Web-Based Contract Management Services - WBCMS. Overview CA Firms

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1 - WBCMS Overview CA Firms

2 Background The Ministry wanted to replace paper with data. MTO implemented WBCMS February Browser based application - Internet Explorer (IE11). Ministry creates contract and uploads documents. Users benefits. On-going improvements. 2

3 Objective Streamline processes and introduce automation Reduce duplication Increase efficiencies and effectiveness Improved documentation to support decision making Stakeholder alignment 3

4 WBCMS General Product Features User enrolment How will industry know? Who creates the user profiles? How will they get their login credentials? Dashboards Where to look for: Updates Release Notes Contact us User Guides Frequently Asked Questions (FAQs) How is participant notified when they need to take action? To Do list/tasks Notifications Notification (certain records) 4

5 WBCMS General Product Features List views Ability to customize for each record Ability to sort and filter Ability to export and / or generate reports Global features Time is set to a 24 hour clock Ability to add attachments Ability to add additional comments How mandatory information is depicted 20 minute timeout History button Who created or changed the record When the record was changed What action was taken 5

6 WBCMS General Product Features Search engine capabilities How to search at contract level How to search at record level Action buttons Who can create Who can modify Who can take action How will I know if action is required Can I modify my information once action is taken How can I make changes after the record is submitted File Structure Where to add submissions Document management structure 6

7 WBCMS General Product Features Pull-down Menu 7

8 WBCMS General Product Features FAQs Useful Information Contract Workflow Overview Test Codes 8

9 WBCMS General Product Features Release Notes List all updates to software since rollout Details changes made in each update Monitor for changes to software 9

10 WBCMS General Product Features User Guides Breakdown Workflow of product s records Not specific to our business Monitor - new guides in development 10

11 WBCMS General Product Features List Customization Edit Column Heading names, location, order, turn them on or off 11

12 WBCMS General Product Features List Customization Edit Column Heading names, location, order, turn them on or off 12

13 WBCMS General Product Features List Customization Edit Column Heading names, location, order, turn them on or off 13

14 WBCMS General Product Features List Customization Edit Column Heading names, location, order, turn them on or off 14

15 WBCMS General Product Features List Customization Edit Column Heading names, location, order, turn them on or off 15

16 WBCMS General Product Features To Do List refresh on landing page System sometimes requires a forced refresh for To Do lists 16

17 NSSP CMO0001 IT firewall restrictions/governing Windows Based IE11 only This is the only browser supported by OPS IT, therefore WBCMS is only configured to work properly on IE11 Internet Speeds vary depending on service provider and location PC tune-ups Factory restore No Cookies! WBCMS does not store any data on your browser or computer 17

18 NSSP CMO0001 Interpretation of and direction on the use and functionality of WBCMS is to come directly from the WBCMS-MTO Team only CAs, contractors and MTO internal staff are all encouraged to contact the Team directly, at any time, for questions, concerns or issues (7:30am to 5pm)

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28 - WBCMS Contract Setup CA Assignment Overview CA Firms

29 Contract Setup CA Assignment Upon login Under username Click FAQs Click Link beside SI. No. 6 FAQs Workflow Overview Spreadsheet 29

30 Contract Setup CA Assignment 30

31 Contract Setup CA Assignment 31

32 Contract Setup CA Assignment List actions required to move contract through its stages When contract goes to construction, so too must the stage of the construction contract Lists who (which role) is to take those actions If the stage of the contract is not kept up to date with the stages of the project, some features will not function until they are Ie: Substantial Performance 32

33 Contract Setup CA Assignment Create the CA start-up meeting checklist Requires the record to be associated with a construction contract Provides a checklist to prompt the confirmation that all required matters are in order Allows for the creation of custom checklist items for special circumstances 33

34 Contract Setup CA Assignment 34

35 Contract Setup CA Assignment 35

36 Contract Setup CA Assignment Security Tag Assignment 2 Step process First step gives tags from Owner to CA Second step gives tags from CA to Contractor Tags not used, damaged, or lost, must be marked as such in the system Once used once in the system, a tag can never be used again *Samples that do not require separate seals to secure each of the QA and Ref samples still require a Ref tag to be input into the system, so the system has a digital handle for that Ref sample to administer the remainder of that record s workflow 36

37 Contract Setup CA Assignment Engineering Items Progress payments setup upon outset of agreement *If hourlies are being charged against a lump sum engineering item, PDF hourly summaries are to be uploaded to invoice record. 37

38 - WBCMS Construction Contract Setup Overview CA Firms

39 Contract Setup Construction Contract 39

40 Construction Contract Materials List Materials list is a living entity which can be updated and changed as often as needed by the contract Workflow simply bounces between CA and contractor Most lists have excel import/export functions 40

41 Construction Contract Resource List Used to populate the system with information unique to each contract, such as: Materials Labour Equipment Resources (key personnel) Subcontractors 41

42 Construction Contract Resource List WBCMS uses the information provided in these lists to populate other records, such as: QC technicians for sampling Emergency contacts Diary and DWR purposes Materials provided 42

43 Construction Contract Resource Lists Any key personnel should be placed here Emergency Contact List Any person listed under Administration and Staffing section under 2.5 PRE-START MEETING WITH CONTRACTOR in the CAITM should be included in this list All those privy to the contract in WBCMS are therefore privy to key personnel 43

44 Construction Contract Resource Lists Personnel from both the CA and contractor can be placed here At pre-start, CA provides contractor with any CA representatives to be included in the Resource list WBCMS draws on data provided in the Resource list to populate records Therefore some records unable to complete without proper Resources list 44

45 Construction Contract Equipment List All equipment on site must be an Active piece in the Equipment List Used for DWRs and Diaries Must be reviewed for accuracy At least once per construction season OPSS 0127 rates Particularly unit prices* 45

46 Construction Contract Labour List Input all Generic Labour Types Only positions and wages Prefix/Suffix with unique identifier for selection later If 5 workers with the same position and the same wage, only one labour entry required 46

47 Construction Contract Labour List When populating DWRs Select the labour type to add it to the DWR grid Edit the properties of each labour type involved with that specific operation to create individual, named labourers for T&M Summary Put the name of the individual labourer into the comments of each labour type, thereby satisfying GC requirements for DWR submissions 47

48 Construction Contract Subcontractors All subs to be listed here Not to be mistaken with Consents to Sublet Subcontractors equipment is still listed under Equipment List Prefixed or suffixed with a unique identifier Adjusted unit rate IF contractor is using rented equipment for a DWR situation, ensure he has input the equipment into his Equipment list twice: The first with the OPSS 0127 rate for the DWR The second with actual rate (non consequential, as the equipment is paid by the item) 48

49 Break 49

50 - WBCMS Inspection Diaries Overview CA Firms

51 Diaries WBCMS Diary Records are digital diary logs Replaces traditional paper diaries All the same information is to be recorded Documentation expectations remain Documentation of Work, CAITM Tasks and inspection duties streamlined 51

52 Diaries Save button Saves record in Draft Until a record is submitted, it is not part of the contract and has not been signed As long as record is in draft, it is always editable Save early, save often! 52

53 Diaries Workflow History button Records every functioned actioned by every user on the record Who has done what? When was it done? What still needs to be done? Who needs to do it? 53

54 Diaries Inspection Log tab CAITM Tasks and Subtasks Milestones Inspection task and frequency prompts 54

55 Diaries Access to Bituminous grid from any other diary type Allows quick access to make bituminous-related entries 55

56 Diaries Action button Is legally your signature May also be: Reviewed Submit Acknowledge Accept 56

57 Diaries Keyword Search and Filter functions ease navigation 57

58 Diaries Many types of diary records Ability to link and reference other records within WBCMS Each heading is an area under which multiple entries should go ie: Weather heading should have multiple weather observations 58

59 Diaries Inspection Logs record inspection tasks performed on specific items/operations according to CAITM requirements Presented task options are based on specific items 59

60 Diaries Records linked to diary record appear as hyperlinks Allows for easy viewing Eases auditing functions Records elsewhere linked to diary will also show the diary link complete interconnectedness 60

61 Diaries Expectations: One diary per inspector, per operation, per day If two inspectors inspecting one operation, two diary records Diaries are created each day, saved in draft, and updated throughout the day, saving in draft each time Records are to be completed and linked to other pertinent records whenever possible Multiple data entries made throughout the day not one all-encompassing entry at the end of the day 61

62 A thorough and complete diary record First record created each day, last record submitted each day Comprised of three tabs Locks at midnight every day Links other records into it 62

63 Exercise 1 Create a diary record, make a Weather and Notes entry, save in DRAFT. 63

64 - WBCMS INCs & RFCs Overview CA Firms

65 INCs & RFCs Formal method of contractual communication Virtually all formal communication should be through INC/RFC Can prompt Change Orders, Claims, Work Directives, etc. The more communication, the clearer the information 65

66 INCs & RFCs INCs can be associated with other pertinent records, such as: Change Orders Extension of Time Request Non-conformance Report RFCs RFCs and INCs surrounding a specific issue should be linked 66

67 INCs & RFCs RFCs can also be associated with pertinent records or items 67

68 INCs & RFCs RFCs do the same Initial Notice option built into the Final Response action options for Contractor 68

69 Questions? 69

70 Lunch Please be back by 1:00 Cafeteria through doors at the top of escalators, down hall on the left 70

71 Lunch Morning Recap 71

72 - WBCMS Item Postings Overview CA Firms

73 Item Postings Used to record quantities against contract items Organize an item s total quantity into subcodes 73

74 Item Postings Postings are done by both CA and contractor Reconciled regularly to support payment Postings are contractor-driven Like Diaries, postings may be created, saved in draft, and updated throughout the day They are a living, dynamic entity that changes and grows throughout the day, as work is done It is not done all at once, at the end of the day 74

75 Item Postings Payments are not made at subcode level Only at item level Adjustments are not made at subcode level Only at item level Tracked by subcodes Diaries and change orders reference adjusted subcodes PQP change orders adjusting subcode quantities to match asconstructed are not necessary 75

76 Item Postings Reconciliation process aligns CA and contractor quantities with true, asconstructed figures Mutual record workflow with input and acknowledgement from both parties 76

77 Item Postings Quantities posted against sub-codes Subcodes can be overrun, underrun, or posted against more than once Postings can be done retroactively to correct erroneous or omitted postings 77

78 Item Postings Postings are a record of both parties opinion and observation of how the work was performed and to what degree If disagreements in quantities occur, record contentious quantities do not reconcile outside of the system If a disagreement exists at the time, a record of it must be in the system for resolution purposes down the line With no record or timelines in the system, the disagreement never happened. 78

79 Item Postings Postings must be reviewed by RRA Should be linked to the diary record of the day that work was performed 79

80 Item Postings If Item Postings done daily, and reconciled on a regular basis (weekly), Invoicing is a simple, 2-step administrative practice Contractor generates Invoice, pulling all reconciled tender items Invoice gathers all completed but outstanding Change Orders to be paid All OPAs Incentives/Disincentives 80

81 Item Postings Recent Improvements! Invoice can be sent back in the workflow at any point during internal approval process, up to Head, Contract Services Invoices can be viewed (read-only) by all internal roles Streamlining approval process allows for quicker payments, while simultaneously supporting a far more detailed owner records system. 81

82 Exercise 2 Create an item posting record Submit the record (sign and complete) Refer back to the diary record from Exercise 1 Link item posting Make another weather/note entry Safe, leave in Draft *Both Contractor and CA roles do a posting, only Cas link to Diary 82

83 Break 83

84 - WBCMS Change Proposals Overview CA Firms

85 Change Proposals GC Sharing of Cost Savings.01 The Contractor may propose cost-reducing Change Proposals after Contract award and gain a financial reward by receiving 50% of the savings resulting from a Change Proposal. If a Change Proposal is acceptable to the Owner, as determined by an Owner Change Proposal review team, the Contractor shall: a) Be reimbursed 100% for the agreed upon design/redesign cost as agreed upon at acceptance by the Owner in principle of a Change Proposal, and b) Receive payment of 50% of the net construction cost savings, as detailed in clause GC , Accepted Change Proposal Payment, resulting after preliminary design development at the Contractor's cost. Items a) and b) are in addition to payment for the tendered cost for construction of a Change Proposal. 85

86 Change Proposals GC Sharing of Cost Savings.01 The Contractor may propose cost-reducing Change Proposals after Contract award and gain a financial reward by receiving 50% of the savings resulting from a Change Proposal. If a Change Proposal is acceptable to the Owner, as determined by an Owner Change Proposal review team, the Contractor shall: a) Be reimbursed 100% for the agreed upon design/redesign cost as agreed upon at acceptance by the Owner in principle of a Change Proposal, and b) Receive payment of 50% of the net construction cost savings, as detailed in clause GC , Accepted Change Proposal Payment, resulting after preliminary design development at the Contractor's cost. Items a) and b) are in addition to payment for the tendered cost for construction of a Change Proposal. 86

87 Change Proposals GC Sharing of Cost Savings.01 The Contractor may propose cost-reducing Change Proposals after Contract award and gain a financial reward by receiving 50% of the savings resulting from a Change Proposal. If a Change Proposal is acceptable to the Owner, as determined by an Owner Change Proposal review team, the Contractor shall: a) Be reimbursed 100% for the agreed upon design/redesign cost as agreed upon at acceptance by the Owner in principle of a Change Proposal, and b) Receive payment of 50% of the net construction cost savings, as detailed in clause GC , Accepted Change Proposal Payment, resulting after preliminary design development at the Contractor's cost. Items a) and b) are in addition to payment for the tendered cost for construction of a Change Proposal. 87

88 Change Proposals Attachment upload with proposal information required Use PH-CC-828 as template and upload 88

89 Change Proposals 89

90 Change Proposals 90

91 Change Proposals 91

92 Change Proposals = 50% total savings resulting from Change 92

93 Change Proposals 93

94 Change Proposals 94

95 Change Proposals = 50% total savings resulting from Change 95

96 Change Proposals If proposal is denied at any time, the Record is complete If a revision is to be made to a submission that has been rejected, a new Change Proposal must be created and submitted Change Proposals can be linked to pertinent Change Orders For payments and auditing Multiple methods of payment 96

97 Exercise 3 Create and submit a Change Proposal Remove a small quantity from a tender item Introduce new item with negotiated price CA reviews and accepts change Complete Change Proposal Workflow *For time s sake, please keep change within $14, DOA 97

98 - WBCMS Change Orders Overview CA Firms

99 Change Orders Same process and policies First, Change is identified, agreed upon and Change Order issued, then Price agreement 99

100 Change Orders All change order processes in WBCMS follow same principal: here s what I (CA) think the change is here s what I (Contractor) think the change is The CA says this is the final, agreed upon change The Contractor acknowledges it as this is the final number we agreed to 100

101 Change Orders All change order processes in WBCMS follow same principal: here s what I (CA) think the change is here s what I (Contractor) think the change is The CA says this is the final, agreed upon change The Contractor acknowledges it as this is the final number we agreed to 101

102 Change Orders All change order processes in WBCMS follow same principal: here s what I (CA) think the change is here s what I (Contractor) think the change is The CA says this is the final, agreed upon change The Contractor acknowledges it as this is the final number we agreed to 102

103 Change Orders All change order processes in WBCMS follow same principal: here s what I (CA) think the change is here s what I (Contractor) think the change is The CA says this is the final, agreed upon change The Contractor acknowledges it as this is the final number we agreed to 103

104 Change Orders Get SP Estimate means Initial estimate has been made to attain DOA approval Contractor s estimate has been submitted, reviewed and negotiated Final estimate is prepared and DOA is re-attained, if necessary CA is signing their signature And requesting the Contractor s acknowledgement (signature) to agree to the contract change 104

105 Change Orders The Change Order has now been signed between both parties Second portion of the process: Price Agreement 105

106 Change Orders DWRs Function same as Item Postings Both parties post CA reconciles Contractor pulls reconciliation into payment (T&M Summary) 106

107 Change Orders DWRs Function same as Item Postings Both parties post CA reconciles Contractor pulls reconciliation into payment (T&M Summary) 107

108 Exercise 4 Create a Change Order to address changes in contract scope from Exercise 3 (creating a Change Proposal) All on one change order Pay the savings only to contractor by lump sum *For time s sake, please keep change within $14, DOA 108

109 - WBCMS Testing Records Overview CA Firms

110 Testing Records Samples Everything associated with that sample remains with the original record Results Referee administration Bonus/penalty ERS adjustments Chain of custody very important WBCMS actions must mirror custody in reality Secure Traceable Timely 110

111 Testing Records Refer to FAQs SSPs detail Lab Standards and Test Name Find LS# or Test Name in FAQs for Test Code 111

112 Testing Records Refer to FAQs SSPs detail Lab Standards and Test Name Find LS# or Test Name in FAQs for Test Code 112

113 Testing Records Refer to FAQs SSPs detail Lab Standards and Test Name Find LS# or Test Name in FAQs for Test Code 113

114 Testing Records Refer to FAQs SSPs detail Lab Standards and Test Name Find LS# or Test Name in FAQs for Test Code 114

115 Testing Records Refer to FAQs SSPs detail Lab Standards and Test Name Find LS# or Test Name in FAQs for Test Code 115

116 Testing Records Refer to FAQs SSPs detail Lab Standards and Test Name Find LS# or Test Name in FAQs for Test Code 116

117 Testing Records Refer to FAQs SSPs detail Lab Standards and Test Name Find LS# or Test Name in FAQs for Test Code 117

118 Testing Records Contractor initiates record If required by special circumstance, CA Inspector role ONLY can initiate Testing records This first step in the workflow equates to the old carbon copy slips which previously accompanied samples 118

119 Exercise 5 Create a new Item Postings record Post quantities against the newly created subcodes under the Change Order (Exercise 3) stemming from the Change Proposal (Exercise 2) Create Item Posting Reconciliation record Reconcile quantities between CA and contractor Contractor create an invoice record and submit CA confirm all Change Order amounts are included and correct CA confirm the reconciled postings are included CA review Payment Cover Sheet, submit to CSA for approval 119

120 Exercise 6 Return to your Diary record, stored in DRAFT Add a note, making reference to the Change Order and Change Proposal just completed and that the subcode for said Change Order has been completed and posted Add a separate note detailing the Reconciliation and Invoice just submitted Record the weather Save in DRAFT 120