davis-Bacon Act DBA uses 4 wage determinations. Denver uses 6: Heavy with supplemental Highway with supplemental Building with supplemental Davis-Bacon Wages OHR/CSA Living Wage LCPtracker (Implemented in 2005) Expedites the audit process by: Payrolls are received immediately Upload Documents Documents are centrally located Better oversight for prime contractors Download Document Templates

18 Contractor Introduction Review of the Projects page (this is seen directly after login) Amending Certified Payroll Contractor Administrator For Project LCPtracker, Inc. Phone: Web: Lcptracker.com

19 Contractor Introduction Set-up Only For Prime Contractors and Administrators Add/Edit Employee Password and esignature Edit/Reset Select Project Enter Work/Task Order Number and Title Work/Task Order Title Must Match Work Order ID Amount of Work/Task Order Status Open; Do Not Close Until Work/Task Order is Complete Don t Forget to Save! LCPtracker, Inc. Phone: info@lcptracker.com Web: Lcptracker.com

20 Contractor Introduction Add/Edit Employee (Set-up) Any RED asterisk field is required. The system will not save unless information is entered into required fields. A. If an employee/contractor is an owner operator they must check the Owner/Operator box. A. B. B. The I9/e verify box is not marked with an asterisk, but is required. Default Hourly Paid Fringes approved by the City of Denver are entered and maintained here. LCPtracker, Inc. Phone: Web: Lcptracker.com

21 Contractor Introduction Subcontractor Set-up: Add/Edit Subcontractor Verify if contractor already exists in LCPtracker. Verify if contractor information is correct (i.e., contact name, phone number, address, etc.). Contractors may inform you which company profile to use. LCPtracker, Inc. Phone: Web: Lcptracker.com

22 Contractor Introduction Subcontractor Setup: Add/Edit Subcontractor - Continued Company Name (Contractor) Federal Tax ID Number Union Status Contact Name Contact Phone Number Contact E mail Company Address Any RED asterisk field is required. The Federal Tax ID Number should be duplicated in the Contractor License No. cell. Once all required information is entered you must click on the SAVE button. LCPtracker, Inc. Phone: info@lcptracker.com Web: Lcptracker.com

23 Contractor Introduction Subcontractor Setup: Add/Edit Subcontractor - Continued Assign subcontractor to a project Click on orange Add New Assignment button and a new screen will appear. Select correct company profile. LCPtracker, Inc. Phone: info@lcptracker.com Web: Lcptracker.com

24 Contractor Introduction 1. Payroll Records: (Manual Entry) A B A. Week End Date should match your company's work week B. Select the project C. Select employee D. Click add classification C D E E. Select correct wage schedule based on the scope of work for the task order or project (Building, Highway, Heavy, or OHR) F. Select the appropriate Craft based on the work being performed by the employee G. More than one classification may be selected for each employee. Click Add Selected G F LCPtracker, Inc. Phone: info@lcptracker.com Web: Lcptracker.com

25 Contractor Introduction 1. Payroll Records: (Manual Entry - Continued) Select the appropriate classification and then click next. LCPtracker, Inc. Phone: info@lcptracker.com Web: Lcptracker.com

26 Contractor Introduction 1. Payroll Records: (Manual Entry - Continued) Select WO/Task Order if applicable. A. The Gross Employee Pay This Project cell contains the calculation of the Base Hourly rate times the Regular Time hours and the Overtime Hourly rate times the OT hours (no fringe benefits in this cell). A B. C. D E F B. The Wages Paid in Lieu of Fringes is typically the total cash fringe paid to the employee on their check for this project. C. Gross Pay All Projects will autopopulate when you enter check information (explained on next screen). D. The Base Hourly rate of pay is usually the prevailing wage base rate or their normal rate of pay if it s higher. E. The Overtime Hourly rate is typically 1.5 times the Base Hourly rate of pay (required when the employee has worked over 40 hours in a week on this project). Totals Hours All Project Worked is a required cell. This includes all hours worked on and off this projects. ST hours are entered on the Regular Time row and OT is entered on the Overtime at 1.5 row. F. The Rate in Lieu of Fringe is typically the fringe portion in the prevailing wages if they are paid in cash or any cash hourly difference owed to meet the prevailing wage rate.

27 Contractor Introduction 1. Payroll Records: (Manual Entry - Continued) A A. By clicking on the Calculate Fringe button the approved default hourly fringes (entered in the employees personnel record) will auto-populate. B. Deduction are entered based on amounts from employees check. B D C C. Deductions such as garnishments, loans, child support, etc. should be lumped together in the other deductions cell and explained in the Other Deductions Notes. Your investigator may request support documentation. C D. Check number or direct deposit id number must be entered in the check number cell. If an employee is an Owner Operator type the word Owner. E E. Errors on the payroll record will appear under Notices after clicking save.

28 Contractor Introduction 3. Certification: A. Select project from dropdown. B. Default is set to Work activity to be reported for this week. A B C. Week end date should mirror the payroll week ending date you are certifying. D. Payroll Number should be in sequence starting with payroll number 1,2, etc. This is not your internal payroll number. C D E E. The person certifying the payroll is responsible for the information being reported on the certified payroll.

29 Contractor Introduction edocuments: Documents available for download Uploading edocuments Viewing edocuments that have been uploaded LCPtracker, Inc. Phone: Web: Lcptracker.com

30 Contractor Introduction edocuments - Continued: Living Wage Posters Master Fringe Benefit Spreadsheet Owner Performed Work Personally Prevailing Wage Posters Restitution Spreadsheet For Administrators and Contractors: edocuments > Download Document Templates LCPtracker, Inc. Phone: info@lcptracker.com Web: Lcptracker.com

31 Contractor Introduction edocument - Continued: Templates for download For Administrators and Contractors: edocuments > Download Document Templates LCPtracker, Inc. Phone: info@lcptracker.com Web: Lcptracker.com

32 Contractor Introduction Examples of documents for upload: Apprentice Certificate Cancelled Checks OTHERS: Timecards Fringe Benefit Spreadsheet/Backup Garnishment Loan Agreement Owner Operator/ Independent Contractor Forms Restitution Spreadsheet Tool Purchase Agreement For Administrators and Contractors: edocuments > Upload Documents LCPtracker, Inc. Phone: Web: Lcptracker.com

33 Contractor Introduction Reports Available to Contractors: LCPtracker, Inc. Phone: Web: Lcptracker.com

34 Contractor Introduction Resources: LCPtracker provides online training modules for administrators and contractors LCPtracker offers live chat Coming Soon Denver Prevailing Wage Training Videos LCPtracker, Inc. Phone: Web: Lcptracker.com

35 Questions? Denver Auditor s Office auditor@denvergov.org Facebook.com/ DenverAuditorO Brien LCPtracker, Inc. Phone: info@lcptracker.com Web: Lcptracker.com

36 TEXTURA OVERVIEW EMMANUEL HANGAR, CONTRACT SERVICES SUPERVISOR DENVER INTERNATIONAL AIRPORT OCTOBER 2017

37 AGENDA What is Textura CCD Requirement Project Setup Process Invoicing & Payment Process Benefits of Textura Cost Schedule Support Q&A 2

38 WHAT IS TEXTURA? Textura is a Construction Payment Management (CPM) System. It provides an electronic means for Owners, General Contractors and Subcontractors for: Submitting payment applications, Obtaining approvals & signatures, Transporting & storing documents, Issuing lien waivers, And issuing payment. 3

39 CONSTRUCTION INDUSTRY STANDARD 350 General Contractors / 50,000 Subcontractors subcontractors in Colorado Required by the City & County of Denver Public Works Department, and the Department of Aviation $60B in Construction Value / 13,000 projects $2.5B in payments processed monthly through CPM 4

40 COLORADO COMMUNITY PARTNERSHIPS Partnerships with Associated General Contractors (AGC Colorado), Colorado Contractors Association, American Subcontractor Association Collaboration with all leading ERP and imaging system vendors (CMiC, Viewpoint, CM Primavera, etc.) Endorsements from all leading insurance providers 5

41 TEXTURA REQUIREMENT All City and County of Denver construction and construction related design contracts require the use of Textura. Language in Issue for Bid documents or Request for Proposal documents will have Textura requirements. Subcontractor payments managed within Textura are an input to the Division of Small Business Opportunity (DSBO) s system for monitoring M/WBE DBE goals compliance. 6

42 PROJECT SETUP PROCESS CONTRACT AWARD Execution, Finalization of Schedule of Values, Notice to Proceed is issued DEN S ACTIONS Task Orders issued (if On Call); Calculate Textura project fee; Send new project setup request to Textura TEXTURA S ACTIONS Consultation & Training w/prime; Schedule of Values upload; Subcontractor setup; Invoice Prime for Textura fee PRIME S ACTIONS Payment & reimbursement of Textura fee. Submittal of progress payments through closeout 7

43 PAYMENT APPLICATION PROCESS Prime Opens a Draw in Textura; invites subcontractors to submit invoices Disbursement of ACH payments to subs within Textura; Lien Waiver release Approval of subcontractor invoices by Prime and official submittal of payapp to DEN Payment to Prime (currently done outside of Textura) DEN s approval or rejection process 8

44 BENEFITS OF USING TEXTURA Standardized approach to monthly draw process Clear visibility into all project data Integration to accounting and project management systems Electronic creation and storage of all draw documents Secure payments via ACH Centralized tracking of compliance documents and sub tier lien waivers 9 Cloud based platform 9

45 PRACTICAL CONSIDERATIONS For General Contractors For Subcontractors Bank account and routing information will need to be provided upon project setup to facilitate ACH payments All subcontractors and major suppliers need to bill through Textura Only Prime contractors will be paying the Textura fee; subcontractors do not incur a fee Bank account information will need to be provided to accept ACH payments (no paper checks) For on call contracts, each Task is managed as a separate project in Textura 10

46 WHAT DOES TEXTURA COST? Textura fees are billed to Prime Contractors and are reimbursed through the contract. Subcontractors do not pay a fee. 11

47 TEXTURA TRAINING AND SUPPORT Textura Training Sessions Initial on site training for project teams Subcontractor training webinars 3 days/week Continued Support 866 TEXTURA (Monday Friday, 6am 7pm MST) Textura representative in Denver area every 1 2 months Just In Time Training for project specific relevance 1 on 1 Trainings with Textura Representatives 12

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49 Textura Frequently Asked Questions What is Textura? Textura is the leading provider of on demand business collaboration software to the commercial construction industry. Textura solutions increase efficiency, enable better risk management, and provide improved visibility and control of construction activities for all project participants. Specifically, Textura Construction Payment Management (Textura CPM) eliminates the inefficiencies of the construction payment management process. It replaces the mounds of paper invoices and lien waivers for electronic documents. Each participant involved in the payment process, including Owners, General Contractors and Subcontractors are connected via the internet. What used to take days filling out forms, obtaining signatures, transporting documents and cutting paper checks, now is as simple as few clicks. For more information on Textura as a company, please visit: Why is Denver and DIA using Textura? The contracting community has been asking Denver to offer a payment and invoicing system that provides visibility and accountability for everyone. Textura automatically routes the pay application through Denver s approval workflow, which expedites approval time. Because the application is online, all parties have visibility into their pay application and payment status. In addition, lien waivers are electronically signed and automatically exchanged upon payment, mitigating risk and reducing compliance issues for all parties involved in the project. Where can I view pricing information for Textura? Information on Textura s pricing and benefits can be found on Denver s website: Textura Information. Prime Contractors will pay a fee based on a percentage of their bid price. Textura will invoice the prime contractor at project start. The fee will cover all project, subscription and usage fees for both the Prime Contractors and Subcontractors. Below is an outline of the fee structure:

50 PROJECT SIZE FEE (% OF BID) < $1,000, % $1,000,001 $5,000, % $5,000,001 $20,000, % $20,000,001 $50,000, % $50,000,001 $100,000, % $100,000,001 $500,000, % Please Note: Only Prime Contracts will be paying a fee for Denver and DIA job, subcontractors will no longer incur the fee. Additional charges may apply if the Prime Contractor chooses to utilize Textura s integration capabilities. The fees for integration are separate and can be discussed with the Textura representative responsible for managing your project. Do I have to give Textura my bank account and routing information? Yes. Denver requires that all payments be processed through Textura via the Automated Clearing House (ACH). Any Prime Contractor or Subcontractor working with Denver must provide this information in Textura. Textura takes security very seriously, and is in compliance with the highest security standards possible (SOC1). All sensitive information is encrypted once entered into the system. For more information on Textura s security and privacy policies please contact Textura at , or if you are already a Textura user refer to Textura s Terms and Conditions. Why does Textura need my bank account and routing information? Textura uses bank account and routing information to facilitate payment between the Prime Contractor and Subcontractor. All payments are processed through the Automated Clearing House (ACH) network. Textura will work with the Prime Contractor s finance team to ensure the account is properly setup for ACH payments. Prime Contractors will initiate payment in Textura once they are ready to pay the subcontractors. Once payment has been initiated, Textura will create an ACH file containing subcontractor payment information and upload the file to the Prime Contractor s bank website. Once the ACH file is uploaded,

51 the Prime Contractor will approve the final release of funds. Funds are withdrawn out of the Prime Contractor s specified account and deposited directly into the Subcontractors specified accounts. TEXTURA DOES NOT TOUCH ANY MONEY AT ANY POINT DURING THE TRANSACTION. Bank information stored in Textura can also be used to pay Textura fees; however, this option is controlled by each individual contractor when they setup their organization in Textura. What is the Automated Clearing House network (ACH)? The Automated Clearing House (ACH) is a nationwide, secure electronic funds transfer (EFT) system that connects U.S. financial institutions. ACH payments are considered more secure than a physical check, and speed up the payment process by days. For more information on the ACH network, please refer to: Can Denver make partial payments with Textura? Yes. Denver will be able to make partial payments to contractors. The system will also allow Prime Contractors to remove non compliant subs from a draw, so that one sub does not hold up payment to other project participants. Do all my subcontractors need to bill through Textura? Yes all subcontractors must submit and electronically sign their invoice and lien waiver through Textura. Do my suppliers and second tier subcontractors need to bill through Textura? It is preferred that all major suppliers are on system to expedite payment and collect electronic lien waivers. Denver does not want to see incidental expenses, such as a load of rock for $400. If a Subcontractor is performing work that will fulfill minority goal, they must be on the system. Does Textura allow quantity overruns? Yes. The Textura system will allow Prime Contractors to overrun scheduled quantities on a line item basis as they do today; however, the system will not allow contractors to overrun their total contract value without a change order. When can I enter a change order into Textura? Prime Contractors are the ones responsible for entering change orders into Textura. Change orders should be entered into Textura once the Prime Contractor has received the fully executed change order from Denver s Project Manager.

52 Can Textura integrate with my accounting system? Textura can integrate with many different accounting and ERP systems. There is an additional cost to install integration, but it will automate much of the data entry project teams are doing manually today. For more information on how Textura can integrate with your accounting system, please contact Textura at Who can I contact at Textura for help? Below are the Denver and DIA support lines please use these for immediate assistance. Customer Support tpmsupport denver_us@oracle.com Customer / Subcontractor Support Additionally, below are the names of the main Textura contacts if further assistance is necessary. A.J. Spector, Andrew Hayden, Lindsey Sherrill,

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