RMS 3.0 Contractor Mode (RMS 3.0 CM)

Transcription

1 RMS 3.0 Contractor Mode (RMS 3.0 CM)

2 RMS 3.0 CM Table of Contents Chapter 1: RMS 3.0 CM Overview Chapter 2: Installing RMS 3.0 Contractor Mode Chapter 3: RMS 3.0 CM Navigation Chapter 4: Getting Started Chapter 5: Administration Tab Chapter 6: Finances Tab Chapter 7: QC Tab Chapter 8: Submittals Tab Chapter 9: Schedules Tab Chapter 10: Closeout Tab Chapter 11: Import/Export Tab Chapter 12: Contract Reports Tab Chapter 13: Government Library

3 CHAPTER 1: RMS 3.0 CM OVERVIEW Chapter 1: Learning Objectives: Transition: What s New Advantages of Using RMS 3.0 CM Deployment Rules Transition Plans for Migrating Contracts to RMS 3.0 RMS 3.0 CM Overview Contractor Information and Help Links Overview Table of Contents

4 Transition - What s New? QCS naming convention will no longer be used. The new names for RMS 3.0 will be RMS 3.0 GM for Government mode and RMS 3.0 CM for Contractor mode. No longer need to install QCS for multiple districts. One RMS 3.0 installation will handle all contracts from all districts. There are no QCS Sites. Data entered is instantly sent to RMS 3.0 GM when completed. Because there are no more QCS Sites, all QC staff will have user role assigned to them. Clicking the Back Button in RMS 3.0 saves data to the RMS database. Can QCS 2.38 and RMS 3.0 CM be used at the same time? No. QCS operates its own database while RMS 3.0 CM connects to the same database that the Government s RMS 3.0 GM uses which is why there is no more need for importing and exporting. Because QCS 2.38 needs to import/export, it can corrupt data as well as cause lost data. Payments will not be accessible in RMS 3.0 until Government turns off QCS for the contract (in RMS 3.0 GM). Overview

5 What s New Menu Selections RMS 2.38 Menu Selections once a contract has been selected RMS 3.0 Menu Selections once a contract has been selected Overview

6 What s New - Contract Reports All contract reports are visible, for all menu items, when the user clicks on Contract Reports. In 3.0, click on the type of report you need, and the report selection is instantly limited to that type. The user can toggle between the different types of reports. Running the report has same steps as Overview

7 Advantages for Contractors using RMS 3.0 CM Installation is simplified as the QCS Firebird service no longer needs to be installed. It will no longer be necessary to use Citrix, or Microsoft Remote Desktop software, in situations where users are widely scattered about. Display problems for certain reports such as the QC daily reports when used QCS with some sort of remote desktop software have been resolved. Overview

8 Advantages for Gov and Contractor using RMS 3.0 The database will be in the cloud ; i.e., the database is used by Government and Contractor. This means that with RMS 3.0 there is NO more importing/exporting data to a FTP site. The imports/exports will happen constantly in the background. If data is updated, or added and marked complete on the Government side, the Contractor side will see the change, or update, in just a few minutes. Two importing exceptions for Contractors: 1) Importing NAS (SDEF) and 2) Import Submittals using Excel Template (covered under import/export training) Overview

9 RMS 3.0 OVERVIEW RMS 3.0 is a web-based software package produced by the RMS Support Center, and will replace RMS 2.38 and QCS This software package is one program with both RMS and QCS as separate modes that can be toggled at the home screen. Note that Contractor Mode is differentiated from Government Mode by gold tiles. Government Mode has blue tiles. Overview

10 RMS 3.0 Overview RMS 3.0 Government and Contractor Mode will need to be installed on every computer used; both Government and Contractor. This will be covered in more detail in the installation instructions. Overview

11 Deployment Rules of RMS 3.0 CM Do not use QCS 2.38 and RMS 3.0 CM at the same time. QCS operates its own database while RMS 3.0 CM connects to the same database that the Government s RMS 3.0 GM uses. The import/export process in QCS 2.38 and RMS 2.38 can corrupt data as well as cause lost data. When a contract is transitioned to RMS 3.0 for both Contractor and Government the user cannot go back to RMS 2.38 and/or QCS Note: Payments will not be accessible in RMS 3.0 CM until Government turns off QCS for each contract. Overview

12 Transition of Contracts to RMS 3.0 CM Transition will happen over a period of time. This will be beneficial to both Contractors and Government personnel. USACE will transition a couple of Active contracts at a time until all are transitioned; followed by Construction Complete contracts. Government will convert ALL contracts by Dec 31, If contract can make final payment by Dec 31, 2017, then Contractor will not convert to RMS 3.0 CM. Overview

13 Contractor Information and Support Links Website: This index page has valuable information for Contractors and Government users. There are also training videos which will provide visual step-by-step instructions of how to perform certain processes. If you have any problems or questions please use the link, Click here to submit a Support Ticket. The RMS Support Center is there to help. Overview

14 Downloading RMS 3.0 Contractor Mode Website: Contains: User Manual for CM and GM. Power Point training slides for CM and GM. Self-help Videos. Fast Report Programmer Manual and User Manual. Use to download RMS 3 Launcher. Overview

15 CHAPTER 2: Installing RMS 3.0 Contractor Mode Chapter 2: Learning Objectives: Installing RMS 3.0 CM Logging into RMS 3.0 CM Registering Username (Account Creation) Verifying New Account Registering RMS 3.0 CM on other Computers Installing RMS 3.0 CM Table of Contents

16 Installing RMS 3.0 Contractor Mode On Website: Download RMS 3 Launcher. System Requirements: RMS 3.0 needs Windows 7, 8, or 10 and is 64 bit only The new launcher is 4.4 MB. If you get a Windows Defender Message saying the file was blocked click on More Info and Run Anyway. Make sure that RMS 3.0 is not running in the background when you run the setup file. Installing RMS 3.0 CM

17 Installing RMS 3.0 Contractor Mode Make sure to run the setup file as Administrator! Installing RMS 3.0 CM

18 Installing RMS 3.0 Contractor Mode Installing RMS 3.0 CM

19 Create New Account RMS 3.0 CM Installing RMS 3.0 CM

20 Create New Account RMS 3.0 CM Click on: New Users to Create an Account Click Here Installing RMS 3.0 CM

21 Create New Account RMS 3.0 CM The New User Registration form should be displayed. Fill in First Name, Last Name, Address (this will be your login ID) and copy/paste a password example from the examples into both password fields. It is recommended to copy/paste this to another secured location for ease of access when logging into RMS 3.0 CM in the future. Make sure your address is correct! Installing RMS 3.0 CM

22 Create New Account RMS 3.0 CM Recommend copying one of 15-digit example Passwords on this screen. Save this password in a safe, easy to remember place. If password is forgotten, there is an easy Forgot Password option Installing RMS 3.0 CM

23 Verifying a Newly Created Account Account verification involves copying a registration code from to RMS 3.0 CM Installing RMS 3.0 CM

24 After Verification Login to RMS 3.0 CM Please note: The Contractor designated Administrator shall contact the USACE Representative for the contract to have their address added to a contract, and given Administrator rights; otherwise nothing will be shown or accessible in RMS 3.0 CM. The Administrator will then have the ability to add additional staff. There can be more than one Administrator account per Prime Contractor. Will cover in a later slide Installing RMS 3.0 CM

25 Using RMS 3.0 On Other Computers Each user must register the computers they use by the verification code method. This only has to be done once and allows one user to use RMS 3.0 CM on different computers. If you have to use another computer, click Request New Registration Code. Installing RM S3/CM

26 Verification of a New Account on Different Computer Verification Successful Installing RMS 3.0 CM

27 CHAPTER 3: RMS 3.0 CM Navigation Chapter 3: Learning Objectives: Explanation of RMS 3 Launcher Contract Menu Attachments Prime Contractor Selection Form Contract Selection Screen Add Favorite Contracts Action Items Understanding the Data Grid Exporting the Data Grid Using the Column Filters Add Attachments Edit Attachments Delete Attachments Sign Word or PDF Documents Using the Search Box Basic Navigation Table of Contents

28 Explanation of RMS 3 Launcher What is RMS Launcher? The first program that runs when clicking RMS 3.0 CM icon on desktop. Checks servers for latest update and automatically updates software to latest patch. Because of updating privileges, permissions need to be set up for RMS 3.0 CM. Will cover on later slide. Basic Navigation

29 First Screen - Prime Contractor Selection Prime Contractor Selection view is the first screen when the Contractor logs in, which identifies the Prime Contractor. If working for multiple Prime Contractors make sure to select the Update Button. (this may take a few minutes) Double click the Prime Contractor name. Basic Navigation

30 Contract Selection View This screen shows the contracts assigned to this Prime Contractor. Basic Navigation

31 Contract Selection The Favorites and Recent tiles are very useful. Click on one Favorite or Recent contract, and the contract will be displayed. This is especially useful when the prime contractor has many multiple contracts. The Data Grid: Data may be exported to Excel or PDF document. Data may be filtered by using the filter icon on each column. The Search box instantly filters as you type. Basic Navigation

32 Adding Favorites to Contract Selection View The Favorites tile (or square) is very useful, especially if the Prime Contractor has many active contracts. Select the contract and on the next screen, click on the button: The contract will be added to the Favorites. To remove the contract from the Favorites, just click on the Mark as Favorite button again. Basic Navigation

33 Contract Menu The Action Items boxes are in RMS 3 CM and RMS 3.0 GM; and there are three Key Performance Indicators (High, Medium and Low) (KPI),which show action items that are needed for this contract. My Action Items: Contractor Action Items: Basic Navigation At a glance at the two boxes above the Contractor will know what actions will need to be taken by the individual User and Contractor. If there are High Action Items not accomplished the box will turn Red. If there are Medium Action Items not accomplished the box will turn Orange. It there are Low Action items not accomplished the box will turn Yellow. If there is no outstanding High, or Medium, Action Items, the box will turn Green.

34 Contract Menu - Action Items Contractor Mode Action Items The Action Items are only visible when the contract is being viewed / edited. This feature is used by Government and Contractor every day to see what data is needed to be added. This feature should be used prior to meeting with the Government on % complete for Pay Activities. The user can select what action items they want to view, just by clicking on the appropriate boxes ( Contractor Action Items and My Action Items ). Government enables the Actions Items and assigns Contractor staff for Action Items of each contract. Each action item has a preset Alert Level.

35 Exporting the Data Grid The data may be exported to Excel or PDF document. This Export works on any Data Grid. Basic Navigation

36 Using the Column Filters on the Data Grid This type of filtering will work on any data grid To clear the filter, click on the filtering tool and then Clear Filter Basic Navigation

37 Using the Search Box on the Data Grid Each data Grid has a Search box. The Search box is dynamic. Start typing in the Search Box and the filtering will start immediately. The Search box does not work on the date fields. Basic Navigation

38 Attachments in RMS 3.0 CM Attachments are sometimes required or needed as part of the contract. The process for adding attachments in RMS 3.0 CM is the same for different submodules. Note: Anytime there is a folder Document Packages on RMS 3.0 GM, or 3,0 CM, this means attachments may be added. Basic Navigation

39 Attachments in RMS 3.0 CM Drag and Drop feature can be used to import files from your C:\ drive to Document Packages folder. The Date of the Document field is not editable (change from RMS 2.38). The Date of the Document field will be editable in a later release. Word and PDF documents may be signed (when appropriate) before submitting to the Government. It should be common practice to convert all documents to PDF and then sign. Contractor has the option to sign documents outside of RMS 3.0 CM. Contractors have permission to add new Document Packages, but not to delete the packages. Contractors have permission to add and delete Attachments. Basic Navigation

40 Add Attachments in RMS 3.0 CM Click on Add. The new package is created and automatically named. The Document Package view is displayed and the user can Drag and Drop the different attachments needed; or click Add and select document from your C:\ drive. Basic Navigation

41 Add Attachments in RMS 3.0 CM Open Windows Explorer and locate the file(s) to attach. (You can attach multiple files at one time, if they are located in the same folder in Windows Explorer.) Drag and drop the files from your C:\ drive into the Drag and Drop box. Click the Back Button to save/commit the changes Basic Navigation

42 Edit Attachments in RMS 3.0 CM Click on the attachment to edit, and then click on Edit. The user can update the Document Title, and/or add the Description. Click the Back Button to save/commit the changes Basic Navigation

43 Delete Attachments in RMS 3.0 CM Note: Only Government has permission to delete the attachment package; but Contractors can delete attachments. Open the package and click on the attachment to delete. Confirm that you want to delete the attachment. Click the Back Button to save/commit the changes Basic Navigation

44 Sign Attachments in RMS 3.0 CM If any of the PDF or Word documents need to be signed, click on the Sign Selected Documents button. Word Documents will be converted to PDF prior to signing. Please notice the Counts PDF Documents 2 and Word Documents 1. Check the documents to be electronically signed, and click Next Basic Navigation

45 Sign Attachments in RMS 3.0 CM Once the signature is attached to the document, the status of the Contractor Signature should be Electronically Signed. After Signing word documents: The PDF document count now shows 3, but in the Data Grid, there is 2 PDF (because 1 Word document have been signed). The Word document count in the data grid shows 1, but in the Word Document count, there is 0 Word documents. Click the Back Button to save (commit) the record. Basic Navigation

46 CHAPTER 4: Getting Started Chapter 4: Learning Objectives: Adding a Contract Adding New User Roles Adding Additional Staff to a Contract Setting User Role Permissions What are User Roles Assigning a User Role Getting Started Table of Contents

47 How to Add a Contract in RMS 3.0 CM After the prime contractor s employee has installed RMS 3.0 CM, contracts will have to be added by the joint effort of both the prime contractor s employee and the USACE. Prime Contractor s Employee: Step 1: Wind up data entry in QCS. QCS sends export to RMS 2.38; so database is updated. Step 2: Need to install RMS 3.0 CM and register an account. Step 3: Provide USACE Rep your name and address and request the Government add you as an Administrator. Step 4: Once you have access to contract set up USACE Rep(s) User Role in CM and give Read access to all modules. The USACE Rep will assist with problems that may arise. USACE Representative: Step 1: In RMS 3.0 GM PE adds the Prime Contractor. Step 2: In RMS 3.0 GM PE links the Prime Contractor to the contract. Step 3: In RMS 3.0 GM PE obtains and enters the Prime Contractor s Administrator to the contract. Can have multiple Administrators. Getting Started

48 Adding Additional Staff to the Prime Contractor The first Contractor employee added to the contract by RMS 3.0 GM is the Administrator. The Administrator will add additional staff members and to set up their user roles. There can be more than one Administrator account per Prime Contractor. USACE Rep will be added to Contractor staff by Government. To add Contractor Staff: Select the contract for the Prime Contractor. Click on the Contractor Staff button on the top right corner of the Contract Selection Screen. Getting Started

49 Adding Additional Staff to the Prime Contractor The Contractor Staff screen will be displayed. Click on the Add button Type in the Account ID ( address) and then click OK. Note: The added must match the one the staff member will use on the Contractor Mode on their computer. If the account is added incorrectly, the account never links. The Administrator will be able to delete the incorrect entry and add the correct . Getting Started

50 Adding Additional Staff to the Prime Contractor Type in Staff First and Last Name to be added. Note: The added must match the one the staff member will use on the Contractor Mode on their computer. If the account is added incorrectly, the account never links. The Administrator will be able to delete the incorrect entry and add the correct . Setting Administrator Rights can be dangerous because it gives the user the ability to do anything to the contract being added. It is recommended to use the User Roles to provide Write Access to the User s modules they need to complete their work. Getting Started

51 Adding User Roles Contractor must add User Roles for staff. Click User Roles. Getting Started

52 Adding User Roles Click Add. Type in the new Role Title and click OK. The User Role access is given in each of the modules (Administration, Finances, Quality Control, Submittals, Closeout, and Import/Export). The Administrator does have the option of assigning: All (no access), All (read-only) or All (Read/Write) For the Submittals User Role, in this example to the left, we have given the user read and write access to the Submittal Register and Transmittal Log only. After the permissions have been set, click the Back button this will commit or save the permissions for this user role. If the permissions need to be changed, double click on the Role Title and update the permissions. Getting Started

53 Adding a QC Rep User Role In this example, the QC Rep User Role has been given Read/Write and Read Only access to the Quality Assurance/Control Permissions. After the permissions have been set, click the Back button this will commit or save the permissions for this user role. If the permissions need to be changed, double click the Role Title and update the permissions. Getting Started

54 Assigning a User Role User Roles are set up by the Contractor Administrator. To assign a user role, open a contract and go to the Administration Tab Contract Access Control Add. Select the staff then assign the User Role. Contractor shall assign a User Role of USACE Rep to 1-3 Government staff and provide Read Access to all modules. The USACE Reps will have an in the following format: 10-digit CAC Card No. mil. USACE Rep(s) will assist the Contractor when RMS 3.0 CM problems arise. Click the Back button to commit the entry.

55 CHAPTER 5: RMS 3.0 CM Administration Tab Chapter 5: Learning Objectives: Overview Correspondence Prime Contractor Submodules Contract Description Contract Access Control Adding/Editing a Letter Adding Attachments Request for Information Add a new RFI Subcontractors Add a New Subcontractor Contractor Insurance Send Complete RFI to Government Contractor Payrolls Table of Contents

56 Mode Contract Menu Screen

57 Administration Tab Administration is where the basic setup is completed for a contract. It has the basic contract description, Prime Contractor and subcontractor information. Contract Access Control is an important module where the Contractor will setup permissions for his/her staff on the selected contract. RFI's, Correspondence and Payrolls allow for creating and tracking of letters and payrolls.

58 Submodules Submodules accessible on the Administration View: Contract Description Contract Access Control Correspondence Request for Information Prime Contractor Subcontractors Contractor Insurance Contractor Payrolls

59 Contract Description The Contract Description submodule contains general information related to the contract that is entered by the USACE Representative for the contract. The grey data fields are entered by USACE and are Read-only for Contractor. Contractor should review for accuracy and understanding. 1. Contract ID Number auto generated by system when contract is first created. 2. Contract Number A number assigned by USACE after award. 3. Contract Title The description of the contract as awarded. This field is limited to 40 characters. 4. Contract Description Brief explanation of contract SOW.

60 Contract Access Control Used by the Contractor s Administrator to assign the Contractor staff and USACE Rep user roles for contract. Refer to Chapter 4 for more information.

61 Correspondence Contractors create their own correspondence (no option to generate letter from standard forms) and add to RMS 3.0 CM Document Packages. Correspondence can be exported as a Data Grid (Click Export). Blue tiles gives Contractor the ability to sort by letter status (Draft, Sent, Received). Set letters coming from Home Office (H-#### ), or from Site Office (S-XXXX). When generating letters RMS 3.0 CM automatically sequence the number.

62 Correspondence Sort by letter status: No longer have 3 tabs in Correspondence, as in QCS 2.38, that sorts letters by Prepare Letter, Letters Sent and Letters Received. In RMS 3.0 letters are sorted using Blue tiles for Draft, Sent and Received. To view the Sent letters, click on one of the two options. ( All, or Answer Required ) To view the Received letters, click on one of the two options. ( All or Answer Required ) Go to Contract Reports to print, or export, Correspondence reports used to track Correspondence letters.

63 Adding a Letter Click Add to bring up a list of two options. Select the type of letter (from Contractor Home Office) or (from Contractor Site Office). Once the type of letter has been selected, a pop-up form will be displayed asking for the letter to be numbered. Note: Letters are automatically/sequentially numbered. Click OK to continue

64 Adding a Letter After adding a letter, you ll see this view, the Correspondence Letter View: Enter Letter Dated, Requires Answer?, Letter Summary and Select Letter(s) Answered by letter, if applicable. Notice the two grids at the bottom of this form: Left: Letters Answered by H-0008 Right: Letters Answering H-0008 After a letter is created Click Add in Document Packages and Letter No. H-0008 folder is created. This is where you ll add the letter, sign the letter and add attachments. Contractor has the option to sign letter outside of RMS 3.0 CM.

65 Adding Attachments to Correspondence Think of Document Packages as a folder created to insert documents with attachments. All official letters from Contractor should be electronically added in Document Packages folder. You can bring in signed documents from outside RMS 3.0 CM into Document Packages folder, or sign documents inside of RMS 3.0 CM. In this example, we will add to the existing package click on the Edit Button (next to Document Packages folder). The Attachment View is for existing Document package: Letter No. H Click Add and select Letter H-0008 from your C:\ drive. Drag and drop the letter and all other attachments located on your C:\ drive (Current file size limit is 50 Mb).

66 Drag and Drop Feature in Correspondence Open the folder on your computer where the attachments are located. Drag the attachments to the Drag and Drop square, and drop. You will then see the document at the bottom, and see sign status. Contractor can then sign attachments, if necessary, using Sign Selected Documents feature.

67 Sign Documents in Correspondence Click Sign Selected Documents to sign letter(s) going to the Government. Select the documents to be signed. Click Next and select a document name, or select the signature position. When signed, the Contractor Signature Status will become Electronically Signed. You can sign a PDF or Word document. Letters signed outside of RMS 3.0 CM can be added by clicking Add. Enter Notes to Government and click Submit for Review and Government will be able to see letter on Gov side.

68 Finalizing Correspondence to Government Finalizing Correspondence After all the information has been entered and it is ready to be finalized, notice the Sent Status on the upper right hand corner of the Correspondence form. Set the status to: Draft letter complete: Sent to Government. This will finalize the letter, and letter will be Read Only.

69 Request for Information (RFI s) During the course of a contract, it is often necessary to obtain clarification, guidance, or interpretation of certain aspects of the contract. This can include the written documents (specifications), plans (contract drawings), or interpretation and application of the contract as a whole. RFI s are submitted to the Government electronically when plans and specifications have conflicting, or missing, information. Data entry in RFI s similar to QCS 2.38, except Contractor can add signed RFI s and backup data to Document Packages. With the new Document Packages manager (allows electronically signing RFI s and attachments, any number under a 50Mb/each limit).

70 RFI Like other modules/submodules in RMS 3.0 CM, information can be sorted with the blue tiles: All RFIs Contractor RFIs Preparing Contractor RFIs -Waiting for Response Contractor RFIs Completed Three action buttons: Add Edit Delete Click on Add to add a new RFI. Export will export the data grid.

71 Add a RFI Enter all data fields on Contractor RFI tab before submitting for Gov Response: Date Requested (required) Requester s Name (required) Link to Subcontractor (required) Required date (must allow 30 days for Gov review) RFI Subject (required) Specifications (required) Drawings and Details (required) Cost, or schedule, impact? (if applicable) Information requested (required) Contractor s Recommendation Document Packages (attachments to RFI and sign RFI) Note: After Contractor generates a RFI, he will click RFI Form and save the RFI Report to their C:\ drive. This RFI Report will be uploaded, signed and attached in the Document Packages folder, and attachments will be added. May sign inside, or outside, RMS.

72 RFI Report On Contractor RFI tab the Contractor completes the RFI, creates the RFI by clicking RFI Form and saves to their C:\ drive. Contractor creates a Document Package folder, and adds the RFI, signs RFI outside RMS 3.0 CM, adds attachments and clicks Submit for Review. The Government will be able to view in RMS 3.0 GM, and Document Packages folder becomes Read Only on Contractor side; but the RFI can still be edited. If the Government sends RFI back for changes, Contractor can do that until Completed Ready for Government is clicked. This will finalize the RFI. On Government Response tab the Contractor prepared RFI w/o signature comes over to the Government side. PE enters Government comments, saves RFI to C:\ drive, and creates a Government Document Packages folder. The Government response RFI is added to the Document Packages folder, signed inside the Government Document Package folder. In Summary Reports, there is an option to run a listing of ALL or OUTSTANDING RFI s. The reports in RMS 3.0 CM run the same as QCS 2.38

73 Add Attachments to a RFI Contractor can use the Drag and Drop feature to add attachments in the Document Packages folder. Open Windows Explorer and locate the file(s) to attach. Select the RFI Report you ran and saved to your C:\ drive. Drag and Drop other attachments, such as contract drawings, sketches, photos, etc.. You can attach multiple files at one time, if they are located in the same folder in Windows Explorer. Click the Back Button to save/commit the changes Basic Navigation

74 Sign RFI as an Attachment There is a Sign Selected Documents button to sign the document inside of the Document Packages folder. But, the Contractor must currently sign the RFI outside of RMS 3.0 CM. You can sign Word documents using the Sign Selected Documents. If imported a signed RFI into the Document Packages folder Contractor Signature status will remain Not signed. Programmers will fix.

75 Export Signed RFI and Hard Copy to Gov Once the RFI and any other attachments have been electronically signed, click on Export Selected Documents button and select the signed RFI and attachments to export to your C:\ drive. You can signed RFI and attachments to Government, or Government will have access to the RFI in the Contractor s Document Package.

76 Submit Completed RFI for Gov Response Enter Contractor Notes to Government. This is where you would explain why transmittal is a variation to the specs. After the RFI Document Package is complete, check Submit for Review. The Document Packages folder will be Read Only; but the RFI can still be edited, if Government wants you to make a change. The Government will then review and respond with comments. If Government does not request any changes to RFI go to previous screen and click Completed Ready for Government. Then you won t be able to edit the RFI. FUTURE STATE: Eventually, once you create a RFI, the RFI folder will automatically be created in the Document Packages folder. Eventually, you will be able to sign inside the Document Packages folder.

77 Prime Contractor The Prime Contractor submodule allows a variety of information that is related to the Prime Contractor; i.e., Responsibility Code, NAICS Code, home office and site address, DD 2626 POC, Staff Information, Bonding Company/Work Days and more. This form exists in both RMS 3.0 GM and RMS 3.0 CM. Full Name and Short Name fields are only editable in RMS 3.0 GM (government mode). The Prime Contractor is responsible for filling out editable data fields and keep the information current and correct.

78 Prime Contractor Contractor shall enter their Responsibility Code and NAICS (North American Industry Classification System) Code. The responsibility code for the Prime Contractor is always PRIM. The NAICS code for construction can be found on the following link:

79 Subcontractors Subcontractor info is an essential part of the RMS Contractor Mode program. Attaching a subcontractor to each activity will link submittal items to the subcontractor. With the subcontractor linked to activities, contractor mode knows who has related responsibilities, such as Preparatory and Initial Inspections. A subcontractor list is necessary to document Labor Interviews. Without the subcontractor data, daily Labor Hours cannot be posted in the Daily Quality Control Report. Subcontractor deficiencies are noted on the Contractor Pay Request worksheet. Subcontract amount and particulars are required per the Prompt Payment Act.

80 Subcontractors This is the list view of all subcontractors associated to the contract. Each subcontractor must have a unique Responsibility Code. The subcontractor amounts should be kept current after modifications are issued. It is best to enter the Prime and Subcontractor s responsibility codes when the NAS initial schedule is loaded. Do not enter subcontractors manually when the contract requires a NAS schedule; but would enter manually if manual schedule (Gantt Chart) is required.

81 Manually Add a New Subcontractor For manual schedules click Add and enter the Contractor Code (Responsibility Code) for all the subcontractors. If the subcontractor is performing more than one type of work, enter the code for his most significant work. Note: This is a unique code per contract. Click OK to proceed to new subcontractor screen.

82 Add a New Subcontractor Check the Insurance Required check-box to be able to add insurance data for the subcontractor Complete data fields with subcontractor information. POC : The Point of Contact will be used for transmittals and reporting Warranty issues at the conclusion of the contract. Subcontract Amount : The amount of the subcontract is used to show cost % for subs on Performance Evaluation and compliance to the Prompt Payment Act. Enter remaining info on this screen. Once the form is complete, click on the Back button to commit (save) the record.

83 Contractor Insurance The insurance documents must be reviewed/ approved before construction starts. The Contractor Insurance submodule is enhanced compared to QCS The Contractor Insurance submodule is designed to track insurance of both the Prime Contractor as well as the Subcontractors. Contractor and subcontractor insurance expiration dates will be entered here. Prior to commencement of work the Prime Contractor is responsible keeping the insurance information and SF1413s current and providing to the Government. Contracting at the District office may want you to send documents to District, or have you stored in Contractor Insurance submodule. The insurance coverage must amount to at least the limits referred to in the contract. Where the Financial Responsibility Compulsory Insurance Law of the State in which the contract is located requires higher limits, policies should provide coverage of at least those limits. In Subcontractors submodule enter whether subcontractors will be required to provide insurance info.

84 Contractor Insurance If the subcontractor does not appear in the Contractor Insurance data grid, check the Subcontractor Insurance Required checkbox must be checked. The Contractor Insurance data grid is populated using the Prime Contractor and Subcontractors insurance expiration dates entered for this contract. To add/edit the insurance information, click on the Contractor, or subcontractor, and then Edit button, or double click the prime, or sub.

85 Add/Edit Insurance Information The insurance expiration dates and signed SF1413 dates are entered here. The Insurance documents and signed From SF 1413s can be attached to the Document Packages folder, along with any applicable supporting documents. Insurance documents can be uploaded by the Prime Contractor throughout the contract as needed. Contracting for each District may determine Insurance and SF1413s be sent directly to their office, or added to the Documents Packages folder.

86 Add/Edit SF 1413 SF 1413s are used by USACE, and provides the following information: Identifies all the subcontractors under the Prime Contractor. Identifies each subcontractor s scope of work, award date, and subcontractor amount. The SF 1413 also provides formal notification to subcontractors of the labor laws and associated clauses they are responsible for complying with. Since the form provides formal notification, it is acknowledged by both parties and becomes a part of the contract. Note: The Contracting of each District will determine if SF 1413 for each subcontractor will need to be attached in Document Packages folder. The SF 1413 is also part of the Contractor Payrolls submodule.

87 Add/Edit Insurance Information Document Packages: 1. Drag and Drop uploads all the insurance documents and signed SF 1413s for each subcontractor, and insurance for Prime Contractor and subcontractors. 2. If needed, add description(s) for a specific uploaded document. 3. Add any Contractor Notes to Government before submitting the insurance and SF 1413s for review. 4. Click Submit for Review for Government to be able to view. Status on previous screen must be Complete.

88 Contractor Payrolls When a contract is created in RMS 3.0 GM the Government turns on Administration/Contractor Payrolls. To turn off the Administration/Contractor Payrolls submodule, this item must be unchecked.

89 Contractor Payrolls If the box is unchecked the Gov user will see the screen to the left when they open the Contractor Payrolls.

90 Contractor Payrolls The Contractor Payrolls submodule is enhanced compared to QCS Tracking and documenting Contractor payrolls is required on military and civil construction projects in the United States that fall under the auspices of the Davis-Bacon Act. If payrolls are required to be tracked, it is extremely important that it be tracked and the Prime Contractor keeps all payroll reporting up to date and current in RMS 3.0 CM. Some United States Army Corps of Engineers offices elect to enter payroll data themselves, while other offices require the Prime Contractor to enter the data. Tulsa District office normally receives Contractor payrolls directly from the Contractors. This may be re-evaluated, since Contractors can directly enter payrolls in RMS 3.0 CM. Government will setup in RMS 3.0 GM whether Government enters payrolls, or Contractor enters payrolls. The payroll week ends every Saturday, which means the payroll is incremented to Saturday. If a payrolls are not current in RMS 3.0, it will be listed on the Pay Estimate Worksheet (Gov and Contractor) as being incomplete; and Government will accordingly reduce requested earnings on Pay Request submitted by the Contractor.

91 Contractor Payrolls The Contractor Payrolls screen displays all the payroll dates for each Contractor assigned to the contract and subcontractors for the time period they will be on-site. Use the Payroll Date column filter to display the payroll week(s) needed.

92 Adding Contractor Payrolls Click on the Contractor Name to enter the payroll information, and then click on Edit. Or, select and double click. The sub s payrolls is determined by whether they are required to submit payrolls, and whether the subs works onsite per the QC Daily Reports. No more First Day On-Site and Last-Day On-site, as required by QCS.

93 Adding Contractor Payrolls Enter the editable fields (#1-#4) and enter any Contractor comments, if desired. Once the entries have been made and the data is correct, click on Payroll Ready for Review. Data field #5: Once this checkbox is checked, the data becomes Read-Only, and Gov can view. Click the back button to save (commit) the record. The Payroll Status is updated to Submitted to Government.

94 Adding Contractor Payrolls Non-Work Day Enter the editable fields (#1-#2) Once the entries have been made and the data is correct, click on Payroll Ready for Review. Once this checkbox is checked, the data becomes Read-Only, and Gov can view. Click the back button to save (commit) the record. The Payroll Status is updated to Non- Work Week.

95 CHAPTER 6: RMS 3.0 CM Finances Tab Chapter 6: Learning Objectives: Overview Submodules Pay Activities Progress Payment Pay Activities Activity IDs - Identifiers Financial Basics CLIN Assignment & Pricing Financial Balancing for Modifications Progress Payment Adding a Pay Period Subcontractor Earnings and Deductions Prompt Payment Certification Report Additional Earnings Stored Materials Editing Add, Edit, Delete Options Payment POCs FAR Requirements Table of Contents

96 RMS 3.0 CM Contract Menu Screen

97 Finances Tab Finances for Contractor Mode are very simple. There are only two submodules: Pay Activities and Progress Payment. Pay Activities submodule will either be imported through the Standard Data Exchange Format (SDEF) import, or manually entered by Contractor when a Gantt Chart is required by contract. If contract requires SDEF, Contractor requests Government to setup SDEF option on Government side after award. If SDEF schedule is selected on Gov side the Progress Payment Submodule will allow the Contractor to import the pay request through a SDEF import. Government will turn off QCS on Government side (Administration/Contract Setup/Administration/Funding tab), so Contractor can make a payment in RMS 3.0 CM. Helpful Tips for Achieving Excellent Financial Implementation: Problems/issues are usually caused by bad planning, or decisions made without thinking about side effects. Keep things simple. Don t make complicated identifiers or convolute things by using negative activities or unnecessarily swapping out activities. SDEF setup and import is VERY important. (Covered in Import/Export chapter)

98 Pay Activities Pay Activities are the focal point of the contract. Many items are linked to Pay Activities: Submittals, User Schools, Transfer Property, Installed Property, QC Tests, QA/QC Deficiencies. By utilizing the Contractor Pay Request Worksheet Report, and Contractor Action Items: The Contractor can know if all the QC requirements are completed before requesting payment. The Government can know if all the QC requirements are completed before allowing payment. Pay Activities must balance with CLINS (Contract Line Item Numbers) and Contract Amount. Or else there will be a variance and financial data will not come over to the Government side. After uploading the SDEF pay request into RMS 3.0 CM make sure the sum of all Pay Activities is equal to the total contract amount. And the sum of the pay activities for the CLINs must be equal to the CLIN amount. The total of all CLINs equals the Contract Amount.

99 Financial Basics The contract is broken down into priced CLINs (Contract Line Item Numbers). CLINs are either value based ($$), OR quantity based. If the CLIN item is Unit Price based, then you know it will be quantity based. The Government loads the award CLINs and the contract data soon after award. Make sure you know who your Gov POC is soon after award! The Contractor enters pay activities and ties to CLINs; and ensures Pay Activities Amount balance to each CLIN amount. Each Pay Activity ID must be assigned to a CLIN. One CLIN may have multiple pay activity IDs attached to it. A payment cannot be processed unless the activities balance with the CLIN.

100 Activities Tab This is the Pay Activities tab view in RMS 3.0 CM. Contractor at first will not see any activities, only the CLINS. Contractor will see a variance between the current contract amount and the sum of all activities. The CLIN/Sum of Activities box at the bottom gives Sum of Activities to each CLIN on the left and Sum of ALL Activities to the Current Contract Amount on the right with their variances (difference). This box bar will identify variances in red; then go to CLINs tab to find out which CLINS have a variance. You must adjust activities to regain the balance between the pay activities amount and CLIN amount, or sum of all pay activities to the contract amount. Contractor must ensure no redness occurs after importing the SDEF schedule and prior to sending the finances to the Government.

101 CLINs Tab This is the CLIN tab view of the Pay Activities. CLINs are added on Government side from the awarded CLIN schedule, and when mods are added. CLIN 0001 is balanced with the sum of activities, so there will not be any problem when entering progress payment. CLIN 0002 and CLIN 0003 are not balanced with the sum of activities, and Contractor will need to make an adjustment in Activities. A payment cannot be processed unless the activities balance with the CLIN.

102 CLIN Assignment & Pricing This example shows a CLIN based on Quantity: If you enter the Activity Amount, the quantity will be computed. If you enter the Quantity, the Activity Amount will be computed. This example shows a CLIN based on Lump Sum Amounts: The only editable field is the Activity Amount. The Quantity is assumed to be 1.

103 Financial Balancing for Modifications Any change to contract value (mods) will require a change to activities to get in balance again. Government will add a new CLIN due to a modification, or increase an existing CLIN; and will normally create a pay activity equal to the CLIN amount. Contractor must edit the new Activity, or create additional pay activities. Make sure the Activity total doesn t exceed the CLIN amount. For credit mods, Government may reduce an existing CLIN, if a quantity, or create a new CLIN. The Contractor has to adjust the activities by either creating a new Activity, or reducing the quantity of an existing activity. When a CLIN amount is reduced by modification no new pay activity is needed.

104 Financial Balancing for Modifications RMS 3.0 CM clearly requires balancing Activities/CLINs and Activities/Contract for either a NAS, or manual, schedule. For manual schedule Contractor balances pay activity amounts to CLIN amounts for each item in the CLIN schedule. If the pay activity is not balanced to the CLIN, the Contractor must adjust the pay activities and amounts to get things into balance. Pay activities are typically imported from the Contractor s NAS (scheduling package); but any variances should be resolved after importing schedule and prior to sending progress payment to Government.

105 Edit an Manually Added Activity Amount 1. Open the Activities view 2. Click on the Activity ID 3. Click on the Edit button 1. Edit the Activity Amount 2. In this case there is a Variance of $1.5M 3. To fix either adjust pay activity amounts, or add additional pay activities. 4. Click the Back Button to save (commit) the record

106 Add a Manually Added Activity ID 1. Open the Activities view 2. Click on Add button A pop-up form will be displayed: 1. Add Activity Number 2. Click OK

107 Add a Manually Added Activity ID 1. Tie the Activity ID to a Subcontractor. 2. Click the Blue tile to tie the Feature of Work to Activity. 3. Enter the Description for the new Activity 4. Enter the Activity Amount. 5. Use the Blue tile to tie CLIN to the Activity. 6. Click the back button to save (commit) the record.

108 Delete an Manually Added Activity ID 1. Open the Pay Activities view. 2. Click on the Activity ID to Delete. 3. Click the Delete button. 4. Select the Delete Option which applies. 5. Confirm the Delete Activity on the pop-up form. 6. Click the back button to save (commit) the record.

109 Delete Multiple Manually Added Activity IDs 1. Open the Pay Activities view. 2. Click on the Delete button. 3. Click on Enable Multiple Delete option. 4. Check the Activity IDs to delete. 5. Click the Delete button, and select Delete Selected Records. 6. Click the back button to save (commit) the record.

110 Delete All Manually Added Activity IDs 1. Open the Pay Activities view. 2. Click on the Delete button. 3. Click on Delete All Activities option. 4. Be extremely careful!! 5. Confirm the delete ALL activities by clicking on YES 6. Click the back button to save (commit) the record.

111 Progress Payment RMS 3.0 CM allows Contractor to submit Progress Payments to the Government through a SDEF import, or by manually adding payment amounts. The progress Payments module assists Government to track the progress of the contract. If there is a variance between the sum of activities and current contract amount, or between CLIN amount and Pay Activity amount, then an error message comes up and Progress Payment cannot be processed. Contractor with a SDEF schedule will have to balance the finances in the scheduling software before sending the Progress Payment to the Government side. Prior to submitting a Progress Payment the Contractor meets with the Gov QA to agree on % Complete for all Pay Activities. The report titled, Contractor Pay Request, will be used by Gov QA and Contractor to agree on % Complete for each activity. Government will want to reduce requested earnings if report shows outstanding requirements. The Progress Payment can either be for a specific dollar amount, or a percentage of the pay activity amount, or quantity. Contractor, and Government, can now attach signed Pay Request documents to Document Packages folder. Eventually, these items will migrate to Contract File folder, and to PCF. In accordance with the Contract Clause, Prompt payment for construction contracts, the Prompt Payment Act (PPA), payments are required to be processed within 14 calendar days of receipt of proper invoice. The office receiving the payment request ensures the pay request is correct and, if not, returns it to the Contractor within 7 calendar days.

112 Progress Payment Manual Schedule The Progress Payments view shows all the completed Progress Payments in the selection grid for a manual schedule. The only option on this view is to edit those completed payments, or on the bottom right, Prepare the next Pay Request. Payment status on highlighted Progress Pay is on the bottom. Each Pay Request number is system generated. Contractor can initiate the next Progress Payment; but not be able to process until the Government processes and sends the Contractor the allowed earnings of the previous pay request.

113 Adding a Payment Manual Schedule If a manual schedule and you need to process a pay request, click on the Prepare Pay Request No. ## on the lower right hand corner of the Progress Payment screen. RMS 3.0 CM will add a new pay period and will display a new screen with information to complete the current request. Only the current pay estimate can be edited, as past invoices can only be viewed.

114 Adding a Payment Manual Schedule The Progress Payment submodule has 6 tabs: Requested Activity Earnings Requested CLIN Earnings Subcontractor Earnings Additional Earnings Payment POCs Document Package If you have a manual schedule click Copy Previous Activity Earnings for easy use. This allows you to copy previous activity percentages from the previous Progress Payment if one exists. Then make changes to % or $$ that have changed under Total Requested To Date. Enter Subcontractor Earnings and Subcontractor Earnings Deducted by Contactor. Enter a Pay Period Thru and Payment Invoice Date (on the bottom), enter Withholdings and Payment POCs. Then check Requested Earnings Complete box. The payment becomes read only. If changes need to be made, the Government can send back to Contractor for corrections.

115 Adding a Payment SDEF Schedule If progress payment is brought into RMS 3.0 CM via a SDEF import, that is accomplished under Import/Export. Prior to importing Contractor s progress payment by SDEF schedule, Contractor goes to Finances/Pay Activities to see if there are any variances. If there are variances, make any adjustment needed in Pay Activities to balance the finances, and make necessary changes in schedule software before processing the next pay request. Contractor can now import the SDEF schedule. Process Pay Request similar to QCS Click Prompt Pay Request and save Pay Request to your C:\ folder. Click Add and create a Document Package folder. Drag and Drop Prompt Payment Certification (signed and dated), Contractor Requested Earnings and other supporting documents inside of Document Package folder. Click Requested Earnings Complete and Government can view pay request. The Government will make payments based on the value of acceptable work the Contractor has placed from one pay period to the next. For non-acceptable work Government will reduce Contractor s requested payment amount.

116 Documents Required for Monthly Progress Payments THE BIG TWO : 1. Updated NAS, or Gantt Chart, with narrative report (copies determined by field). 2. Prompt Pay Certification (Signed) and Contractor Requested Earnings, generated by RMS 3.0 CM. If contract requires Contractor to prepare the Interim DD Form 1354: a. Contractor generates monthly Custom Report, along with monthly pay request, named Earnings for Real Property Category Codes, from scheduling software, which includes Category Codes, Activity Earnings and Quantities associated with each Category code. b. Government reviews monthly Custom Report for Category Codes and Installed Property. Government may reduce payment if this data is not being provided. Document Packages folder should be added; and attach signed Prompt Payment Certification and Supporting Data for Contractor Payment Invoice, and other supporting documents.

117 CHAPTER 7: RMS 3.0 CM QC Tab Chapter 7: Learning Objectives: QC Summary QC Requirements Equipment Checks QC Daily Reports Definable Features of Work QC Tests User Schools Installed Property Dredging Equipment Exposure hours Three Phase Inspections Transfer Property Offline Mode Activity Hazard Analysis (AHA) Table of Contents

118 RMS 3.0 CM Contract Menu Screen

119 QC Summary Gives an quick overview of the daily reports. Use to research data for REA s and claims. Major design change from QCS Tiles at the top filters all the different status groups. To filter for QC Deficiencies Needed to be Corrected : Click on Not Corrected box and the Data Grid would display every deficiency not corrected. And you can see QC Deficiencies listed below.

120 QC Summary To view all the Activities Not Started, click on the Not Started box and the data grid will filter for these records.

121 QC Daily Reports Data Grid: The QC Daily Reports module consists of a Data Grid where each row in the Data Grid represents a single day in the life of the contract starting with the Notice to Proceed (NTP) date and ending with the construction completion date. Above the Data Grid is a Local Toolbar where you can add, view, and delete daily reports, as well as switch between QC daily reports. Contractor enters a QC Daily Report here for every day of the week, including weekends, to enter status of on-going and completed work. RMS 3.0 GM still allows the QA to send back a QC Daily Report to Contractor for changes. Same QC data entered, as QCS 2.38; but it s entered a little different.

122 QC Daily Reports QC requirements are linked to the Pay Activities (i.e., User Schools, QC Testing, Transfer Property, Installed Property). Note: Contractor can delete a Daily Report as long as it has not been Completed by Contractor.

123 QC Daily Reports When Contractor adds a QC Daily Report there are 9 blue tiles for entering data into the QC Daily Report. As the Contractor enters data in each blue tile you will see the changes being made to the QC Daily Report. After completing the QC Daily Report click Add to add a Document Packages folder. In future release after generating the QC Daily report a Document Packages folder will automatically be created and QC Daily Report will be added.

124 QC Daily Reports Drag and Drop Attachments In Document Packages folder the Contractor may use the Drag and Drop feature, or click Add to attach QC Daily Reports and supporting documents from your C:\ drive (i.e., Preparatory and Interim Inspection Meeting Worksheets, photos, QC test reports, etc.. Click Sign Selected Documents button, click QC Daily Report to be signed, click Next, from lookup click Military QC Report QC Rep, then Finish. A signature and date stamp will be added to the QC Rep Signature block. The Superintendent s signature will be be added in the same fashion. Click Export Selected Documents and select signed QC Daily Report and attachments; and send documents to C:\ drive to combine documents as one document. FUTURE STATE: Eventually, in RMS 3.0 CM after completion of QC Daily Reports the Document Packages folder will automatically be created; then you can sign, and add attachments.

125 Submit and Complete QC Daily Reports In Document Packages folder Contractor adds Contractor Notes to Government, and clicks Submit for Review. The Government will then see the QC Daily Report and review. The Document Packages folder will become Read only. Government can send changes back to Contractor and changes can be made to the QC Daily. Once changes are made create a revised QC Daily Report, re-sign, and send back to the Government by clicking Submit for Review. NOTE: Once the Contractor clicks on Submit for Review, the Document Package becomes Read Only; but QC Daily is still editable. After all changes are made finalize the QC Daily Report by clicking Report Completed on previous screen. Government needs to receive all QC Daily Reports electronically signed and all attachments added. These will become official documents.

126 Definable Features of Work (DFOW) DFOW will either be imported when loading the SDEF schedule, or entered manually by the Contractor. Once DFOW have been entered, enter Number of Days after Preparatory that Initial should be Scheduled. For a Manual Schedule Contractor can ADD or EDIT any of the Features of Work. Contractor can only DELETE a DFOW if it is not tied to an inspection check list.

127 Three Phase Inspections Three phases of control are conducted for each DFOW: Preparatory Initial Follow-up Government QA attends all three phase meetings to ensure Contractor s plan achieves quality construction for the DFOW. Contractor has five options to add inspection checks and repetitive deficiencies to the Preparatory and Initial Inspection meetings and Follow-up Inspections. Contractor must add dates and times for each DFOW Preparatory and Initial meetings in Feature Schedule. QA will obtain dates and times of Preparatory and Initial Inspections meetings there.

128 Three Phase Inspections These are 5 options of Adding Inspection checks into Report. When creating Prep and Initial Inspection Meeting Worksheets recommend using Select Checks Using Work Types in Library option. This option will bring all inspection checks and repetitive deficiencies in Gov Library pertaining to the DFOW. Then use other options to finish Worksheet Report. If you click Export as a PDF, or Excel, report, this will allow the Contractor to pull inspection checks and repetitive data from RMS 3.0 and insert data into a Custom Preparatory, or Initial, Inspection Agenda. Go to Contract Reports to generate reports for the 3-Phase Inspection meetings. As a reminder, the Preparatory meeting will be held after all submittals are approved and Gov QA will have reviewed the Contractor s DFOW Worksheet and AHA, and materials delivered on-site are checked against the approved submittals. This will ensure quality construction that meets the standard of the plans and specs.

129 Three Phase Inspections Completing Preparatory and Initial Worksheets must be accomplished 1-2 weeks prior to Inspection meetings, so QA can review and add his/her input. There is no Document Packages or Submit for Review buttons; so Contractor must notify the QA when a Preparatory, or Initial, Inspection Worksheet is available to be reviewed prior to the meeting. AHA s do have a Document Packages folder, so AHA s are submitted electronically to Government when you click Submit for Review. After Government QA reviews Preparatory, or Initial, Inspection Worksheets and AHA s, and inspects material/equipment Contractor has a green light to conduct the Preparatory meeting. After Preparatory and Initial Inspection meetings are held the Worksheets may be edited and signed and saved to your C:\ drive Completed Preparatory, or Initial, Worksheets and AHA s should be attached to the QC Daily Report Document Packages folder on the date of the meeting. Programmers will add a Print Icon on this screen in the future, so you can print the Worksheet Report from here.

130 Activity Hazard Analysis (AHA) Per Safety and Health Requirements Manual (EM ), requirement for developing an AHA: Before beginning each work activity involving a type of work (DFOW) presenting hazards not experienced in previous project operations or where a new work crew, or sub-contractor, is to perform the work, the Contractor(s) performing that work activity shall prepare an Activity Hazard Analysis. Click Add and enter Description and tie to Feature of Work. Contractor may complete the AHA outside of RMS 3.0 CM, using the Safety Office approved AHA form, and attach in the Document Packages folder.

131 Activity Hazard Analysis (AHA) The completed Safety Office approved AHA form can be attached using the Drag and Drop feature. Once the AHA is attached and signed using Sign Selected Documents and Contractor enters Contractor Notes to Government. Click Submit for Review and Gov will be able to see the AHA on Gov side for review. Gov should review and return comments prior to Prep and Initial meetings. The AHA for the DFOW is always discussed at the Preparatory and Initial Meetings, and adhered to during the follow-up inspections. There is no link on the AHA submodule to the QC Daily Report Document Packages folder; so you must attach completed DFOW AHA to QC Daily Report Document Packages folder the day the Preparatory, or Initial, Inspection meetings are held. Work cannot begin until the AHA for the DFOW has been accepted by USACE at the Preparatory meeting.

132 QC Requirements Contractors can add planned QC Requirements data here outside of the QC Daily Report (i.e., QC tests, User Schools, Installed Property and Transfer Property ) and then complete the QC requirement data inside the QC Daily Report on the date it occurs. QC requirements are tied to DFOW, which are tied to Activities. So, when the QA runs the Contractor Pay Request Report, or look at Contractor Action Items, it will show what QC Requirements are not completed for a DFOW. QC Tests: RMS 3.0 CM does not allow entering planned QC tests. Contractors add QC tests in the QC Daily report as they occur. This does not allow the Gov to enter planned QA tests. Gov performs QA tests approx 10% of Contractor s QC tests. In future releases Contractor will be able to add planned QC tests, and enter QC requirements in order of occurrence.

133 QC Requirements QC Tests To add a QC Test, Click on Add and then on Add QC Test The QC Test No. is system generated Contractor will enter the following data for a QC Test: Spec Section and paragraph. Location of test (click Select location from Lookup ). Testing sub performing the test. Tie QC test with schedule activity by selecting the Activity from a lookup after Contractor Schedule is loaded. Enter Lag/Lead if QC test had to be accomplish days before the start, or days after the start, of the Activity. Enter Detailed First Line in Description, so that Contractor will be able to find raw test data for a particular QC Test at a later date. Also, enter all raw test data in Description data field, such as number of concrete cylinders taken, concrete temp, ambient temp, slump, air entrainment, etc.

134 QC Requirements User Schools To add User Schools, Click on Add and then on Add User School The User School No. is system generated Contractors are required to add planned User Schools here that are identified in Specifications. Enter data initially as required by the specifications. Data entered is similar to QC Tests. Once the actual training occurs the Contractor will complete the User School data inside the QC Daily Report.

135 QC Requirements Installed Property To add Installed Property, Click on Add and then on Add Installed Property The Installed Property No. is system generated This form is used by Contractor to add all planned Installed Property required by the specifications. Contractor should enter installed property right after construction award; first based on specifications, then added information from submittals, then added information from actual equipment arriving on-site. On the day the installed property is installed the Contractor selects the installed property list inside the QC Daily Report, completes information and checks completed indicating property was installed on this date. The Gov QA will select Concur or Re-issue when installed property is installed by the Contractor. Installed Property should be reviewed for each monthly pay request (inside of RMS 3.0), and funds will be withheld if Installed Property has not been added to RMS 3.0 CM. The final Installed Property Report, along with Interim ENG 1354, will be provided by the Contractor 2 weeks after Red Zone meeting, so both documents can be provided to customer at turnover.

136 QC Requirements Transfer Property To add Transfer Property, Click on Add and then on Add Transfer Property The Transfer Property No. is system generated Contractor adds all planned and unplanned Transfer Property. Planned transfer property required by specifications are entered after a review of the specifications. Unplanned transfer property may occur during construction between Contractor and Customer. For instance Contractor purchases 6-inch pvc drain piping per contract. A mod revises to 10-inch pvc drain pipe, and User wants the 6-inch pvc drain pipe. Once the actual transfer property is transferred the Contractor selects the transfer property from the QC Daily Report module indicating it was transferred this date. The final Transfer Property ENG Form 1149 Report is generated on the Gov side and is attached to the Interim ENG Form 1354 provided to the customer at turnover.

137 Equipment Checks 1 When Contractor brings maintainable equipment to the site the equipment information is set up using the Equipment Checks form. 2 The equipment entered will be add to the lookup for equipment hours in the QC Daily Report Module. 3 4

138 Exposure Hours Prime Contractor is required to provide a monthly Exposure Report in the first week of the new month. Add hours by clicking Copy and Yes to the question, Do you want to copy the labor hours from the daily QC Reports for the month of. Contractor can overwrite the labor hours at this point, if Contractor tracks man-hours by another method. (NOTE: Be sure to enter labor hours for field personnel in the QC Daily Reports).

139 Exposure Hours

140 Exposure Hours Enter Submitter name and click Completed Ready to send to the Government. Click Yes to the question, Are you sure you would like to mark these exposure hours complete? Once Completed is checked the exposure hours will go over to Government side electronically for review, acceptance or rejection. QA comments will come back to the Govt Remarks text box. Contractor will generate a hard copy of report and the signed report to the Gov QA. In a future release the programmers will add Print Preview on this screen for Exposure Report.

141 Online/Offline Mode 1 While connected to the internet, login and click the Switch to Offline Mode button on the Contractor Selection View. Select Prime Contractors to be used offline. 2 Overview

142 Online/Offline Mode 3 Select the Contracts to be used offline. Select the modules for each contract you wish to use while offline. 4 Overview

143 While Offline Changes will be saved only to the computer you are using. This means that any changes made offline will not be seen by other users until a transition back to Online Mode is completed. After completing the Offline transition, RMS will remember that you are in an offline session, even if you close the application and login again. It is recommended to minimize offline session time to ensure all changes can be synchronized with the online database. Offline Mode

144 Transition Back to Online Mode After clicking the [Switch to Offline Mode] button, the button will change into a [Switch to Online Mode] button. Further instructions will be provided to transfer any changes that were saved to your computer during offline session to the Online Database. This process will be largely automated, but may require occasional user entry. Offline Mode

145 CHAPTER 8: RMS 3.0 CM Submittals Tab Chapter 8: Learning Objectives: Specification Sections Submittal Register Transmittal Log Add a Transmittal Log Contract Requirement Post-Award Responsibilities Table of Contents

146 RMS 3.0 CM Contract Menu Screen

147 Specification Sections Masterformat 1995 format with 16 Spec Divisions and 2004 format with 50 Spec Divisions are still utilized to develop Submittal items for the Submittal Register. In the future the Spec Sections will be updated to the latest Masterformat. In a Design-Build contract the Contractor will generate the specifications in Specsintact, and will generate a Specsintact file. This file will be provided to the Gov and imported into RMS 3.0 GM. The Submittal Register will be made available in RMS 3.0 CM. In a Design-Bid-Build contract a draft Submittal Register is provided in the specifications. That s the starting place for the Contractor to build the submittal register in RMS 3.0 CM.

148 Add a Submittal Register In RMS 3.0 GM will setup review periods (30 cal days), number of copies and default Government reviewers. Contractor can create multiple submittal registers (i.e., for design and build phase in design-build contract). Contractor has 3 options to create a Submittal Register: 1) Manually add submittal items. 2) Use Excel Template to enter basic Submittal Register structure (i.e., Spec Section, Paragraph Number, Description of Submittal Item, Type of Submittal, Classification and Reviewing Office). Contractor can download the Excel Template inside RMS 3.0 CM. 3) Government download Specsintact file in RMS 3.0 GM. Filtering the form makes working with the data much easier. In future release print preview for Submittal Register will be added here, so Contractor can generate submittal register.

149 Add a Submittal Register Manually Adding Submittal Items: Contractor must add Spec Sections under Spec Sections. 1. Go to Spec Sections and click Add. 2. Select Section and then click Next 3. The Section is Read-Only, but you can Enter/Edit the Item Number on the pop-up form and click Finish. 4. The new Submittal Item form will be displayed 5. Add the new Submittal Item info and click BACK to save (commit) the new submittal

150 Transmittal Log The ENG Form 4025 is a control activity to help ensure the Contractor s materials, equipment, schedules and plans will meet the quality of the plans and specifications. The Contractor generates a ENG Form 4025 in RMS 3.0 CM from Transmittal log. Contractor can track the transmittal in the blue tiles from generating the transmittal to approval by Government. If a resubmittal is required, the transmittal must be in the Completed Transmittals blue tile. When the transmittal is selected information on the transmittal appears at the bottom of the screen.

151 Add a Transmittal Log Click Add in Transmittal Log, adds a transmittal. A list of Spec Sections with Outstanding Submittals will come up. Select the Spec Sec you want to develop a transmittal, and click Next. Select the Item Number(s) you want and click Next. Assign Transmittal Number for New Transmittal (add transmittal prefix and transmittal extension) and click Finish.

152 Add a Transmittal Log A transmittal will then be created. 1. Enter Date Prepared. 2. Classification, No. of Copies, and QA code is entered by Government. 3. Contractor enters QC code and clicks Variation if material varies from specification. If variation add reasons for variation under Contractor Remarks to Government. 4. Click Add to create a Document Packages folder and add signed ENG Form 4025 and backup data here.

153 Add a Transmittal Log Use Drag and Drop feature, or click Add, to add ENG Form 4025 and backup from your C:\ drive as attachments. Click Sign Selected Documents to sign the ENG Form Select document and click Next. Select ENG 4025 Certifier from Document Signature Position Lookup, then Finish. Contractor has the option to sign ENG Form 4025 outside of RMS 3.0 CM. Export Selected Documents feature allows you to attach the ENG Form 4025 and attachment(s) to an . Enter Contractor Notes to Government. 6 5 Click Submit for Review for Government to review. Document Package will become Read only after this; but Government will able to view Transmittal and backup and send back comments. Click Contractor Completed Ready to Send to Gov. Click Yes, to finalize the transmittal.

154 CHAPTER 9: RMS 3.0 CM Schedules Tab Chapter 9: Learning Objectives: Activity Schedule Feature Schedule Table of Contents

155 RMS 3.0 CM Contract Menu Screen

156 Schedules Only submodules are 1) Activity Schedule and 2) Feature Schedule. NAS Activity Schedule: Used to keep track of the actual and scheduled start/finish dates for contract activities. Review of Contractor s schedule will continue to be outside of RMS3 using the Contractor s Schedule software (i.e., Primavera). Activity Schedule can be entered manually, or by SDEF import, as stated earlier. The toggle switch to go from Manual schedule to NAS schedule is on the Gov side. So, early after award confirm with Government POC you will use either a Gantt Schedule, or a NAS schedule. For NAS activity schedule it is critical that the actual start and finish activity dates in NAS schedule is the same dates added to QC Daily Reports. If they aren t the scheduled dates won t populate RMS 3.0 CM. Import SDEF schedule into RMS 3.0 CM under Import/Export. After the import ensure there are no variances between the sum of Activities and CLIN amount and between Contract Amount and Sum of All Activities. Can t Approve a NAS schedule in RMS as before; and doesn t have Summary or Compare Report buttons.

157 Activity Schedules Manual Activity Schedule: If contract allows for a manual schedule Government sets up Manual Schedule on GM side. Add Pay Activities under Finances and add scheduled (Start and Finish) dates here under Activity Schedule. Contractor manually enters actual start and finish dates in the QC Daily Reports. By clicking the blue tiles along the top of the Data Grid you may quickly view the activities in All Activities, Not Started, In Progress, Not Finished, and Finished. NAS Schedules: There is a Critical blue tile and all data fields are view only. A NAS schedule screen is shown on the left. NAS schedules are imported via Import/Export.

158 Feature Schedules Entered by the Contractor to plan Preparatory, Initial and Follow-Up inspections of the Definable Features of Work (DFOW). RMS 3.0 CM generates a Feature Schedule by finding the first activity scheduled to start under a feature and the last activity scheduled to be finished under a feature. This rolled-up Feature Schedule makes an excellent schedule for easily monitoring the progress on a contract. The customers find this schedule very easy to understand. Gov QA can look in Feature Schedule on Gov side to see when Preparatory and Initial inspections will be held. That is, if the dates are entered by the Contractor. Recap on some rules for Definable Features of Work: The Contractor s Quality Control Plan requires that the contract be organized according to DFOW. All Contractor Activities must be assigned to one and only one DFW. The DFOW may have MANY Activities linked to it. The DFOW in the Quality Control Plan must match those in the Scheduling program.

159 Feature Schedules Example of Feature Schedules. Contractor must enter scheduled Preparatory and Initial Inspections here. This will be the QA s info source for when a Preparatory, or Initial, Inspection Meeting will be held.

160 CHAPTER 10: RMS 3.0 CM Closeout Tab Chapter 10: Learning Objectives: Warranty Tracking Table of Contents

161 RMS 3.0 CM Contract Menu Screen

162 Warranty Tracking Warranty items are those Contractor actions to correct deficiencies from turnover to 12 months after turnover. Warranty items can be entered by Government, or Contractor, as they are reported by the facility occupant. Or, they are discovered during Post-Completion Inspections by the Government. Once Contractor enters a Warranty item and adds documents to Document Packages folder and clicks Submit for Review the Government will be able to review the Contractor s fix. When a warranty item is given to the Contractor the Contractor will investigate the warranty item and correct as soon as possible. The Government will track and confirm completion and clears out warranties in QA Daily Reports. Normally contract requires a 4-month and 9-month warranty Inspection. Some contracts the warranty items are entered during the whole 12 month warranty period. Under certain MILCON Projects Contractor will be evaluated in Performance Evaluation how well Contractor assists the Government in contract closeout.

163 Warranty Tracking Warranty items screen shot on the left. Enter start date and warranty end date. RMS 3.0 is set up where you can capture the warranty items from the 4-month and 9-month inspections. Click Add in the 4-month Warranty Inspection and 9- month Warranty Inspection and create a folder in Document Packages for each to capture all warranty items generated during the 4-month and 9-month warranty inspections. If you don t want a 4-month or 9-month warranty inspection and want to track the warranty items through the entire warranty period uncheck the boxes in the upper right corner of screen. Click Add and create a folder in Document Packages for warranty items during the whole 1-year warranty period. If 4-month and 9-month inspections are held enter dates when 4-month and 9-month inspections were completed.

164 Closeout Future Release: A Draft ENG Form 1354 will be provided to Contractor right after construction contract award. Contractor will be required by contract to generate an Interim ENG Form 1354 prior to turnover inside of RMS 3.0 CM. For some contracts Contractor is required to generate a monthly custom report named Earnings for Real Property Category Codes in Scheduling software. This will be how Contractor and Government tracks earnings for Real Property Category Codes. Contractor will utilize category codes in Draft ENG 1354 and must assign activities to each Category Code. Two weeks prior to Red Zone meeting Contractor will submit to Government an Interim ENG Form Document will include all Category codes, activity earnings associated with each Category code, quantities, etc.. This report will be discussed during the Red Zone meeting.

165 CHAPTER 11: RMS 3.0 CM Import/Export Chapter 11: Learning Objectives Import/Export Import Submittals NAS (SDEF) Table of Contents

166 RMS 3.0 CM Contract Menu Screen

167 Import Submittals Contractor can download the Excel Template and use to generate a Submittal register. Template will have Submittal Sections, Submittal Item Numbers, Submittal Descriptions, Submittal Paragraphs, Submittal Types and GA, or FIO. Once submittal register is loaded, import into RMS 3.0 CM using Overwrite Existing Submittals feature. Any additional imports utilize the feature Merge with Existing Submittals.

168 NAS (SDEF) Imports SDEF schedule into RMS 3.0 CM Click Add and select SDEF file from your C:\ folder and click Open. Pay Activities, Features of Work, Pay Request, scheduled and actual dates will upload into RMS 3.0 CM.

169 CHAPTER 12: RMS 3.0 CM Contract Reports Tab Chapter 12: Learning Objectives: Contract Reports Table of Contents

170 RMS 3.0 CM Contract Menu Screen

171 Contract Reports All contract reports are visible, for all menu items, when the user clicks on Contract Reports In 3.0, click on the type of report you need (i.e., Admin, Finance, QAQC, Schedule, Submittal), and the report selection will appear below. The user can toggle between the different types of reports Running the report has same steps as 2.38.

172 CHAPTER 13: RMS 3.0 CM Government Library Chapter 13: Learning Objectives: Overview Specification Sections Submittal Types Submittal Types Contractor Trades Labor Classifications Government Library Table of Contents

173 Government Library The Government Library has five lists which are controlled by the Districts, or by USACE. These lists of values are used on different forms in RMS 3.0 CM and RMS 3.0 GM. What is the value of controlling data entry? Users have to select from the pre-defined data. Sorting and grouping on these lists has great added value. Reports have consistent data. District Level Lists: The District level lists can be updated by Government at each District, as needed. Contractor needs to verify all applicable data is included in the contracts. Government Library

174 Work Categories Work Category Codes are used for reporting and sorting purposes. If any additional codes are needed, contact the USACE Representative for the contract. These codes are linked to pay activities in the Finances Pay Activities screen. The Work Category Code is used on the Deficiency Items report by both the QA/QC staff.

175 Specification Sections MasterFormat is used throughout the construction industry to format specifications for construction contract documents. This format assists the user in organizing information into distinct groups when creating contract documents. The Specifications Sections are maintained by the District Library by the Government. Masterformat 1995 format with 16 Spec Divisions and 2004 format with 50 Spec Divisions is still utilized to develop Spec Sections for the Submittal Register. In the future the Spec Sections will be updated to the latest Masterformat.

176 Submittal Types There are eleven submittal descriptions used on the Corps of Engineers, Department of the Air Force and the Department of the Navy contracts. Additional submittal types can be set up by each District. These are used when a Submittal Register is created for a contract.

177 Contractor Trades Contractor trades helps group Subcontractors allowing for reports (correspondence, comments, punch list items) to sort data based on contractor trades. RMS uses Contractor trades to calculate percentages and types of subcontracted work that is required for the Contractor Appraisal (DD Form 2626). The trades link Labor Classifications for tracking purposes.

178 Labor Classifications Labor Classifications are included in the Wage Rate Decisions issued by the Department of Labor for CONUS contracts. Labor Classifications are used in the Labor Interviews and QC Daily Report modules. Contractor needs to verify that all applicable classifications are included in the contract. If the contract includes Labor Classifications that are not listed, the Government Representative for the contract must add the Classification.