CONTRACTOR QUICK REFERENCE GUIDE Available at: lifestorage.com/bigsky

Transcription

1 CONTRACTOR QUICK REFERENCE GUIDE Available at: lifestorage.com/bigsky URL: Username: Password: Contractor Number: IVR Phone Number: , prompt 2 For acknowledgement of work orders For updating the status of the work order For check in and check out at work site PLEASE HAVE YOUR CONTRACTOR # AND YOUR WORK ORDER # WHEN YOU CALL

2 Dashboard MAIN MENU Access Work Orders, Invoices, Messages, Search and more TABS Tabs are designed to show you everything that needs your attention. From New Work Orders to Overdue Quotes, they are all displayed here. TASK BAR The Task Bar contains quick links to commonly used actions, such as viewing all work orders, or managing work orders in bulk. MESSAGES New messages are displayed on the home page. Once a message has been read, you can mark it reviewed to remove it, or pending to address it at a later time. TAB DEFINITIONS New Work Orders: Work Orders that have been assigned and sent to you. Open Work Orders: Work Orders that you have acknowledged and you have begun to address. Follow Up: Work Orders which you have flagged to follow up on Quote Overdue: Quotes requested which have past the due date to be returned to the Project Manager. Quote Pending: Work Orders that are awaiting a quote. Quote Approved: Work Orders with approved quotes that are ready for work to begin. Overdue: Work Orders which have exceeded the Estimated completion date. Contact PM to advise of revised date. Delayed: Work Orders that have been marked delayed. Unsatisfactory: Work Orders that have been rated unsatisfactory. Invoice Pending: Work Orders that are ready to be invoiced Rejected Invoices: Invoices that have been rejected by the Project Manager/Facility Manager. Closure Pending: Work Orders that have not been invoiced, and are due for automatic closure. RFQ Pending: Request for Quote is not assigned to a work order. Requires to be completed and submitted for Project Manager/Facility Manager approval.

3 WORK ORDER STATUS Work orders will be in varying statuses throughout the progress of the work. Assigned to Contractor: Acknowledged by Contractor: Declined: In Progress: Quote Pending: Review Required: Approved: Delayed: Contractor Done: Completed: Unsatisfactory: New work order This status advises the Project Manager that you have accepted the work assigned to you Update the Estimated completion date also You cannot get the scope of work done Contractor is in the midst of getting the scope of work completed Advising Project Manager that a quote will be submitted scope of work is greater than the NTE (not to exceed $ amount) Status which alerts the Project Manager that there is a quote to review and approve Quote has been approved and you can proceed with the scope of work. Work schedule has changed Please advise reason in the Note Section (Example: manufacturing delay, weather, etc..) Work is completed Ready to Invoice Store has confirmed that the work has been completed satisfactorily Work was not completed in a satisfactory manner. Open work order, review NOTE section for explanation.

4 STANDARD WORK ORDER MANAGEMENT Step 1: Open & Review Step 2: Update Status Check In/Out Step 3: Complete Work Order Open the new Work Order from the Home Page, or from the link in the . Review the Priority, Subject, Request, Not to Exceed (NTE) and the Scheduled Completion Date. Click the Update Status button to Acknowledge or Decline the Work Order Once a Work Order is acknowledged, the next step is to mark the work order In Progress. This tells the PM that you are on the job site and resolving the issue. Work orders can be marked In Progress by checking in using the IVR ( , prompt 2) or your mobile device or manually. When updating status, add notes and update the Estimated Completion Date accordingly. When work is completed, update the status to Contractor Done and update the Completion Date. Add notes about what you did to resolve the issue, and click the update button. Once marked Contractor Done, the store manager will have an opportunity to review and rate the work.

5 Step 1: Quote Pending If you have received a work order with an NTE that is too low and does not cover the price of the job, you can mark the work order Quote Pending, indicating that you are preparing a quote. Step 2: Review Required In the work order, click on the CREATE QUOTE button at the top of the page. Complete the Quote form and SUBMIT. The work order will then update to the Review Required status, alerting the responsible Project or Facility Manager, and prompt them for approval. Step 3: Quote Approved Once your quote has been reviewed, the Facility Manager has the option to either approve or reject your quote. Upon review, a message will be sent and the Work Order will appear on your home page. Please note: A simple message may suffice to increase an NTE. In any case, it is always recommended that you communicate clearly through the system with any important updates, especially if they affect cost and timeline.

6 MANAGE WORK ORDERS The Basics Define the work orders that you would like to manage. Filter work orders by Type or Status. Edit, Update and Invoice Click on the blue work order and invoice numbers to open and review the documents. Click on the Edit Work Order, Update Status and Add Invoice link to quickly update and complete work orders. You can also update the status of the work order when you call into the IVR line (instructions following).

7 INVOICING The Basics When the Pop-Up Invoice screen opens, enter your invoice number and date (same as original invoice attached). Line Items Select an item type, enter a description and enter a cost. Do breakdown of each line item. Be as descriptive as possible when entering line items. A breakdown of Labor, Materials and Taxes (Types) are required for all invoices. Attachments Once you are finished entering your line items, scroll down and attach a copy of your original company invoice and any support documentation. Lien Release is required for any invoice submitted over $3,000. Photos of the work completed are recommended.

8 Adding a Quote To add a Quote, Update Status to Quote Pending. Scroll to the bottom of pop-up window and click UPDATE.

9 Quote Request Cont d Click on the CREATE QUOTE button at the top of the page. Complete the Quote form and SUBMIT. Complete each section of the Quote form Labor, Materials, etc... Enter scope of work in the description field

10 Quote Request Cont d Enter Estimate Duration Check off the Confirmation Attach your original quote Submit Enter your name Once you have submitted the quote, the status of the work order will automatically update to REVIEW REQUIRED status, alerting the Project or Facility Manager of the submitted quote awaiting their approval. 11

11 RFQ (Request For Quote) The RFQ Pending tab will alert you if a Request for Quote was sent to you from the project manager. Request for Quote are for proposed work to be done and are not associated with a current work order or project. Click on the RFQ Pending Tab Click on the selected Store - Quote requested Scope of work will be listed.

12 RFQ (Cont d) Complete form as per quote instructions Submit Once a quote has been approved, it will show up in your APPROVED QUOTE tab on your main screen. Open the Work Order and proceed.

13 PROJECT MODULE The Project Module is for Capital Improvement projects requiring a contract. There are four parts to this module: RFQ / Bid Package Contract and Lien Release Work Order Invoice

14 RFQ / Bid Process Project Manager will prepare a scope of work and forward a notification through Big Sky that an RFQ is ready for you to enter a bid. Log into Big Sky through the link in the notification received. Complete the RFQ as listed above. Submit

15 Contract You will receive an notification if your Quote was selected as the winning bid. Attached to the will be a PDF of the Contract with all supporting documents and a link to the Work Order. Log into Big Sky (using the hyperlink from the notification ) and update the status of the Work Order. Sign the contract and attach it in the work order. Supply an updated copy of your current Certificate of Insurance.

16 Work Order Once the Status has been updated to Acknowledged by Contractor, enter Estimated Completion Date. Scroll to the bottom of the pop-up screen and click on Update The updated Status alerts the Project Manager that you have accepted to complete the Contract. Once the work begins, update status to In Progress. Upon completion of the contracted scope of work, update status to Contractor Done. If a Change Order is required, it must be pre-approved by the Project Manager.

17 Invoice Once the Status has been updated to CONTRACTOR DONE your invoice can be submitted along with a copy of the signed and notarized Final Lien Release.

18 IVR TELEPHONE SUPPORT HOTLINE Step 1 - Calling in Call the Telephone Support Hotline access number Press 2 for Contractor. Enter Contractor ID and press #. Enter the Work Order number. Step 2 Updating Status Follow the prompts to perform the following workflow procedures: Accept Work Order: Enter date and time scheduled for service Decline Work Order: Record reason for declining service request Check In or Check Out of a Work Site: Record any issues or delays Page a Project or Facility Manager: Enter call back number Report Work Completed

19 WORKFLOW DIAGRAMS Complete invoice, attach original invoice & click SUBMIT Invoice reviewed and approved by Project Manager & Audit Team Final Approver releases invoice Life Storage/Big Sky exports invoice to Accounts Payable Life Storage imports invoice information and issues payment Contractor is paid.