Gap Inc. CPM Toolbox User Manual External Vendor Version. Store Development North America - Operations

Transcription

1 Gap Inc. CPM Toolbox User Manual External Vendor Version Store Development North America - Operations

2 Table of Contents All chapters are broken out by process and process owners. Refer to the Introduction page of each chapter to see details. Chapter 1. Introduction. Page 1 Chapter 2. General Navigation.... Page 2-11 A. Logging into the CPM Toolbox B. Permissions and Personal Settings C. Homepage Navigation and Display D. Navigational Shortcuts E. Help Tickets F. Notifications Chapter 3. Request for Proposal.... Page A. RFP Submission B. RFP Review - Agree/Disagree C. Final Approval of RFP D. PO Creation E. PO Approved/Declined Chapter 4. Bid 2.0 GC Role.... Page A. Managing your Bid Invitations B. Submitting bids and revisions C. Accessing and uploading Bid documentation Chapter 5. Request for Information.... Page A. RFI Requirements B. Submitting an RFI C. Uploading documents D. Responding to RFIs E. Closing out the RFI F. Audit Response Quality Chapter 6. Material Order Management.. Page A. Inviting an OFI Vendor to Submit a Material Order B. Creating a Material Order C. Project Analyst Order Review/PO Issuance to Supplier D. Confirm Onsite Date/Enter Shipping & Tracking Information E. Confirmation of Receipt F. GC Drawdown Request of OFI Items G. Additional Features

3 Table of Contents Chapter 7. Construction Material Requests... Page A. Submitting a New Construction Material Request B. Review and Approval of Request Order C. Review/Process Order D. Enter Onsite Dates/Enter Shipping & Tracking E. Material Marked as Received Chapter 8. Change Orders... Page A. Part 1 - Submitting an NTE B. Review and Approve or Reject C. Change Order Final Review and Approve or Reject D. Part 2 Submitting Cost Details/Backup documentation E. Review and Approve or Reject Change Order F. Final Review and Approve or Reject G. Purchase Order Initiation H. Entering Purchase Order Number Chapter 9. Punchlists..... Page A. Overview of Walkthroughs B. Complete Punchlist Form at Punchwalk C. Adding Punchlist items D. Editing Punchlist items E. Close out Punchlist items F. Turnover Signoff G. Approve and close out Punch Chapter 10. GC Invoicing Page A. Submitting an Invoice Package B. Review and Approval of Invoice C. Review and Approval of Invoice D. Invoice Processed

4 1 Introduction Introduction The CPM Toolbox is a web based tool used to execute and track the project deliverables within a given construction project. The tool was developed internally within the Gap Inc. CA&C department and its functionality is based on the needs of the construction project stakeholders. Functions driven from the CPM Toolbox include the following; Bids RFIs RFPs Material Order Management Construction Material Requests Change Orders Punchlist Documentation Archive (DaDA) Portfolio Alerts Visual Merchandise Orders Construction Phase: The CPM Toolbox is used at all phases of the construction project. The tool is utilized as early as site survey/drawing development and can be accessed after projects are completed for document archives. Roles & Responsibilities: The following roles use the CPM Toolbox; Gap Inc Procurement Analyst (PA), Gap Inc. SPMs and CPMs, Construction Directors, Vendors/Suppliers, Consolidators, General Contractors (GC). Real Estate business Partners, Store Maintenance, A&E Management, A&E Vendors, Store Design, CSSC, etc Instructions: CPM Toolbox access is granted through Gap Inc. s CA&C Operations team. Work with your Gap Inc. Business Partners to request access via the Gap Inc. Systems Request Form and send to ConstructionOperations@gap.com. For General Navigation instructions please refer to the corresponding sections below. Chapter 2 General Navigation Section A. Logging in to the CPM Toolbox B. Permissions and Personal Settings C. Homepage Navigation and Display D. Navigational Shortcuts E. Help Tickets F. Notifications Version Page 1

5 2 General Navigation Section A. Logging into the CPM Toolbox A1. Once log in credentials have been acquired from the Gap Inc. Construction Operations team, log into the CPM Toolbox homepage by going to Fill in the Username and Password and select the log in button. A2. Forgetting Log in Credentials If username or password is forgotten, select the Forgot Login Information link at the bottom of the page. An address is required to verify user credentials. Log in information will be ed to the address submitted. Enter and click submit Version Page 2

6 2 General Navigation Section B. Permissions and Personal Settings B1. The homepage viewpoint is set up based on a user s permissions and scope of role. The availability of launching certain actions is determined by a user s association to a project as well as their scope of role. If a user is not able to access a particular project but should have the correct user permissions and project association, this may indicate the user is not assigned to the project within the CPM Toolbox and needs to reach out to their Gap Inc. contact. To verify project association, view the Project Detail tab and check the list of resources. See Section C4. Note: If a project is not displayed on the homepage, this does not necessarily mean you do not have project access/association. Search for the project using the search field and follow the instructions above to verify. If you are missing a necessary module tab within your projects viewpoint; i.e. RFI, Change Orders, Punchlist, etc Please contact constructionoperations@gap.com or select the help link. See Section F. B2. Changing Passwords To change passwords, select the My Profile tab and select the Change Password link. Select Click link Reset Password Version Page 3

7 2 General Navigation Section C. Homepage Navigation and Display C1. The homepage will display projects according to status and timeline. Projects will drop from view when either no action is required (from any role) or the display timeline has expired. Each module heading will have specific instructions indicating how long projects are displayed. See screen shot below. To find projects that are not displayed on the homepage, see Section D3 Search Function. C2. REPS Project ID All Gap Inc. CA&C projects are assigned a unique 10 digit identification number called the REPs Project ID. Click on the REPs Project ID link to view project information and to execute actions. Version Page 4

8 2 General Navigation C3. Project Module Tabs From within the project page (launched from clicking on a REPS project ID link, there are a series module tabs allowing users to drive and follow up on project tasks as well as view historical information. *To view process instructions for all module tabs, please review the corresponding training guides. (Ex; RFI, Change Orders, CMR/Material Requests, etc ) C4. Project Details Tab The first tab located from the left of any project will be the Project Detail tab. By selecting this tab, detailed project information including project scope, resource names, and schedule information, can be viewed. When a user is assigned to a project, their name should be listed under Project Resources. Project assignments are refreshed on a weekly basis and are reflected in the CPM Toolbox on Friday mornings Pacific Standard Time zone. Note: If you should be assigned as a project resource, but are not able to access the project after the project assignments have been completed, reach out to the Gap Inc. Project Coordinator and or SPM to inquire. Version Page 5

9 2 General Navigation Section D. Navigation Shortcuts There are a series of ways in which to navigate within the homepage. Quick Jumps, User Tabs, and the Search Function are designed to allow for navigational shortcuts to the most commonly used tasks. Search Quick Jump User Tabs D1. Quick Jumps The Quick Jump options located at the top of the homepage is a way to jump down to the correlating section of the page. For example, by selecting the Change Order quick jump link, the page will jump down to the Change Order section of the homepage, where the most recent change orders will then be displayed at the top of the screen. Version Page 6

10 2 General Navigation D2. User Tabs User tabs are located on the upper right hand side of the homepage and will vary by role. The following tabs will display on every user s homepage: Home tab: Quickly navigates back to the user s homepage from any page My Profile tab: Used to view user profile details and change password - See Section B2 Help tab: Used to view all help ticket response history - See Section E *The screen shot below may display tabs that are not available to all users. D3. Search Function The search function enables users to search for projects that are not displayed on the homepage. Users can search by Store # or name, REPS Project ID, or Oracle ID. Quick Tip 1: Search by store name or #. Then click on the store # link to view and access a list of all projects associated to that store. (Detailed project information can only be viewed by those users assigned to the project) Quick Tip 2: If searching by REPS project id, only the last 5 digits need to be provided in the search field. Search Click Select Project Version Page 7

11 2 General Navigation Section E. Help Tickets E1. The Help link is used for submitting a help ticket should any technical issues arise. To create a Help ticket, select the Help link in the upper right hand corner of the window in which you are experiencing the issue. This creates an automated ticket assigned to the specific location within the system. Note: It is essential to launch the help ticket link within the page/window where the issues are taking place in order to minimize any confusion. E2. Help Ticket Description After clicking on the Help link, a yellow data field will pop up for users to describe their issue. Information provided within the ticket description should be concise and clearly convey the specifics of the technical issue. See Section E3 for examples of the Do s and Don ts of submitting help ticket information. Version Page 8

12 2 General Navigation E3. Submitting Help Ticket information Do Help ticket is submitted from the Change Order page, where the issue took place. Description of issue is clear and concise and gives no extra information. Submitting Help Ticket information Don t Issue description is too general and prompts questions User information such as name or position does not need to be provided E4. Logging a Help Ticket for a General Issue When a help ticket is necessary for a general issue that cannot be directed to a specific page, users are to submit the help ticket from the My Profile tab. Click on the Submit a Request for Support link. Version Page 9

13 2 General Navigation E5. Help Ticket Response When a help ticket is submitted, the user will need to go into the Help tab, located within the user tabs on the upper right hand side of any screen, in order to view all ticket response. Note: Users are not notified via when a response has been posted. It is very important to check the Help tab for ticket status updates until the help ticket has been resolved. Select View all help ticket response and history Responses for all help tickets are sent within 24 hours of submission. This initial response will indicate either resolution, or timeframe of expected next steps or resolution. Version Page 10

14 2 General Navigation Section F. Notifications F1. The CPM Toolbox sends out notifications via when a significant action has taken place, i.e.; to prompt a user to complete an action or to view a project status. Users should always go into the CPM Toolbox to view the current status of projects in case a notification is missed. Status messages will advise on the next action that needs to take place for a specific project. Note: Always check junk mail to ensure notifications are not missed. Version Page 11

15 3 RFPs A&E Consultants Introduction The Request for Proposal (RFP) module is designed to allow the Architectural Consultant to submit fees for payment based on the scope of work for the Gap Inc. project. There are two different types of RFPs managed in the CPM Toolbox; a Base Service and an Additional service. A Base Service is the initial estimate for the entire project scope of work. Should the project require additional work not foreseen in the Base Service, an Additional Service RFP will be submitted to gain approval for the extra costs. Construction Phase: The Base Service RFP is submitted and approved before a drawing is generated. Additional Service RFPs can be submitted before and after construction starts. Roles & Responsibilities: External Architects, Gap Inc. MEP Engineer, Gap Inc. Architecture SPM, Corporate Shared Service Center (CSSC). Instructions: Below is the process workflow of the RFP process within the CPM Toolbox. Each step in the process has an identified process owner. To view step by step instructions for the actions required from your role, please refer to the corresponding section of the instructions. Section Process Owner A. RFP Submission Architectural Consultant B. RFP Review - Agree/Disagree Gap Inc. Engineer C. Final Approval of RFP Gap Inc. Sr. Architecture Manager Process completed outside of CPM Toolbox D. PO Creation CSSC E. PO Approved/Declined A&E Sr. PM Version Page 12

16 3 RFPs A&E Consultants Section A. Architectural Consultant RFP Submission Note: Architectural Consultants will be notified via the CPM Toolbox upon final approval of RFPs. A1. Select the REPS Project id from the homepage. From within the project page, select the RFP tab. A2. Next to Create a new Request for Proposal, there are two options to chose from. For initial RFPs, select Base Services. Base Services Initial scope of work to be submitted before Architect generates drawing. Additional Services Any additional work that was not foreseen on original scope of work. Version Page 13

17 3 RFPs A&E Consultants A3. Based on the MSA fee terms, fill in the Base Fees for all services. MSAs will distinguish fees for all services by Brand and by project type. (BR, Gap Brand, Minor, New, Remodel, etc ) Additional comments for the reviewer can be provided next to each Base Fee if necessary. As a best practice, provide comments anytime a fee might be considered different than expected. Example: Complex HVAC system. A4. If any additional services need to be provided other than those indicated under the Base Services section, select the dropdown list under Other Services. Fill in the following information: Work Description Consultant Title Hourly Rate # of Hours in Decimal (4 ½ =4.5) Version Page 14

18 3 RFPs A&E Consultants A5. Fill in your Reimbursables amount. The Grand Total will auto calculate. Click on Submit RFP. Once the RFI is submitted, it will be reviewed by a Gap Inc. manager for approval. Note: Reimbursables are an estimate of the expenses outside of the normal scope of work fees. (Example: printing, permit fees, postage, etc ) Receipts are required to be submitted at a later stage outside of the CPM Toolbox. Please refer to your MSA s for details. A6. See below for an example of a completed Base RFP. *Pricing has been removed or changed for training purposes. Version Page 15

19 3 RFPs A&E Consultants Section B. Gap Inc. Engineer Reviewing the RFP Note: The SLA for response time on RFPs is two business days (48 hours). Response can include; comments or questions back to Architect, rejection of RFP or approval of RFP. B1. Navigate to the section of your homepage called, Requests for Proposals Requiring Your Action. Select the REPS project id under a status of Pending Review. B2. All submitted RFPs for a given project, including Base and Additional Services, can be viewed. Select the RFP Services under a status of Pending Review. Version Page 16

20 3 RFPs A&E Consultants B3. If multiple versions of the RFP are available, select the version requiring review. There will only be multiple versions available from the drop down list if an RFP was previously rejected. B4. Select the format of project scope. This will auto populate pricing structure. B5. Review all fees. If all fees are correct, select Agree. Version Page 17

21 3 RFPs A&E Consultants B6. If fees are not correct, select Disagree and provide comments as to why the RFP is not being approved. The RFP will be sent to the Gap Inc. Sr. A&E Manager to Reject or Kill before it goes back to the Architecture Consultant for revision. Version Page 18

22 3 RFPs A&E Consultants Section C. Gap Inc. Sr. Architect Manager Final Approval for RFP C1. Navigate to the section of your homepage called, Requests for Proposals Requiring Your Action. Select the REPS project id under a status of Reviewed Agreed (or Disagreed). C2. Fill in the Additional Cost Savings and/or private comments. C3. If all information is correct, select Approve. If the Architect needs to resubmit the RFP for any reason, select Reject. If RFP will not be approved at any time, select Kill. Notification will be sent to all stakeholders upon action taken in the CPM Toolbox. Version Page 19

23 3 RFPs A&E Consultants Section D. CSSC PO Creation D1. The CPM Toolbox generates a report of all approved RFPs every 48 hours to be sent to the Gap Inc. CSSC (Corporate Shared Services Center). Based on that report, the CSSC will create purchase orders accordingly. Note: The SLA for CSSC creation of PO s for approved RFP s is 5 business days. Section E. Sr. A&E Management PO Approved/Declined E1. Purchase orders are placed in a queue within Oracle and must be approved by Gap Inc. Sr. A&E Management. The SLA for PO approval is 3 business days. Version Page 20

24 4 Bids Introduction Bid 2.0 is an updated Gap Inc. bid process. This update has shifted all aspects of the bid process to be managed online in the CPM Toolbox. Most notably with Bid 2.0 the Excel based bid form will no longer be required. GCs will now have access to a project bid page once they have accepted a bid invitation. Construction Phase: The Bid process occurs before construction can begin. This is the Gap Inc. process to select the GC firm to award the project. GCs will now require CPM Toolbox access before they can be invited to bid or submit their bids to a construction project. Bid 2.0 Go Live Information: The go live date for Bid 2.0 is September 23rd. After this date, all GCs will require a bid invitation through the CPM Toolbox in order to submit a bid. Bid@cpmtoolbox.com will no longer function after the go live date. Instructions: Below is the process workflow of the Bid function within the CPM Toolbox. Each step in the process has an identified process owner. To view step by step instructions for the actions required from your role, please refer to the corresponding section of the instructions. Section Process Owner A. Managing your Bid Invitations General Contractor B. Submitting bids and revisions General Contractor C. Accessing and uploading Bid documentation General Contractor D. Review Bids and Award Project to GC Gap Inc. E. GC granted Access to Project Gap Inc. Project Coordinator Version Page 21

25 4 Bids Section A. General Contractor Managing your Bid Invitations A1. Upon being invited to bid on a Gap Inc. construction project, GCs will receive an invitation with relevant project information and bid instructions. The notification will also contain a link which will navigate directly to the page within the CPM Toolbox where the bid invitation must be accepted or declined. Click the Bid Invitation Link. (See below) Or to manually navigate to the bid page, log into the CPM Toolbox and select the REPS project id for the project which you have been invited bid. Select the Bids tab. The homepage will display a Bids section or header containing any projects that you have been invited to bid. Note: Only one point of contact will receive the bid invitations/notifications. (Although, all GCs from the bidding firm will be able to view the bid page within the CPM Toolbox) If the point of contact needs to be changed, please send a request to constructionoperations@gap.com. If you do not have CPM Toolbox access, please contact your Gap Inc. PC. Version Page 22

26 4 Bids Section B. General Contractor Submitting Bids, Revisions, Documentation B1. Upon initial navigation to the bid page you will be directed to the bid invitation acceptance page. Click Accept or Decline to move forward with the bidding process. B2. If declining the invitation to bid, the process ends here. If accepting the invitation to bid, you will be directed to one of the following pages: Bid Access Page This page contains key project information and notes from your Gap Inc. PC. This page will appear if the bid period has not started yet. Take note of the bidding period, as you will not be able to submit your bids until the start date. See below. No reminders are sent out once the bid period has started. GCs will be responsible for managing these dates. Online Bid Form This page allows you to submit all necessary bid information and access any necessary documentation. This page is only accessible once the bid period has started. See Step B3 Version Page 23

27 4 Bids B3. Once the bidding period has started, the online bid form will display. Some information will be prepopulated with GC information. GCs are required to select a back up person from a pre-populated dropdown list. If a contact is missing from this list, please contact constructionoperations@gap.com. B4. Instructions can be viewed within the bid form, but will remain hidden unless they are expanded. Click on the link shown on the screen shot below to expand the instructions. B5. Fill in all applicable pricing information, continuing to scroll down the page. The sub-total (excluding tax) will automatically populate with each cost input in the green data fields. Tax must be manually calculated and entered in a dollar amount (if applicable) Enter tax as a dollar amount and not a %. Version Page 24

28 4 Bids B6. Once all pricing information has been completed, scroll down to the bottom of the page to submit. Before submitting a bid, GCs must agree to terms and conditions. Toggle the box next to the terms and conditions agreement and click the Submit Bid button. Version Page 25

29 4 Bids Section C. General Contractor Accessing and Uploading Documentation C1. Bid documents are accessible within the Bid page. GCs can download required documentation from this location and attach to each version of the bid accordingly. Note: Drawings will continue to be accessed via the Plan Express link contained with the bid invitation or . C2. The Upload a file link located at the top of the page can be viewed only after submitting the bid form. Once a document has been uploaded, it is automatically saved unless you chose to remove it. Note: All required bid documents must be re-attached within each new revision of the bid. Version Page 26

30 4 Bids C3. Bids can be revised up until the bid due date. To revise a bid, select the Revise this Bid link at the bottom of the page. This will allow you to edit the bid page. (Make sure you are in the correct version to edit) After changes have been made, select Submit Revision. The GC point of contact will receive an award or non award notification from the CPM Toolbox after the bid period has ended. Version Page 27

31 5 RFIs Introduction The Request for Information (RFI) module is designed to capture and track GC questions, usually regarding a need for clarification to the details of a project or project documentation. Response to each RFI as well as any continued communication is captured within a log in the CPM Toolbox to be referenced even after an RFI has been sufficiently addressed and closed out. For RFI requirements, please refer to Section A of this chapter. Construction Phase: RFIs are submitted before construction begins or throughout the project. Roles & Responsibilities: General Contractors (GC), Gap Inc. Architecture Managers, Gap Inc. Engineering Managers, CPMs, SPMs. Instructions: Below is the process workflow of the RFI process within the CPM Toolbox. Each step in the process has an identified process owner. To view step by step instructions for the actions required from your role, please refer to the corresponding section of the instructions. Section Process Owner A. RFI Requirements N/A B. Submitting an RFI General Contractor C. Uploading documents General Contractor D. Responding to RFIs Architecture/Engineering Consultant E. Closing out the RFI General Contractor F. Audit Response Quality Gap Inc. A&E Management Version Page 28

32 5 RFIs Section A. All Users Requirements for RFIs The preferred method of submitting a RFI is by the GC but can also be submitted by the CPM or SPM. The RFI can only be closed out by the GC or the Gap Inc. Architecture & Engineering Senior Manager. Only individuals (with CPM Toolbox access) in the Response Require By and cc categories can respond to the RFI, all other parties with access to the project within the Toolbox can only view RFIs and responses. The GC must select the individuals in the Response Require By category each time they submit an RFI. It is a key step in the RFI submittal process that the submitter ensures their RFI is addressed to the correct person. The cc category is automatically populated with the project team individuals; submitter has no control over this item. Though multiple (up to 4) RFIs can be sent per project at a time, only one question should be submitted per RFI as it is can cause confusion with closing out an RFI with multiple inquiries. This is to support the tracking RFI as well as the resolution. See Section B of this chapter. As always, content is crucial. Both submission and response content quality is important. Version Page 29

33 5 RFIs Section B. General Contractor Submitting an RFI B1. From the homepage, select the REPS project id for the project which you wish to submit the RFI inquiry. B2. From within the project page, select the RFI tab. B3. From within the RFI page, a list of any RFIs previously submitted for this project will be displayed. The RFIs will be displayed by date and will display the following information: Subject Number of Responses associated with the RFI First line of RFI details Response Required by Person Duration of Open Status Status Submitted by Person To view the details of any submitted RFI, including all associated attachments, click on the RFI #. Version Page 30

34 5 RFIs B4. From within the RFI page, select Create a RFI B5. Although RFI s should include only one question at a time, multiple separate RFI requests for a given project can be submitted at once from the RFI Creation page. By selecting the Restart RFI Creation with dropdown list, you can select the number of RFIs to submit (up to 4). Follow steps B4-B11 for each RFI. Version Page 31

35 5 RFIs B6. Select the Response Required By dropdown list. You must specify between Architecture Firm and Engineering Firm, depending on the details of your question. B7. An auto populated contact name will appear once you have selected the Response Required By category. You will also see a list of names under Copy (or CC). The contacts copied on the RFI cannot be changed. However, the main contact can be changed. See B8 below. B8. You have the ability to change the default contact name that auto populates. Select the Change link. A yellow data field will appear. As you start typing the individual s name or firm name, a list of contacts to choose from will appear. Click on the name as it appears to select. Version Page 32

36 5 RFIs B9. Select a subject from the dropdown menu. To help with quality control, choose the subject that best indicates what the RFI is about. Limit the use of the Other. B10. Once an appropriate subject has been selected, fill in the details of the information you re trying to obtain through the RFI submission. If your inquiry refers to any drawings or construction documentation, please make sure to reference those in the details field. As stated in Section A of this document, only submit one question per RFI. B11. Select the Submit button, once all details have been provided. You will receive a message stating that your RFI has successfully bee submitted. Version Page 33

37 5 RFIs Section C. General Contractor Uploading Documents C1. After the RFI has successfully been submitted, any corresponding attachments, such as referenced drawings, photos, or documentation can be uploaded. Navigate to your submitted RFI and click on Upload attachment. Note: Any response that requires a design change must have a drawing uploaded with the RFI. C2. Browse for the documentation and select Upload File. Documentation can be viewed from the same screen. Version Page 34

38 5 RFIs Section D. Architecture/Engineering Consultants Responding to RFIs D1. From the homepage, select the REPS project id for the project which the RFI was submitted. Status will be In Progress D2. From within the RFI tab of a project, navigate to the RFI with an Open status. Click on the RFI # link to view the details. D3. Click on the dropdown box next to Architect or Engineering Reason Code. Select the reason indicating the cause of the RFI submission. (See all reason code definitions on the next page). Note: If an answer/solution cannot be provided to the RFI inquiry within 24 hours, please reply with the response time estimation for the appropriate information to be retrieved. Continue to send status updates as needed. Version Page 35

39 5 RFIs Reason Code Definitions: Covered in Document: The information is in the drawings, however GC missed this information. Architect can then refer to the drawing Design Error/Omission: Conflict between 2 drawings, something missing from drawings, or shown incorrectly Design Error/Omission - Gap Inc. Template: Same as above, but related to the Gap template details Jurisdictional Requirements - Code requirements, fire alarm, Fire Marshall, local inspector gives other direction that drawings don t take into account Latent Conditions: Conditions not caught in the initial survey that causes a revision Proposed Alternate: GC wants to use different materials or Vendor (steel vs. copper, pbc, etc...) Shop Drawing Submittal: Gap Inc. needs to review the specifications from an external structural expert that the GC has used. (Ex; store front, HVAC control submittals) D4. Additional business partners can be added to the response. Start typing a contact name or firm name into the Copy field and select the name as the auto populated list appears. D5. Type your response into the yellow Post Response data field. Click Post Response. All parties will be notified via each time an individual posts a response. Note: Make sure to reference any specific drawings, instruction locations, etc (Ex; Please refer paragraph 4 on sheet 5 for window pane dimension of 3 ft.) Version Page 36

40 5 RFIs D6. At any time the communication trail can be viewed within the RFI. All posts are time/date stamped. Version Page 37

41 5 RFIs Section E. General Contractor Closing Out the RFI E1. Review the response posted by the Response Required by contact and determine if the response is adequate to the original RFI inquiry. If adequate: Click the Response Adequate - Close out RFI link. If not adequate: Post another response in the yellow data field if more clarification is needed and click on the Post Response link. Repeat the steps in section E and close out when response is adequate. Version Page 38

42 5 RFIs Section F. Gap Inc. A&E Management Audit Response Quality F1. For auditing purposes, each RFI response from Gap Inc. should be reviewed and rated after the RFI has been closed out. From the RFI tab: Select a reason code from the A&E Reason Code drop down list. Select a rating from 1-3. See rating definitions below. Add any comments for any Poor rating given. 1- Select Reason Code 2- Choose Rating 3- Provide Comments 1 = Poor (Example: Architect doesn t include a revised drawing for change or provides vague direction) 2 = Average (Example: Inquiry is answered, but more detail could have been provided for clarification) 3 = Good (Example: All relevant details were provided and all documentation was uploaded supporting response) Version Page 39

43 6 Material Order Management Introduction The Material Order Management module is an automated ordering platform designed to allow business partners and/or Suppliers the ability to order, procure, track and manage delivery of OFI/construction materials required for construction projects. Each stage of this process is managed within the CPM Toolbox and provides each business partner and/or Supplier with a viewpoint specific to the actions required by their role. See Roles & Responsibilities for process owners. Construction Phase: The Material Order Management process begins once construction drawings and/or scope hand off is issued to Suppliers. The Vendor/Supplier submits quotes through the Material Order Management module (MOM) and purchase orders are issued. Fixtures are tracked through MOM. The project must be CFO approved and a REPS id must be available in the CPM Toolbox before the Material Order Management module can be utilized. Roles & Responsibilities: Gap Inc Procurement Analyst (PA), Vendors/Suppliers, Consolidators, General Contractors (GC). Instructions: Below is the process workflow of the Material Order Management function within the CPM Toolbox. Each step in the process has an identified process owner. To view step by step instructions for the actions required from your role, please refer to the corresponding section of the instructions. Section Process Owner A. Inviting a Vendor/Supplier to Submit a Material Order Gap Inc. Construction Procurement Analyst B. Creating a Material Order Vendor/Supplier C. Project Analyst Order Review/PO Issuance to Supplier Gap Inc. Construction Procurement Analyst D. Confirm Onsite Date/Enter Shipping & Tracking Information Vendor/Supplier E. Confirmation of Receipt Consolidator F. GC Drawdown Request of OFI Items General Contractor G. Additional Features N/A Version Page 40

44 6 Material Order Management Section A. Procurement Analyst - Inviting a Vendor/Supplier to Submit a Material Order A1. From the CPM Toolbox home page, select a project by clicking on the REPS Project ID link. A2. The Material Order Management page will appear. Select Invite OFI Vendors. Version Page 41

45 6 Material Order Management A3. A vendor selection list will appear select the vendors you wish to invite to place Material Orders. Once your selections are made, click on the Invite button at the bottom of the pane. A4. The Invited Vendors section of the Material Order Management page will update automatically. A5. The Vendors will be notified of their invitation to place a Material Order to a specific project via . See sample below. Invitation for Material Order for MAYFAIR 2912 (MAJS) You have been invited to submit a Material order for MAYFAIR (2912) MAJS MAYFAIR (2912) MAJS Version Page 42

46 6 Material Order Management Section B. Vendor/Supplier - Creating a Material Order B1. Vendors will receive an notification inviting them to create a Material Order for a specific project. Log into CPM Toolbox and select the corresponding project listed under Material Orders by selecting the REPS Project ID link. B2. The project page will open the Material Order section is located toward the bottom of the pane. Select Create a New Order. Version Page 43

47 6 Material Order Management B3. You will be taken to the Material Order panel. Under Material Order Information, Date Required Onsite will populate. This is the date materials are to arrive on-site and/or to the consolidator to support the construction schedule. B4. Material line item description and pricing is pre-populated. For each line item, enter the quantity to be ordered. Version Page 44

48 6 Material Order Management B5. For split / short shipments, select the green plus-sign icon on the respective line item and enter the separated on-site date and quantity. (Please provide a brief explanation of any short / split shipments in the notes section see step B7.) B6. To add a custom item not in the catalog, select the green plus-sign icon under Custom items not listed in the standard catalog. Enter the following detail for the custom item: SKU # Description Required On-site Date Quantity Unit of Measurement Price B7. To add notes to the order, as requested in step B5, select Add Notes towards the bottom of the panel. Version Page 45

49 6 Material Order Management B8. Upon entering all order detail, select Submit Order. The Gap Inc. Procurement Project Analyst will be notified of your order via so that they may review and approve / reject or revise / return for revision. B9. You will return to the project page where your order is now documented and in Submitted for approval status. To review your order, click on the Quote Reference Number. Version Page 46

50 6 Material Order Management Section C. Project Analyst - Order Review/PO Issuance to Supplier C1. The Gap Inc. Project Analyst will be notified via upon submission of a Material Order by the Supplier/Vendor. See sample below. C2. In CPM Toolbox, go to the home page and select the corresponding project for Material Order review by selecting the REPS Project ID link. C3. Under Material Orders, open the corresponding order by selecting the Quote Reference Number. Version Page 47

51 6 Material Order Management C4. The order review panel will appear. Review the Due Onsite dates. Onsite date should be 7 days prior to construction start. If the Vendor/Supplier enters a date that is later than the construction start date, it is called out as a risk. Note: Alert the SPM/CPM any time onsite dates are being called out as a risk. C5. The Project Analyst has the option to Approve, Return for Revision, Revise or Reject. To approve an order, select Approve. (See below for definitions of each option) Reject: Used for duplicates, incorrect items ordered by Vendor or items quoted against the incorrect project. Return for Revision: Used if the Vendor needs to make adjustments to the quote (i.e., quantity change, item deletion, etc.). This can only be used before a quote is approved for processing. Revise: Used only after a quote has been approved and minor adjustments need to be made to the PO.\ C6. If order is approved, enter the purchase order number and CSV file name for this project in the Material Order information section. (For internal purposes only) Version Page 48

52 6 Material Order Management C7. Once the order is approved and the quote has been processed, PA s will receive an containing a loader form which is then used to upload into Oracle for PO issuance. C8. For Return for Revision or Reject, select the corresponding button. If an order is to be returned for revision or rejected, it is imperative that the Project Analyst provides context. Before selecting Return for Revision or Reject, go to Add Notes and provide a brief statement supporting the action. C9. You will return to the main project page and the status will reflect your review action. C10. The Vendor/Supplier will receive an notification indicating whether the order was approved, returned for revision or rejected. Version Page 49

53 6 Material Order Management Section D. Vendor/Supplier - Entering Shipping & Tracking Information D1. Vendors will receive an notification upon Approval, Return for Revision or Rejection. When an order is approved, the vendor must then confirm required on-site date and update the shipping and tracking information corresponding with the approved project. From the CPM Toolbox home page, select the REPS Project ID. D2. From the project page, you will see the Material Order status has been updated to Approved. Select the Quote Reference Number to access the order. D3. Update the Material Order shipping and tracking information by entering the following information. Shipped On Dates Quantity Tracking Numbers Version Page 50

54 6 Material Order Management D4. To include notes / context as needed, select Add Notes. D5. Select Save Changes. D6. You will be returned to the project page. If you need to review your order, click on the Order Reference Number at any time. D7. OFI Checklists are now automated via CPM Toolbox. To view the checklist, select OFI Checklist under the Material Order Information section. The checklist will appear, and can be exported / saved as a PDF. Version Page 51

55 6 Material Order Management Section E. Consolidator - Consolidator Confirmation of Receipt E1. When the materials are shipped and received by the Consolidator, the Consolidator will then acknowledge the receipt of shipment in the CPM toolbox and enter the requested details. From the home page, select the REPS Project ID, under Material Orders. E2. Enter the following detail for the shipped item(s): Date Received Quantity Received Quantity Damaged (if applicable). Version Page 52

56 6 Material Order Management E3. After you have entered your final details of the shipment; select Check-in Items The Project Analyst and GC will receive notification via that the Consolidator has checked-in items Version Page 53

57 6 Material Order Management Section F. General Contractor - Drawdown of OFI Items F1. From the home page, select the REPS project id under Material Orders. F2. From the Material Order Management tab, Review the consolidator s inventory. Materials will be ordered from this page. To view a comprehensive list of all OFI materials procured for the project, select the OFI Checklist link. F3. Enter in the Quantity Requested and the Date Onsite Requested in the active yellow data fields Version Page 54

58 6 Material Order Management F4. Click on Place Order The Project Analyst and Consolidator will receive notification via that an order has shipped. The Consolidator will pull the GC order from their warehouse. (Process goes offline/outside of CPM Toolbox at this point) Version Page 55

59 6 Material Order Management Additional Features - Material Order Management I. OFI Checklist By selecting the OFI checklist link (See Section F2) a comprehensive report of OFI materials procured for a project can be viewed. II. Sub SKU s - Currently, fitting rooms are the only item with available sub SKU information. Sub SKU availability for all items will tentatively be completed by end of Sub SKU s are available in the OFI Checklist of the CPM Toolbox to use as a checklist to ensure that all materials within a larger kit (ex: fitting rooms) arrive to the project site. Sub SKU s cannot be ordered separately within the Material Order Management module, but can be ordered within the Construction Material Request module, should an item be missing, damaged, etc Version Page 56

60 6 Material Order Management III. Supplier Information The Suppliers Info link provides contact information for all Vendors/Suppliers associated with a project. IV. Risk Dates Risk dates are flagged on the home page and in the OFI checklist if the fixture delivery date takes place after the required on site date. The standard on-site date should be 7 days prior to construction start. Version Page 57

61 7 Construction Material Requests As of March 2014, GCs will no longer submit CMRs through the CPM Toolbox. The instructions below reflect these changes. Introduction The Construction Material Request process is designed to allow for replacement construction materials and/or fixtures to be ordered during an active construction project. (Example: due to materials broken, shortage, etc ) This process is managed directly between General Contractors and Suppliers. Orders are placed and tracked within the CPM Toolbox (Material Order Management application) which provides each business partner with a viewpoint specific to the actions required by their role. See Roles & Responsibilities for process owners. Construction Phase: The Construction Material Request process occurs after construction begins. Roles & Responsibilities: Gap Inc Procurement Analyst (PA), OFI Vendors/Suppliers, General Contractors (GC), Gap Inc SPMs and CPMs. Instructions: Below is the process workflow of the Construction Material Request function both within and outside of the CPM Toolbox. Each step in the process has an identified process owner. To view step by step instructions for the actions required from your role, please refer to the corresponding section of the instructions. Section Process Owner A. Contact Supplier to identify replacement needs General Contractor B. Submit order via MOM tab in CPM Toolbox Vendor/Supplier C. Order Review PO issued with notated CMR reason Gap Inc. Project Analyst D. Coordination of shipping and delivery Vendor/Supplier & General Contractor Version Page 58

62 7 Construction Material Requests Section A. General Contractor - Coordinating a New Construction Material Request As of March 2014, GCs will no longer initiate or submit new construction material replacement requests through the CPM Toolbox. A1. To initiate a CMR, GCs are to contact the Supplier to identify OFI replacement material needs. GC s must reference the OFI Checklist to obtain replacement material part # s and formal description. To obtain contact information for the specific Supplier select the Material Order Management tab within the project page. A2. Select the Suppliers Info link located within MOM tab of the project page. A3. A Supplier list will appear with contact information. If there is not sufficient contact information listed, please contact your Procurement Analyst. Version Page 59

63 7 Construction Material Requests Section B. Supplier Submit Replacement Material order via MOM tab B1. Click on the REPS project ID under the Material Order Management section of the home page. Or search for REPs project id #. B2. Create a new material order by selecting the Create a New Order link. B3. Place the order for the replacement items required by our GC. For each line item, enter the quantity to be ordered. Version Page 60

64 7 Construction Material Requests B4. Select Add Notes towards the bottom of the panel and add the CMR reference PO code/po code description appropriate to the order. (See reason codes below) B5. Click Submit Order link. Note: Project Analysts will issue the purchase order notating the CMR reason code number at the end of the PO number. Suppliers have approval to start production from the PO number listed in MOM with a hardcopy PO to follow. Receipt of the hardcopy PO will be issued within 72 hours. If Suppliers do not receive a PO hardcopy within this 72 hour timeframe, escalate to the store specific Project Analyst and copy Shannon Mould. Version Page 61

65 7 Construction Material Requests Section C. Project Analyst Order Review/Process Order C1. PA s will review orders submitted by Suppliers and will issue purchase orders notating CMR reason code number at the end of the purchase order number. C2. Review order and click on Action Required: Final review needed (click here). C3. To approve, click on the green arrow. The item will then highlight in green. Fill in the PO number with the CMR reason attached. A reason code will need to be selected from the dropdown list only if needed. Ex: Supplier error code is selected by GC, but Vendor confirms that order shipped complete. Note: Suppliers can be ed directly from this page by selecting the Supplier name. C4. To decline, click on the red X. The item will highlight in red. Select the reason code from the dropdown list. Version Page 62

66 7 Construction Material Requests C5. Enter in any additional comments necessary in the yellow data field and click on the Update Request button. Section D. Vendor/Supplier and General Contractors Manage logistics The Supplier and General Contractor will coordinate and manage all logistics from this point. No tracking will be managed in the CPM Toolbox. Supplier and General Contractor will manage all issue resolution. Version Page 63

67 8 Change Orders Introduction The Change Order module is designed to allow general contractors to submit a scope of work that needs to be added to or deleted from the original scope of work for a construction project. Within the CPM Toolbox, this process occurs in two separate parts. In part 1, a general contractor must submit a Not to Exceed amount (NTE) for the scope of work. If the NTE is approved, then part 2 requires backup/supporting documentation and a breakdown of costs to be provided and approved. Construction Phase: Change Orders are typically submitted after the construction start date and before the substantial completion date with a goal to avoid schedule impact whenever possible. Roles & Responsibilities: General Contractors (GC), Construction Project Mangers (CPM), Gap Inc. Sr. Project Manager (SPM), Corporate Shared Service Center (CSSC), Construction Project Coordinator (PC). Instructions: Below is the process workflow of the Change Order process within the CPM Toolbox. Each step in the process has an identified process owner. To view step by step instructions for the actions required from your role, please refer to the corresponding section of the instructions. Section Process Owner A. Part 1 - Submitting an NTE - Includes Permit CO's General Contractor B. Review and Approve or Reject Change Order CPM Skipped if no CPM on project C. Final Review and Approve or Reject SPM D. Part 2 Submitting Cost Details/Backup documentation General Contractor E. Review and Approve or Reject Change Order CPM Skipped if no CPM on project F. Final Review and Approve or Reject SPM G. Purchase Order Initiation CSSC Occurs Outside of toolbox H. Entering Purchase Order Number Project Coordinator Version Page 64

68 8 Change Orders Section A. General Contractor Submitting an change order Part 1 A1. From the project detail page, click on the Change Orders tab. (See Section A6 for Permit Change Orders.) A2. From the Change Order screen, select the Create New Change Order link. A list of submitted COs for the project and their status can also be viewed in chronological order from this page. Version Page 65

69 8 Change Orders A3. In Part 1 of the CO submission, the NTE (Not to Exceed) amount is submitted. The NTE is a lump sum value or estimate of the CO. The detailed cost will be provided after NTE is approved. Note: Be sure to include tax and overhead & profit into your NTE amount. A4. Enter the following detail and select Submit the NTE Amount. Description of Work Drawing Reference Schedule Impact Yes/No A CO should ideally not impact the schedule Anticipated Impact (In days) A5. The yellow data field to enter in the dollar amount will appear. Fill in the dollar amount in which the CO will not exceed and select Submit Change Order. Version Page 66

70 8 Change Orders A6. Submitting Permit Change Orders For building permits, a new change order will need to be submitted by the GC. Follow the instructions in Sections A1-A5 to submit the NTE amount. Then follow instructions in Sections D4-D5 to attach the backup documentation. The permit NTE amount will not include tax and should match the costs detailed within the backup documentation. Note: For permit change orders, only the NTE and backup documentation will be submitted. The cost details do not need to be submitted, unless specified by the SPM. Specify in the Description of Work field that the change order is for a permit. See below for example Version Page 67

71 8 Change Orders Section B. CPM Initial Review and Approve/Reject/Cancel Part 1 (Skip this section if no CPM on Project) Note: The SLA for the initial review of a Change Order is 48 hours. B1. From the Change Order page, select the CO # with a status reading Awaiting initial review. B2. If approving the CO, review the scope of work and the associated NTE. Select Approve. Note: The notes section is not to be used as a dialog or communication platform from the CPM/SPM to the GC. For example; Missing backup documentation, please provide. Notes are to be used for providing context to the necessity of the CO. The following message will appear: Your approval has been recorded and notification is being sent to the Senior PM for review. B3. If rejecting or cancelling the CO, a reason code must be chosen. Selecting Reject, indicates that the GC can resubmit the same CO, editing information based the on the rejection reason code. Selecting Cancel, indicates that the CO will not be approved at any time. The only way a CO can be resubmitted after cancelling is to create a new CO. Version Page 68

72 8 Change Orders Section C. SPM Initial Review and Approve/Reject/Cancel Part 1 Note: The SLA for the initial review of a Change Order is 48 hours. C1. From the Change Order page, select the CO # with a status reading Initial CPM approval, awaiting Sr. PM approval. C2. If approving the CO, review the scope of work and the associated NTE. Select Approve. Provide context as to why the CO is necessary in the notes section. The following message will appear after selecting Approve: Your approval has been recorded and notification is being sent to the GC. C3. If rejecting or cancelling the CO, a reason code must be chosen. Selecting Reject, indicates that the GC can resubmit the same CO, editing information based the on the rejection reason code. Selecting Cancel, indicates that the CO will not be approved at any time. The only way a CO can be resubmitted after cancelling is to create a new CO. Version Page 69

73 8 Change Orders Section D. General Contractor Submitting a Change Order Part 2 Note: If your CO is approved, please follow the steps below for Part 2 of the submittal process. If your CO is rejected, review the rejection reason code and provide the necessary changes or information to resubmit that same CO. If your CO is cancelled, this completely ends the submittal process for this CO. A cancelled CO can no longer be edited or resubmitted. See Section D7 for examples of acceptable vs. unacceptable cost details and backup documentation. D1. From the Change Order page, select the CO # with a status reading Initial Sr. PM approval, awaiting GC Cost Detail D2. In part 2 of the CO submittal process, the cost details as well as supporting /backup documentation, such as an invoice are submitted. Select Submit/Update Cost Details. Note: If the uploaded backup documentation does not clearly outline the cost breakdown of the CO scope of work, the GC must provide the cost detail provided from their sub contractors in the cost details section of the CPM Toolbox. Example of unacceptable cost details: 1 hour labor = $5,000 Version Page 70

74 8 Change Orders D3. Enter the following detail for both Breakdown of Labor and Breakdown of Materials: Note: Labor rates may not exceed rate indicated in the bid. See Section D7 for acceptable vs. unacceptable examples. CSI Division choose from the dropdown list (ex: metals, concrete, etc ) CSI Subdivisions dropdown list will correlate to division selected Description Hours and Rate/Quantity and Cost Note: Sales tax must be filled in by GC if applicable. Tax is not auto populated. Additional lines for breakdown of labor/materials can be added by clicking on the green plus symbol D4. To upload your backup documentation, select the Upload an attachment button. Documentation must back up hours/rates and match information provided within the Cost Details section. If documentation is not clearly broken down by rates/material, details entered in the Description field must be specific so pricing is clear to all stakeholders. Version Page 71

75 8 Change Orders D5. Browse for your document and select upload file. Note: CO documentation must be uploaded by the GC only. CPMs and SPMs are not to upload CO documentation. D6. When all relevant documentation has been submitted and all pricing information has been provided, select submit change order. Version Page 72

76 8 Change Orders D7. Submitting Cost Details Acceptable vs. Unacceptable Examples Acceptable Cost Details Labor rates are specified. All materials are reflected Cost and quantity are defined and match backup documentation Applicable tax is input Acceptable Backup Documentation Details of change order match the information entered in the cost details. Backup documentation clearly defines cost of labor rates, hours, and materials. Version Page 73

77 8 Change Orders Unacceptable Cost Details Labor rates are not broken down Materials are not specified and description is too generic Quantity and cost of materials are not broken out Unacceptable Backup Documentation Materials are not clearly defined Rates are not broken down by cost per hour Version Page 74

78 8 Change Orders Section E. CPM Final Review and Approve/Reject/Cancel Part 2 (Skip this section if no CPM on Project) Note: Note: The SLA for the final review of a Change Order is 48 hours. In Part 2 of the CO review process, the CPM must review the cost detail section for the submitted CO. In order to approve, the GC s uploaded backup documentation must clearly outline the breakdown of costs. If the documentation is not clearly broken out by hours/materials, the data input into the cost details section must provide clarification to their documentation. E1. From the Change Order page, select the CO # with a status reading Awaiting final CPM approval. E2. Review the cost detail information as well as the documentation, located in the attachments window. Version Page 75

79 8 Change Orders E3. If approving, select a reason code from the dropdown box, then select approve. E4. If rejecting, select a reason code from the drop down box, then select reject. The following reason codes can be select as a CO rejection. No longer valid Incorrect scope of work Cost negotiation Incorrect cost information Duplicate change order Version Page 76

80 8 Change Orders Section F. SPM Final Review and Approve/Reject/Cancel Part 2 Note: Follow the same CPM review guidelines noted in section E. F1. From the Change Order page, select the CO # with a status reading Final CPM approval, awaiting Sr. PM approval. F2. If approving, select a reason code from the dropdown box, then select approve. F3. If rejecting, select a reason code from the drop down box, then select reject. The following reason codes can be select as a CO rejection. No longer valid Incorrect scope of work Cost negotiation Incorrect cost information Duplicate change order Version Page 77

81 8 Change Orders Section G. CSSC Purchase Order Initiation Note: This part of the change order process occurs outside of the CPM Toolbox and is driven by the Gap Inc. Corporate Shared Services Center (Project Accounting). The PO is initiated within five days after receipt of the CO. Section H. PC Entering Purchase Order Number H1. Navigate to the Change Orders Pending PO Numbers section and select the REPS Project Id. The status should always read, Final Sr. PM approval. H2. Enter the PO number in the yellow data field. Once the number has been entered, PO Saved will appear. Entering the PO number in CPM Toolbox ends the authorization process for change orders. Version Page 78

82 9 Punchlist Introduction The Punchlist module is designed to manage the completion of unfinished items, identified during the GC punch walkthrough. The items identified during the punchwalk are managed via the CPM Toolbox in order to track the timeline of completion for each item. Stakeholders have five days to complete all punchlist items falling under their responsibility. (GCs, LP, GST, etc ) Construction Phase: The punchlist items are closed out in the CPM Toolbox before construction can be considered completed. Roles & Responsibilities: General Contractors (GC), CPMs, Gap Inc SPMs, Store Managers, Construction Director, Brand Operations. Instructions: Below is the process workflow of the Punchlist process both outside and within the CPM Toolbox. Each step in the process has an identified process owner. To view step by step instructions for the actions required from your role, please refer to the corresponding section of the instructions. Section Process Owner A. Overview of Walkthroughs ALL - Completed outside of CPM Toolbox B. Complete Punchlist Form at Punchwalk SPM/CPM - Completed outside of CPM Toolbox C. Adding Punchlist items SPM/CPM D. Editing Punchlist items SPM/CPM E. Close out Punchlist items SPM/CPM with GC to verify F. Turnover Signoff Designated Store Representative with SPM/CPM G. Approve and close out Punch Construction Director with SPM/CPM Version Page 79

83 9 Punchlist Section A. All Overview Walkthroughs GC Punch Walkthrough Meeting Required: Optional: Not Required: CPM/SPM, GCPMs, GC Super CPM, Brand Operations, Gap Inc. A&E team, Procurement, LP, GST, Director, Store Maintenance Store Design, Operations/Store Team The GC Punch Walkthrough occurs 1 day after the substantial completion date of a construction project. The purpose of this action is to note and agree on all items needing to be completed for turnover. Any punchlist items found during the GC Punch walkthrough are uploaded and tracked in the CPM Toolbox by the SPM/CPM. Both the party responsible and an estimated completion date are assigned to each item upon adding them into the CPM Toolbox. Operations Turnover Walkthrough Meeting Required: Optional: Not Required: SPM/CPM, Designated store team contact/operations and Store Maintenance Director, District Manager GC Super, GCPM The Operations turnover walkthrough occurs approximately 1 week before SED. Ideally all punchlist items will be completed prior to this process. Zero punch stores or projects of a more minor scope might not require a specific turnover walkthrough. If this action is not required, always align with your Director. The purpose of the turnover walkthrough is to familiarize the Store Operations team with the store and to discuss completion of any outstanding punchlist items. The team attending the turnover walkthrough should specifically align on the strategy and timeframe to close out any outstanding punch items. Before a store can be turned over to the Store Operations team, the turnover sign off sheet must be completed. See Section F for details. Version Page 80

84 9 Punchlist Section B. CPM/SPM Complete Punchlist Form at Punchwalk (Occurs outside of CPM Toolbox) B1. Fill in all required information to the Punchlist Excel Form. The Punchlist Form is available on Gap Web within the CA&C homepage: Construction Forms/Turnover/Punchlist Form. Gap Inc. Sr. PM CPM GC Representative Store Name Store Number REPs Project ID Punchwalk Date Turnover Date Brand Sample of Gap Inc. punchwalk Excel Form B2. Consult with GC, LP, GST, and CA&C to compile a list of any incomplete items relevant to initial drawings. (Ex: Paint Touchup throughout store, adjust lights throughout store ) Fill in all required information to the Punchlist items found. Punchlist Item Location Trade Prerequisite Driving Results Estimated Completion Date (Note: This is key information to add to the CPM Toolbox) Version Page 81

85 9 Punchlist Section C. CPM/SPM Adding Punchlist Items Note: Punchlist items can be added individually or in batches, if numerous items are to be added. See below for directions for both. As a best practice, consolidate and be concise when entering in punchlist items. For example; touch up paint should be entered once and not in all locations it is required. Adding Punchlist Items Individually C1. Punchlist items noted on the Excel form must be added into the corresponding project within the CPM Toolbox. From within the Project Details page, select the Punchlist Tab. C2. Select Add a New Punchlist Item button. C3. Enter in all required information for that item. Select the Save Punchlist Item button. Driving Results: Who is responsible for completing? Punchlist Description: Should give a high level overview of how the item should be corrected or completed. Location: Where in the store is this item? Trade: Which category of construction does this fall under? Prerequisite: The root cause of the punchlist item. Estimate Completion Date: Date in which the item should be corrected or completed. Use date format mm/dd/yyyy. Version Page 82

86 9 Punchlist C4. Your newly added item will be able to be viewed about a minute after saving. Refresh your screen if the new item does not show up after 1 min. The Work Completed data field should be a blank until the work is actually completed. Punchlist Batch Upload C5. From within the Punchlist page, select the Batch Upload Punchlist Items link. C6. You will be prompted to browse for your saved Excel Punchlist form. Select the Browse button. Version Page 83

87 9 Punchlist C7. Locate your punchlist form for upload. Select the Attach button. Note: Please make sure to save the punchlist form as.xls as indicated in the screen shot below. As a best practice file names should include store number and date. C8. Once the file has been processed you will have the option to review all the items before they are saved to the system. All errors will be highlighted in red. You will not be able to submit the form until corrected. Once all errors have been corrected, click the save button. Version Page 84

88 9 Punchlist C9. Once any errors have been corrected and the punchlist items have been successfully saved, you will be able to view all items uploaded from the punchlist file. C10. Additional sort or filter functions are available to change the viewing order of the items. You can sort by either selecting the blue headers or select the filter button. By selecting the Filter button, you can choose to view open vs. closed items or CA&A Quality (MICAP) Issues. Version Page 85

89 9 Punchlist Section D. CPM/SPM Editing Punchlist Items D1. There are five options to edit a punchlist item after it has been uploaded. To view the legend for each edit option, scroll over the blue question mark symbol. D2. Reasons are required for any item that is Edited or Cancelled. D3. If the Missing Quality Details button is selected from the edit options, the following information must be provided: Reason Code Impact - To view definitions, scroll over the blue question mark symbol. - Level 1: Aesthetic impact only. No impact to store operations or customers. - Level 2:Impact to store operations - Level 3: Impact to customer and store operations Item Scope Note: The Missing Quality Details edit is used when a punchlist item is not completed by the Operations Turnover Walkthrough. Version Page 86

90 9 Punchlist Section E. CPM/SPM Closing Punchlist Items Note: Do not automatically mark a completed date as the same date of the scheduled turnover walkthrough, as this will impact the quality report. CPM/SPM should follow up on all punchlist item completion between punch and turnover and mark as complete within the CPM Toolbox as it act occurs. The goal is to close out as many items as possible prior to the Operations Turnover Walkthrough Meeting. This is a critical step to ensure a minimal punchlist at turnover. E1. From within the Punchlist tab of the project, use the work completed field to enter the date of completion for each item. E2. Enter the completion date directly into the yellow data field using the following format: mm/dd/yyyy. The date should update automatically. The current date can also be inserted by selecting the calendar icon. OR Version Page 87

91 9 Punchlist Section F. CPM/SPM Turnover Signoff Note: The Turnover Sign-off Sheet should be brought to the Operations Turnover Walkthrough by the SPM/CPM regardless if there are any outstanding items. This signoff sheet is completed in two steps. Step 1: The signature of the designated store team contact is obtained to indicate that punchlist items have been reviewed with them and the SPM/CPM. Step 2: The signature of the designated store team contact is obtained a second time to indicate that they are aware that all punchlist items have been 100% completed and marked as such in the CPM Toolbox. F1. From within the project id page, select the Turnover Sign-off Sheet button. F2. The designated store representative signs the two signature boxes within the Turnover Sign-off Sheet upon completion of step 1 and 2. Version Page 88

92 9 Punchlist Section G. SPM/CPM Approve and Close out Punch G1. Once both signatures have been provided on the Turnover Signoff Sheet, indicating that all punchlist items have been closed out, the CPM/SPM will provide their PA with the completed form to upload into the CPM Toolbox. This represents the final alignment between Construction and Operations. Version Page 89

93 10 GC Invoicing Introduction The GC Invoicing module allows GCs to submit invoice packages through the CPM Toolbox. This module is replacing the previous process of sending invoice documentation through mail/ . All reviews and approvals will occur and be tracked within the CPM Toolbox GC Invoice module. Construction Phase: N/A Roles & Responsibilities: General Contractors (GC), Gap Inc. Sr. Project Manager (SPM), Corporate Shared Service Center (CSSC). Instructions: Below is the process workflow of the GC Invoicing module within the CPM Toolbox. Each step in the process has an identified process owner. To view step by step instructions for the actions required from your role, please refer to the corresponding section of the instructions. Section Process Owner A. Submitting an Invoice Package General Contractor B. Review and Approval of Invoice CSSC C. Review and Approval of Invoice SPM D. Invoice Processed CSSC Version Page 90

94 10 GC Invoicing Section A. General Contractor Submitting Invoice Packages Note: Once the invoice is submitted, no further action is required by the GC. If there is an error with the invoice or the invoice has been rejected, the GC will receive a notification via and will then need to make the appropriate corrections to resubmit the invoice package via the CPM Toolbox. A1. From the CPM Toolbox home page, select a project by clicking on the REPS Project ID link. A2. From the project details page, click on the GC Invoice tab. A3. Click on Create an Invoice. Version Page 91

95 10 GC Invoicing A4. Some information will be pre-populated for this invoice. Enter the following information and select Submit Invoice. Invoice Date: This is the date on the invoice, not the current day s date. Invoice Number: Approved invoice # s can only be used one time. (See below) Installment Number: Option of 3 installments OR a change order PO Number Pre-Tax Amount: Invoice amount before tax is added. Tax Amount: Calculate the tax amount and input in dollars, not as a percentage. Total including tax: This will auto calculate. Note: If the Pre-tax Amount and Tax Amount are not broken out properly, the invoice will be rejected. Invoice Number Errors Invoice # s cannot be used more than once in the system, unless they have been previously submitted with a rejected invoice package and are required for a re-submitted invoice package. If duplicate invoice # s are used, an error message will be received. Please contact your CSSC business partner for questions. A5. Once the invoice package has been submitted, it can be viewed in an itemized list within the project page. Submitted invoices can be viewed by installment from the project page. Click on the Installment # link to view details. The Status column will always indicate where the invoice is within the approval process. Version Page 92

96 10 GC Invoicing A6. From the installment details page, click on the Back to Invoices link to navigate back to the list of invoice installments for this project. Detailed view of submitted invoice A7. All backup documentation must be uploaded into the CPM Toolbox after the invoice package has been submitted. To upload, click on the Upload attachment link on the upper right hand site of the GC invoice page. Note: Any uploaded invoices or waivers must have a visible notary seal. If the notary seal is not visible in your attached backup document, the invoice will be rejected and will need to be resubmitted. Version Page 93

97 10 GC Invoicing Section B. Gap Inc. CSSC Review Invoice B1. Upon a new GC invoice submission, an notification will be sent to the CSSC contact. To review the submitted GC invoice package via the CPM Toolbox, click on the link contained within the notification. Example of notification Project_accounting_store_construction_gc@gap.com Invoice (installment #1) for Store # TH & 6TH - NY (7232) MAJS This invoice has been submitted for final review and approval of the invoice details. Use the link below to review and approve the invoice. OR Log into the CPM Toolbox. All active GC Invoice packages will be displayed on the homepage. You can also search for the REPS project id or Store # to find the correlating invoice package. Note: Your homepage view can be sorted by any of the categories available as data headers, including status, CS countdown (construction start), etc Clicking on one of the headers will sort by that category. Version Page 94

98 10 GC Invoicing B2. From within the GC module tab, review the invoice package. If all information has been submitted correctly, click the Initial Approval button. Notification will be sent to the SPM assigned to the project for review and approval or hold. Note: To view the SPM or any other project team members, go to the Project Detail tab. All project resources are listed. Review Options Initial Approval: Approves the invoice package and sends notification to SPM Reject and Resubmit: Rejects the invoice package and sends a notification to the GC to correct the issue and resubmit. Cancel Invoice: Cancels the invoice entirely. This indicates that the invoice is dead and cannot be resubmitted. Version Page 95

99 10 GC Invoicing Section C. Gap Inc. SPM Review Invoice and Approve/Hold C1. The SPM will receive notification upon the initial CSSC approval of the GC invoice package. The GC Invoice can be accessed for review directly from the link contained within the notification. Example of notification Julie Chluda Invoice (installment #1) for Store # TH & 6TH - NY (7232) MAJS This invoice has been submitted for final review and approval of the invoice details. Use the link below to review and approve the invoice. OR Log into the CPM Toolbox. All active GC Invoice packages will be displayed on the homepage. You can also search for the REPS project id or Store # to find the correlating invoice package. C2. From within the GC Invoice Tab, Select the Installment link to review. The status will read Awaiting SPM Approval until approved or put on hold. C3. Review the invoice package. If all information has been submitted corrected, click the Approve button. Notification will be sent back to the CSSC for final approval and payment processing. Selecting Hold: indicates that the invoice cannot be approved at that time. (Reasons to hold: Amounts are incorrect, paperwork is missing, construction work not complete, etc...) A notification will be sent to both the CSSC and GC if the invoice is put on hold. Version Page 96

100 10 GC Invoicing Section D. Gap Inc. CSSC Process Invoice D1. A notification will be sent to the CSSC upon the SPM review and approval/hold of the GC invoice. Example of notification Project GC, Project_accounting_store_construction_gc@gap.com Invoice (installment #1) for Store # TH & 6TH - NY (7232) MAJS This invoice has been approved and submitted for payment. Please reach out to your Gap representative for more information. D2. From within the GC Invoice Tab, Select the Installment link to review. The status will read SR PM Approves until the final approval from the CSSC. D3. Select the Final Approval button to complete the approval process in the CPM Toolbox. The invoice is then processed outside of the CPM Toolbox after this final approval has taken place. Version Page 97

101 10 GC Invoicing D4. To export the invoice installment to a separate spreadsheet, click the Project Export Spreadsheet link. Example of export in spreadsheet format Version Page 98