Advanced PJ Change Management Lab

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1 Advanced PJ Change Management Lab Presented By: Jennifer Douglas Ullmann Project Resources Original Author(s): Jeff Gillig Revised Date: September, 2016 Major Revisions Include: o Version updates o Lecture/lab format Credits/Revision History Tuesday, October 18 1:00pm 4:15pm Galleria I Advanced PJ Change Management Lab 1

2 Contents BACKGROUND FOR ACTIVITIES... 3 SAMPLE CHANGE MANAGEMENT WORKFLOW... 3 SETUP NEW CONTRACT AND JOB USING JOB CENTRAL... 4 FINISH SETUP OF PROJECT MANAGEMENT JOB... 8 ENTER COMMITMENTS...ERROR! BOOKMARK NOT DEFINED. CREATE A BILLABLE CHANGE REQUESTS SEND OUT REQUESTS FOR QUOTES (RFQS) TO 3 PLUMBING CONTRACTORS ENTER VENDOR QUOTES IN CHANGE REQUESTS AND SELECT VENDORS FINISH AND SEND CHANGE REQUESTS DETERMINE WHAT CHANGE REQUESTS HAVE OVERDUE RESPONSES SEND PENDING ESTIMATES TO JOB COST REVIEW CHANGE REQUEST LOG CREATE A CHANGE ORDER SEND THE CHANGE ORDER WITH A TRANSMITTAL PRACTICE RUNNING LOG AND CHANGE ORDER REPORTS CREATE COMMITMENT CHANGE ORDERS SEND COMMITMENT COS WITH A TRANSMITTAL VIEW THE SUBCONTRACTOR AND PURCHASE ORDER LOGS EXTRA - RECORD AN INTERNAL ESTIMATE CHANGE EXTRA CHANGE THE STATUS OF AN APPROVED CHANGE ORDER EXTRA CUSTOMIZE THE CHANGE REQUEST ENTRY GRID FOR EXTRA PRACTICE TRY THESE ACTIVITIES NOTE This document is not intended to be a step by step instruction manual. It is written for an instructor to go through each example first and then provide time for students to work through each example. The activities in this document are based on the Timberline Construction sample database that is packaged with Sage 300 CRE. Advanced PJ Change Management Lab 2

3 Background for Activities You are a General Contractor who won the contract to build-out TUG s new headquarters in Beaverton, OR. Sample Change Management Workflow The following diagram is provided to give a sample change management workflow in Sage 300 CRE for reference when using this document. Sage 300 CRE Change Management Workflow Create and Price Change Request Approval Process Change Order Change Request Create a Change Request Request Vendor Quotes Price a Request Submit to Owner Approved Denied Create Change Order Update Change Request Status to Denied Change Request Status Changed to Approved Job Cost Update Job Cost Estimate (Pending or Approved) Approved Change to Job Estimate Contracts Approved Change to Contract Amount Commitment CO Issue a Commitment Change Order Advanced PJ Change Management Lab 3

4 Setup new Contract and Job using Job Central Job Central is a handy tool for setting up both a job and a contract at the same time. It is found on the Sage Desktop. Setup a new job and contract using the following screen shots: Auto formats Advanced PJ Change Management Lab 4

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7 Click Finish to save the job. Open the Job Overview Inquiry to validate the setup (PJ-Inquiry-Job Overview). When prompted for file choices, select the following: Advanced PJ Change Management Lab 7

Finish Setup of Project Management Job Now that the JC job and contract are setup, the setup of the PJ job needs to be finalized. Follow these steps: Go to PJ Setup Jobs.

8 Finish Setup of Project Management Job Now that the JC job and contract are setup, the setup of the PJ job needs to be finalized. Follow these steps: Go to PJ Setup Jobs. Open Job and fill out the fields in the remaining screen shots. Then save and exit. General Tab ** Note: use 2015 in the date fields Advanced PJ Change Management Lab 8

9 Scope / Documents Change Management Advanced PJ Change Management Lab 9

10 Enter Commitments Commitments are used to track both subcontracts and purchase orders. Enter a commitment for each of the 3 trades on Job and commit: ** Note: use 2015 in the date fields Plumbing Contract Mechanical subcontract Advanced PJ Change Management Lab 10

the Job Overview Inquiry to validate the setup

11 ** Note: use 2015 in the date fields Electrical subcontract Entrance lighting purchase order Open the Job Overview Inquiry to validate the setup (PJ-Inquiry-Job Overview). Advanced PJ Change Management Lab 11

Create billable change requests The TUG board concluded that they want to add a Jacuzzi and a disco ball to the party room. Prepare separate change requests for each to document the requested changes.

12 Create billable change requests The TUG board concluded that they want to add a Jacuzzi and a disco ball to the party room. Prepare separate change requests for each to document the requested changes. In PJ, go to Contract Control Change Requests. JACUZZI CHANGE REQUEST Create a new change request and enter the information in the following screen shots. *** Be sure to use 5/31/15 as the change request date because it s in the current month of the sample database*** Advanced PJ Change Management Lab 12

Leave the Price/Cost Estimate information blank for now.

13 ** Use 2015 in the date fields NOTE: Sharon Hessong is a new contact and can be entered through quick-add functions. Leave the Price/Cost Estimate information blank for now. We ll use this section in the next activities. DISCO BALL CHANGE REQUEST Advanced PJ Change Management Lab 13

14 ***Be sure to use 5/31/15 as the change request date Leave the Price/Cost Estimate information blank for now. We ll use this section in the next activities. Advanced PJ Change Management Lab 14

Send out Requests for Quotes (RFQs) to 3 plumbing contractors In the change request you just created, use the functionality on the price/cost estimate tab to generate RFQs to 3 contractors for each

15 Send out Requests for Quotes (RFQs) to 3 plumbing contractors In the change request you just created, use the functionality on the price/cost estimate tab to generate RFQs to 3 contractors for each change request. NOTE: This is an optional workflow. In PJ, go to Contract Control-Change Requests to open the change requests. Go to the Price/Cost Estimate tab. Use the following screen shots to fill out the appropriate information. ** Use 2015 in the date fields JACUZZI NOTE: you ll need to create new company contacts for Best Plumbing and Jacuzzi s R Us. Save the Change Request. Advanced PJ Change Management Lab 15

16 ** Use 2015 in the date fields DISCO BALL Save the change request. View the Quotes Due From Vendors report. In PJ, go to Reports-Change Request-Quotes Due from Vendors (CR). Close the report. Advanced PJ Change Management Lab 16

17 View the RFQs In PJ, go to Reports-Change Request-Request for Quote Form 1 (CR). Advanced PJ Change Management Lab 17

Enter Vendor Quotes in Change Requests and Select Vendors Record the vendor responses highlighted below in the vendor view of the change request.

18 Enter Vendor Quotes in Change Requests and Select Vendors Record the vendor responses highlighted below in the vendor view of the change request. Obviously, in reality, vendor responses will come in at varying times. For the sake of simplicity, all responses will be entered at the same time. Enter Vendor Quotes In PJ, go to Contract Control-Change Requests to open the appropriate change request. ** Use 2015 in the date fields JACUZZI NOTE: The price for the change request is only updated if the selected vendor has either a subcontract or purchase order (commitment) for the job. In the example above, Kingston Plumbing is the only vendor that currently has a commitment which is why the change request pricing only reflects the $11,000 entered for Kingston Plumbing. Advanced PJ Change Management Lab 18

DISCO BALL NOTE: The price for the change request is only updated if the selected vendor has either a subcontract or purchase order (commitment) for the job.

entered for the two vendors. Select Vendor To select the vendor awarded the subcontract, the lines for the other vendors need to be deleted.

19 DISCO BALL NOTE: The price for the change request is only updated if the selected vendor has either a subcontract or purchase order (commitment) for the job. In the example above, both A-1 Electric and Adams Electric have a commitment which is why the change request pricing only reflects the $28,500 total amount entered for the two vendors. Select Vendor To select the vendor awarded the subcontract, the lines for the other vendors need to be deleted. In PJ, go to Contract Control-Change Requests to open the appropriate change request JACUZZI Delete all vendor bids except Kingston Plumbing. Advanced PJ Change Management Lab 19

20 DISCO BALL Delete all vendor bids except Adams Electric. Advanced PJ Change Management Lab 20

It needs to be changed to subcontract. Initial default of material.

21 Since Adams Electric already has a purchase order for this job, the quote for the disco ball automatically defaulted to material. It needs to be changed to subcontract. Initial default of material. Manually delete the material price and add to subcontract price. Close out of change requests. Advanced PJ Change Management Lab 21

Finish and Send Change Requests Now that the vendors have been selected, the change requests need to be completed and submitted for consideration.

22 Finish and Send Change Requests Now that the vendors have been selected, the change requests need to be completed and submitted for consideration. Open each change request and complete the following information. JACUZZI Enter another line to install the breaker for the Jacuzzi. Since the cost estimate is blank, use Prefill Estimate to copy the amounts on the price view to the cost estimate view. Advanced PJ Change Management Lab 22

23 Save and send the Jacuzzi change request (don t click Send since this is training). Advanced PJ Change Management Lab 23

24 Print preview the Jacuzzi change request document. Advanced PJ Change Management Lab 24

Since the cost estimate is blank, use Prefill Estimate to copy the amounts

25 DISCO BALL Enter another line to build a recess in the ceiling to hang and store the disco ball when retracted. This will be self-performed. Since the cost estimate is blank, use Prefill Estimate to copy the amounts on the price view to the cost estimate view. Advanced PJ Change Management Lab 25

26 If the material cost amount prefills for the furnish and install disco ball line item, then delete the amount. Sage 300 defaults that amount because the selected vendor currently has a material purchase order on this project. Just like in the price view, this amount has to be adjusted manually. Save and send the disco ball change request (don t click send since this is training). Advanced PJ Change Management Lab 26

27 Print preview the disco ball change request document. Advanced PJ Change Management Lab 27

28 Determine what Change Requests have Overdue Responses Run the CR Log-Overdue (CR) report In PJ, go to Reports-Change Request-CR Log-Overdue (CR) and preview the report. Advanced PJ Change Management Lab 28

Send Pending Estimates to Job Cost After following up on the status of the change requests, you are given a verbal notice to proceed with the disco ball.

29 Send Pending Estimates to Job Cost After following up on the status of the change requests, you are given a verbal notice to proceed with the disco ball. However, before authorizing a change order, the Owner is still selecting the perfect disco ball. Update the change request and send pending estimates to Job Cost to account for the pending change in estimated cost. Open the disco ball change request and change the status to Verbal Okay. Update the Notice to proceed or approval information. ** use a 2015 date Advanced PJ Change Management Lab 29

30 Send Pending Estimates to Job Cost. Chose Pending. ** use since that is the current month in our sample data Use the Job Overview inquiry to verify the pending estimate changes. Advanced PJ Change Management Lab 30

31 Review Change Request Log Preview the Change Request Log Full Detail and correct any errors. In PJ, go to Reports-CR log-full Detail (CR) and preview the report. Open the Jacuzzi change request and change the status to Submitted. Advanced PJ Change Management Lab 31

32 Rerun the Change Request Log Full Detail report and verify that the Pending Contract Changes amount correctly reflects the price for both change requests. Advanced PJ Change Management Lab 32

In PJ, go to Contract Control-Change Orders to create a new change order.

33 Create a Change Order The owner approved the Jacuzzi and disco ball change requests as the first change order on this project. The price/cost estimate of the disco ball needs to be increased by $950 to reflect the owner selection. In PJ, go to Contract Control-Change Orders to create a new change order. Enter Jacuzzi and Hot Tub Installs for the Description and click [Select Change Requests]. Select both the Jacuzzi and disco ball change request. Advanced PJ Change Management Lab 33

34 The 2 change requests are now linked to change order 1. Quick-add a new Contract Item for the change order by entering 17 in the Contract Item field. Select Yes in the window below. Advanced PJ Change Management Lab 34

35 Verify the information in the Contract Item Quick Add window and click OK. Add $950 to the subcontract price of the disco ball change request. Double-click on the Disco Ball change request to edit. Advanced PJ Change Management Lab 35

36 Change the Subcontract Price to $14,450. Update the Vendor Price on the Vendor View as well because it will become the default value for the Commitment Change Order in an upcoming activity. Advanced PJ Change Management Lab 36

37 When you change the Vendor Price, flip back to the Price View to see what changes. Since the commitment to Adams Electric is a Purchase Order, any changes to the Vendor Price update the Material Price field and have to be manually adjusted (or deleted in this case). This is the corrected change request. Click Close when finished editing to return to the change order. NOTE: The changes made to the change request are not saved until the change order is saved. Advanced PJ Change Management Lab 37

Change the Date to 5-31-15 so the change

38 Change the Date to so the change order posts properly. Click Save. Click Yes to update to send the cost estimates as Approved. Advanced PJ Change Management Lab 38

Open the Job Overview inquiry to review job balances.

39 Click OK to change/send the cost estimates as approved. ** Change the date to Click Close to post the approved cost estimate and contract price. Open the Job Overview inquiry to review job balances. Double-click on Approved Changes to view the approve change order. Double-click on Total Estimate to view the estimate detail. Switch the view to Estimate Summary. Advanced PJ Change Management Lab 39

40 Send the Change Order with a Transmittal Reopen the change order and click Print and then Print Preview. Close the print preview. Advanced PJ Change Management Lab 40

41 Click Transmittal. Add Tamara Bradshaw to the To field and click Send. Advanced PJ Change Management Lab 41

42 Click Cancel because we can t actual send this in a training class. Notice that both the transmittal and change order documents are included as attachments. Click Save and Close on the transmittal. Click Close on the change order. Advanced PJ Change Management Lab 42

43 Practice Running Log and Change Order Reports Run the Transmittal Log (CR) by going to Reports-Transmittal-Transmittal Log (CR). Run the Change Order Status Log, by going to Reports-Change Order-CO Status Log (CR). Run the Changes by Contract Item report, by going to Reports-Change Order-Changes by Contract Item (CR). Advanced PJ Change Management Lab 43

In PJ, go to Contract Control-Commitment COs.

44 Create Commitment Change Orders Create commitment change order for both Adams Electric and Kingston Plumbing based on the change request created in earlier activities. In PJ, go to Contract Control-Commitment COs. Click Select Change Requests to create a commitment change order based on a change request. Select Adams Electric and click OK. Advanced PJ Change Management Lab 44

Fill out the remaining fields based on the screen shot below. Be sure to change the Date to 5-31-15.

Assign a Commitment Item to the disco ball line by clicking on the Binocular button and select commitment

45 Fill out the remaining fields based on the screen shot below. Be sure to change the Date to NOTE: A new commitment item will be created for each commitment CO line with a blank Commitment Item. Assign a Commitment Item to the disco ball line by clicking on the Binocular button and select commitment item 1. Click OK. Notice how Commitment Item is no longer blank and the Binocular has changed. Advanced PJ Change Management Lab 45

46 Remove the link to the commitment item by following the screen shot below. Verify the Commitment Item is blank. Click Save and OK on the Project Management pop up window. Advanced PJ Change Management Lab 46

Select the line Kingston Plumbing and click OK.

47 Click New on the Commitment CO window to create a new commitment CO for Kingston Plumbing and click Select Change Requests. Select the line Kingston Plumbing and click OK. Fill out remaining fields on the Kingston Plumbing commitment CO. Advanced PJ Change Management Lab 47

Click Select Commitment Items to add a new line to the commitment CO for overnight

Amount fields based on the screen shot below.

48 Click Select Commitment Items to add a new line to the commitment CO for overnight shipping that was not included in the vendors price on the change request. Select commitment item 1 and click OK. Verify a new line was added to the commitment CO and change the Description and Amount fields based on the screen shot below. Click Save and Close to exit the commitment CO entry screen. Open the Job Overview inquiry to review the commitment status on the job. Advanced PJ Change Management Lab 48

49 Close the inquiry. Advanced PJ Change Management Lab 49

Open the commitment CO for commitment 03020-01 by going to Contract Control- Commitment COs.

50 Send Commitment COs with a Transmittal Open each commitment CO to preview the commitment CO document and then create a new transmittal to send each commitment CO to the proper vendor. Open the commitment CO for commitment by going to Contract Control- Commitment COs. Click Find. Enter the for the Commitment, select change order 1, and click OK. Advanced PJ Change Management Lab 50

51 Preview the commitment CO by clicking Print and Print Preview. Advanced PJ Change Management Lab 51

52 Close the print preview and click Transmittal. Click Save and Close on the transmittal. Click Find on the commitment CO to open commitment P01. Create and save a transmittal for commitment P01. Close the commitment CO window. Advanced PJ Change Management Lab 52

53 View the Subcontractor and Purchase Order Logs SUBCONTRACTOR LOG In PJ, go to Reports-Subcontract-Subcontract Log. PURCHASE ORDER LOG Go to Reports-Purchase Order-Purchase Order Log. Advanced PJ Change Management Lab 53

Record an internal change to reflect the change to the cost estimate and document the error.

54 Extra - Record an Internal Estimate Change After beginning work on the project, it becomes evident that the luxury 6-person sauna was excluded from the cost estimate even though it was part of the original drawings. Record an internal change to reflect the change to the cost estimate and document the error. FIRST, ADD ESTIMATING ERROR TO THE LIST OF CHANGE REQUEST REASONS. In PJ, go to File-Company Settings-Custom Descriptions. Advanced PJ Change Management Lab 54

55 Enter Estimating Error and hit ENTER. Use the Move arrow buttons to position the new entry in the list and click [OK]. Click [OK] to exit Custom Descriptions. ENTER AN INTERNAL CHANGE REQUEST In PJ, go to Contract Control-Change Requests. If the Find Change Request window opens, click [New]. Advanced PJ Change Management Lab 55

If Estimating Error isn t in the list of Reasons, close PJ and reopen

56 Enter the following information on the Change Request Tab: Enter this on the Detail tab. If Estimating Error isn t in the list of Reasons, close PJ and reopen it to refresh the list. Be sure to click Internal to flag this Change Request as internal. Advanced PJ Change Management Lab 56

57 On the Price/Cost Estimate tab, enter the following: Notice that the $500 change order fee prefilled. Change views to Price and remove the fee. Advanced PJ Change Management Lab 57

** Use 5-31-2015 Click [Save] and [Close] to exit the Change Request window.

58 Click [Next Action] and [Update Job Estimate] to update the job estimate for the missing costs. ** Use Click [Save] and [Close] to exit the Change Request window. REVIEW THE INTERNAL CHANGE REQUEST LOG In PJ, go to Reports-Change Request-CR Log-Internal (CR). Advanced PJ Change Management Lab 58

59 NOTE: Notice that the Estimate Summary section in the report includes the internal change for the sauna because it was sent to Job Cost as an Approved Cost Estimate. Advanced PJ Change Management Lab 59

Extra Change the Status of an Approved Change Order After much debate, the TUG Board of

change, but retain the Change Order for the records.

60 Extra Change the Status of an Approved Change Order After much debate, the TUG Board of Directors decided that the disco ball and Jacuzzi were too extravagant and decided not to move forward with the change. Remove Change Order 1 so that the contract price and cost estimates do not reflect the change, but retain the Change Order for the records. In PJ, go to Contract Control-Change Orders and select Change Order 1. Change the Status to Voided and click [Save]. Click [OK] and then [Close]. Advanced PJ Change Management Lab 60

Since the cost estimates were already sent to Job Cost as Approved, they are not automatically removed from Job Cost.

61 Open the Job Overview Inquiry. Notice that the Approved (Contract) Changes are now zero, but the Total Estimate remains unchanged. That s because the status of both the disco ball and Jacuzzi are now Not issued. Since the cost estimates were already sent to Job Cost as Approved, they are not automatically removed from Job Cost. In order to do that, the status of each Change Request will need to be either Denied or Voided. Close the inquiry and go to Contract Control-Change Requests and open Change Request 1. Advanced PJ Change Management Lab 61

62 Change the Status to Voided and click [Save]. The following messages will pop up. Click [OK]. Advanced PJ Change Management Lab 62

63 Change the status of Change Request 2 to Voided as well and then close out of Change Requests. Open the Job Overview inquiry and verify the Cost Estimate changed. Advanced PJ Change Management Lab 63

Extra Customize the Change Request entry grid While the out-of-the-box Change Request workflow requires toggling between different views on the Price/Estimate tab to get to various grid fields, that

64 Extra Customize the Change Request entry grid While the out-of-the-box Change Request workflow requires toggling between different views on the Price/Estimate tab to get to various grid fields, that doesn t mean that it can t be configured to have all the necessary fields on 1 view. In fact, the fields really have nothing to do with the views, which are there really just to provide a quick filter when using the grids. There are approximately 75 available fields that can be either shown or hidden in the views. Follow these instructions to setup a sample 1 view grid and rename the Price view. RENAME A VIEW Views can be renamed in Custom Descriptions. In PJ, go to File-Company Settings- Custom Descriptions. Change the name price to default for the Lump Sum view. NOTE: The Price view is the default, so change the name to one that will be used most often. Click [OK] to close Custom Descriptions. Advanced PJ Change Management Lab 64

Some of them will default with information even if not displayed.

65 MODIFY THE DEFAULT VIEW Go to Contract Control-Change Requests and click [New] to open a new Change Request and then follow the screen-shot below. The Hide/Show Cols window will appear. It lists all of the fields available to be displayed. Some of them will default with information even if not displayed. Both price and cost fields can be displayed on the same Change Request view. Match the fields selected in the windows below (follow them left to right): Advanced PJ Change Management Lab 65

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67 Click [OK] when finished. Enter for Subcontract Cost and for Subcontractor Price and enter through to the next line. Advanced PJ Change Management Lab 67

68 Notice that both the Total cost estimate and Total price fields filled in from the same Change Request View showing that it s possible to only use one View for data entry. NOTE: Changing the columns on one computer will not change them on others. In order to have the same entry columns on all computers, each computer will need to be updated separately! For Extra Practice Try These Activities Go back to Change Request 1&2 and change their statuses back to Not Issued, then open Change Order 1, approve it, then relink the 2 Change Requests. Open an approved change request and change a Cost Estimate amount. Open an approved change request and change a Price amount. Select a report to preview from each report menu subgroup. Use job or if more job data is needed for the report. Advanced PJ Change Management Lab 68

Set Up and Generate Payroll Direct Deposits (US)

Set Up and Generate Payroll Direct Deposits (US) Direct deposits in Sage 300 CRE is a process by which you generate a text file to electronically submit to your bank(s) as well as print notifications for