TEAM LEADERS GUIDE TO E-BUILDER KEY PROCESSES B01 - PROJECT UPDATE Project Update is a two-step process. First, while within the project, start the process and enter Submit. Second, look for the process in your court where it will show all of the existing values and allow you to change any of the values. B08 - PROJECT TITLE CHANGE Since there many stakeholders interested in the project title, there is a separate transaction to update it. It is very simple just select the project and enter the proposed title. You should only enter the text of the title. The system will automatically prepend the Project number, Building code and Building name to the front of the project Title. If the project is a state approved project, it will be routed to the VP s office for approval. Otherwise the change will happen immediately, with notification to the VP exec team, the team leader and the business office. B02 - ADD USERS TO PROJECT ROLES Adding Team Members to Projects accomplishes the following: No one will get access to any of the information on a project in ebuilder unless they are assigned to a project. o Initial Setup: all VPCPF staff are assigned to all projects all Physical Plant Directors on the campuses are assigned to their campus projects All Regional Campus Vice Chancellors are assigned to their campus projects Any consultants and/or contractors will have to be added to their respective projects. o There is a table within this transaction to list multiple people to be added to the project. (This list could include external contractors or consultants, or IU Staff. There is also the ability to upload a spreadsheet to this table. As part of that table, there is a field asking for the role the person to which the person should be assigned. A detailed description of the roles is attached. (NEED TO ADD THIS) o The Business Office will process this, but it may take a day or two. They will need to determine if the person is already an ebuilder user, and if not, they will have to add her/him to the system, before they add her/him to the project. As part of this process, the consultant or contractor will need to be linked to their firm. This allows the system to control what commitment (contract) info the user can see. Any other IU staff who will be participating in the project will also have to be added. There is another section in the page layout that allows selection of Design Review Team Members. These staff members will have access to all of the design documents and will be notified of required design reviews (see below).
B06 - COST OPINION The Cost Opinion Process is a tool to allow the Team Leads to put together the information to create a cost opinion to send to the departments. It contains the following information: Description/Scope of work Project Budget o Low Estimate (everything except for the contingencies and the costs funded outside of the project) o High (everything except for the costs funded outside of the project) o Outside (only costs funded outside of the project) Key dates o Design dates, Construction dates, Procurement Dates, overall project Dates Any other information pertinent to the project The Cost opinion will be required before any bidding will be done. B05 - BUDGET CHANGE REQUEST The Budget Change Process is a way for the Team Leader to adjust the budget during the design phase. It is important to note: The initial budget will be set when the Cost Opinion or the A/E of Record proposal is submitted. The budget will be updated (by the Team Lead or the business office) before bidding (part of the E02 Bid Request Form process) The budget will be updated when construction is awarded (part of the E05 - Post-Bid Process). The system will keep track of all budget changes, and there will be reports run to compare current budget to original budget or budget to actual. With ebuilder, the system will adjust the budget automatically, moving budget amounts from Construction Contingency for every approved CCD and Addendum. This means that the design and construction commitments will appear to be within budget, but the contingency amount will continue to decrease (to reflect available contingency). o It is important to note, that there may still be expenses hitting the project that were unbudgeted. So, all of the contingency may not be available. E02 BID REQUEST FORM (FINAL ROUTE SHEET) This is a process to gather the information necessary required by the Bidding Office in order to bid the projects. It requires the following information: Updated Budget (with current construction base bid estimate) List of Alternates (and whether they are mandatory or not) and the estimate for each Information about pre-bid meeting It will be routed around for approvals before set for bid. It is required for any project before bidding can occur.
D01 PLAN REVIEW This process is for sending out files for review/approval Initiation o Team Leader sets due date o Team Leader defines review to be done o Team Leader attaches documents to be reviewed o Team Leader adds any other instructions Notification is sent to: o Design Review Team o IU CM o Any functional discipline leads assigned to project (engineering, interiors, landscape) o External CM (if exists) Review members should: o Attach comments (if any) to the proper folder or to the process o Respond that review is complete o It will then disappear from Your court The Team Lead can see who has reviewed by looking at Current Actors. The process will not move back to Team Lead until all reviews are complete or 1 day after due date. 1 day after due date, Team Lead will be notified o Team Lead can move the project forward based on reviews received, or o Team Lead can reset due date and re-notify everyone (all will be notified, even those who have already submitted review) If Team Lead moves the project forward o If it is a final review, it will go to Bidding office. They will link with the E02 Bid Request Form and prepare for bidding. o If not final review, will go to A/E of record to incorporate comments Assumes Team Lead has reviewed comments with A/E to determine which should be incorporated F01 RFI This is a process for the contractor to submit an RFI to the consultant for more information. It may result in a PCO (the F02 process will be spawned (started) if it is to become a PCO) F02 POTENTIAL CHANGE ORDER (PCO) The PCO is a part of a two-step process: The PCO is created and approved by the consultant, the IU Construction Manager and the IU Team Lead It is then put in a Pending status. At this point, it is shown on the Cost Summary in the Pending Commitment Change column In order to turn it into a CCD, the Team Lead (or IU CM) must initiate the F03 Commitment Change Directive process o Within this process, the PCO s must be selected (there can be more than one, and they can have different reason codes). o They are bundled together and then routed around for approval before being finally approved. The PCO can be entered a couple of different ways It can be started from an RFI It can be entered by the contractor, consultant or IU staff (CHECK ON THIS)
F03 COMMITMENT CHANGE DIRECTIVE (CCD) The CCD process is composed of steps to select PCO s (in Pending Status), aggregate them and create a CCD, composed of the selected PCO s. Routing is all internal IU Team Lead, IU Construction Manager, IU Business Office CM Coordinator, Business Office Finance, and AVPCPF (if over $25K). F09 - SUBSTANTIAL COMPLETION This is a document to officially record substantial completion. It also has the ability to record two other dates: o Beneficial Occupancy o Date in Use for Intended Use OTHER PROCESSES WHICH YOU MAY SEE IN YOUR COURT IF YOU ARE TEAM LEADER: Approval of Consultant Contracts (C02 Commitment Creation) Approval of Addenda (C04 Consultant Addendum) Approval of Pay Apps (Consultant/Contractor) (C05 Consultant Invoice, F04 Contractor Payment Application) Approval of Submittals A01 Project Setup Detail A02 - EHS Project Checklist A03 - Engineering Checklist
ADDITIONAL INFORMATION PROJECT STATUS REPORT There is an easy way to complete the monthly project status report. There is a report in Unfiled Account Reports called Project Status Report (everyone should have access to it). You can run it just by clicking on the report name It is the project report for everyone You can download to Excel o Select Export (toward the top right of the screen) o Select Excel as the format o Click on the download prompt (on the bottom of the screen) to download it On this report is a column for the latest project note. o Go to the Projects Tab, select your project and add a note Select the Notes Tab toward the middle of the screen Select Add a Note on the right Enter your text Select Save Tips: o o o The system will record the author and the date of the note You will also see a chronology of all notes (in reverse chronological order) You can create your own version of the Project Status Report by modifying the filters Select Edit next to the report name Click through the report wizard to the Specify Filter screen (Step 6) Modify Search rule #2 Change has a value to equals (use drop down selection) In the next field, add your user ID Save as Enter a report name (usually Project Status Report Sullivan or something) It automatically saves in My Personal Reports Folder If you create the report, you can run it by simply clicking on the report name You can review all projects. If you want to update the note on any of them, you can click on the Project Title and it will take you to the Project Screen. If you want to show a chronology of notes on the report, you can copy the last note and add info to it, so all would show. PROJECT STATUS UPDATE There is a weekly Project Status Update report, which will recap the projects where the project status has changed. This report includes the following processes: Project Update Furniture Only Requisition/Project Status change A/E of Record proposal (Project Status will automatically change to DESIGN when process is complete). Cost Opinion (Project Status will automatically change to DESIGN when process is complete). Final Route Sheet (Project Status will automatically change to PROCUREMENT when process is complete). CFS Route Sheet (Project Status will automatically change to CONSTRUCTION when process is complete). Contractor Commitment Process (Project Status will automatically change to CONSTRUCTION when process is complete). Substantial Completion (Project Status will automatically change to WARRANTY when process is complete.
DOCUMENTS The documents module is the repository of all project related documents, including design documents, copies of invoices or details supporting CCD s, meeting minutes, etc. Some of the information is most easily accessed directly through this module, but much of it is more easily accessed through the processes that created the information. On each process, there is the ability to Attach Documents. This give the system the ability to link related documents to a specific process (such as payment apps, PCO s, or RFI s). When any documents are attached to a process, they are stored in the Documents module in specific folders. Not all roles can see all documents. See the Folder Permissions document on the web site to see the permissions for the standard starting document folders. For more detailed information on permissions of a specific folder, click on Properties for the folder, and select the Permissions tab. SCHEDULE UPDATES E-Builder provides a robust way to track project schedules. Initially, we will only be tracking key milestones/tasks (some may not be relevant for all projects): Programming Design (Schematic, Design Development, Construction Documents) Bidding Construction Substantial Completion Warranty Close-out Other key tasks that impact schedule o FFE Procurement/Installation o Data Installation o Classroom Technology Installation o Move Management Additional Tasks can be added by the Team Leader and/or Construction Manager o There is even the ability to import a much more detailed schedule from Microsoft Project, but the tasks must be related to one of the key tasks listed above. The schedule should be updated by the Team Leader/Construction Manager when appropriate. Unfortunately, there is no way to automatically update the schedule from one of the processes. However, we will run reports to compare Project Status to schedule tasks/milestones to identify inconsistencies. REPORTS Monthly Project Status report o There is a standard report (Project Status Report) which displays various data about all active projects (budget, schedule info, consultant, contractor, etc.) It also includes the latest Project note. So, AVP Lewis will use it as the monthly project report. o Variations can be created for this report by modifying the filters (projects by Team Leader, Construction Manager, area (Engineering, Interiors, etc.) Project Management Reports (reports by project) o PCO Log o CCD Log o RFI Log o Submittal Reports Projects by Role report