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Primavera Contract Manager Functional OverviewAMERICAS HEADQUARTERSTHREE BALA PLAZA WESTBALA CYNWYD, PA 19004 USAP. 1.610.667.86001.800.423.0245F. 1.610.667.7894info@primavera.comINTERNATIONAL HEADQUARTERSMETRO BUILDING1 BUTTERWICKLONDON W6 8DL, UKP. 44.20.8563.5500F. .comCopyright 2008 Primavera Technologies, Inc. All Rights Reserved. Primavera, the Primavera Sundial, Primavera Contract Manager, P6, P6 Primavera, Primavera Pertmaster,Pertmaster, and Primavera Inspire are trademarks or registered trademarks of Primavera Technologies, Inc. ProSight is a trademark or a registered trademark of Primavera ProSight Ltd.All other trademarks and registered trademarks are the property of their respective owners.IC XXXXXX
Table of ContentsPrimavera Contract Manager Executive SummaryExecutive Summary . . . . . . . . . . . . . . . . . . . . . . . . . .2Complete Project ControlBy using Contract Manager, you will minimize delays,keep client costs low and accelerate completion timeOn-schedule, on-budget completion demands completeDocument Management . . . . . . . . . . . . . . . . . . . . . .4project control. Construction project managementwith improved communication and collaboration amongyour team.involves groups of people representing differentChange Management . . . . . . . . . . . . . . . . . . . . . . . .19disciplines, from project managers, contract managersand division managers to subcontractors, architects,Job Cost Management . . . . . . . . . . . . . . . . . . . . . .24Dashboards and Reporting. . . . . . . . . . . . . . . . . .36Everyone is Accountable withDocument Controlssuppliers and clients — all trying to collaborate on amultitude of issues and changes while juggling multipleThe enhanced collaboration capabilities enable moredocuments and contracts.timely responses to critical and potentially scheduledelaying field issues. Contract Manager’s flexibleIntegrated Program Management . . . . . . . . . . . . .39Controlling your construction projects’ schedules,workflow and approval process allow you to knowbudgets and deliverables is vital to the success of yourwho is accountable for key items, and eliminateprojects and the future of your business. But this cansurprises during the overall project.Tight Integration with ERPbe challenging with slow responses, missed deadlinesand Accounting Systems . . . . . . . . . . . . . . . . . . . . .41and late deliveries. Every unbudgeted change or delayComprehensive Change Managementin the schedule can result in increased costs, risksSample Reports . . . . . . . . . . . . . . . . . . . . . . . . . . . .41and claims exposure. Contract Manager is a powerfulsolution that integrates these processes, brings togetherthe entire project team and gives your organizationconfidence throughout the life of the project.Contract Manager also is a comprehensive changemanagement system that assures changes areresolved, payments are made and claims are avoided.Furthermore, you can analyze the cost or scheduleimpact of any change on the project and identify whichContract Manager is a document management, jobcontractors are affected and if new equipment orcost and project controls solution that will increasematerials are needed. With Primavera, you are preparedconstruction project management efficiency and speed,for the unexpected and have the power to negotiatewhile reducing schedule delays and risk. Built on adetails for final resolution.collaborative platform, Contract Manager alerts teammembers and collaborators to new RFIs, questionsanswered, potential issues and changes. It providesinstant and easy access to the latest projectinformation, including the latest drawings, approvedsubmittals and daily events.12
Document ManagementSuperior Job Cost ManagementIntegrated Construction ManagementContract Manager forecasts costs and simplifiesAs construction projects have become increasinglycontract control. A complete job cost control system,complex, architecture, engineering and constructionContract Manager helps you analyze budgets andproject managers are facing more difficult challenges.funding, review commitment documents and recordProjects have more subcontractors, issues, ownerrequisitions and invoices. The Cost Worksheetrequirements, possible liquidated damages and otherautomatically collects and summarizes detailed costpotential problems. Many general contracting firms areelements from contracts, requisitions, changes andstill rebuilding backlog from the lean years andproposals and dynamically displays them in oneoperating at record-thin margins. Given the financialeasy-to-read spreadsheet.impact of changes to plans or schedules, constructionPrimavera Contract Manager facilitates team interactionoptions for creating, sharing and reviewing submittalsby displaying information and turnaround graphs thatin real time.help project managers immediately identify who isholding up the document approval process and what isrelevant to each project team member in order to keepthe project going. Action lists, alerts and turnaroundgraphs help project managers immediately identify whois holding up the process, when it was required and if itwill impact the budget or schedule.With Contract Manager, accurate and up-to-dateinformation is always accessible. Primavera providesrole-based dashboards with key performanceindicators and powerful reports. Gain visibility early onso you can prevent minor issues from becoming majorproblems. With a personal dashboard, you can view thecurrent project status, new issues and project alertsabout potential problems. With two clicks, access theproject details necessary to make decisions and keepprojects on schedule. Use any of the 150 standardreports, or create your own, to track budgets, costspecifications and other supporting documentation soyou meet contractual requirements and ensure completionof your work. Track drawings through the DrawingsLog, which maintains a history of drawing revisionsalong with the dates each revision was received and sent.Furthermore, drawings can be packaged as sets toFeature 1.1 – Document Controlcontrol and manage the design review process fromprojects today simply don’t have any room for error.Key Performance Indicators Accessedvia Dashboards and ReportingUse the Drawings Log to maintain and identify drawings,schematic to construction drawings, as well as toPrimavera’s Integrated Program Management (IPM)With hundreds of submittals underway, it’s easy to letoffering is the first and only integrated solution forone or even several slip — not to mention easy to forgetconstruction that handles projects, contracts, changesto remind someone that action must be taken.and much more. This integrated, scalable solution linksWith Contract Manager, no one forgets. It providescontractors and vendors have the latest documentspeople, teams and projects. You can now control everycomprehensive tracking of every submittal to ensureto bid for, construct and close out the job.aspect of a project’s lifecycle, from the planning stagesthat approved, contract-specified materials arrive onto the final deadline. And since Primavera IPM istime and as ordered. Contract Manager gives you arole-based, it gives everyone exactly the functionalitycomplete list of all submittals and their status. You’llthey need to fit their individual jobs. With Primaveraknow instantly where design reviews and submittalsIPM, you can ensure that everyone — employees andare in the approval process — who is responsible forsubcontractors — works toward the same goals: thewhat and by when. Take advantage of flexible workflowmanage the distribution of drawings to ensure everyonehas the latest drawings required to construct thebuilding. Use sets of documents to make certainUse Brava! 5.0 from Informative Graphics Corp. to viewand redline files that are attached to Contract Managerdocuments. Just click an icon to view latest document,redlines, comments and annotations.success of the project.Figure 1.1 Industry standard submittals workflow that can be configured to meet your needs.variances, project changes and analyze comparativetrends and cause/effect among multiple projects.Contract Manager enables you to maximize lsReturnedSubmittalsForwardedwhile minimizing project costs, risks and safety t34
Figure 1.1.1 Managing submittals is simplified with an easy-to-view schedule of the submittal process.5F E AT U R EBENEFITSubmittalsTrack all submittals and identify who is responsible, when each is due and ifmultiple reviewers are required. Use flexible workflow to create, share andreview submittals.Submittal PackageGroup submittals into packages to handle complex assemblies. Recordcomments at each review cycle and review dates and status updates in onecomprehensive screen.Submittal LogTrack detailed information on status and responsibility, such as vendor, dates,status, package and more.Graphical Submittal ViewSimplify the process of managing submittals with an easy-to-view schedule.Quickly identify critical submittal activities behind schedule.Ball-in-Court (BIC)Keep track of who is responsible for what.Multiple Review CyclesCreate a flexible workflow to establish multiple review cycles and multiplereviewers. Capture comments and status every step of the way.TransmittalsSave time and effort in document preparations by automatically creatingtransmittal letters to accompany shop drawing or other enclosures sent toappropriate parties for review.Drawing LogMaintain and identify drawings, specifications and other supportingdocumentation.Drawing SetsCreate drawing sets to document drawing revisions from the design reviewprocess, bid packages, drawing distribution and as-builts. Record ball-in-court(BIC), progress, phase and priority.6
Feature 1.2 – Accelerate SubmittalApproval TimesF E AT U R EBENEFITOverdue ReportRun overdue reports to quickly view outstanding reviews and approvals.Dunning LettersAutomatically create dunning letters for overdue submittal items.SubmittalTurnaround GraphCompare performance and response time by contractor. Use submittalturnaround graphs to view who is holding up the process, evaluate trendsand take corrective action.Personal Action ListsBe alerted to required actions using the action list portal available from thedashboard. Ensure documents keep moving according to the defined workflowand distribution for timely responses.AlertsCreate alerts to understand whether a design review is late and impactingmaterial delivery, and whether it may ultimately impact the project end date.Simply establish a threshold for the alert as required by project or program.Ensure Materials areDelivered on TimeLink with P6 to identify installation activity and easily backtrack to identifyrequired start and finish dates.With turnaround graphs, alerts, action lists and reports,Contract Manager accelerates design reviews andapprovals while increasing accountability amongproject participants.Figure 1.2 Track and record workflow distribution of design reviews, key deliverables, specifications and shopdrawings. Identify days elapsed, days overdue and who is responsible.78
Feature 1.3 – Accelerate RFITurnaround TimesF E AT U R EDocumenting and managing changes are critical toquestion, propose solutions and communicate the finalsuccessful projects. Primavera Contract Manageranswer. Keeping the RFI moving keeps the project onorganizes potential project issues and provides projecttarget and on budget.team members an opportunity to collaborate on theFigure 1.3 Use RFIs to solicit additional information or clarify some aspect of the project, such as procedures,equipment and materials. Quickly identify impact to the project, potential cost and schedule delays,and distribute to contractors impacted.9BENEFITCollaborative RFIsThe entire project team can create, access and respond to RFIs. Appropriatefield-level security restricts user access to the module, the document and datawithin the document.RFI LogsGroup, sort and organize RFIs by vendor, status or contract to ensurequestions are received and prompt responses are provided and shared withthe project participants.Action Required PortalBe alerted to required actions using the Action List Portal available from thedashboard. Ensure documents keep moving according to the defined workflowand distribution for timely responses.Flexible WorkflowUse standard ball-in-court (BIC) workflow process to move documents, or takeadvantage of flexible workflow options based on type of RFI. Route RFIs whereall review parties must approve or anyone can approve, or route RFIs for linearreview and approval.Secured Field AccessLogical field-level security, including add, edit and view rights for documents,questions, answers and proposed solutions, ensures that the question fromthe field cannot be edited to suit answer.RFI Turnaround GraphsCompare performance and response time by contractor. Use RFI turnaroundgraphs to view who is holding up the process, evaluate trends and takecorrective action.10
Feature 1.4 – Master the IssuesIt happens in every job. A problem, a misunderstanding,unrecorded. Contract Manager ties documents togethera difference of opinion that gets discussed, reviewedto create an electronic file, enabling the project team toand debated and eventually spans an incredible numbermaintain an accurate history of events, compiling whatof people, documents and weeks of involvement. Withhappened, when it happened and who is accountable.Issues Management, no issue goes unresolved orFigure 1.4 Link several documents of any type — such as a submittal, daily report, RFI or even attached files —to gather relevant documents related to a topic that led to a formal change order, such as an RFI.11F E AT U R EBENEFITIssue TrackingA complete issue tracking system organizes project information to resolveproblems that can lead to contract changes or claims or impact the overallproject schedule or completion cost.Issue HistoryCreate an electronic issue file to maintain an accurate history of events,compiling what happened, when it happened and who is accountable.SearchSearch for documents on the fly and quickly link them to issues.Search Attached DocumentsSearch attachments such as Microsoft Word documents, spreadsheets,drawings and more.12
Feature 1.5 – Meeting MinutesF E AT U R EAccountability starts from your day-to-day operation onThese action items are displayed and alarms arethe project. Primavera tracks meetings, business itemsgenerated for overdue actions, ensuring project issuesand those responsible for issues that arise on a project.are resolved quickly.Figure 1.5 Capture all relevant and important information from latest meeting held, including outstanding items,who was supposed to attend and didn’t, and if action is required.13BENEFITMeeting Minutes LogThe Meeting Minutes Log contains a brief summary of every meetingdocumented for this project. Quickly understand the details for a meeting,easily add a new meeting or generate the agenda for the next meeting.Meeting MinutesContract Manager automates the task of listing a meeting’s business items,starting with the previous meeting’s agenda so you don't overlook anything. Asitems are resolved, Contract Manager automatically crosses them off the list.DistributionMake copies for everyone at the meeting and even for those who just want toknow what happened.Ball-in-Court (BIC)Create BIC for the entire meeting, as well as for individual items discussed atthe meeting.PrioritySet priority level for each business item so team members can concentrate onthe most critical tasks.AlertsNotify users of any business items from the latest meeting that are due.Values in the alert indicate the number of days to the due date.14
Feature 1.6 – Daily ReportsEvents are recorded on a daily basis, tracking itemsF E AT U R Eto record project particulars. This provides you with thesuch as material deliveries, weather conditions, projectday-to-day perspective and the required documentationissues and operated equipment. The Daily Reportgoing forward.BENEFITDaily Report LogTrack all daily reports issued by the field or from contractors. An accuratehistory of project events is important in case you need to explain delays orjustify costs, and it can be used to defend against litigation.Daily ReportsFor each daily report, enter project events and progress, including adescription of physical conditions, a summary of the work accomplished at thejob site, lists of resources used and delivered, a log of visitors to the site and areport of any problems encountered that day.Generate Daily ReportsDaily reports often contain several similar items. To reduce data entry time,use the Generate Wizard to create a copy of a daily report, then edit the copyto reflect any differences.Capture Key EventsReport work activity, equipment, field force, visitors, weather conditions andmaterials delivered.Record Potential ChangesChanges are often identified in the field, due to errors and omissions,unforeseen conditions and the like. Initiate the change management workflowprocess from a daily report.Get Planned ActivitiesYou can include activities underway in which their early start and/or early finishdates include the day of the daily report from a linked Project Managementproject. Contract Manager then displays the Activity ID, percent complete,remaining duration, total float and description of each activity.Progress ActivitiesAs the field or contractor updates progress on those activities, you canautomatically update the P6 schedule and review the changes for accuracybefore applying to the project schedule.tracks the project’s progression. All citations are storedFigure 1.6 Link several documents of any type — such as a submittal, daily report, RFI or even attached files —to gather relevant documents related to a topic that led to a formal change order, such as an RFI.1516
Feature 1.7 – E-mail IntegrationF E AT U R EE-mail is used to collaborate among all project participants.whether e-mail attachment files are imported andThe ability to capture and record correspondence andrecorded and select how and how often e-mail iscollaboration records is essential to fully document allimported into their e-mail correspondence log.project communication. With Contract Manager, capturee-mail from an external e-mail box. Contract Managersupports any IMAP/POP-compliant e-mail servers,including Microsoft Outlook , Lotus Notes and otherpopular e-mail servers.BENEFITCapture External E-mailsCapture and record all external e-mail correspondence to fully document allproject communication. Contract Manager supports any IMAP/POP-compliante-mail servers, including Microsoft Outlook , Lotus Notes and other populare-mail servers.E-mails RecordsRecord who e-mail was to, from and distributed parties. Capture all e-mail text,including subject line and body of an e-mail. Upload attached files, includingscanned documents, PDFs and drawing files.Batch ProcessingSet options to import the e-mail on demand or use a predetermined batchprocessing that runs daily at a specific time.The newly created e-mail record captures detailsincluding To, From, Subject, and the body of the e-mail.If attachments, such as drawings, documents, PDFsand scanned documents, are associated with that e-mailrecord, they are automatically uploaded to theThe managing project administrator determines whatpredetermined attachments directory and associatedinformation is collected when importing project-relatedwith the e-mail correspondence record.e-mail documentation. The administrators can chooseFigure 1.7 Capture e-mail from an external e-mail system, such as Microsoft Outlook . Capture the entire bodyof an e-mail, any attached files and the corresponding parties.1718
Change ManagementNothing is as predictable as changes in a constructionand the sch
Primavera Contract Manager facilitates team interaction by displaying information and turnaround graphs that help project managers immediately identify who is holding up the document approval process and w
