General Contractor Instructions Electronic Payment Application (epayapp) Schedule of Values Creating and Submitting

Transcription

1 General Contractor Instructions Electronic Payment Application (epayapp) A. Introduction 1. It is the GC s responsibility to input their schedule of values into UA s electronic payment application system 2. The UA project manager must setup the project in the system before the GC can input their schedule of values a) The electronic payment application system will notify the GC by when setup by UA project manager is complete (per section C.1 below) 3. This document provides instructions on how to navigate electronic payment application system, input schedule of values and submit for approval. This document does not provide instructions on how to construct schedule of values from a detail and itemization standpoint. Schedule of values information and detail is project specific and should be determined by the project team. 4. LDAP / MyBama account and Estus project site access required to utilize epayapp system a) Refer to GC Instructions Getting Started for additional account setup information or contact your UA project manager B. Schedule of Values (SOV) General Information 1. Schedule of values in XLS or PDF format should be submitted to UA PM and A/E by GC for initial approval prior to inputting into electronic system a) Typically due to UA PM and A/E for approval within 10 days of NTP 2. The system requires each line item to be assigned an applicable CSI code for identification purposes a) See section D.3 below for more information related to CSI code requirement C. Invitation to Input Schedule of Values into the System 1. Once the above steps (sections A & B) are complete, the UA PM will initiate a schedule of values invitation to the GC via from the UA system a) will appear similar to the following in GC s inbox: From: k2usrt@fa.ua.edu / Subject: ClientEvent EPAYAPP Invoice Form Notification 2. Open Select hyperlink Click to open worklist item 3. GC will be directed to login to the system (Everest) using LDAP / MyBama account credentials 4. Once successfully logged in, GC will be in epayapp Schedule of Values dashboard D. Schedule of Values Input Instructions 1. Navigate to Schedule of Values section by following the steps below: a) Scroll down in epayapp Schedule of Values dashboard to Awarded Contract Fund(s) section (right below epayapp Details section) b) Single click on contract fund associated with your schedule of values 1) On most projects, there will only be one single fund in this section. Confirm fund with UA PM if multiple are shown. Page 1 of 6

2 c) Awarded Contract Fund Schedule of Values (SOVs) section will appear below Contract Fund(s) section 2. Schedule of Values (SOV) Categorization and Grouping a) The GC must first understand the structure of the SOV section before inputting SOV line items b) Each SOV line item is part of both a Group and a Sub Group. Both Groups and Sub Groups must be created before a line item can be assigned to each (group and sub group assignments are requirements for each line item entry) c) Each Group is also assigned a Group ID for sorting / organizational purposes at time of setup 1) Keep Group IDs short and simple (e.g. 1, 2, 3, etc) d) Each Sub Group is also assigned a Sub Group ID for sorting / organizational purposes at time of setup 1) Keep Sub Group IDs short and simple as well (e.g. 1a, 1b, 2a, 2b, etc) e) Groups and Sub Groups can be used to organize your SOV in a way to help both you (GC) and project team track progress and ultimately manage project cash flow 1) The example used throughout these instructions include the following: - (1) Primary Group Original Contract - (7) Sub Groups General Base Scope, Allowances 1 & 2, Unit Prices 1 & 2, Alternates 1 & 2 2) Additional groups will be added at a later date once change orders are executed Page 2 of 6

3 f) Group and Sub Group basic setup: 1) Group setup Begin by selecting New Group 2) Sub Group setup Begin by selecting New Sub Group - The Group your Sub Group is associated with must be setup before Sub Group can be setup. Per screenshot below, the associated Group must be identified within the Sub Group setup. g) Once Groups and Sub Groups have been created, user can then begin to input SOV line items 1) Begin by selecting New Item 2) Each line item value requires the following: - Group ID Must match a group that has been created - Sub Group ID Must match a sub group that has been created - CSI Code Search master list function available (see section D.3 below for additional CSI code information) - Type Identification Material or Labor - Scheduled Value 3) See expanded SOV on next page which includes the Groups and Sub Groups identified above as well as all associated scheduled value line items added Page 3 of 6

4 Expanded / Complete Schedule of Values Example Page 4 of 6

5 4) Schedule of values progress can be saved and completed at a later date. Simply click the Save My Progress and Quit button at the bottom of the SOV section - Access your saved progress and continue just like you accessed the schedule of values section the first time (Section C.2 through D.1 above) 3. CSI Code Lookup Information a) As stated above, each scheduled value line item is identified by a CSI code association b) CSI codes listed in project manual should be used as a guideline for CSI code assignment within schedule of values c) CSI codes do not have to derive from project manual if appropriate code is not listed in project manual d) Reference the following master index on Estus for code associations: Construction Estus - CSI Master List e) See CSI search screen tips below: E. Scheduled Cash Flow Setup 1. Projected Cash Flow setup is required for all projects unless directed otherwise a) Used by GC and UA for basic schedule tracking b) Used by UA accounting for project cash flow tracking 2. Navigate to Awarded Contract Scheduled Cash Flow Section a) Section appears below Awarded Contract Stakeholder and above epayapp Details 3. Click Add Projection button a) Projections are monthly beginning with first anticipated pay period through project completion. Page 5 of 6

6 b) Input both Monthly Period and Projected Amount of work to be completed 1) Other fields shown as gray do not require input 2) Save upon completion c) Repeat step E.3, a) and b) until contracted project duration has been input 1) Total projected cash flow should match total contract value d) Once saved, the system will allow the GC to edit, add to or update project cash flow line items as the project progresses This section is for informational purposes only 1) Single click on monthly line items to edit 2) Projected cash flow should always be updated when SOV is updated to add change orders F. Submit Schedule of Values for Approval 1. Once you have completed your SOV, it must be submitted to the project team for approval 2. Click the Send to AE for Approval button at the bottom of the SOV section 3. SOV Approval Routing: Architect/Engineer UA Project Manager 4. Once approved, the SOV is locked and can only be added to (addition of change orders once executed) 5. Instructions for submitting electronic payment applications are found in separate instructional document: Payment Application Creating and Submitting Page 6 of 6